Submit An RFP

We have multiple options available for meeting and event planners to submit a request for proposal (RFP) for rooms or meeting space online. Please use whichever option is most convenient for you!

Submit An RFP

To ensure that submitting a request for proposal (RFP) is as easy as possible, we have multiple options available to submit an RFP online. Please use whichever option is most convenient for you! 

Email Option: 

You may already have prepared a document that contains all of your meeting requirements and prefer to submit your RFP directly, click here to email your requirements or specs to our sales team.


Contact Form Option: 

If you would rather use the brief form below, someone from our sales team will get back with you shortly. 

* Indicates a required field.



 
Full RFP Form Option: 

Safety and Sanitation Frequently Asked Questions 

Q:

What is a GBAC STAR certified facility?

A:

 

The GBAC STAR Program is performance-based and sets out requirements for facilities to demonstrate that appropriate cleaning, disinfection, and infectious disease prevention work practices, protocols, procedures, and systems have been established and implemented. The Irving Convention Center is in the process of becoming a GBAC STAR certified facility.

Learn more about the GBAC STAR Program
Q:

What safety measures and sanitation protocols are there at the Irving Convention Center?

A:

 

The Irving Convention Center has put the following safety and sanitation measures in place:

  • Use of powered misting disinfectant sprayers to disinfect rooms
  • UV sterilization modules on escalator handrails
  • Control building ingress and egress
  • Hand sanitizing stations throughout the building
  • Use of wayfinding signage and barrier belts to ensure safe social distancing
  • Limit building and room capacities
  • Arrange furniture and meeting and banquet arrangements to ensure social distancing
  • Limit elevator occupancy and ensure social distancing on escalators
  • Frequent sanitization of high-touch surfaces
  • Implementation of food safety measures and unique banquet menu option
  • Utilize acrylic barriers in front of concession areas, in the café, and throughout the facility
  • Use of facemasks inside of the building
  • Ensure outdoor, and patio areas are open and available for guests to use
  • Employees will utilize PPE including facemasks and gloves
  • Housekeeper training on heightened hygiene standards
  • Thoroughly sanitize the building at the end of each day
More about safety measures
Q:

What precautions has the Irving Convention Center put into place to prevent the spread of COVID-19?

A:

 

General Precautions

 

All employees, contractors, and subcontractors entering the ICC are required to take general precautions and assume responsibility for their own safety by regularly washing hands, maintaining physical distance from others, and using appropriate Personal Protective Equipment (PPE). Handwashing: Handwashing facilities with soap are readily accessible throughout the venue. All personnel are encouraged to wash their hands frequently for a minimum of 20 seconds using soap and water throughout their work shift.

 

Physical (Social) Distancing

All individuals are advised to maintain a minimum 6-foot (2 meters) distance between each other. Additionally, the Irving Convention Center is following all local and state requirements as they relate to social distance and the maximum number of people within a meeting room. Some decontamination work may involve more than one person working close to another person; each case will be assessed as to risk before beginning the work activities. If a contractor is conducting work, the contractor will provide a physical plan to our ASMG staff.

 

Personal Protective Equipment and Training

ASM Global and the Irving Convention Center have selected appropriate PPE and provides it to workers in accordance with OSHA’s PPE standards (29 CFR 1910 Subpart I) and ASM Global SOP 02.02.13.01 Personal Protective Equipment. All staff receives training relative to the appropriate use of the PPE. Staff is trained to immediately contact their supervisors if any PPE or engineering controls are not working correctly. Contractors are responsible for administering their own compliant PPE program.

 

Protocols / Standard Operating Procedures (SOPs)

The Irving Convention Center facility management has quick access to comprehensive disinfection protocols specific to the facility’s operational needs. Detailed information is available in the Environmental Hygiene Plan document.

 

Waste

All disposable supplies from routine cleaning and disinfection, such as cloths, disinfecting wipes, and PPE are disposed of in sealed or closeable containers. All disposable supplies from cleaning and disinfecting suspected or assumed sources of COVID-19 are disposed as biological waste, in accordance with pertinent regulations.

 

Surfaces

Surfaces, especially high-touch surfaces, are frequently disinfected to prevent virus transmission, which has been shown to survive on hard non-porous surfaces for more than 3 days.

 

Training

All Irving Convention Center workers using cleaning and disinfecting SOPs are trained in all applicable EHS programs. Contractors and vendors are responsible for training their employees.

New Technology and Equipment at the Irving Convention Center

Physical Equipment: To maintain social distancing and enhanced sanitation, the Irving Convention Center is using a variety of equipment to ensure the safety of its guests including:

  • UV sterilization modules on escalator handrails
  • Powered misting disinfectant sprayers
  • Physical signage
  • Stanchions
  • Acrylic guards
  • Additional hand sanitizing stations

Building Systems and HVAC Technology: Air quality improvements include increasing building outside air intake/air exchange rates during occupied event hours.

Irving Convention Center Safely Operating Plan
Q:

What health and safety measures are in place for food and beverage service?

A:

 

The Irving Convention Center follows the best practices and guidelines as we analyze and adjust food and beverage service protocols, procedures, and operations. The information in this section builds on the guidelines published by the leading health organizations and medical advisors throughout the world for the Irving Convention Center’s food and beverage services.

 

Health and Safety Consideration

The Irving Convention Center has developed SOPs for food packaging, handwashing, face coverings, glove use, and social distancing in food preparation areas.

 

Food Packaging

Currently, COVID-19 is not known to be transmitted by exposure to food or food packaging. However, our team is constantly monitoring the most current guidelines and is prepared to adapt as new protocols are established.

 

Handwashing

According to global health and safety officials, the most important method to prevent the transmission of COVID-19 is through regular and thorough handwashing. In addition to normal handwashing required for food service safety, all employees working in food preparation, production, or a food service area follow enhanced hand hygiene procedures to reduce the possibility of virus transmission.

 

Face Coverings

All food and beverage service staff wear a face covering at all times.

 

Glove Use

Single-use gloves are worn by food service employees and replaced more frequently to offer additional protection during food preparation.

Q:

How do you maintain distances between attendees during events?

A:

 

The heart of the Irving Convention Center Safe Operating Plan focuses on the guest experience and the changes that have been implemented throughout the building to assure our guests’ safety.

We have three customers for every event at the Irving Convention Center: the show organizer, the exhibitor, and the attendee. The customer journey begins when guests and meeting planners initially tour the facility and the life cycle of events occur in three phases: move-in, the event, and move-out. Recognizing the need to reinforce current physical distancing and proper safety protocols we have implemented the following protocols for our customer journey.

 

Arrival and Departure

  • All doors are designated as either entrance or exit doors to maintain guest traffic flow in the same direction
  • External signage will indicate entry and exit locations
  • External signage will clearly display terms and conditions of entry
  • Entrance doors will remain open when possible for contactless entry
  • Hand Sanitizer stations with supporting safety signage are located at all entrances and exits
  • Temperature screening services are available upon event organizer request
  • Each member of our event team is subject to health screenings and temperature screening protocols
  • People flow is managed by changing the direction of escalator units throughout the day
  • Six feet (5 steps) physical distancing on all escalators and stairs based on current CDC guidelines
  • Limited occupancy in elevators is enforced
  • Facility staff will support the safe flow of people throughout the facility

 

Exterior Transportation Areas and Parking Garage

  • Drop off/pick up locations will be stationed sufficiently apart to allow for physical distancing
  • Contactless payment upon exit of the parking garages

 

Registration Areas

Registration plans must be provided to the Event Manager in advance. Our Event Managers are trained to review these to identify the best ways to deliver the client’s needs while protecting those in a registration queue. Event Managers will review registration plans for the following and may make recommendations to the event organizer to better assure attendee safety.

Registration area recommendations include:

  • Physical distancing based on current CDC guidelines
  • Queue line spacing plan
  • Use of stanchions to direct attendee flow
  • Physical distancing divider to separate staff from attendees
  • Non-interface/contactless registration
  • Digital credentials can eliminate physical badges and lanyards and enable contact tracing
  • Badge scanning at entry and exit doors to allow for contact tracing 
  • Implementation of contactless payment systems
  • Pre-printed badges and no badge collection
  • Schedule on-site registration in shifts
  • Pre-distribution of badges and collateral prior to on site

 

Common Areas

  • When possible, hallways and walkways should be one-way to encourage physical distancing
  • Directional signage will be placed throughout the facility to assist with attendee flow
  • Outdoor and patio areas will be open to attendees to step outside
  • Use of stanchions to direct attendee flow
  • Signage is provided to promote physical distancing, elevator capacities, and hygiene reminders
  • Non-essential restrooms will be closed during move-in and out days, to maintain and focus on the highest foot traffic restrooms
  • Overnight deep cleaning of all restrooms

 

Meeting Rooms and Ballrooms

  • Reduce capacity per room to adhere to physical distancing guidelines
  • Customized capacity and floor plans provided by your production company or event manager that adhere to current CDC guidelines
  • Space furniture according to physical distancing guidelines
  • Meeting room chairs will be set at 6’ distance based on current CDC guidelines
  • Hand sanitizers at strategic locations
  • Create specific entrance doors and exit doors into each room
  • Event organizers are strongly encouraged to manage traffic flow inside the meeting rooms to adhere to physical distancing
  • Event organizers are strongly encouraged to stagger start and times of simultaneous events to reduce congestion in common areas, at break stations and in restrooms
  • Event organizers will be asked to allow more than the standard 15 minutes between sessions to allow for new cleaning protocols and to re-align any tables and chairs for the 6’ distancing necessary

 

Exhibit Hall

Managing Capacity

  • Utilize counting and controlled entrance area
  • Encourage appointments with exhibitors to manage timing and flow more effectively
  • Suggest time slots across the event days
  • Facility staff will work closely with event organizer to determine capacity

 

Layouts

  • Exhibit layout to adhere to physical distancing guidelines
  • Wider Aisles (10’ Minimum); wider cross-aisles
  • Buffer space in between booths if no protective barrier is present
  • Recommend no aisle carpet to allow for enhanced cleaning/sanitation
  • Number of exhibitors permitted in booth limited by physical distance per square foot Contractors
  • Dedicated labor entrance and exit
  • Labor check-in stations with 6’ queue separations and floor markings
  • Incorporate health screenings & temperature checks
  • Provide PPE (gloves, masks, sanitizers readily available) for workers
  • Encourage show workers to wear a lanyard with hand sanitizer attached

 

Attendee Flow

  • Show management to supply exhibit hall entrance and exit traffic plan
  • Suggest one-direction/one-way aisles for Entry and Exit
  • Aisles must be clearly marked and easily identifiable for attendees to assist with traffic flow

 

Exhibit Booth

  • Establish booth density numbers
  • Ensure exhibitors and attendees can maintain 6’ of distance from each other
  • Establish one-way traffic flow with marked entrances and exit
  • Include dividers in areas where people will be in close contact
  • Contactless alternatives to physical engagement, collateral materials and giveaways
  • PPE (staff masks, shields, gloves, etc.)
  • Distribute hand sanitizer dispensers throughout the area
  • Implement contactless payment systems where possible
  • Signage to promote health and safety best practices
  • Size and schedule of crew may need to be adjusted to ensure physical distancing