Planning Your Visit

The Conference & Event Center Niagara Falls employs multiple event coordinators to assist in planning any conference, convention, meeting, banquet or special event. Regardless of the type of occasion you’re planning, our staff is there to assist and provide suggestions on how to make your event run smoothly. They specialize in everything from tradeshows, meetings and conferences to personal parties, weddings and special events. Through precise communication, we are able to provide personal accommodations and arrangements for each individual meeting planner, exhibitor and guest.

Because we realize that some events are planned within a short timeframe, we ask that you follow this timeline to help you become well-prepared to plan an event your guests will rave about. Your personal event coordinator will work with you to adapt this timeline to best fit your group’s needs. Please keep in mind that some information is essential to return on time in order to organize properly and continue with other aspects of the planning process. If at any time you have questions or need assistance with any forms, contracts or plans, please feel free to call or e-mail your event coordinator or our offices to assist.

  • 12 Months Prior

    • Facility contract issued
    • Sign & return contract with initial deposit
    • Event Coordinator & Sales Manager assigned to you
    • Place Event Coordinator & Aramark on your mailing list
    • Provide copy of previous year's meeting information to your EC
    • Submit 3 copies of your floor plans to your EC for Fire Marshall approval (remember not to sell any exhibit space until your plans have been approved)


  • 3 Months Prior

    • Utility requests due
    • Review signage & rigging requests
    • Finalize outside service contractors arrangements & movement:
    • Ground/shipping handler
    • Transportation/shuttles
    • Decorator / drayage
    • Audio/visuals
    • Security
    • Medics / EMTs


  • 6 Months Prior

    • Provide your EC with information on outside service contractors
    • Decorator
    • Audio/Visual Company
    • Event Security Company
    • Transportation Company
    • Medics / EMTs
    • Review contracted space
    • Send your EC an exhibitor kit and an exhibitor list (if applicable)
    • Discuss catering needs with your Aramark Sales Manager


  • 1 Month Prior

    • Submit 3 copies of your final floor plan to your EC for Fire Marshall approval
    • Meeting room sets are due
    • Liability Insurance certificate is due
    • Master "Schedule of Events" is due to your EC
    • Complete all food & beverage arrangements
    • Final rental payment is due
    • Finalize room sets with your EC (keep in mind that on-site room changes will incur an additional labor charge on your final bill