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Policies & Procedures

Killeen Civic & Conference Center Complex
Policies & Procedures

Events booked into the Killeen Civic and Conference Center must comply with all City, County, State, and Federal laws.

ANIMALS
No animals other than assistance animals are allowed without authorization from the Director.

AUTOMOBILES
Automobiles will not be permitted inside of the building unless written authorization has been given. In the event any automobile is for display, all fire regulations pertaining to exhibits must be strictly followed, to include having key locking gas caps, battery disconnected and no more than 5 gallons of gas in the tank.

BOOKING POLICIES

RENTAL FEES
Please see attached fees and charges schedules. Local, (Killeen /Fort Hood) non-profit organizations (qualifying under the Arts Commission guidelines) may receive a 25% discount off the daily room rental ONLY. The discount applies to Sunday thru Thursday only. Any other discounts are based on official verification of hotel/motel room usage as determined by the Director. Additional fees for holidays or late night hours may be assessed.

RESERVATIONS

1. All reservations must be made during office hours (8:00 am – 5:00 pm) by an individual of legal voting age who will be held responsible.

2. Reservations are on a first- come, first- served basis and must be made in person by written contract. All charges (security, deposit, and overtime) based on the current fee schedule must be paid in full prior to rental.

3. Additional time for preparation purposes (decorating, rehearsals, etc.) are subject to ½ the normal rental rate-only during normal working hours. Additional charges may be applied for longer periods.

4. All events are considered tentative until a contract is issued and rental rate is paid. Multi-day events may take precedence over single day events. Commercial and local one-time events may be booked up to one year in advance of the current year. Local tenured (events that occur annually on the same general day, hosted by Fort Hood or Killeen citizens) & multi-day events are scheduled up to two years in advance, and conventions may be booked as far out as required.

5. Labor fees may be charged for loading or unloading, decorating, or extensive set-up and use of heavy equipment. Please call for quotes.

6. A rental deposit of ½ of room rental fee (not to exceed $2000) and a signed lease agreement is required to reserve dates. The deposit is non-refundable. However, should Lessee need to re-schedule a reserved date, the deposit may be applied up to 60 days from the original event date, at the discretion of the Director. Security fees, clean-up deposits and overtime charges are refundable where applicable, at the discretion of the Director.

MULTIPLE BOOKINGS
The Center Director reserves the rights to book more than one event in the building at a time. All consideration will be given to avoid conflicts due to noise or traffic concerns. The lessee may elect to rent the entire facility to avoid sharing the facility.

DECORATIONS/ALTERATIONS:
Materials cannot be nailed or driven into any portion of the Killeen Civic & Conference Center, nor cause or permit any changes, alterations, repairs, painting or staining. In addition, tape and other adhesive materials will not be applied to walls or other surfaces without prior approval by the Director. All decorative materials must be flame proof or otherwise enclosed in fish bowl, hurricane glass cover, etc. No fire exits, exit signs or air system inlets or outlets may be blocked at any time. No building dis-figuration (nails, tacks, staples, paint, etc.) is allowed. Prohibited materials include: straw, hay, glitter, confetti, rice, sequins, artificial snow red rose petals, silly string, fog machines, misting machines and vapor machines. Balloons cannot be filled with any of the above items. Throwing rice, birdseed, confetti and rose petals is prohibited anywhere in the Killeen Civic and Conference Center and is restricted to the parking lot and street areas only.

FIRE CODE
All events are subject to posted City of Killeen occupancy figures. The Director reserves the right to determine the need for police and/or fire security at an event and if needed, will shut down the event. Lessee will be responsible for security expenses. All exit doors must remain unlocked during all event hours. No fire lanes will be blocked at any time. A 10’ clearance on both sides of exit doors (egress and ingress) with no physical obstruction must be maintained at all times.

SAFETY/ SECURITY
No vehicles are permitted on the walkways or terrace areas. Loading and unloading must be from the dock or parking lot areas. Vehicles left unattended in fire lanes or loading areas will be towed at owner’s expense. Please lock your vehicles after parking. The Center is not responsible for damage or loss of possessions. Some events may be subject to additional security as determined by the Director.

Security will be required for the following events:

1. Events where alcohol is served.
2. Events considered “high risk” or have a history of guests with behavioral conflicts.
3. Events honoring a minor.

All security used in the facility will be arranged by the Lessee at the Lessee’s expense. Officers must be certified bonded security officers or off-duty police officers. Any non-alcoholic event honoring a minor must have (1) officer per 50 participants. Events with alcohol will require (1) officer per 300 participants. Events that are considered high risk or have a history of guest behavioral conflicts will require a minimum of (2) officers. Specific security requirements will be at the discretion of the Director and may be waived or modified by the Director. The officer(s) must be contracted to work from beginning of the event (time guests arrive) until the contracted end of the event.

ALCOHOL
Alcohol sale and/or consumption are regulated by the Texas Alcoholic Beverage Commission. In compliance with said regulations all sales and/or purchases of alcoholic beverages must be contracted through a licensed permit holder. The Killeen Civic & Conference Center has a contract with a licensed permit holder, to furnish alcoholic beverage service to customers of the Killeen Civic & Conference Center. Lessee must notify the facility if alcoholic beverages will be consumed on the premises during lessee’s use of the facility prior to signing of contact. Additional security may be required for events using alcohol. Alcoholic beverages may only be served until 11:59 p.m. and all consumption of alcoholic beverages must stop before 12:15 a.m. TABC permit #N 513745. In addition, licensed TABC facilities do not allow alcohol to be brought in or taken out of the facility.

FOOD/BEVERAGE
The Killeen Civic and Conference Center has made contractual arrangements for food and beverage services with several area restaurants. Arrangements and options for food and beverage services should be made through that restaurant. In addition, the Caterer is responsible for furnishing all table-top items necessary to serve the meal function. These items shall include, but are not limited to table linens, china, sugar and hollow ware, including alcoholic beverage wares.

EQUIPMENT RENTALS
All electrical equipment must be U.L. approved. Accessibility to equipment rooms and utility boxes are prohibited without authorization from a facility official. Electrical service for events will be rented, supplied and serviced from the Killeen Civic and Conference Center. (See attached rate sheet, special electrical requests, such as phone line(s) and Internet service must be given in writing 30 days in advance, additional fees will be applied.)

INSURANCE/ PERMITS
Proof of liability insurance listing the City of Killeen as an additional insured must be presented to the Director and must meet all city requirements five (5) days prior to event date. If not received five (5) days prior to event date, event is subject to cancellation at the discretion of the Director, with no refund on the deposit. Any special use permits are the responsibility of the lessee. A copy of the permit must be supplied when the Lease agreement is signed.

NOVELTY SALES/ MUSIC FRANCHISE FEE
A 15% fee is assessed for sales of any items such as tapes, books, specialty items, etc. Sales tax is the responsibility of the vendor. A copy of the vendor’s sales tax license must be provided prior to arrival. All ASCAP fees are the responsibility of the lessee.

OUTSIDE CONTRACTORS/VENDORS
It shall be the responsibility of the lessee to submit to the Killeen Civic and Conference Center a list of the service contractors the lessee intends on using no later than 30 days prior to the first move-in day. All contractors must be properly licensed, permitted and insured before they can enter the center.

SMOKING
By City ordinance, the Killeen Civic and Conference Center is a non-smoking facility. Please use the designated outdoor areas and receptacles.

TICKETED EVENTS
Ticket sales are the responsibility of the customer. Customer may elect to rent the ticket booth and phone lines for tickets sales during normal business hours or otherwise agreed upon. Staffing is the responsibility of the customer.

KCCC Brochure