Venues · Rigging and LED
Gaylord Texan: Longhorn, rigging and outside production
Gaylord Texan combines Longhorn Exhibition Hall, ballrooms, breakouts and Glass Cactus. Encore’s 2024 Production Guidelines distinguish in-house exclusive work from requirements for outside production. Confirm current applicability with the hotel for each contract.
1. Space and current document
Marriott’s site distinguishes Longhorn Exhibition Hall, Texas and Grapevine Ballrooms, Vineyard Tower, smaller rooms and Glass Cactus. Identify the exact division in contract and plan. Commercial capacity figures exclude stage, screens and control; final attendance depends on the layout.
2. Longhorn and other rooms
Longhorn divides into sections A–F; review doors, heights and routes against current plans. Glass Cactus has a different AV rule. Do not transfer ballroom rules to Longhorn or treat the total area as setup approval.
3. Rigging and truss
The 2024 Production Guidelines say Encore exclusively designs, installs and removes all meeting-space rigging, including banners. They also reserve crank towers, flown truss and ground-supported multi-contact horizontal truss structures to Encore. Obtain CAD, points, loads and supervisor review; do not access the ceiling independently.
| Task | 2024 guide role | Check |
|---|---|---|
| Rigging and banners | Exclusive Encore riggers. | Approved points and plot. |
| Flown and certain floor truss | Encore exclusive. | Geometry and loads. |
| AV in Glass Cactus | Encore exclusive. | Contract scope. |
| Power and internet | Encore does not manage them. | Hotel provider and order. |
4. Deadlines and plans
The document requests a Schedule Rigging Services form and scaled rigging plot 21 days before load-in. It also requires a full load-in/out schedule and room diagrams 14 days before. These are 2024 published deadlines; confirm current contract timing and resubmit changes for review.
| Deliverable | Published deadline | Pending |
|---|---|---|
| Scaled rigging plot | 21 days before load-in. | Confirm current deadline. |
| Schedule and diagrams | 14 days before load-in. | Include every room. |
| Installed systems | Encore-supervised access. | Patch and technician. |
| Carpet protection | Setup and strike. | Route and materials. |
5. Outside AV and installed systems
Glass Cactus is listed as Encore-exclusive for AV. The hotel operates permanent sound and lighting; an outside company may interface under Encore supervision with an in-house technician. This does not make all resort AV exclusive. Agree on patch, operation and charges with the hotel.
6. Floor, loading and schedule
The guide requires carpet protection under road cases, stages and travel paths during setup and strike; it also calls for an Encore supervisor in rooms during those periods. Coordinate dock, freight lift, weights and route with the hotel. Published floor loads are insufficient to clear a particular screen or support.
7. Power, network and RF
Encore explicitly says it does not manage power or internet at Gaylord Texan. Request the provider, service drops and production network from the hotel. The document lists 2024 house frequencies and assigns outside production RF coordination; scan today’s spectrum rather than treating that list as a current reservation.
8. Approval package
Prepare contract, room, current CAD, rigging plot with loads, truss/banner list, schedule and diagrams, audience layout, floor protection, installed-system patch, power, internet and RF plan. Keep Encore, hotel, organizer and authority approvals separate.
Frequently asked questions
Is Encore exclusive for all AV at Gaylord Texan?
No, according to the 2024 Production Guidelines. Encore lists rigging, truss and specific tasks as exclusive, while AV in Glass Cactus is exclusive. Outside production can work under hotel rules; confirm the current contract.
Can my own crew hang a banner?
Not under the 2024 guide. Banners and marketing hangs fall within rigging designed, installed and removed by an Encore rigger. A scaled plot is due 21 days before load-in; points and loads are reviewed in CAD.
Official documentation
Reviewed October 18, 2026. Encore Gaylord Texan Production Guidelines, 2024 PDF, PDF pp. 1–2; Marriott Meetings & Events page and current room chart. Dated official provider source subject to current contract confirmation. No point CAD, floor support rating, service order or event approval obtained.