Planners toolkit

Whether you're hosting a large convention, a corporate meeting, or a special celebration, the Greater Richmond Convention Center is here to support you every step of the way. Our Event Planner’s Toolkit brings together the essential resources, guidelines, and documents you’ll need to plan a seamless, successful event.

From your first inquiry to your final guest departure, the planning process at GRCC is designed to be smooth, collaborative, and thorough. You’ll begin by working with one of our experienced Sales Managers, who will assist you in identifying the right spaces, confirming date availability, and finalizing your contract. Once your event is officially on the calendar, you’ll be introduced to your Event Manager - your dedicated liaison for the rest of the planning process.

Your Event Manager will be your go-to partner, helping coordinate with in-house departments, ensure your event complies with facility guidelines, and keep everything running safely and smoothly. They’ll work with you in the weeks and months leading up to your event, be onsite during your event, and provide support through wrap-up.

On this page, you’ll find floor plans, checklists, facility rules, and other helpful resources to guide you along the way. Whether you're a seasoned planner or organizing your first event, we're here to help bring your vision to life!

A large, busy convention center with a crowd of people. View from an escalator looking down at a long line of people waiting at a registration or check-in area near a large window and colorful walls.

Event Handbook

The GRCC Event Handbook is the best place to start your planning journey - it outlines key policies, facility guidelines, and helpful reference information to guide you through the process. For questions or clarification, your Event Manager is always here to help.

Close-up of a person's hand writing with a blue pen on a meeting planner's checklist on a black countertop.

Planners Checklist

The Planner’s Checklist is your go-to guide for navigating the full planning process at GRCC - from key deadlines to essential details. After your contract is signed, this checklist helps you stay on track and in sync with your Event Manager, making sure nothing falls through the cracks.

Large conference or event hall filled with rows of black chairs, with some small tables and trash bins scattered throughout, and a stage at the front.

Floor Plans

Our floor plans offer a detailed look at the GRCC’s versatile spaces, helping you visualize layout options and plan your event with confidence. Use them as a starting point to explore what’s possible - and work with your Event Manager to customize a setup that fits your needs.

Event planning FAQ’s

  • A Sales Manager confirms your booking. Once contracted, your Event Manager assists with event details and coordination.

  • Tables, chairs, podium, and two skirted tables with standard configurations are included. Visit our Floor Plans page for more information or reach out to your Event Manager.

  • Aramark exclusively provides food and beverage. Outside food requires approval and is rarely permitted. Contact Aramark’s Catering Sales Team for more information.

  • You may bring your own AV provider, but Encore must handle all rigging.

  • Costs vary. Estimates may include AV, internet, cleaning, electrical, staffing, and more.

    For more information, please visit the GRCC Labor, Service, Fees, and Equipment Sheet.

  • Yes—Marriott and Hilton are adjacent. Dozens of hotels are within a short walk or drive. To see more, visit our hotel’s page.

  • The Richmond International Airport is ~15 minutes away. Several regional airports are within 60–100 miles. To learn more, visit our directions page.

  • No. Exhibitors may handle their own setup and equipment per show guidelines.

  • Yes—your Event Manager will provide scaled floor plans after booking and deposit.

  • Yes. GRCC is Virginia Green certified and offers single-stream recycling and custom options on request.

  • Yes. The VCU Health Lactation Lounge is on Level 1, near Meeting Room B15c.

  • Yes. Free basic Wi-Fi is available in public areas. Event Wi-Fi and dedicated bandwidth are available for purchase.

  • Use the Utilities Ordering page or email utilityservices@greaterrichmondcc.com.

  • Yes. Police, fire, or EMT staffing can be arranged through your Event Manager. Request at least 21 days in advance.

  • GRCC provides 24/7 facility security. Event-specific security must be arranged through your Event Manager. For more details, visit Safety and Security or contact your Event Manager.