Event Planner Guide

Event Planner Guide Salt Palace Convention Center

TABLE OF CONTENTS

Welcome

1

Introduction

3

Meet Your Team

4

In-House Hospitality Partners

6

General Information

7

Critical Documents

7

Event Timeline

8

Venue Specifications

10

Vendor Contact List

12

Amenities

13

Social Media

15

Host Booth Program

15

More About the Salt Palace

Graphics showcase topographical maps of the Unita and Wasatch Mountain Ranges.

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INTRODUCTION Welcome to the Salt Palace Convention Center (SPCC).

From red rock canyons to alpine lakes, from high peaks to city streets, Salt Lake City is full of inspiration, innovation, and vibrant culture - making it the perfect destination for your next event.

The Salt Palace Convention Center is a proud property of Salt Lake County and managed by Legends Global. Together, we take pride in serving our community and guests, ensuring every event reflects the spirit of Salt Lake County.

Located in the heart of downtown Salt Lake City, the Salt Palace is surrounded by everything your guests could want: stunning views, beautiful hotels, incredible restaurants, and endless entertainment. Our building offers flexible spaces ready to transform – whether you’re hosting a small meeting, large convention, or even a concert, the Salt Palace can make it happen.

When you plan with us, you gain more than just a venue – you gain a dedicated team of event professionals who bring years of experience to every detail. Whether you’re an experienced event professional or planning for the very first time, we’re here to guide you every step of the way to ensure your event is seamless, successful, and memorable.

This guide will help simplify your planning process at the Salt Palace. Inside, you’ll find key information, helpful resources, and everything in-between so you can focus more on what matters – bringing your vision to life.

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MEET YOUR TEAM

When you host your event at the Salt Palace Convention Center, you’re not just renting space— you’re partnering with a team of dedicated event professionals who are committed to your success.

Throughout the planning process, you’ll collaborate with a variety of teams, each bringing specialized expertise to ensure your event runs seamlessly, no matter the size. Here’s who you’ll be working with along the way.

Sales

Communications

Your Salt Palace journey begins with our Sales Team. They’ll be the first friendly faces you’ll meet. The sales team will help you select the ideal dates and spaces for your event, guide you through the contracting process, and make sure all essential documents are in place so your planning can begin smoothly.

The Communications Team keeps everyone informed and connected. They share important operational updates, such as parking details, road closures, and security notices, with staff and in-house partners. Additionally, they manage the Salt Palace’s social media platforms and partners with Sustainability to produce postevent sustainability reports for clients who opt in for that service.

Event Managers Once your event is contracted, your Event Manager (EM) becomes your primary point of contact. As your go-to person, your EM will act as the liaison between you and all internal departments, connecting you with the right departments and ensuring every detail aligns with your vision. If something needs to get done, your EM knows who to call and how to make it happen.

Finance After your event wraps up, our Finance Team reviews all departmental work orders to create your post-event settlement invoice. They make sure everything is accurate, transparent, and aligned with Salt Palace policies and procedures.

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Sustainability

Guest Services

Sustainability is more than a buzzword, it’s a commitment. Here at the Salt Palace, sustainability stays at the front of mind. Our Sustainability Team works closely with event organizers to reduce environmental impact through initiatives like landfill diversion, energy efficiency, and water conservation. They’ll collaborate with you before and after your event to identify opportunities for sustainable practices and track measurable results.

Guest Services is all about making your attendees feel welcome and supported. Staffed throughout the building through our Host Booth Program, this team helps guests with directions, lost and found, accessibility needs, and general questions. They also coordinate security details and oversee building access before, during, and after your event.

Learn more: Explore our Sustainability Toolkit for additional information, resources, and recommendations.

House Phones

Need assistance on-site? Pick up any black or white house phone throughout the building to be connected directly with Guest Services.

Internal Departments Event Technology (IT) Our Event Technology Team ensures you and your guests stay connected. They provide reliable internet and networking solutions, with on-site support for troubleshooting or emergency assistance. Whether for streaming, presentations, or exhibitor connectivity, this team ensures a smooth digital experience for everyone.

For more information about your Wi-Fi options, you can view the Event Technology Services document.

Mobility Rentals

For guests needing mobility assistance, scooters and wheelchairs are available for daily or multi-day rentals. Rentals can be picked up and returned at the Guest Services office on the lower mezzanine level outside Hall A. For more information, follow this link or call 385-468-2229.

Engineering Behind the scenes, our Engineering Team keeps the lights on. They manage the essential systems that power your event, including lighting, climate control, and utilities like water, compressed air, and natural gas in the exhibit halls so your event can run without interruption.

Operations From set-up to housekeeping, our Operations Team keeps the building running seamlessly so you can focus on your event. They manage behind-the-scenes logistics, handle quick room flips, and ensure every space is clean, comfortable, and ready for guests. Whether it’s a quick turnaround or a last-minute change, they make it happen.

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IN-HOUSE HOSPITALITY PARTNERS Visit Salt Lake Visit Salt Lake is Salt Lake City’s Visitors Bureau. VSL serves as the sales organization for priority business for the Salt Palace Convention Center. Our partnership helps to attract major events, increase attendance, and maximize venue utilization. This collaboration has been key in strengthening Salt Lake’s reputation as a premier event destination.

Sodexo Live!

Sodexo Live! is our exclusive in-house food and beverage catering provider.

Their mission is to make it better to be there. Every time. Everywhere. By understanding what matters most to guests, to fans, to communities - they help make the most of every moment through a strategic approach to hospitality and crafting one-of-a-kind guest experiences.

Want a taste of their catering options?

Ask an event manager for a menu.

Encore

The Salt Palace offers audio/visual services through its preferred provider, Encore Global. Encore is the global event production partner offering event technology, production, exhibit and tradeshow services and event partners you can trust. Their award-winning service, capabilities, technical knowhow and scale mean you have the best talent and technology available to make sure your event is a success. Encore cares about your success and their scale affords us the expertise and resources that nobody else can match.

ABM Parking Services ABM Parking Services ensures a smooth and convenient arrival experience for every event guest. Our professional parking team manages on-site operations with efficiency and care, providing safe, accessible, and wellcoordinated parking solutions for all event types. From valet and self-parking options to traffic flow management, ABM helps create a positive first and last impression for your attendees while supporting a seamless event experience.

ABM. Driving possibility, together.

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GENERAL INFORMATION

CRITICAL DOCUMENTS Provided by us

Provided by you

Policies and Procedures

Insurance

Security Plan - You are Safe

Event Agenda

Vendor Contact List

Floor Plans and Information

Branding Guide Sustainability Toolkit Photography/Videography Release Form All documents listed here can be found on our website.

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EVENT TIMELINE

UPON BOOKING YOUR EVENT Await an introduction email and review included documents, including your User License Agreement (ULA) and Policies and Procedures.

18 MONTHS OR SOONER (OR AS SOON AS BOOKING) Review branding and cleaning estimates Review floor plan timeline and fire marshal approval process Provide preliminary exhibit floor plans before beginning booth sales (include registration, lobbies and food service areas) 12 MONTHS OUT

Send previous year’s event floor plans (if available) 6 MONTHS OUT Begin preparing floor plans Contact and coordinate with third-party vendors and contractors

2 MONTHS OUT Send initial floor plans and event agenda to EM Provide Personnel and operational details: Police, EMS, and Dock Attendant requests/order, key orders Document deadlines for: security plan, electrical contractors, all third - party vendors, IT information, rigging and equipment, waiver for safety rails

4 MONTHS OUT Send Branding information Review security document – You Are Safe Send exhibitor floorplans and any setting of 2,000 or more for fire marshal approval Review equipment and labor costs

4 WEEKS OUT Schedule a Pre-Con meeting Review and confirm Event Orders from SPCC

Send final floorplans and final event agenda Confirm Certificate of Insurance (COI) is submitted Review all outstanding payments Send estimated attendance numbers

2 WEEKS OUT Provide contacts for Text Alert Schedule final check-in meeting with EM Confirm Pre-Con and Post-Con meeting details POST EVENT Complete post-event survey Send report of actual attendance numbers Review final settlement

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Use License Agreement The Use License Agreement (ULA) is the binding legal document between you and The Salt Palace Convention Center (managed by Legends Global) that outlines the terms and conditions of your event. A fully executed ULA is required to secure your dates and space and must be completed before your event can take place.

Your ULA will include specific clauses related to your event and will be accompanied by our Policies & Procedures document, which provides additional detail and clarification on event-specific requirements.

Please review your ULA carefully, paying close attention to the licensed dates and spaces. If your organization executed the ULA well in advance, it’s important to confirm the details and ensure everyone involved understands the terms.

Any changes or additions to the original agreement will be issued as amendments and will become part of your official contract.

If you have any questions or need clarification, contact your sales manager or event manager as soon as possible.

Insurance Requirements For all events held at the Salt Palace Convention Center, the organization or individual contractor assumes full liability for their licensed space during the contracted time. A valid Certificate of Insurance (COI) must be submitted and on file at least 30 days before the first day of the event. The insurance policy must name ASM Global/SMG, Salt Lake County, and their respective members, officers, directors, and employees as “Additional Insured.” Please refer to your Use License Agreement (ULA) or the Policies & Procedures for detailed insurance requirements.

Text Alert Messaging System Events are offered this service at no cost.

Please provide the phone numbers of the staff members you would like to be notified in case emergency services are needed for any of the event attendees.

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Venue Specifications

Our Venue Brochure provides a detailed look at the Salt Palace Convention Center, including a facility map and room dimensions.

Additionally, please explore our Branding Guide. The branding guide serves as a visual guide to branding opportunities in the different spaces of our building. The document also goes over policies and procedures, pricing, and alternative branding opportunities.

Swire Coca-Cola has exclusive advertising rights within the Salt Palace Convention Center. For any questions regarding exceptions, please contact your Event Manager.

300 WEST

Loading Docks

The Salt Palace features 32 loading docks, providing access for event load-in, load-out, and truck parking throughout your event.

100 SOUTH

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5 41 40

Gate 6

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Gate 5

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38 37 36 35 34

99 S 200 W Salt Lake City, UT 84101

33 32 31 30

Gate 4

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200 WEST

Gate 2

Gate 3

2 6 286'-2"

290'-2"

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DOCK OFFICE

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Storage Crates, cardboard boxes, hazardous materials, waste products, gases and other packaging and holding materials are prohibited from being stored or staged within the facility or on the loading docks.

They may be kept in trailers with closed, unlocked doors, or in available dock bays. Limited storage or required show management and event contractor equipment may be permitted within the facility if the area is identified on the floor plans, has adequate fire suppression systems, and has been approved by facility management and the Fire Marshal. Air wall pockets, facility storerooms, hallways, emergency exits, concession stands, and meeting rooms are not available for storage at any time. All emergency exits must be completely free from storage and debris. Storage of equipment within the facility is limited to the following items: • Decorator equipment and ladders • Carpet pigs and various Decorator equipment containers • Electrical and decorator boxes • Accessible storage

For any additional information or questions or to access our most up to date policies and procedure, please contact an event manager.

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VENDOR CONTACT LIST Catering & Concessions - Exclusive Services Sodexo Live!

us.sodexo.com

385-235-6279

Front Office

Decorator/Show Services Modern Expo & Events JP Display Freeman G.E.S. Diamond Rental

Main Office Main Office Ken Widzins Paula Powell Rick Rutherford

www.moderndisplay.com www.jpdisplay.com www.freemanco.com www.ges.com www.diamondrental.com

801-983-8100 801-523-7083 775-690-2048 801-916-0452 801-262-2229

Audio/Visual Encore Global (in-house preferred provider)

Jon Marchant

385-468-2238

www.encoreglobal.com

Facility Approved Electrical Contractors Modern Expo & Events JP Display Freeman G.E.S. Encore Global Edlen CTS - Convention Tech. Services

Main Office Main Office Ken Widzins Paula Powell Jon Marchant Main Office Main Office

801-983-8100 801-523-7083 775-690-2048 801-916-0452 385-468-2238 702-385-6911 714-630-7777

www.moderndisplay.com www.jpdisplay.com www.freemanco.com www.ges.com www.encoreglobal.com www.edlen.com www.ctselectrical.com

Computer Rentals Technology Express

636-379-1005

www.technologyexpress.com

Temporary Staffing SOS Temp Services Strategic Temp Services Manpower Kelly Services

Kathy Wilkinson Cody Garduno

801-322-1233 801-994-9494 801-262-9466 801-266-0290

Rigging Please coordinate with your decorator. All riggers MUST be certified and carry their certification on them.

Encore Certified Rigger I.A.T.S.E. Local 99

954-470-7127 801-359-0513

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AMENITIES Parking

Managed by ABM Services, the facility has two underground parking areas with 1,000 stalls (19 are designated handicapped). For those looking to enhance the guest experience, valet services and full garage buy-outs are also available. One garage is located at 200 South 185 West and the other is at 50 South 300 West. The garages have elevator access to the facility. Parking is fee-based and rates are subject to change. There are no in/out privileges and no guaranteed space will be available during events. For any additional information, please contact ABM Services at 801-364-7275.

EV Stations

Our West Garage features two EV charging stations with four dedicated stalls for electric vehicles.

Mothers Rooms

The Salt Palace is equipped with 3 single-occupancy Mothers Rooms located throughout the facility.

Each room is secured and monitored by Guest Services to ensure access is provided only to those who need it. Each room includes a sink, changing table, comfortable chair, and a small refrigerator for your convenience.

Wi-Fi

Complimentary Wi-Fi is available in all meeting rooms and lobby areas. Speed is set at 3 Mbps per device, perfect for light web browsing, checking email and social media. Wi-Fi can also be purchased if a longer duration or a faster speed is required.

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Water Bottle Refill Stations

Find these throughout the entire building. Fresh, cold water from the filling stations eliminates the need to purchase bottled water, helping with the facility’s sustainability efforts. Just bring your own container.

Visitor Information Center & Gift Shop

Located near the east (main) entrance to the Salt Palace Convention Center are the Visit Salt Lake offices, Visitor Information Center and Simply Salt Lake gift shop. Knowledgeable staff can help you with planning excursions in and out of the city.

Salt Shaker Grab-and-Go

In 2023, with the support of in-house catering partner Sodexo Live, the first AiFi autonomous store in a convention center in Utah was opened. The store utilizes AiFi’s AI-powered computer vision technology, allowing shoppers to enter, make their selections, and walk out without waiting in any lines.

Coffee Bar

Conveniently located near the Grand Ballroom, the Coffee Bar, operated by Sodexo Live, offers a variety of fresh-brewed coffee, espresso drinks, and pastries to keep you fueled throughout your event.

Trax/UTA

The Salt Palace Convention Center is located in the heart of downtown and offers easy access to public transportation. We’re steps away from 2 Trax stations, Temple Square Station on South Temple Street and City Center Station on Main Street, as well as several bus stops along 200 South and West Temple.

GREENbike Stations

The Salt Palace Convention Center is a sponsor of the popular GREENbike program. You’ll find bike stations on the west, south and north sides of our facility. There are over a dozen bike stations in the downtown area.

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Social Media

Our Communications Team manages several social media platforms highlighting events hosted in our building. Upon request and approval, we can create custom posts that align with your event’s goals and messaging. Whether you’re looking to increase engagement, boost ticket sales, or share important event details, our team is happy to collaborate with you to enhance visibility and reach.

To capture the atmosphere of your event, our team may photograph the setting and activities throughout the building using professional equipment. These images are often featured on our social media channels, website, or in external and internal publications. Event organizers who prefer not to have their event or attendees photographed or featured may opt out of having their event photographed or featured.

You can find more information and details in our Photography/Videography Release Form.

Host Booth Program As part of our Host Booth Program, staff are stationed throughout the building at clearly marked booths, ensuring guests can easily find assistance without having to travel far. These booths serve as information hubs, offering materials such as brochures, flyers, venue maps, downtown information, and the knowledge and experience of our Host Booth Staff. Upon request, event related materials, like event maps and agendas, can also be provided.

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MORE ABOUT THE SALT PALACE AWARDS AND ACHIEVEMENTS LEED Silver®: The beginning of our sustainability journey. The Salt Palace first earned LEED Certification in 2007, when the West Side was built and received LEED Silver® for New Construction.

Stella Award: The Salt Palace Convention Center was honored with the Best Convention Center – Southwest (Gold) in both 2021 and 2024 by Northstar Meetings Group. This recognition celebrates our continued excellence in the meetings and events industry and reflects our deep commitment to sustainability – setting us apart from other venues.

2024 Green Business Award: In 2024, the Salt Palace received the Green Business Award in the Waste and Recycling category. This recognition highlights our ongoing commitment to landfill diversion initiatives.

GBAC STAR Certification: The Salt Palace Convention Center has earned the GBAC STAR™ Facility Accreditation demonstrating the venue’s commitment to sustainability by creating a safe and healthy environment and prioritizing the wellbeing of the guests, clients, and staff who enter the building.

LEED Gold®: Awarded by the U.S. Green Building Council, this certification reinforces our commitment to lowering carbon emissions, conserving resources, and providing a healthier, more energy-efficient environment for guests and staff.

2025 Green Business Award: The Green Team was recognized with the 2025 Green Business Leadership Award from Utah Business. This collaborative group includes the Salt Palace Convention Center, Mountain America Expo Center, Visit Salt Lake, Sodexo Live, and Encore.

WELL Health-Safety Rating: In 2025, The Salt Palace Convention Center received the WELL Health-Safety Rating through the International WELL Building Institute (IWBI), becoming the second convention center in the world to do so, and the only one with an active rating today.

Passion and Innovation: Awarded in 2025 from Momentus Technologies for transitioning from Elite to Enterprise; embracing change and opportunities.

Recycler of the Year: During RCU’s (Recycling Coalition of Utah) America Recycles Day Annual Conference in 2025, the Salt Palace Convention Center was awarded Utah Recycler of the Year, highlighting our strong recycling efforts and landfill diversion programs.

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SALT PALACE ART

The Salt Palace Convention Center is home to 12 unique art installations that reflect Utah’s culture, history, and creativity.

Point of View “You Are Here” Sign Aaron T. Stephan

56 Views of Salt Lake City

by Paul Heath

Monumental Mattie

by Chad Farnes

Over the Great Salt Lake

by Gordon Huether

Aspen Leaves

by Day Christensen

Solitude Speedway

by Chad Farnes

Salt Palace Wall

by Jun Kaneko

Shadow’s Light

by Gordon Huether

Utah Geoform

by Allen Bishop

Salt Palace Windmills Patrick Zentz

Kimono Gates

by Cliff Garten

Japanese Community Garden Landscape Installation

Visit our website to learn more about the artwork.

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100 S W Temple St Salt Lake City, UT 84101 (385) 468-2222 visitsaltlake.com/salt-palace-convention-center/

Please note: As part of our city’s ongoing growth, the Salt Palace Convention Center will be undergoing changes in the coming years.

Policies and procedures in this guide are subject to change. For the most current information, or to access all documents referenced in the Event Planner Guide, please visit our website or contact an Event Manager.

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