Frequently Asked Questions.
What is the size of the conference center?
The downstairs area is 17,400 sq. feet and can be broken down into four individual areas. The upstairs consists of seven seminar/meeting rooms.
What is the maximum capacity of the Expo Center?
Downstairs: 1,800 chair set up only, 800 table and chair set up, 1,800 theater style set up.
Upstairs: 40-88 banquet style, 30-75 classroom style, 40–120 theater style*
*These numbers depend on which room you choose.
Does the Expo Center have AV equipment available to use?
Yes, the three large room upstairs all have ceiling mounted projectors and screens in each room. The downstairs area offers two, 9 x 12 screens with projectors that can be reserved for an additional fee for your event.
Is wifi provided on your facility grounds?
Yes, we provide wifi “free of charge” to the entire facility. That includes all grounds as well as in the buildings.
Do you have on-site parking and is there a charge?
Yes, there are two main parking lots for conference center parking. Exhibit hall parking is located within walking distance to both barn areas, RV parking is available in the RV park area as well as overflow parking if needed on site. Handicapped parking is available for conference center events.
There is no charge for parking on grounds, however, RV parking is $25 per night for full hook-ups.
Do you offer catering and concession services?
Yes, we are contracted with on site catering and concession services. Droffats Catering handles all of our catering and concession needs in the conference center area and Lakeside Concessions handles catering and concessions in the exhibit hall areas. You may request catering or concession for your event.
Do we have to use your caterer or concessionaire?
Yes, we are contracted with them and you are required to set up food services through them for your event if food is being served.
Droffats Catering (405) 226-1018
Lakeside Concessions (918) 855-7775
Can we bring in our own catering or alcohol?
No, we do not allow any outside catering or alcohol of any kind – Droffats Catering or Lakeside Concessions can be contacted for these services.
Am I allowed to bring in outside food and beverages?
No, we ask that you be respectful to the caterer and concessionaires while attending events here on our grounds. They are here to provide a service, so please use them for your food and drink purchases. Outside food is not permitted in our buildings or dining areas during events.
Is there a kitchen area that is included with my building rental?
No, we do not rent out the use of our kitchen facilities on grounds, they are utilized by staff only.
Is there a dining area?
Yes, both exhibit halls are equipped with dining areas which seat between 30 and 50 people. The conference center can be set for formal sit down meals, buffet style events or concession areas as well.
How do I find out if an event is booked at the facility?
All events are listed on the Calendar of Events page. If it is a public event there will be a contact persons name and telephone number to contact regarding questions about the event, times, admission, etc.
Are there employment opportunities available?
We are employed by the City of Shawnee full time. For full time opportunities please visit www.ShawneeOK.org. We will be listed as Expo Center. We occasionally have temporary work available and Express Personnel Services is used to fill those slots.
Do you supply any decorations for my event?
No, we do not supply decorations, however we furnish tables and chairs. Droffats Catering can provide you with linens upon request. Please contact Ken regarding colors and options.
Do you have any rules regarding decorating rooms in the conference center?
No thumbtacks may be used to secure anything to the walls and duct tape is not permitted on the walls or flooring as it leaves residue behind. Fishing line, double stick tape, sticky tack and painters tape are all permitted. Easels also work well for displays. Candles must be in a glass container and the flame must be one inch below the top of the container. Fog machines are not allowed as they trigger the alarm system.
How many people fit at a banquet table?
8 foot tables = 8 people OR 5 foot rounds = 8 people
Do you have a dance floor? What is the size?
We have a tile floor measuring 35 x 80 that we use as the dance floor area for events.
When can we have access to the room for set up and decorating?
Please contact the Expo Center staff to find out when you’re event space will be set and ready for you to come in to decorate. Most times it is the day prior to the event depending on scheduling.
Can I have my event on a major holiday or major holiday weekend? (Thanksgiving Day, Christmas Eve or Day, New Years Eve or Day)
Yes, we charge an additional $500 room rental fee for holidays or holiday weekends.