Exhibit Hall Policies
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Alcohol Policy
Alcohol must be provided by an Approved Alcohol Vendor. Events serving alcohol will be charged an additional $150 deposit and security will be required. Guests attending events are never allowed to bring alcohol into the event. "Bring your own bottle" is prohibited at all locations for any event. For events serving alcohol security is required.
Animals
No dogs or other pets will be brought into the facility, with the exception of persons requiring service animals for visual impairment, disability or medical reasons, without written permission from the Director of the Complex.
Automobiles
Automobiles will not be allowed in the Exhibit Hall without written authorization. All fire regulations must be strictly followed when an automobile is used for display purposes. Protective material must be used to cover the floor areas of the facility from the entry point to the display point. There must be one gallon or less of fuel in the automobile. Once inside the building, all batteries must be disconnected.
Cancellations
In order to receive a deposit refund, cancellation notice must be given 60 days before the event. The Lessee will forfeit all of their contracted fees if cancellation is received less than 48 hours before the time of occupancy.
Catering
The Brazos County Exposition Complex does provide catering through a list of Approved Caterers. Outside catering may be approved by the Complex Director and an outside/self-catering fee will apply. Approved Caterers are charged a $1.00 per person or 10% of the gross sales, whichever is greater.
Cleaning
General cleaning is the responsibility of the Lessee in the exhibit hall, parking lot and outside areas after an event. If the Lessee fails to complete clean-up after an event there will be a charge of $25 per man, per hour (with a maximum of $400) to the Lessee.
For larger events and events open to the public, Expo management may require the delivery of a roll off dumpster for the event.
Concessions
All concessions are provided exclusively by the approved year-round Concessionaire for the Brazos County Exposition Complex.
Cooking
Cooking on the premises is allowed only by approval of the Complex Director.
Decorations
The Lessee is responsible for their own safety and the safety of those associated with their event during the installation, display and removal of all decorations. Decorations causing damage to floors, walls or other structures are not permitted. This includes the use of tape, tacks, nails or staples. Candles can be used for decoration only if the candle is contained and the flame does not extend higher than the container. Throwing rice, confetti and flower petals and the use of sparklers or balloons is not allowed on the grounds or in facilities.
Deposits
A deposit is one half of the rental fee and is payable at the time the space is reserved. In order to reserve a space, a deposit must be placed. "Tentative" holds for dates are not allowed. Security deposits are never applied to fees. The deposit is held as security for the date, and to cover any damage or insufficient clean-up resulting from the event. If no damages are incurred and clean-up is satisfactorily completed, the deposit will be refunded approximately two weeks after the event.
Electrical
The Lessee may use up to 25 amps of 110-volt electricity. Events requiring special arrangements must provide a detailed layout of the electrical needs to the Exposition Complex office 30 days prior to the event and will be charged for additional electricity.
Event Accessibility
Staff must have complete access to all areas throughout the facilities before, during and after all events.
Exit Doors
A 10' clearance on both sides of the exit doors, (egress and ingress) with no physical obstruction, must be maintained at all times. No lighted exit sign or accompanying door can be blocked or locked during an event.
Fees
Full payment is required fourteen (14 days) prior to the event. Fees that are paid less than fourteen (14) days in advanced are required to be paid in cash or by cashier's check.
Fire Code - Space Requirements
Assemblage - 7 sq. ft. per person (2 aisles for every 14 chairs)
Standing - 3 sq. ft. per person
Tables/Chairs - 15 sq. ft. per person
First Aid
Lessee may be required to provide, at the Complex Director's discretion, certified first aid personnel during the lease term. Lessee assumes total responsibility for the qualifications and actions of these first aid personnel. Any accidents or incidents requiring first aid treatment must have a written report and a copy filed with the Complex management office by the close of the event each day.
Flammable and Hazardous Materials
Flammable liquids or materials under high pressure are prohibited in the Exhibit Hall. This includes; but is not limited to gasoline, kerosene and propane.
Freight
Any freight delivered before an event must have permission from the Complex Director. Any freight left after an event move out date or time will be charged a fee of $100 per day.
Glass Containers
No glass containers are allowed inside the Exhibit Hall or any part of the Complex grounds.
Hanging or Ceiling Rigging
No items may be hung, attached or suspended from the ceiling inside the Exhibit Hall without prior approval from the Complex Director. A fee will apply if request is approved.
Hours of Operation
The Exhibit Hall is available for events:
Sunday - Thursday 8:00AM-11:00PM
Friday and Saturday 8:00AM-12:00AM
Events must end in accordance with their contracted end time. The lessee will forfeit one-half of their deposit if the finish time is exceeded by more than thirty minutes.
Insurance Requirements
Comprehensive Public Liability Insurance
Proof of current comprehensive public liability insurance is required for all events at the Brazos County Exposition Complex. A one million dollar ($1,000,000) public liability insurance for bodily injury or death is required. The policy must name the Brazos County Exposition Complex as additional insured. The policy must be effective during the lease times as stated on the contract, including move-in and move-out dates.
Internet Access
The Brazos County Exposition Complex does have Wi-Fi internet access. Access to the internet is provided by Net Near You at a fee of $7.95 for a 24 hour period. The internet may also be accessed by renting a data line for a charge of $35.00 per day in addition to the Net Near You access charge.
Move-In and Move-Out
The fee for a Move-In/Move-Out Day is one half of the rental fee. Move-in and move-out days are from 8:00a.m.-5:00p.m. Additional hours outside of the move-in and move-out time period will be charged $75 for each hour.
Security
The Complex Director establishes Peace Officer requirements. Officers are required at any event having alcohol and any event having over 100 guests. Only uniformed certified peace officers that are employed by a municipal, county, or state law enforcement agency, having local jurisdiction are used. Officers are scheduled by Complex management and must be paid individually by Lessee at the commencement of the event. The number of officers required is provided to you upon contracting for your event. The fee for security officers is $25 per hour per officer.
Set-Up Day
If available the lessee may reserve space for a set-up day. A set-up day is one-half of the rental fee and the hours of use for the space is 8:00AM-5:00PM.
Signage
Banners, posters or signs are prohibited from being adhered to the inside or outside walls. The use of adhesive, tape, pushpins, nails, staples, etc... is strictly prohibited.
All outside banners must be approved and displayed by staff at a fee of $15 per banner.
RV Parking
RV space is available on a limited, first-come basis. The rental fee is $20 per day per RV. Overnight Security is required for events that will be renting the RV Spaces to exhibitors. The fee for overnight security is $25.00 per hour.