Operational Guidelines

Thank you for considering the Fredericton Convention Centre for your upcoming event! We’re delighted to support you in creating an experience that is seamless, enjoyable, and memorable.

The following guidelines have been prepared to help ensure your event runs smoothly from start to finish.

Below, you’ll find additional important information regarding food and beverage services, booking requirements, room setup, entertainment & décor policies, and liability considerations. We encourage you to review these details carefully and connect with your Event Manager with any questions along the way. 

 

The following are available and included in your rental 

Variety of tables and chairs 

Standard size stage (high 32” or low 12”) *ramp available upon request

Digital Signage in main foyer spaces and outside each room with the event/session name

Complimentary Wi-Fi

Standard meeting room package which includes: water station, meeting room tool kit – stocked with meeting essentials, garbage and recycling bin 

 

Additional items available upon request 
  • Customized diagram of your preferred layout 
  • Podium 
  • Foyer space outside the room 
  • Complimentary centerpieces 
  • Table number stands and numbers 
  • Stanchions and standing sign holders 
  • Easel and/or flipchart 
Food and Beverage
  • All food and beverage services are exclusive to the FCC, no outside suppliers are permitted.  
  • Vendors during a tradeshow component are welcome to offer samples following our sample guidelines. See more here. *Link to sample request form (or exhibitor guide) 
  • All listed food and beverage items are priced per person unless otherwise noted and are priced before service charge (18%) and HST (15%).  
Bar Services 
  • Cash and Host bar service is available with an assortment of guest favourites including local items. Each bar has a minimum sales requirement of $350 (net), if total beverage consumption is less than $350 a labour fee will apply. The labour fee is calculated by subtracting actual bar sales from the $350 net minimum.  
  • We will have 1 bartender for every 120 guests, This is our standard. However additional bartenders can be requested based on the nature of the event.   
  • All Alcohol must be purchased through the New Brunswick Liquor Corporation.  Any specialty orders or requests must be submitted to your Event Organizer for approval and pricing.   
  • Gift bags/prizes including alcoholic beverages are permitted with restrictions, see your event manager for more information. 
  • The full building is licensed, Please follow all capacity charts listed within the document and on the website to ensure attendee and guest safety  
  • Alcohol is allowed to be served on the premises between the hours of 10AM in the morning until 2:00AM in the morning the following day. 
  • Please note that outside alcoholic beverages are not permitted in our licensed facility as stated by the Province of New Brunswick, if there is a special item you are looking for that is not on our menu, speak with your Event Manager, we just might be able to bring it in for you! 
  • For events with 200+ guests serving alcohol, security is required, your Event Manager can share more information.  
Menu Selection 
  • Menu selection must be finalized with your event manager no later than 30 days prior to the event, along with noted allergies and special dietary restrictions. Our menu is designed with flexibility, so that any substitutions or exchanges are possible. Cost may fluctuate to reflect changes.  
  • The final total guaranteed meal numbers and final list of allergies and special dietary restrictions are due 72 business hours in advance (3 business days) to your event move in date. If a guaranteed number is not supplied within this time frame, charges will be based upon agreed numbers as outlined in your contract, or actual attendance, whichever is greater. 
  • We take allergies and special dietary restrictions seriously, our culinary team will provide an alternative option to those who require, guests simply approach a staff member who will retrieve from our state-of-the-art kitchen – this limits the risk of cross contamination and offers peace of mind to your guests.  
Bookings 

Your booking is confirmed when a contract is signed and your non-refundable deposit is received. The remaining balance is due as outlined in your contract.  

A detailed event plan will be prepared by your Event Manager. This form will outline all items discussed in the planning process such as: menus, prices, times, room set-up, audio/visual, and other requirements. These event orders must be reviewed, changes made if necessary, signed and returned to your Event Manager as confirmation prior to the event start date.  

Room Rental  
  • Function rooms are assigned according to your estimated attendance numbers at the time of contract. Should your numbers change significantly, we may change the room assignment or set-up with your approval.  
  • Changes to approved and signed event orders and room diagrams requested on site may be subject to a labour charge.   
Social Events 
Dance Floor 

Our dance floor is customizable; size will be determined based on the number of anticipated guests. Should you request a larger sized dance floor than FCC standard, additional service fees may apply. 

Entertainment 
  • For bands requiring a stage, we will provide a complimentary stage up to 16’ deep x 24’ wide x 3’ high. If additional staging is required, an additional cost of 20$ per 8X4 section will be applied. Standard electricity is included.  
  • Additional power requirements are subject to additional charges, please reach out to Encore for pricing. 
Socan & Re: Sound 

There is a tariff charged by law for events that include musical entertainment. Please note HST is applicable. 

Number of people 

Without Dancing 

With Dancing 

1-100 

$42.62 

$85.76 

101-300 

$61.28 

$122.66 

301-500 

$128.08 

$255.77 

500+ 

$181.18 

$362.34 
Décor 

Some guidelines to consider; 

  • No materials of any kind may be affixed to the ceiling or any walls whether painted, wooden, brick, vinyl, or cement by any method unless previously approved by your Event Manager.  
  • Due to 20 foot ceilings in our ballrooms, all draping of fabric, chandelier or other décor items must be done by a licensed employee. Labour and rigging charges will apply.  
  • Decorating is allowed during your pre-arranged set up time.  
  • Confetti and helium balloons are not permitted at the FCC and will result in labour charges.  
  • Please note the FCC is a flameless building and as such only battery operated (or like) candles are permitted. 
Storage and Liability 
Shipping and Deliveries 
  • Equipment, packages or boxes shipped directly to the FCC for your event will be accepted 48 hours prior to your move in date and will be stored in our loading bay.  
  • All boxes must be clearly marked with your event name, date, Event Manager and your name; we’ve created a shipping label to make this easier for you.   
  • It must be understood that we cannot be held liable for any lost or stolen items; it is advised to have insurance for anything of considerable value. 
Insurance Requirements 

The FCC requires all clients to carry and provide evidence of liability and other insurance. Please contact your Event Manager if you require more information.