Venues · Rigging and LED
Hynes Boston: room-specific rigging, AV and floor loads
The John B. Hynes Veterans Memorial Convention Center 2026.2 Event Planning Guide sets different rules for halls, ballroom, meeting rooms and public areas. MCCA requires approval of aerial rigging and assigns exclusive services. This guide prepares a scope; it does not authorize one.
1. Room and authority
Hynes has halls, auditorium, ballroom, meeting rooms and pre-function areas with different rules. The 2026.2 Event Planning Guide is part of the Event License Agreement and warns that conditions and prices may change. Match plan, leased area and actual use before applying a rule.
2. Hall and ballroom rigging
In halls, the exclusive in-house provider performs motorized aerial rigging, crank-ups and structural attachments. The guide allows a choice between that provider and the general service contractor for certain non-motorized aerial rigging, subject to limits and MCCA approval. In the ballroom all aerial rigging belongs to the exclusive provider. Submit plans and point loads for review; one room’s values do not clear another.
| Area | Published rule | Before design |
|---|---|---|
| Exhibit halls | Motorized: exclusive provider; non-motorized: limited choice. | Confirm MCCA review and exact scope. |
| Ballroom | Aerial rigging by exclusive provider. | Obtain points and approved design. |
| Meeting rooms | Aerial rigging prohibited. | Review floor-supported design. |
| Lobbies and pre-function | Aerial rigging prohibited; North Rotunda exception. | Seek specific preapproval. |
3. Rooms, lobbies and signs
Aerial rigging is prohibited in meeting rooms and lobbies/pre-function areas; North Rotunda has a preapproved signage exception. The exclusive provider operates ground-supported crank-ups and truss as the space requires. Do not turn a sign exception into permission to fly screens or audio.
4. Outside AV and house sound
In-house AV is preferred, while outside AV providers need advance approval. The in-house vendor exclusively operates the house sound systems; an outside company must bring a stand-alone speaker system. Define patch, operation, mixing and responsibility with the Event Services Manager.
5. Exclusive services and network
MCCA lists power, telephone, internet, plumbing, gases, house sound and rigging among exclusive services. Its attendee Wi-Fi is unmanaged; production needing reliable connectivity should order the appropriate service. Do not operate an independent Wi-Fi system without prior written approval.
| Service | Published role | Event order |
|---|---|---|
| General AV | In-house preferred; outside vendors preapproved. | Define equipment and operation. |
| House sound | In-house vendor exclusive. | Define independent or integrated system. |
| Power and internet | MCCA exclusive. | Order power and network. |
| Haze or fog | MCCA and Boston Fire Department. | Confirm permit and detail. |
6. Floors, docks and freight
The manual lists 250 lb/ft² for exhibit hall floors and 100 lb/ft² for the specified registration/pre-function areas. These are distributed-load references, not clearance for concentrated wheel or support loads. The general service contractor organizes drayage and dock operations under MCCA coordination; document weights, route and delivery window.
7. Haze and safety
MCCA must approve haze or fog; the guide limits it to ballrooms and halls used for general sessions or special events. The Boston Fire Department permit and firefighter detail belong to the specific event and organizer. Keep egress clear and submit changes for fresh review.
8. Approval package
Prepare license, room plan, rigging diagram with point loads, motorized/non-motorized classification, AV provider scope, sound system, utilities and network, floor calculation, logistics and haze decision. Keep venue and authority approvals separate.
Frequently asked questions
Can a general service contractor hang anything in exhibit halls?
No. In halls, the contractor option covers limited non-motorized aerial rigging under the guide’s conditions. Motorized rigging and structural connections belong to the exclusive provider; all aerial rigging needs MCCA approval.
Is haze allowed in every room?
No. Approved use is limited to ballrooms and halls used for general sessions or special events; meeting rooms and exhibit display areas are excluded. MCCA approval, a Boston Fire Department permit and a firefighter detail are required as applicable.
Official documentation
Reviewed October 18, 2026. Hynes 2026.2 Event Planning Guide, 70-page PDF: PDF pp. 8–10, 19–20, 26, 54–56; 2026 Exhibitor Ordering Guide for ordering scope; official Hynes plans. Directed review. No point drawing or event approval obtained.