VENUE PLANNING · SOUTH FLORIDA
LED and audiovisual services for Miami Beach Convention Center
Tell us whether you are preparing a booth, a conference or several spaces at Miami Beach Convention Center, even if the design is still taking shape. For an exhibitor screen, we review the booth plan, height limit and power order; for a conference, we also review presentations, sound, cameras and operators. We identify what still needs checking and detail each requirement so you can compare the complete setup.
Equipment, crew and venue services
At MBCC, define the permitted work before reserving equipment or crew. Outside suppliers need prior approval for eligible non-exclusive services. Equipment supply and supervision do not replace the labor arrangements required by the center.
| Activity | Proposed responsibility | Approval to confirm | Who quotes it |
|---|---|---|---|
| Equipment rental | GLMedia: equipment listed in the agreed scope. | Outside-supplier access and permitted equipment. | GLMedia; venue services separately. |
| Setup and dismantling | Union labor under MBCC rules; equipment contractors provide supervision only. | Work allocation, load-in times and permitted cable routes. | Confirm the venue-approved labor order; equipment rental is quoted separately. |
| Audio, lighting and playback operation | Union labor under MBCC rules; equipment contractors provide supervision only. | House interfaces, rehearsal schedule and show responsibilities. | Confirm the venue-approved labor order; equipment rental is quoted separately. |
| Technical supervision | GLMedia supervises its contracted equipment scope and coordinates interfaces. | Who supervises each supplier and who may perform the work. | Identify supervision separately from hands-on labor. |
| House power, rigging and system connections | Providers assigned or approved by the venue. | Current event manual, technical plans and service orders. | The assigned providers; request itemized venue charges. |
To prepare the budget, we detail equipment, transportation, setup, supervision and operation. Audio, lighting, venue services and delivery are quoted for the project separately from the compact LED reference price. For a floor-supported structure, we review the footprint requiring venue approval, floor loading and the proposed configuration.
These are published general requirements. Confirm the current event manual, supplier approvals and final service orders with the venue for your date.
A production plan built around the venue
Share the event floor plan and the content you want to show, even if they are preliminary. We review those needs and venue conditions to recommend a screen layout and identify what still needs confirmation.
We can supply LED and video or coordinate sound, lighting, cameras, staging, power distribution and crew. Choose equipment rental, installation and operation according to what your production team needs.
What must be approved before production?
Before equipment is reserved, the venue or event organizer must confirm the ballroom or exhibit area, load-in route, dock schedule, floor protection, ceiling and rigging restrictions, power access, noise limits, security procedures and approved working hours. GLMedia documents the proposed system and coordinates the information required by the client, venue and any in-house audiovisual or rigging provider. A proposal is not a venue authorization; final production proceeds only after the applicable approvals are in place.
What can GLMedia provide at Miami Beach Convention Center?
We can quote LED walls and floors, processing, Resolume playback, cameras, switching, recording, streaming, monitors, timers, intercom, projection, sound, lighting, staging, pipe and drape, power distribution and crew. Your proposal lists the equipment, operators and any specialist services to be coordinated with the venue.
How do we coordinate with an in-house AV provider?
Share the venue contract and in-house AV quote you have available. When outside vendors are authorized, we review together who supplies equipment, power, rigging, internet and crew before load-in. We detail GLMedia’s part and the required orders through the provider named in your contract to coordinate the budget and setup.
What information speeds up a quote?
Start with the event date, venue, audience size and what you need. A room or booth plan, schedule and presentation files help us recommend equipment. If you are still choosing the layout, we can prepare an initial option and identify what needs a site visit or venue confirmation.
Send the date, venue and what you need
Tell us what you need help with using the information you have. We review access, schedules, technical requirements, venue rules and each provider’s tasks together, identifying what still needs checking to prepare the proposal.
Request a proposalPractical questions before you book
Who arranges badges and access for the technical crew?
The organizer or venue confirms the registration process and submission deadline. We coordinate the crew information required for our work, while approval remains with the responsible event or security team. Confirm the service entrance, check-in location, permitted hours and unloading authorization. Guest tickets and event admission are separate from technical crew credentials.
Can your crew perform every task inside a convention center?
Not necessarily. The venue, show organizer or appointed contractor may control unloading, rigging, electrical connections or specific labor tasks. Send the exhibitor manual and labor rules before ordering. We identify the work GLMedia can perform and the services you must order through the venue. Availability of our equipment does not override those rules.
At MBCC specifically, the published rules require union labor for staging, production and audiovisual work; equipment contractors may provide supervision only. Confirm the applicable staffing order with the event manager before booking.
Can the room be changed from a meeting to a dinner on the same day?
Send both layouts and the time available between programs. We identify equipment that can stay in place and what needs to move, be rewired or tested again. The changeover requires its own crew and access plan while catering and other vendors work. A short break in the agenda is not automatically enough time to rebuild a stage or LED wall.
Questions to resolve before booking
What should we send for panel microphones and presentation sound?
List the speakers, audience questions, playback sources and any recording or remote participants. Send that list to both the AV supplier and the person coordinating venue labor. The plan needs to identify who patches, tests and operates each feed, not just who delivers the microphones. Agree on a joint sound check before the room opens.
Can we add lights to an exhibitor stand?
Start with the stand drawing, permitted height, fixture positions and electrical order. Send the proposed support and cable routes for review before reserving equipment. A small stand does not automatically exempt the installation from MBCC labor rules. Separate fixture rental, approved mounting work and lighting operation so the proposal identifies who performs and charges for each part.