Full Text
COLUMBIA COUNTY’S LARGEST INDOOR VENUE FOR TRADE SHOWS, EXHIBITS, AND CORPORATE EVENTS 212 PARTNERSHIP DRIVE, GROVETOWN, GA 30813 (706) 650-5000 [EMAIL REDACTED] ---PAGE BREAK--- PRICING (MON-SUN) VENUE SPACE SIZE 9 AM-4 PM (5 HRS) 7 AM – 5PM (10 HRS) SINGLE DAY FEE (15 HRS) LOAD (12 HRS) CLEANING FEE ENTIRE FACILITY 24,000 SQ. FT. N/A N/A $4,000 $1,000 $1,000 HALL A & B 15,400 SQ. FT. (140’ x 110’) N/A N/A $2,500 $1,000 $1,000 HALL A 6,300 SQ. FT. (58’ x 110’) N/A N/A $1,500 $850 $850 HALL B 9,000 SQ. FT. (82’ x 110’) N/A N/A $1,800 $850 $850 **MEETING ROOM 2,175 SQ. FT. $400 $650 $1,200 N/A $300 MEETING ROOM ITEMS 1- PORTABLE LCD/PROJECTOR 1 - PORTABLE HD LCD/PROJECTOR 1-LARGE FIXED DROP DOWN SCREEN 2 -MICROPHONE(WIRED) BOOSTED WIFI - (TWO WEEKS NOTICE REQUIRED) $150 PER DAY Boosted Wi-Fi only increases area coverage/band width. Password protected - Used to prevent unauthorized access. (Connecting apps through county Wi-Fi is prohibited.) EXHIBIT HALL ITEMS 1 - FULL STAGE -16x12 or 24x8 HALF STAGE - 8x6 or 12x8 15 - HIGH TOP TABLES 20 - LED UPLIGHTING Entire Facility includes the use of the Lobbies, Pre-Function Area, Meeting Space, Halls A & B, kitchen, concessions and the adjacent terrace area. **The entire facility must be rented unless within six months of the event date. **The Meeting Room may only be booked within 6 months of the event date, and if either Halls A or B are already rented. **The Meeting Room - No kitchen facilities offered with this room. IN/OUT MULTI DAY (PRICE PER DAY) $3,000 N/A N/A N/A N/A KITCHEN 1,000 SQ. FT. N/A N/A $350 $350 N/A 2 - MICROPHONE (WIRELESS) 1 - HALF ROUND TABLE (MON - THURS ONLY) (MON - SUN) (MON - SUN) Kitchen is not included. ---PAGE BREAK--- OVERVIEW ABOUT THE EXHIBITION CENTER Columbia County’s Exhibition Center (CCEC) is the largest rental facility offered by Columbia County, GA and is located in Grovetown, GA (I-20 exit 190). Available to any individual, leisure group or corporate entity wishing to utilize this grand venue, the 24,000 square ft. venue offers 15,400 square feet of trade show space, 3,000 square feet of pre-function space and 2,175 square ft of breakout/ meeting space. The CCEC can accommodate up to 950 for a banquet style event or nearly 1,500 seated for a presentation. For more information or to inquire about visiting or booking the CCEC, call (706) 650-5000. CONFIDENTIALITY Your privacy and the integrity of your event are very important to us. This is why we can only accept changes, alterations, or cancellations of any part of your event by the person who signed the contract. You can specifically indicate another person to make changes on your behalf, at the time of signing. Feel free to inquire for more information, or how to do so. SAFETY Just as important as your confidentiality is safety at your event. This is why you will be required to have one or more deputies at your event if you are: serving alcohol; expecting over 100 guests; or having a “young adult party,” where the majority of those in attendance will be between 13 and 21. There is no need to worry about securing deputies for your event, or contacting the Sheriff’s Office. Our staff works in conjunction with the Sheriff’s Office to make sure you have adequate coverage for your event. As the renter, you will be responsible for payment directly to the deputy or deputies, for the full payment amount. This is not included in the overall rental fees. The current rates set by the Sheriff’s Office are $40/per hour for each deputy (at a minimum of four hours). Currently, the deputies only accept cash. Any overnight security company must be a licensed security company and approved by the Sheriff’s Office for use. For more information, please see Section VI: Security, of the Rules and Regulations. YOUR EVENT PLANNING TIMELINE To reserve the venue, a signed contract and 50% of the rental fee are due (unless within the full payment due period). 120 Days before event: your last time to cancel and receive a full refund, minus a $50 administrative fee. 119 - 60 Days prior: If canceling, the rental deposit is not refunded. 60 Days prior: Full payment is due. 55 Days prior: A 10% late fee will be added to unpaid balances. 3 Weeks prior: Event details, detail changes, (floor plans, etc.) are due. ---PAGE BREAK--- RULES AND REGULATIONS I: GENERAL RULES AND INFORMATION 1. The Columbia County Exhibition Center (CCEC) is owned and operated by Columbia County, Georgia and is a non-smoking facility. 2. The CCEC is designed as a multi-purpose exhibit facility able to accommodate one group or multiple groups simultaneously with dividable spaces. 3. All daily rentals are to be consecutive hours. Multiple dates will be charged according to the activity planned for that day. 4. No items left behind will be the responsibility of Columbia County or the CCEC. All items owned by the renter or their agents must be delivered at the predetermined time and removed during the scheduled break-down time. 5. Any misrepresentation of the purpose of rental could be considered a breach of contract. This will void the contract, and the event will be canceled or ended. 6. The renter or their assigned agent must be present from the beginning to end of rental. II: RENTAL POLICIES AND PROCEDURES 1. No rental is booked without a signed contract and payment of 50% of the minimum rental fee. 2. Balances are due 60 days prior to the event date. 3. A 10% late penalty will be incurred if the final payment is made less than 55 days prior to the event. 4. If the signing of the contract is within 60 days of the event date, then the full payment is due at the signing of the contract. 5. Early arrival or late departure will result in additional fees charged at $200 per hour. III: FACILITY CANCELLATION POLICY 1. All cancellations must be must be made in writing by the contract signor to be considered valid. 2. Contracts may be voided, with a full refund, only if cancellation is within one business day of contract signing. 3. Cancellations due to emergency Military deployment will receive a 100% refund minus a $50 administrative fee. (Copy of Emergency or Medical Orders is required) 4. A minimum of a $50 administrative fee will be charged on all cancellations after the one business day grace period. 5. If you cancel your event between 60-119 days prior, the rental deposit will not be refunded. 6. A transfer of date is allowed one time, if the event date was originally more than 120 days away and paid in full. (Copy of Emergency or Medical Orders is required) IV: ALL VENDORS – CATERING, FOOD, AND BEVERAGES 1. No on-site catering is available. Renter must arrange for a licensed outside caterer, if desired, and provide Sales Staff with chosen caterer’s proof of business license. 2. If renter chooses to be self-catered, renter becomes fully liable for any claims, medical fees, or legal fees that should arise from doing so and holds Columbia County and the Columbia County Exhibition Center harmless on all accounts. After your kitchen needs are discussed with the Sales Office and your needs determined, a kitchen rental fee is required. All items must be removed from kitchen. 3. No additional cooking equipment can be used inside the facility. Grills must be inclusive and placed a minimum of 35 feet from the building. Grill site must be cleaned and coals removed from premises. ---PAGE BREAK--- V: ALCOHOL POLICIES 1. Any sales of alcohol or “cash bars” requires a one-day alcohol license permit. All permits are arranged by the Columbia County Development Services Division and can take between 30-45 days to receive. Renter must submit the required permit to the Columbia County Exhibition Center Sales Office at least three weeks prior to the event date. 2. A Columbia County Deputy must be present at all events serving alcohol. Additional fees apply. (See Section VII: Security). 3. Underage drinking is against the law and is strictly prohibited. Violators are subject to persecution. 4. All bartenders are TIP Certified and can elect to stop serving a guest. The on-site Deputy will handle any disputes or disturbances. 5. Fighting or violence of any kind will not be tolerated. Such activity may cause the event to be halted immediately with no issued refund. 6. Glass beer bottles or containers are prohibited. VI: SECURITY 1. All events will be required to have security personnel on-site at the client’s expense. 2. The number of deputies required will be determined by the Sheriff’s Office who will take into consideration the type of event, layout, alcohol service, and/or sales and number of guests expected. 3. All security personnel will be scheduled by the CCEC Sales Office, but paid in cash at the end of each day by the renter. 4. Any overnight security company must be licensed, insured, and approved by the Sheriff’s Office. VII: MARKETING AND PROMOTIONAL MATERIAL 1. All event promotion is the sole responsibility of the client. 2. Information regarding an event cannot be released until rental contract has been signed and a deposit has been paid. 3. Events that are age sensitive or may be controversial must indicate so on all promotional materials. 4. No flyers may be put on vehicle windshields or handed out as guests depart from any event. 5. Proof of permits and business licenses for any vendor will be required three weeks prior to the event. 6. All publicly advertised events must immediately announce any cancellation via all previously used advertising methods, at the renter's expense. ---PAGE BREAK--- IX: FIRE CODE REGULATIONS 1. Events expecting more than 500 guests at one time are required to have a Fire Marshal on-site. Fire Marshals are paid $40/hour with a minimum of four hours. Schedule and need is determined by the Fire Marshal. 2. No occupied room can be completely blacked out. In case of an emergency, enough light must remain on for a safe exit. 3. The kitchen service hallway is a fire lane, is not for renter or public use, and must remain clear at all times. No event storage is allowed in this area. 4. If gas operated vehicles are used inside the building during an event, there are several specific regulations that must be complied with. 5. All wheels on any equipment must be locked and chocked to prevent movement. 6. No solid fuel for cooking (propane, wood, or charcoal) is permitted inside the building. 7. Unusual set-ups, displays, decorations, shows, or bands and musical groups should submit setup plans and equipment four weeks prior to the event date for approval. Inspections during and after equipment setup may be required before opening event. 8. Use of pyrotechnics inside or outside the building are prohibited. X: SETUP 1. One time setup of tables and chairs in the rented space is included with rental. Renters are required to approve the floor plan three weeks prior to the event date. If multiple setups are requested, these will need to be approved by management and additional fees will be charged. 2. The renter may use the tables, chairs, and rental items that the CCEC has in their possession. Any additional tables, chairs, or other items will need to be secured from an outside vendor and must only be delivered and picked up within the contract rental times. If delivery or pick up is needed prior to or after an event day, the renter will be required to purchase a load-in or load-out rental day. 3. Two pallet jacks are available to assist with unloading and loading. There is no forklift or scissor lift on-site. 4. Floor electrical boxes cannot withstand the weight of vehicles. Any damage done during an event, loading, or unloading will be invoiced to the renter. 5. The CCEC is not responsible for providing supplies : extension cords, gaffers tape, paper products, tablecloths, etc. It is the responsibility of the renter to provide supplies for their event. ---PAGE BREAK--- XI: DECORATION 1. Renters may enter the building to setup during their rental time. Additional need for setup may require a load-in day. 2. The renter must also remove all items from the facility prior to the rental time ending. If additional time is needed for removal, a load-out day may be required. 3. Any damage or expense incurred to the facility by decorations will be invoiced to the renter. The CCEC does not allow balloons, bubbles, nails, or adhesive items. 4. All candles must be enclosed in glass and a secure base. Sparklers indoors are prohibited. 5. If concerned about damage caused by decorations, please contact the CCEC staff. No decorations may be hung or attached to the ceiling or acoustic wall panels. XII: LIVE MUSIC 1. Live music (band, DJ, etc.) is only allowed if the entire facility is rented. A with the band and stage management is recommended to ensure ample power, space, and accessibility is available. 2. Any additional access to power, outside of what is provided by the CCEC, must have a licensed and bonded electrician present. This comes at the expense of the renter. XIII: CLEAN UP AND TIDINESS 1. The last hour of rental time (at minimum) must be designated towards item removal and breakdown. 2. The renter is responsible for removing all event items: a. All decor, props, and equipment generated from the event must be removed. Facility must be left empty with no evidence of an event. b. All cardboard boxes must be flattened and placed in the provided recycle bin. c. Wooden pallets must be removed from the premises. 3. All removal is to be conducted by the renter and their designated personnel. The breakdown includes but is not limited to, the removal of all effects generated from the event, and removal of all items brought in by the renter. 4. Kitchen access breakdown and removal is required. This include removing all food products and catering items from kitchen area. 5. The CCEC reserves the right to impose penalties depending on the condition of the facility after an event. XIV: ADDITIONAL INFORMATION 1. The CCEC staff is happy to provide a tour of the facility when it is available. Please call to schedule a tour. 2. Personal pets outside of service animals are not allowed inside the facility. 3. Events showcasing animals may have additional requirements or fees associated to the event. 4. The CCEC is ADA compliant. 5. Lost items are not the responsibility of the CCEC staff. 6. Any event requiring additional power needs to have a licensed and bonded electrician to perform the work at the client’s expense. 7. Events needing outdoor power or exterior water usage will be charged an additional fee. 8. In the interest of safety, children must be supervised at all times and remain within designated rented area. 9. It is the responsibility of the renter to provide directional, advertising, and promotional material or signage. ---PAGE BREAK--- Completed and signed contract can be sent to: RENTALINFORMATION: Each event, requires a separate contract. Rental Time: Type of Event: to Work Phone PERSONAL INFORMATION Renter’s Name: Cell Phone City: State: Zip: RENTAL FEES Check 50% of rental fee:$ Remaining balance*: Balance Due On: / / Payment Type: Money Order Visa Master Card I UNDERSTAND AND AGREE TO COMPLY WITH THE ABOVE STIPULATIONS; Renter’s Signature: Date: CCEC Representative: Date: COLUMBIA COUNTY EXHIBITION CENTER RENTAL CONTRACT to to Event Title: OPEN TO THE PUBLIC EVENTS REQ UIRES A ONE DAY $2,000,000 LIABILITY POLICY COMPANY NAME OR ORGANZATION: Kitchen Fee: Additional Items 12hr.Load in Rate: $ Venue Rate: $ 12hr. Load out Rate: $ Cleaning fee $ Phone # E-mail: I understand the Cancellation Policy. I understand the alcohol/deputy requirements and their fees are paid separate of this contract. I understand the damage deposit policy and agree to pay any invoices for damage to the facility. I understand that I will be charged for additional time, if I enter early or depart late. I understand that I am responsible for complying with the rules for removal. Phone # E-mail: [EMAIL REDACTED] 12 hrs.Load in date: Event date(s): BASIC STIPULATIONS Renter has inspected the premises and accepts the use of the premises as is. Renter agrees to indemnify and hold harmless Columbia County and the CCEC Department from any claims of any kind, including but not limited to; attorney’s fees arising from the use or occupation of the premises by renter, renter’s guests, invitee, agents, employees, or any independent contractors working for the benefit of renter. Renter further agrees to comply with all applicable ordinances and laws. The renter shall find the premises to be clean and in safe condition and hereby agrees to leave said premises and surrounding areas adjacent to the CCEC De- partment good condition. Failure by the renter to adhere to this provision, will subject renter to forfeiture of damage deposit. The renter also agrees to abide by all rules and regulations that are attached and made a part of this contract. The renter is responsible for damage or breakage to any portion of the CCEC department and its property. The rental procedures and cancellation policy, which are enclosed hereto, are incorporated into this contract and by signing this contract renter is agreeing to all stipulations. In the event that the facility shall learn that renter intends to violate said rules, it reserves the right to cancel this contract and return all fess (subject to cancellation policy) to the renter without further liability. The renter is responsible for conveying all rules and regulations to their vendors/agents. **Final payment must be made 60 prior to the event date. **Client must be at least 21 years of age to sign rental contract. **Person who signs this contract must be present for function from beginning to end of rental. **The renter is required to designate a breakdown and removal team for their events. We recommend, three people for every 100 guests. Email: Address: Secondary Person & Contact: Person In Charge: PIC (If Renter will not be physically present during the event, a PIC must be named and present.) $ American Express 12 hrs.Load out date: Max # of guests: Rented space: Building entry time: Event start time: Event end time: Total Cost:$ Renting Kitchen ? Alcohol at event? Alcohol Permit Required? Open to the Public? Ticketed event? Liability Insurance Required? Deputies Required? Fire Marshall Required? Yes No Yes No Yes No Yes No Yes No Service time: Service time: Alcohol Provider?