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 GRBHouston.com 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.