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Ward County Event Center Policies

The terms of these policies may be altered only by written agreement signed by the WCEC Director, the Ward County Commissioner for Precinct 2, or the Ward County Judge.

Reservations
In order for an event to be reserved, CLIENT must pay at least fifty percent (50%) of the rental fee, together with the refundable security deposit, at the time this Agreement is signed, and must pay the remainder of any rental fee at least thirty (30) days prior to the event.

Hours of Operation
CLIENT’s event is scheduled for the times set forth herein, including time for cleaning up. CLIENT will be charged $200.00 per hour if the event and/or cleanup time exceeds the stated time.
Arrangements must be made by CLIENT to have all rental equipment picked up and removed from the WCEC before the event’s stated ending time, except by prior approval. WCEC is not responsible for any items left by CLIENT or by any guest attending CLIENT’s event.
                                                                                                                    
Services Provided
Staff: WCEC staff will be on duty during the event. The staff member will open the facility and provide information and direction as needed. The staff member will not be available to serve or decorate, and will not be involved in the event.
Tables and Chairs: Tables and chairs are included in the rental fee and will be set up and taken down by WCEC staff. If tables and chairs are requested, CLIENT must provide the desired layout at least ten (10) days prior to the event, along with an estimated number of guests attending the event.  Changes to the layout less than ten (10) days prior to the event may result in an additional fee. Tables and chairs are not to be taken outside the facility.
Stage and Dance Floor: A stage and dance floor are available for rental and will be set up and taken down by WCEC staff. Notification of this request, and layout, must be given as described above.
Cleaning: WCEC will perform deep cleaning, such as mopping and vacuuming. CLIENT must clean up after the event as set forth herein.
Parking: There is no charge for parking at the WCEC.
 
Decorations
Decorations may not be fastened to the walls with thumb tacks, nails or staples.
Magnets (in movable walls only) and Gaffers tape are permitted, but these must be removed at the conclusion of the event.
Candles must be enclosed in a glass or otherwise non-flammable holder.
The use of glitter, metallic confetti, straw, rice, birdseed, hay or other such items is prohibited in and around the facility. No rice, birdseed or other such items shall be thrown in or around the facility.
Immediately following the completion of the event, all decorations, trash and other debris must be thrown away in the receptacles provided. Anything left behind will be thrown away and may result in a withholding of CLIENT’s deposit.
When in doubt about decorations deemed acceptable, CLIENT should consult with WCEC staff.
Any cost to clean and/or repair the facility will be charged to CLIENT.
                                                                                                 
Food
All food must be prepared and served by CLIENT or a caterer approved by WCEC.
CLIENT or their caterer must coordinate with WCEC two (2) days in advance of the event in order to confirm catering staff arrival time.
If catered, a minimum of one (1) catering staff person is required to be on duty at all times.
      
Kitchen Usage
Small kitchen areas are provided in some of the rental spaces, and are included in the rental fee.
The commercial kitchen (“Kitchen”) is available on a rental basis. Only CLIENT and caterers approved by WCEC will have access to the Kitchen, if rented.
WCEC has cooking and serving equipment available (e.g., pots and pans, cooking utensils, water containers, Schaefer pans, etc.), but does not provide silverware, plates, bowls, cups, etc.
All work areas, ovens, stoves, refrigerators, freezers, sinks and floors must be thoroughly cleaned by CLIENT, and inspected by WCEC staff. Kitchen trash must be taken to the dumpsters located outside.


Alcoholic Beverage Policy
WCEC requires compliance with all laws of the State of Texas concerning the sale and serving of alcohol. Each CLIENT wishing to have alcohol at their event must abide by the following:
CLIENT must comply with all laws of the State of Texas, including all applicable rules and regulations of the TABC. This includes the acquisition of any necessary licensing (e.g. temporary liquor license) and compliance with all requirements.
All events involving alcohol must have security as set forth herein.

 
Smoking
Smoking is prohibited inside the WCEC. Smoking is permitted in designated areas outside the facility.
 
Gymnasium
For sporting events, the gymnasium can be set up in any one of the following configurations: two (2) basketball courts; four (4) volleyball courts; or one (1) basketball court and two (2) volleyball courts.
For non-sporting events, the gymnasium must be entirely carpeted.
All setting up and taking down of sporting equipment and carpeting will be done by WCEC staff.
CLIENT must notify WCEC of the desired layout (sporting equipment, carpeting, tables and chairs, etc.) at least three (3) weeks prior to the event. Changes to the layout less than three (3) weeks prior to the event may result in an additional fee.
Only gym shoes are permitted on uncarpeted portions of the floor. No boots or dress shoes.
Food and drinks are not allowed on uncarpeted portions of the floor.
No heavy carts are permitted on the gymnasium floor.
CLIENT must monitor guests to prevent damages to the gymnasium (e.g., hanging on the rims, hitting the lights or scoreboards with balls, etc.). CLIENT will be responsible for any damages.

 
Security
Security is required at all events where alcohol is served.
Security may be required for any other event, in the discretion of the WCEC Director.
If required, CLIENT must arrange for security to be at the event, at CLIENT’s expense.
Security is to be off duty peace officers in full uniform.
If required, there must be one (1) security officer for every 50 persons in attendance, unless otherwise approved by the WCEC Director.
CLIENT shall provide proof of security to WCEC at least ten (10) days prior to the event.
If required security is not scheduled for an event, the event may be cancelled without refund.
WCEC may require adult chaperones for youth activities. A list of these chaperones must be submitted to WCEC at least ten (10) days prior to the event, including their addresses and phone numbers.
                      
Insurance
If required by the WCEC Director, CLIENT shall take out, at CLIENT’s expense, and keep in force during the event covered by the Agreement, general liability insurance of at least $1,000,000.00, naming Ward County Event Center and Ward County as additional insureds. A copy of said insurance coverage must be submitted to WCEC at least ten (10) days prior to the event.
                                                                                                                     
Clean-Up Responsibilities
Clean-up is CLIENT’s responsibility.
CLIENT must provide sufficient supervision to minimize spillage of food and beverages.
Any CLIENT leaving excessive trash in the main hall, kitchen, restrooms, lobby and/or outside of doors is subject to additional charges. All or a portion of the security deposit will be withheld if the facility is not adequately cleaned, or if damage occurs.
CLIENT must finish the clean-up no later than the time CLIENT has identified as the ending time for the event. CLIENT is responsible for the following cleaning duties:
All tables must be cleared of table linens, dishes, decorations, etc.
All trash must be placed in the receptacles provided. If any trash will not fit in the receptacles, such as boxes or large items, these must be broken down and taken out to the trash dumpsters. WCEC will provided additional trash liners if needed.
All decorations must be taken down and removed from the facility.
CLIENT must clean up all kitchen spaces rented. These areas must be thoroughly cleaned and returned to their original level of cleanliness. This includes work areas, ovens, stoves, refrigerators, freezers, sinks and floors.    
           
Miscellaneous Policies
Live animals, except for service animals, may not be brought inside the facility.
CLIENT and guests are restricted to the areas rented for the event.
WCEC will not be responsible for items left at the facility - before, during or after an event.
WCEC reserves the right to take photographs of events for its own records, and for promotional use (e.g., brochures, the WCEC website, social media, etc.)  
CLIENT must make sure that the number of guests does not exceed fire safety guidelines.
If the facility or its equipment has been damaged or abused beyond normal wear, CLIENT will be billed for all damage and additional clean-up.
WCEC does not provide storage, except as agreed to in writing. It is not available before or after a rental event. All decorations, props, rented furniture, beverage dispensers and personal belongings must be removed at the end of the event.
Illegal activities will result in immediate termination of the event, without refund.
CLIENT and guests must comply with all rules and regulations posted throughout the facility and must comply with instructions from WCEC staff.
    
Payment Policy
CLIENT must pay at least fifty percent (50%) of the rental fee, together with the refundable security deposit, at the time this Agreement is signed, and must pay the remainder of any rental fee at least thirty (30) days prior to the event. WCEC accepts payments in the form of cash, checks and money orders.
The security deposit is fully refundable once the rental space has been checked for damages, approved by WCEC management, and all additional charges have been resolved.
 
Cancellation policy
In order to cancel a rental, CLIENT must provide written notice of the cancellation.
Upon cancellation by CLIENT, the security deposit will be refunded in full. Amounts paid toward rental fees will be refunded according to the following schedule:
More than 90 days prior to the event – 100% refund
61-90 days prior to the event – 75% refund
31-60 days prior to the event – 50% refund
Less than 30 days prior to the event – no refund
No refunds will be made when the event is canceled by WCEC due to CLIENT’s noncompliance with the terms and conditions of this Agreement.                               
 
Assumption of Risk; Waiver and Indemnity; Liability for Damages
CLIENT understands and acknowledges the risk associated with using the WCEC facility. The Ward County Event Center and Ward County hereby give notice that there is an inherent risk associated with use of its facilities. CLIENT acknowledges awareness of the risk of injury and even death.                                                                                                                                                                
CLIENT assumes any and all risks associated with the use of the Ward County Event Center facilities and participation in WCEC activities.  This assumption of risk is intended to be interpreted in the broadest sense possible, including but not limited to hidden dangers, negligence and gross negligence.
CLIENT hereby releases, discharges and waives any claim whatsoever against the Ward County Event Center or Ward County, their officials, officers, agents, employees, representatives and others acting on their behalf, for any and all damages, injuries or death resulting from the use of the Ward County Event Center facilities or participation in any WCEC event, program or activity.
CLIENT shall be liable for any and all damages to property or persons caused by CLIENT, and shall defend, indemnify and hold harmless the Ward County Event Center and Ward County from any and all loss, liabilities, damages, claims or litigation arising out of any such damage or loss.
CLIENT acknowledges that the WCEC facility has limited supervision.  CLIENT is encouraged not to leave valuables unattended at the facility.  The Ward County Event Center and Ward County are not responsible or liable for loss, theft or damage to the personal property of CLIENT or of CLIENT’s guests.