Event Planner Resources
Everything a planner needs, in one place
For show managers, association staff and anyone running an event bigger than a birthday party: the specs, the timeline, the paperwork and the people. If you are comparing venues for a 2027 or 2028 date, this page has most of what you would otherwise have to ask for on a call.
Planning timeline
Site visit & courtesy hold
Walk the grounds with an events coordinator, look at capacity and flow, and put a no-obligation courtesy hold on the date while you decide.
Agreement & booking deposit
We issue the rental agreement and invoice the 25% booking deposit that converts the hold into a confirmed date. Insurance requirements go out with it.
Floor plan & utilities
Submit your floor plan or site layout for fire-marshal review, and confirm electrical, water and internet needs. Second walk-through with operations.
Permits & licenses
Apply for temporary food and beverage licensing, alcohol service approval and any City of Rochester permits your event needs. Line up your caterer.
Balance & final details
Rental balance is due. Lock the load-in schedule, security staffing level and emergency contacts. We send the event packet and gate credentials.
Pre-event meeting
On-site walk-through with your coordinator to confirm load-in timing, waste handling, staffing call times and the weather contingency plan.
Walk-through & deposit return
Post-event walk-through is completed and the refundable damage deposit is returned within 14 business days, less any repair or excess cleaning cost.
Technical specifications
The numbers a show manager needs before the first phone call. Dimensioned floor plans for every building are available on request.
- Loading docks
- Four Seasons Building: one dock-height bay with leveler. Graham Arena Complex: two ground-level bays.
- Drive-in doors
- Four Seasons: 14' W × 12' H, two sides. Exhibition Building: 12' W × 10' H. Both open directly to the floor.
- Floor loading
- Four Seasons 250 lb/sq ft · Exhibition Building 200 lb/sq ft · Arena floors 150 lb/sq ft
- Electrical service
- Four Seasons 800A 120/208V three-phase · Graham Arena 400A per arena · Exhibition Building 200A · outdoor pedestals 100A
- Water & drains
- Potable water and floor drains in all indoor spaces; hose bibs and sanitary dump points throughout the Open Grounds.
- Internet
- Dedicated fiber to the Four Seasons Building and Graham Arena Complex; guest Wi-Fi across all buildings. Bandwidth blocks available.
- Rigging
- Four Seasons: overhead grid on 10-foot centers rated 1,000 lb per point at 24 ft. Ground-supported truss required elsewhere.
- Ceiling clear heights
- Four Seasons 24 ft · Graham Arena 32 ft to the rigging point · Exhibition Building 18 ft · Floral Hall 16 ft open truss
- Floor plans & CAD
- Dimensioned PDF and DWG floor plans for every building and the full grounds, sent on request to any confirmed or prospective renter.
- Freight staging
- A 30 ft × 30 ft staging pad at the Four Seasons dock; arena floors can hold two tractor-trailers inside when arranged in advance.
Event services
Audio-visual & staging
An in-house package covers microphones, speakers and a projection screen for $175 a day. Larger productions bring their own vendor; send the tech rider 60 days out so we can confirm power and rigging.
Security & crowd management
Licensed officers are required whenever alcohol is served or attendance passes 300, at $35 an hour per officer with a two-officer minimum. We coordinate with local law enforcement for large-scale events.
Custodial & waste
Standard building custodial service before and after your rental is included. Mid-event janitorial, extra dumpsters, recycling and food-waste collection are available as add-ons at cost.
Catering & concessions
Bring your own licensed, insured caterer, or use the commercial kitchen at the Four Seasons Building, Exhibition Building or Floral Hall for $150 a day. Fixed concession stands can be opened with notice.
Parking & traffic
About 3,500 on-site spaces across five lots, free on non-event days. We can arrange paid event parking, traffic control, accessible parking expansion and shuttle loops for large gates.
Box office & ticketing
Gate and will-call staffing for ticketed events, plus an optional online box office that sells directly from the venue's own site rather than through a third-party platform.
Planner documents
Facilities guide
Specs, photos and dimensioned plans for all twelve buildings and the open grounds.
Rate sheet
Current and next-year pricing for every space, add-on service and piece of equipment.
Grounds map
Buildings, gates, parking lots, RV hookups, accessible routes and load-in paths.
Sample rental agreement
Standard terms, deposit schedule and cancellation language to review before you commit.
Insurance requirements sheet
Coverage minimums and the exact additional-insured wording to hand your broker.
Food & beverage licensing packet
Temporary food permit and alcohol service applications with filing deadlines.
Exhibitor service kit template
A ready-to-brand kit for collecting booth contacts, load-in slots, power needs and certificates.
On the live site each document would download as a PDF. Request any of them from the events office in the meantime.
Lead time & holds
We do not accept new rental requests inside 30 days of the event date — there is not enough runway to do it properly. Courtesy holds go on the calendar up to 24 months out and convert to a confirmed booking with the 25% deposit. If a second organization wants a held date, the original holder gets five business days to convert or release it.
Technical specifications, service pricing and lead times shown here are illustrative planning figures for this design-concept site and are subject to confirmation with the Graham Park events office.
Comparing venues for a 2027 or 2028 date? Send the specs to your team, then start a reservation request to put a courtesy hold on the calendar.