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Exhibit Hall Policies

Alcohol Policy

Alcohol must be provided by an Approved Alcohol Vendor. Events serving alcohol will be charged an additional $150 deposit and security, requested by Expo staff, will be required. Guests attending events are never allowed to bring alcohol into the event. "Bring your own bottle" is prohibited in all facilities for any event. Approved Alcohol Vendors are charged 15% of the gross sales. All alcohol will be shut off 30 minutes prior the scheduled end of your event.

Animal

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 at least two weeks prior to your event. All fire regulations must be strictly followed when an automobile is used for display purposes. Protective material must be used to cover the floor area at the display point. Non-emergency vehicles must have the batteries disconnected, keys removed and contain less than one gallon of fuel. Automobiles are not allowed in the Ballroom.

Booking

All one day non-repeating events may book up to nine months prior to the event date and must book outside of one month. All remaining events may book up to two years in advance of dates at one time and outside of one month.

Cancellations

In order to receive a deposit refund less $100 cancellation fee, notice must be given 60 days before the event. Cancellation inside of 60 days from the event will forfeit the entire deposit. The Lessee will forfeit all of their contracted fees if cancellation is received less than 48 hours before the time of occupancy. Lessor reserves the right to cancel any event that has not met all criteria outlined in Expo policies. Lessee will forfeit deposit and any fees for cancellation of an event due to failure to comply with policies.

Catering

The Brazos County Exposition Complex does provide catering through a list of Approved Caterers. Approved Caterers are charged a surcharge of $1.00 per person or 10% of the gross sales, whichever is greater.

Cleaning

Contracted areas should be left in the state that they were found. General cleaning is the responsibility of the Lessee in the exhibit hall and ballroom areas after an event. If the Lessee fails to complete clean-up 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. The Expo is not responsible for any items left in the building after an 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. No open flame candles are allowed. Throwing rice, confetti, glitter or flower petals and the use of sparklers or balloons are not allowed on the grounds or in our facilities. All decorations hung from ceilings or that require the use of equipment must be done by Expo Staff and be delivered no less than 72 hours prior to the event with instruction on where to place. Decorations hung by staff are subject to a decoration fee.

Deposits

A deposit is one half of the room rental fee and is payable at the time the space is reserved. "Tentative" holds for dates are not allowed. Security deposits are never applied to fees. The deposit reserves the date, and will 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 three weeks after the event. An updated address is required for timely deposit returns.

Donations & Sponsorships

Any donations or sponsorships (including food/beverage items) must be discussed with Expo Management prior to signing contract.

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.

Exit Doors & Fire Code

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. All discrepancies arising out of Fire Code issues will be decided upon by the Expo Director or his designated representative.

Fees

Contracted rental space fees are due 30 days prior to the event. Equipment rental fees are due fourteen (14) days prior to the event. Fees that are paid less than 14 days in advanced are required to be paid in cash or by cashier's check. Additional fees incurred during the event are due no later than 2 weeks after the event.

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.

Hours of Operation

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 a certificate holder and additional insured. The policy must be effective during the lease times as stated on the contract, including move-in and move-out dates. The policy must list the dates (including move-in/move-out) and name of the event under description of operations.

Internet Access

The Brazos County Exposition Complex has Wi-Fi internet access. Access to the internet is provided by Net Near U at a fee of $6.95 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 U access charge.

Linens

The Expo does not provide linens for any event. The Expo can supply a list of available linen vendors.

Move-In and Move-Out

Move-in/Move-out days occur Monday-Friday 8am-5pm. The fee for a move-in/out day is one half of the room rental fee. Additional hours outside of 8am-5pm on a move-in/out day are subject to $75/hr fee. Move-in/out days requested outside of M-F are subject to a greater rate not to exceed a full rental rate.

Security

Brazos County Sheriff Deputies are used for peace officer requirements at all events having alcohol and any event having over 100 guests. Officers are scheduled by Complex management and must be paid individually by Lessee at the commencement of the event. The fee for Sheriff's Deputies is $30 per officer, per hour. Permission to use other agencies must be approved 2 months in advance by the Complex Director.
 

Number of Officers Events with Alcohol Events without Alcohol
0 to 100 2 0
101 to 300 2 1
301 to 450 3 2
451 to 600 4 3
601 to 750 5 4
751 and greater TBD TBD

 

Any event lasting longer than six hours may be required to have an additional peace officer.

RV Parking

RV space is available on a limited, first-come basis. The rental fee is $30 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 $30.00 per hour and is arranged by Expo Management.