The following information is provided to assist you in the planning of your event at The Broadmoor. This information outlines services available through The Broadmoor Conference Services team and its contractors. Also included are various building policies and procedures of which you should be aware. Should you have any additional questions, contact your assigned Conference Services Manager. Additional off-site venue options are also listed below.
The Hotel represents that, as a place of "public accommodation," it is in compliance with all regulations implementing Title III of the Americans with Disabilities Act. The Hotel facilities including, but not limited to, meeting space, restrooms, other common areas, sufficient guest rooms, and any transportation services shall be reasonably accessible and usable by persons with disabilities. Group will provide the Hotel with the specific number of sleeping rooms requiring accessibility for persons with disabilities. Group agrees to notify The Broadmoor in writing at least ten (10) days prior to arrival of any special or unique requirements of any attendees that may involve specific measure to accommodate such attendees regarding ADA.
The Broadmoor reserves the right to approve all signage, staging, props, and décor. Signs, banners, or posters are not to be stapled, nailed, taped, or affixed in any other manner to the walls or columns of the Hotel or Exhibit Hall, nor should they obstruct permanent Hotel or Exhibit Hall signage from view. The Broadmoor reserves the right to prohibit the erection of props or free-standing display items in the Hotel, Exhibit Hall, and other public areas.
The Broadmoor has selected the J&S Audio Visual, Inc. (JSAV) as their preferred audio visual provider. JSAV is committed to providing exceptional customer service and an extensive inventory of the latest production equipment, as well as knowledgeable and experienced staff. Outside companies are permitted to interface equipment with the hotel’s permanent systems exclusively under the supervision of the in-house A/V provider, JSAV. Patching fees will be assessed at the prevailing rates.
JSAV must provide an on-site technician when outside companies require access to meeting space PA system or lighting systems. Charges will be posted at the hourly rate.
All Interior and Exterior banners/signage requires advance approval by The Broadmoor Hotel and its in-house rigging provider (JSAV). Arrangements for banner hanging should be made in advance through your Conference Services Manager at a minimum of thirty (30) days prior to your event. JSAV is proud to serve as the exclusive in-house rigging contractor for the Broadmoor.
All carpeted areas must be protected in advance of load-in and load-out. Areas requiring protection include, but are not limited to, hotel ballrooms, meeting rooms, storage rooms, production areas, audio visual storage room, etc. Carpet protection is required under all production stages as well as the backstage area. When bringing in road cases, freight, or any equipment across carpeted floors, PolyTak (or another Hotel approved material) must be applied in the area to be traversed in order to prevent damage to the carpet. Lifts must remain on PolyTak at all times while on carpeted surfaces. Damage repair costs caused by lifts or other equipment will be the responsibility of the Group and/or its General Services/Tradeshow Contractor.
The contracted areas of The Broadmoor meeting space and Exhibit Hall will be provided to you in clean condition. During your event, The Broadmoor Hotel operations staff will maintain all public areas and meeting spaces except when these areas are utilized as exhibit space. When using these areas as exhibit space, maintaining cleanliness will be the responsibility of the Tradeshow Contractor or Decorator. As an optional service, The Broadmoor can provide show cleaning services (current labor rates will apply) to your Group.
It is the responsibility of the Group and Tradeshow Contractor for the removal and disposal of all tape, trash, crates, pallets, packing material, etc. prior, during, and upon completion of use, at your expense. Items are to be placed in the appropriate refuse or recycling bins located in the loading dock area.
A $500 fee, in addition to required labor billed at the hourly rate, will be imposed on the group’s master account if the Group or Tradeshow Contractor is unable to meet the above requirements.
Freeman and FedEx Office are exclusive to the printing and install/removal on all cling or adhesive-based branding options.
The Broadmoor will make every effort to inform you of any damages as soon as they are discovered. We ask that any damage(s) you notice be reported immediately to a Broadmoor staff member. If any portions of the premise or furnishings are damaged through the negligence or fault of your group, its agents, or guests, you will be responsible for any cost associated to return the area(s) to its original condition.
The use of helium balloons, glitter, and confetti are not permitted without prior approval by the assigned Conference Services Manager. Any loose balloons will be subject to a per balloon retrieval fee at the prevailing Rigging Rates.
Adhesive backed decals and stickers may not be used or distributed without written consent of the assigned Conference Services Manager.
Decorations, banners, and similar displays may not be fastened to existing hotel digital signage, ceilings, painted surfaces, wall coverings, air walls, columns, or doors. If you have a special request, contact your Conference Services Manager.
All digital signage locations are shared information devices. Your Conference Services Manager will work with The Broadmoor Marketing team to coordinate the screen display and pricing options to Groups and Exhibitors.
The Broadmoor requires an Electrical Technician to install all electrical needs within contracted hotel meeting space and exhibit hall. Electrical requirements shall be communicated directly to your assigned Conference Services Manager, and services will be charged to the Group Master Account at the prevailing rates.
The Broadmoor will provide all utility services (electrical, water/drain). The hotel reserves the right to inspect all exhibitor and production equipment for safety and/or code compliance. The hotel will be responsible for the installation and removal of all equipment, parts, fittings, connectors, etc., necessary to provide such utilizes.
Ask us to see The Broadmoor’s prevailing Electrical Services/Utilities order form, with pricing.
Equipment is available to you as inventory permits and The Broadmoor will make every effort to accommodate the needs of our guests. Consult with your Conference Services Manager for current information. The costs for supplemental equipment will vary based on the quantity, availability, etc. If you have special requests for furnishings outside of our inventory, the Conference Services Manager will assist you in making arrangements to secure the equipment.
Compliance with all federal, state, and local fire and building code is required for all group activity. All emergency equipment, exits, aisles, and walkways must remain unobstructed. Curtains, drapes, or decorations shall not visually or physically obstruct exit doors, exit signs, fire alarms, audio/visual devices, hose connection cabinets, standpipes, fire extinguishers, or fire extinguisher cabinets, or other life safety equipment at any time. If the permanent exit signs are obstructed from view, additional temporary signs shall be provided indicating the route to the exit door. Exit paths shall remain clear of obstructions. This includes the service corridor and pre-function areas.
Special permits are required for events or exhibits that involve pyrotechnics, cooking, covered, or multi-level exhibits or other potentially hazardous situations (e.g. vehicles, open flame use or demonstration of equipment using liquid fuel inside of building). Permit information can be obtained through your Conference Services Manager and The Broadmoor Fire & Rescue Services.
Exhibit and production floor plans must be submitted a minimum of thirty (30) days prior to the event for approval and permitting by The Broadmoor’s Fire & Rescue Service. The plan should include the following:
- Layout of exhibits, seating/table arrangements, staging and audio/visual as well as use of building
Exits: mark egress aisles and exit doors
All temporary curtain walls
Fire Extinguisher Equipment: size, location and type
Dates: move-in, move-out and times open to the public
Contacts: Names and telephone numbers of all contact persons involved
Any structure constructed inside of the building: detailed plans must be submitted thirty (30) business days prior to the event
- Vehicles: type and number with diagram of placement.
Note: Should food and beverage be served in the Exhibit Hall, a banquet food and beverage service area must be provided. Your Conference Services Manager will determine the appropriate minimum amount of floor space required based on the events that will take place.
Outside food or beverages are not permitted within the facility. The Broadmoor’s in-house culinary and catering team(s) is the only firm permitted to serve or provide food and beverage services of any kind on the property.
Consumables/Giveaways that are to be given away free of charge must be pre-approved with the in-house Catering team.
The Broadmoor is the only licensed authority to sell and serve liquor for consumption on the premises. Law requires persons to be a minimum of 21 years of age to consume alcoholic beverages. The hotel reserves the right to refuse alcohol service to anyone.
Additional information on Food & Beverage policies and procedures for The Broadmoor meeting space and exhibit hall can be provided by your Conference Services Manager.
Our concierge desk is located in the mezzanine level of our Main Building. Our concierge staff assists patrons by providing information and access to book in-house Activities which include Broadmoor Outfitters, Golf, The Spa, Broadmoor Adventures, Pool, Tennis club, etc. Our team is also able to assist with securing tee times, arranging dining reservations, etc.
The Broadmoor’s in-house Information Technology department is the sole provider for all communication and network service needs. Please note there are charges for IT use in both the Meeting Rooms and Exhibit Hall. Contact your Conference Services Manager to review your needs.
For individual exhibitors, ask to see the Internet Access Service Order form.
You may request keys for your meeting space/exhibit hall through your Conference Services Manager. Current rates are as follows:
- $75 re-key charge per meeting room
- $5 charge per key if you require more than five (5) total keys, per room
- $25 each for any unreturned or damaged keys
Lockdown & Unlock of Exhibit Hall
- One officer will conduct a sweep of the hall to inform occupants that the lights will be turned off and secure all doors. This charge will apply when the customer has elected to not have any security watch their exhibit area during the time in which the hall is closed.
- A fee of $150 for each lock and unlock will apply.
The loading dock area is located on the east end of the building and offers easy and efficient access to The Broadmoor’s Exhibit Hall. The largest of our roll up doors is 16’ high and 16’ wide and is ground level. Marshalling facilities are located nearby the Exhibit Hall and access can be arranged through your Conference Services Manager. It is the responsibility of the Group, General Services/Tradeshow Contractor or Production Company to secure access thirty (30) days in advance of arrival.
All basic safety and OSHA guidelines are to be followed during designated load-in/out times, including but not limited to:
- The safe operation of equipment and tools
- No smoking within 25 feet of any exterior doors and only in the designated smoking areas
- No drinking of alcoholic beverages or use of illegal substances on Broadmoor property or parking lots
- No refueling, de-fueling, storage of gasoline, kerosene, liquid propane gas or other fuels and liquids Hallways, doors and fire lanes may not be blocked with freight, equipment, display material, etc. at any time. Crate Storage is not permitted in the exhibit hall or interior of the building unless approved by the designated Conference Services Manager and The Broadmoor Fire & Rescue Services.
Load In/Load Out is to be coordinated between the Group’s General Service/Tradeshow Contractor and the assigned Conference Services Manager. To protect the hotel’s finishes, loading, and unloading of equipment of freight is not permitted through the public entrance areas. This includes the hotel main lobby(s), pre-function space, or other heavily trafficked guest areas.
All carpeted areas must be protected in advance of load-in and load-out with PolyTak (or Hotel approved substitute) and/or Masonite based upon discussion with Conference Services.
Requests for additional Load-in or Load-out time within the Exhibit Hall should be made through your assigned Conference Services Manager. Approved requests and subsequent rates are based upon time of request and Hotel’s forecasted business levels over the requested timeframe.
The designated lobby and foyer space areas are considered public space and are set aside for uses such as registration, information, hospitality, food service, etc. and use of these areas is subject to approval by The Broadmoor. Equipment for these areas such as telephones, IT, and electrical services, etc., are not included but available for an additional charge.
No motorized vehicles, forklifts, or gas/electric carts may be used in public areas without approval from the Conference Services Manager.