Policies

BAYOU CITY EVENT CENTER

USER GUIDELINES: POLICIES AND PROCEDURES

The following information is provided in an effort to assist you in planning your event at the Bayou City Event Center. Our staff is committed to providing our customers an excellent experience and successful program. We consider ourselves to be part of your team, and welcome any questions you might have regarding our participation and assistance.

Use Fees/Payment: Use Fees are calculated on a cost reimbursement factor and are dependent on space usage (Entire Event Center, Cypress Ballroom, Magnolia Ballroom, Lakeview Ballroom or Pavilion), day of the week (Sunday – Friday, Saturday or holiday), and user (individual, for profit or nonprofit organization). A non-refundable deposit equal to half (fifty percent) of room usage fee is required to hold dates longer than 30 days. Full payment of the usage fee is due with signed contract. Personal and business checks will be accepted. Insufficient funds checks submitted, as deposits will result in the immediate cancellation of the event reservation. All remaining charges such as beverage services, additional equipment (A/V, dance floor, linens, staging, etc.), services (security, onsite staff, valet, etc.) must be paid in full immediately after conclusion of the event by authorized representative. The Use Fee includes basic setup of tables, chairs, public address system, and teardown of these items after the event.

Event parking is available in the adjacent parking lot. Valet services, if required, will be contracted by Bayou City Event Center management. The User will be billed for these services in addition to the Usage Fee.

Beverages and Liquor: Bayou City Event Center has a full TABC Mixed Beverage Permit so no alcoholic beverages may be brought in. It is our policy to serve alcoholic beverages in a professional manner which conforms to the requirements of the law and which is intended to promote responsible consumption. No alcoholic beverages may be sold or served to any person under the age of twenty-one (21), the legal age for consumption. No alcoholic beverages may be sold or served to any person who is visibly intoxicated.

Catering: All food service is provided by on-site caterers.

Room Set Up: In order for the staff to have the room properly set up, an event design, including layout of seating, equipment, décor, and specialty lighting must be approved by the Bayou City Event Center management and the User’s designated representative at least two weeks prior to the event. Revisions made after that time may result in additional labor charges to User. Illuminated Fire Exit signs must remain visible at all times. Fire Exit doors and access ways must remain clear at all times.

Room Decorations/Materials: Use of any flammable or combustible material, including open flame decorative devices and natural hay, is prohibited. Nothing may be hung, attached or suspended from any part of building without written consent of Bayou City Event Center management. The use of double back tape, staples, nails, glitter, confetti and other similar materials is prohibited. User will be assessed a $500.00 clean up fee for the use of glitter/confetti. Placement and removal of signs and banners is the responsibility of the User but requires the approval of the Bayou City Event Center management. Removal of all decorating and other materials brought in for the event is the responsibility of the User. This includes brochures, registration and/or display materials. Unless special arrangements have been made, all materials must be removed at the end of the event.

Deliveries: It is essential that delivery and removal of all supplies and equipment be coordinated through the Bayou City Event Center management. Deliveries will be accepted and directed to be stacked in a location designated for your use. All supplies and equipment must be removed after the event, unless Bayou City Event Center management specifically approves different arrangements through drayage fees. Bayou City Event Center staff does not inventory deliveries, and is not responsible for any loss of items.

Insurance: User must carry the insurance policies and meet the requirements of the Insurance provisions of the Use Agreement (Exhibit A).

Security: User must provide onsite security for events at which alcoholic beverages will be served. Security may be arranged through the Bayou City Event Center management. If security is not arranged through Bayou City Event Center, all security officers are required to be licensed peace officers and in uniform during the entire event. Bayou City Event Center management must approve User’s security plan 10 days prior to Event.

General Cleaning Guidelines: The Bayou City Event Center will provide a clean, well-maintained space. It is User’s responsibility to return the space to the same condition after the event. This includes disposing of all trash and decorating materials (including helium and propane tanks). Garbage bags and trash receptacles are provided by Bayou City Event Center. Any additional cleaning will be billed to User at $50.00 per man-hour.

It is User’s responsibility to ensure its vendors/contractors comply with all regulations and guidelines regarding use of the facilities and equipment, setup and disposal of food remains, and cleanup of the area.

Damages to any part of the building, carpet, walls, flooring, or equipment caused by Users, their vendors, or their guests, shall be the responsibility of the User, and User will be assessed for the repair of damages.

Smoking is not permitted in any of the buildings at Bayou City Event Center. However, smokers are allowed in the designated outdoor areas.