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Meeting Planner Checklist

Our Meeting Planner Checklist is designed to assist you in your planning process. Your Convention Services Manager and the GRB in-house partners are here to help you from pre-planning to load-out and everything in between!

12 Months Out

  • Place your Convention Services Manager, Catering Sales Manager and Technology/Utility Sales Manager on your mailing list.
  • Submit your exhibit and registration floor plans.
    This should be done prior to selling any booth space.
  • Review contracts, rules & regulations, budget and payment policies of the George R. Brown (Houston First) and in-house exclusive partners.
  • Submit Transportation Plan and request use of the Transit Centers.

9 Months Out

  • Submit any revisions to your initial exhibit and registration floor plans.
  •  Provide information on any potential outside service suppliers, including, but not limited to:
    • Audio Visual / Production Company
    • DMC / Transportation Company
    • First Aid
    • General Service Contractor
    • Meeting Planning Consultants
    • Registration
    • Security
    • Staffing Company

6 Months Out

  • Schedule a site visit or planning meeting with your Convention Services Manager.
  • Request GRB exhibitor information from your Convention Services Manager and in-house Sales Managers.
  • Discuss preliminary food and beverage needs with your Catering Sales Manager.
  • Share any sustainability efforts and history with the GRB Sustainability Manager.
  • Submit any revisions to your initial exhibit and registration floor plans.

3 Months Out

  • Submit your preliminary Event Specification Guide and set-up requirements.
  • Submit your exhibitor service kit for review.
  • Submit rigging plans for consideration to Staging Solutions.
  • Submit your telecommunications and utilities requests to your Smart City Sales Manager.
  • Submit your Certificate of Insurance.
  • Submit final payment to Houston First. Must be received 60 days prior to first move in day.
  • Submit official URL and show name to be listed on Event Calendar.
  •  Submit sponsorship request for GRB designated sponsorship areas.
  • Connect with the GRB Sustainability Manager to discuss best practices for reducing waste as well as donation and recycling ideas.

1 Month Out

  • Submit final Event Specification Guide, banquet and event orders, diagrams, security and first aid schedules.
  • Submit your detailed Transportation Plan, including shuttle schedules.
  • Submit any Fire Marshal permits to the City of Houston-Fire Department (i.e.: fire watch, vehicle display, cooking).
  • Submit PowerPoints and logo for LCD monitors.


All items should be submitted to your Convention Services Manager, unless otherwise noted.

The George R. Brown Convention Center is the exclusive in-booth cleaning contractor.
No other cleaning services will be allowed on the exhibit floor.

Levy is the exclusive provider of Food & Beverage at the GRB.

Smart City is the exclusive provider of IT & Utility Services at the GRB.

Staging Solutions is not the exclusive audio-visual contractor for the GRB.
However, they ARE the exclusive contractor for all rigging at the GRB.

Click here to read more about GRB Services.

Click here to download a .pdf of the Meeting Planner Checklist.

Click here to download the GRB Rules & Regulations.