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Policies
& Procedures | Special
Request Form The Hattiesburg Lake Terrace Convention Center is committed to excellence. Professional event staffing will attend to your requirements and ensure a quality production of your event. Center staff members have national experience in event coordination and include CMP® designated event services management. A - C | D - F | G - J | K - O | P - S | T - Z Policy: Version Date 2/15/00 NOTE: The Hattiesburg Lake Terrace Convention Center will be referred to in the body of this manual as the HCC. Advertising:
The Lessee agrees that all advertising of the event will be honest
and true and will include accurate information on show times and
ticket prices. The Lessee agrees that all printed materials and
electronic mediums including, but not limited to, advertising, literature,
hand-outs, etc., promoting the event and/or Facility shall utilize
logo and colors approved by HCC Management. The Facility shall
furnish such Facility logo in a camera ready format. The Facility
shall always be referenced as the “Hattiesburg Lake Terrace Convention
Center” in all print and electronic mediums. The Lessee agrees
to provide a proof of all printed materials to the Event Coordinator
prior to publication in order to avoid errors or misprints concerning
the Hattiesburg Convention Facility. Animals and Pets: Animals
and pets are not permitted in the building without prior approval
of HCC Management. Approval of animals and pets in HCC is based
on whether the animal or pet is part of an exhibit, or performance
legitimately requiring use of animals. Seeing-eye dogs are accepted.
Such animals or pets must be on a leash, within a pen, or under
similar control at all times. Such pets and animals shall be kept
in the exhibit or performance area at all times, except travel to
and from the exhibit or performance area. The owner takes full
responsibility for his or her pet. The HCC reserves the right to
request removal of animal(s) for a noncompliance of above or for
disruptive behavior of said animal(s). Audio/Visual Equipment: To
accommodate our Lessee and to simplify their events, the Facility
has a selection of audio visual equipment that can be leased. Audio
visual equipment rates are outlined on a separate rate schedule.
There is no restriction placed upon the Lessee in bringing their
own equipment to the show or meeting with the setup/installation
reviewed and approved by authorized Facility personnel. The lessee
may also contract with an approved outside audio visual company
to accommodate their audio visual needs. Bookings and Scheduling:
The first priority for the scheduling of the facilities
in the HCC is to make dates available to national, regional and
state conventions, trade shows, corporate meetings and similar activities
which are not normally open to the general public and/or which generate
significant attendance from outside the City. In addition, certain
special events may be deemed appropriate to the overall objectives
of the HCC and may be offered equal scheduling priority at the discretion
of the HCC Management. Facility and space scheduling commitments
for first priority events may be made as far in advance as
is necessary or appropriate and may supersede requests for other
events and activities. The second priority for scheduling
of the facilities in the HCC is to make dates available to consumer
or public exhibitions, local corporate meetings, special events,
banquets, entertainment events, business meetings and other activities
which essentially draw from or appeal to the general public and/or
local attendees and participants. Facility and date scheduling
commitments for secondary events are generally made not more than
nine (9) months in advance and are subject to change to accommodate
first priority events. However, major consumer and public exhibitions
held on annual basis may at the discretion of the HCC Management
obtain scheduling commitments for facilities and dates on a long
term basis subject to a proven record of success and significant
economic impact. Subject to the priorities set forth above, the
HCC Management may exercise its discretion as to the issuance, modification
or termination of scheduling events. The Sales Staff and Event
Service Staff are the only individuals authorized to schedule and
contract event dates for the HCC. Rental rates are assigned to
each event in accordance with the HCC Rate Sheet. The building
will hold dates on the calendar for a maximum of sixty (60) days.
After sixty days the hold date will be released. Tentative dates
can be placed on the calendar without a contract being issued.
If this date is challenged, the tentative lessee will be notified
by the Convention Facility of this challenge and be given 48 hours
to pay the building deposit and contract the date. The date will
be released if the 48 hours expire without a signed contract and
building deposit in the possession of the Convention Facility.
In the event that the premises are not vacated by the Lessee upon
the expiration of the term, HCC Management is authorized to remove
from the premises, at the expense of the Lessee, all goods, wares,
merchandise, and property of any kind left therein, and HCC Management
shall not be liable for any damages to or loss of such goods, wares,
merchandise or property which may be sustained by reason of such
removal. The HCC Management is hereby released from any and all
claims of damages of whatever kind or nature including but not limited
to non-use or unavailability of such property. Nothing contained
in this agreement shall in any way constitute the HCC Management
as a depository of any such properties whether owned by Lessee or
a third party. Box Office: The HCC Ticket
Office hours are 8:00 a.m. - 5:00 p.m., Monday through Friday and
day of event unless otherwise directed by the Convention Facility
Director. The HCC makes available to all clients a box office on
show days only. All tickets ordered and purchased by the client
must be delivered to the HCC for verification forty-eight (48) hours
prior to the first show. A certified manifest is also required.
Tickets must include liability statement as provided by Event Services.
The total manifest, including tickets and complimentary passes,
may not exceed the maximum safe occupancy of the designated space. Business and Office Services:
Copying, FAX transmission and typing services can be provided
by the HCC at prevailing rates, with arrangements made through your
Event Planner. Broadcast Rights: The
HCC reserves all rights and privileges for all outgoing broadcasts
originating from the Facility during the term of this agreement.
Should the Facility grant the Lessee such privileges, the Facility
has the right to require advance payment for said privilege in addition
to rental fee. Such permission must be obtained in writing in advance
of broadcast date. Compliance with Laws: The Lessee shall comply with all Federal, State, and local
statutes, ordinances or regulations; and all of the Facility’s policies
and procedures for the Hattiesburg Convention Facility. Copyrighted Materials: The
Lessee will assume all costs arising from the use of patented, trademarked,
franchised or copyrighted music, material, devices, processes or
dramatic rights used on or incorporated in the event. The Lessee
agrees to indemnify, defend and hold harmless the HCC from any claims,
or costs, including legal fees, which might arise from question
of use of any such material described above. Damage to Facility:
The HCC will not be responsible for any damage or injury that
the Lessee or its agents, servants, employees, or property sustain
from any cause prior to, during, or subsequent to, the period covered
by the Lease Agreement; and the Lessee shall expressly release said
Facility from any and all claims for such loss, damage, or injury.
The Lessee will indemnify, save and hold harmless the HCC from all
actions or proceedings to recover damages for injuries to persons
or property arising from the Lessee’s occupancy of the leased premises
or the Lessee’s activities thereon. The Lessee agrees to pay for
any damages to the leased premises resulting from the Lessee’s use
or occupancy thereof; or resulting from any acts or omissions intentional,
negligent, or accidental, whether said acts or omissions are those
of the Lessee, its agents or employees, or persons participating
in or attending the function contemplated by the Lease Agreement.
The HCC shall not be liable to the Lessee for any damage, loss,
or expense of any kind sustained by the Lessee as a result of vandalism
or malicious mischief. Decorations, Signs and Special Displays:
Decorations, signs, banners and similar materials may not be
taped, nailed, tacked, stapled or otherwise fastened to ceilings,
doors, walls, glass, columns, painted surfaces, or brick walls.
Damages resulting from improper or unauthorized installation of
advertising matter will be removed by the Facility, and any cost
associated with such removal will be charged to the Lessee. Posters
are to be mounted on easels or individual holders. HCC’s permanent
directional signs and/or graphics may not be obstructed in any manner.
Adhesive backed decals and stickers may not be given out on Facility
property. Glitter is not permitted in the Facility. Outdoor exhibits
shall be considered on a case by case basis based on other show
activity and type of exhibit and must by approved by your Event
Planner. All signage must be professional in nature. Hand lettered
signs are not allowed and will be removed. All signage must be
of a printed nature and meet the approval of the HCC Management
. This policy is also applicable to the posting of signs in the
exhibition hall. Electric mobile or trailer type signs are not
allowed on HCC property. All signs, banners, lights, sound equipment
and/or decorations for installation in the Convention Facility require
approval before move-in by HCC Management and must be installed
by HCC personnel. At move out, all posted signage must be removed
by the service contractor or Lessee. If any Lessee leaves materials
in or on Facility property, the contractor or Lessee will be billed
for labor to remove said items. Emergency Procedures: The
HCC is equipped with comprehensive early detection and alarm systems.
The sprinkler system is designed to activate by heat sensitive devices
and smoke detectors. All building emergency panels are monitored
by the Facility staff and Building Engineers. The HCC, is a dual
power facility. Also, in the event of a building-wide power failure,
an emergency power generator will provide emergency lighting and
power within seconds. The Facility is equipped with illuminated
exit signs, powered by the emergency generator. In the event of
an emergency, the highest ranking Facility management person on
duty assumes control of the building, directs the HCC personnel,
and acts as a liaison with police, fire, and medical services.
The HCC event management staff is responsible for keeping the tenant
and service contractors informed and involved in decisions relating
to events in progress. Equipment: The HCC inventory
is usually adequate to accommodate several events occurring at the
same time. However, when inventory has been exhausted or you have
a special request, you must make arrangements through your Event
Planner to acquire the additional equipment. It is important to
notify the Event Coordinator of your equipment needs as soon as
possible so there will be no equipment shortages. All HCC equipment
must by operated by HCC personnel. Movement of portable walls in
the meeting rooms and the Exhibit Hall is to be done by HCC personnel
only. Event Services and Expenses:
The HCC offers a list of Event Services which may be necessary
for the successful operation of your event. Supplemental expenses
for these services may be incurred in addition to the basic rental
for your event. Please discuss these services with your Event Coordinator
for cost breakdown before your event. Event Settlements: Billing
for all services provided by the HCC to the Lessee will take place
immediately after the close of the event. Payment is due upon receipt.
In some circumstances, the HCC may require deposit monies equal
to the anticipated billing which may be incurred by the Lessee and/or
a security deposit for possible building damages prior to the issuance
of the Lease Agreement. On reaching agreement, the HCC will issue
a Lease Agreement for the Lessee’s execution. Upon execution of
that Lease Agreement, the deposit monies as defined or required
by that Lease Agreement shall be submitted with the lease for the
Facility’s acceptance and confirmation of the event. For events
with billings less than $5,000.00, MasterCard and/or Visa are accepted
for payment by the HCC. The Lessee must complete and sign a Credit
Card Authorization form which authorizes the Facility to immediately
charge the initial building deposit. The balance due will be charged
immediately following the close of the event. MasterCard and Visa
are also accepted in the Box Office and for Utility Services. All
payments shall be non-refundable in the event of cancellation by
the Lessee, and the HCC may pursue its remedies as provided in the
Lease Agreement. Fire
and Safety Regulations: Public events are required
through the City of Hattiesburg to have a Fire Marshal on duty during
show hours at the Lessee’s expense. Private events may require
a Fire Marshal on duty during show hours depending on the number
of attendees, and/or type of event. All aisles must be kept clear,
clean and free of obstructions. Exits shall not be blocked or covered.
Parking and unloading in the fire lanes in front of the Convention
Facility is not allowed. The fire lanes must remain clear at all
times. Use of fireworks/pyrotechnics in the HCC is prohibited unless
the following conditions are met: a. Prior approval of HCC Management
is obtained. b. Permit from Hattiesburg Fire Marshal is obtained.
c. Fire Marshal on duty during use of said fireworks/pyrotechnics.
d. Licensed personnel are handling said fireworks/pyrotechnics.
Running is not allowed in the Convention Facility. Bicycles and
skateboards are not permitted in the building unless they are show
related (entertainment) under controlled conditions with prior written
approval from HCC Management. Helium Balloons - See attached Helium
Policy. Lighted candles can be used as decorations for banquets
on the tables only if the candles are completely enclosed in a glass
container. Other use of candles must be approved by the Fire Marshal.
Materials used in the construction of displays must be fire resistant.
All exhibits and displays are subject to inspection by the Hattiesburg
Fire Department. Operation of gasoline powered vehicles will be
permitted during move-in and move-out periods. Gasoline operated
vehicles may not be operated in the Exhibit Hall, Prefunction and
Hallways during show hours. All pressurized tanks holding any type
of gas (helium, nitrogen, LP, etc.) must be approved by your Event
Coordinator and secured in the upright position while being used
in the HCC. During the times of move-in and move-out, the following
rules and regulations apply. Violation of these rules and regulations
will result in removal from Facility property: a. Absolutely no
drinking of alcoholic beverages. b. No horseplay, practical jokes,
etc. c. Use or possession of illegal, or controlled substances
or look-a-likes and/or firearms of any kind is prohibited: violators
will be prosecuted. d. No speeding or reckless use of vehicles
or equipment will be permitted. e. No gasoline, kerosene, diesel
fuel or other liquids may be stored, permanently or temporarily,
in work areas. f. Exit doors may not be blocked with freight, equipment,
display materials, etc. Fire
Detection and Reporting System: Upon activation
of a heat/smoke detector or sprinkler system in the HCC, an audible
alarm will sound in the building and alarm notification will go
to the Hattiesburg Fire Department. If you discover a fire, contact
HCC Administrative Office or call 9-1-1, please try to notify HCC
personnel as soon as possible. The HCC Administrative Office becomes
the command post in all emergency conditions. Floor
Drains: In the interest
of safe and appropriate environmental management, absolutely no
substances shall be poured in the Exhibit Hall floor drains without
prior approval of HCC Management. Food
and Beverage Service: Food and beverage will be
catered by the HCC approved caterers. The list of approved caterers
can be obtained by your Event Coordinator. The approved caterers
have exclusive catering rights for all food and beverage service
at the HCC. The HCC reserves all food and beverage concessions
and concession rights. The Facility reserves the right to erect
portable concession stands as needed for servicing the Lessee’s
patrons. The HCC Management reserves the right to approve or disapprove
the dispensing of alcohol at any event. The Convention Facility
will not allow outside food and beverages to be carried into or
sold at the Facility. All matters concerning food and beverage
must be coordinated with your Event Coordinator. Freight:
The HCC will not accept shipment of freight materials, and equipment
prior to contracted move-in date. After move-in date, all shipments
should be consigned to the attention of the show service contractor.
C.O.D. deliveries will not be accepted by the Facility. All equipment
brought into the HCC should be delivered and removed at the loading
dock area only. All freight must be brought into the HCC through
the loading dock doors. Dock usage is on a ‘first come-first serve’
basis. Crate storage must be included on the floor plan and is
not permissible without specific written permission from HCC Management.
Requests for permission to store crates must be made by the service
contractor. The HCC will not accept the delivery of flammable or
combustible mixtures, waste, or liquids to be stored prior to or
during an event in the Facility. No exit, fire fighting equipment,
or emergency equipment shall be blocked or obstructed. Maintenance
of area is the responsibility of the service contractor. All fire
safety regulations must be strictly adhered to at all times. All
fire prevention and security shall be the responsibility of the
service contractor. It is the responsibility of the exhibitor and/or
meeting planner to label each box or crate and fill out Bill of
Laden for shipment. HCC must be notified of method of payment before
end of event. Exhibitors and/or meeting planner may arrange own
shipment, but HCC must be notified. General
Building Services: Facility personnel do not clean,
nor are they permitted to enter interior exhibit booth areas. Refuse
removal from exhibit booths is provided immediately after show hours
in exhibit aisles. Services included in the basic rental without
additional charges are: -General room lighting, heating, air-conditioning
during show hours. Heating and air-conditioning required during
move-in or move-out will be provided with an additional charge.
-Lectern; upright or table model. -Water with cups for speaker’s
platform (upon request). -One thorough cleaning daily. -One room
set-up. Changeovers are subject to a charge. General
Service Contractors: The Event Coordinator can recommend
service contractors that provide services beyond those services
directly available by the HCC These include: Balloons, Booth Furnishings,
Business Equipment, Convention Services, Crate Storage, Decorator
Services, Drayage, Entertainment, Furniture/Booth Furnishings, Models,
Plants, Speakers. Any changes to previously contracted services
may result in charges being billed to the Lessee. The HCC does
not have exclusive contracts with any convention services contractor. Handicapped:
The Lessee shall have the responsibility of complying with the
Americans with Disabilities Act of 1990 and shall insure that all
activities comply with said Act during the term of the Lease. The
HCC facilities are accessible to persons with disabilities. Should
the Lessee anticipate a need for any further special accommodations
for the scheduled event, please contact your Event Coordinator ten
(10) days prior to the event date. Helium Balloons : The Hattiesburg Convention Center discourages the use of helium balloons for handouts at events. Restrictions also apply to the use of balloons for decoratives purposes. These restrictions apply because balloons become tangled in light fixtures, climate control ducts and on ceiling ledges. Once deflated, they interfere with climate control, create an unsightly appearance and are difficult to retrieve. Event managers are subject to the following conditions whenever helium balloons are used:
Hours
of Operation: The normal and customary user hours
for the facility are 7:00 a.m. - 6:00 p.m. (inclusive of set-up
and tear-down time). Special evening hours are available from 6:00
p.m. until 12:00 midnight. Hours outside of these must be clearly
identified and arranged with your Event Coordinator. Please see
the HCC Rate Sheet for rental pricing. The HCC Administrative
Office hours are Monday through Friday, 8:00 a.m. - 5:00 p.m. The
Administrative Office is closed on all major holidays. Insurance:
Users shall secure and retain throughout the term of the Lease
Agreement the following insurance: a. Comprehensive General Liability
- Said coverage shall have limits of not less than $1,000,000 each
occurrence combined single limit for bodily injury and property
damage, including coverages for personal injury, contractual liability,
operation of mobile equipment, products/completed operations and
liquor law liability. The contractual liability coverage shall
be specifically endorsed to cover this Agreement and specifically
mention coverage for the indemnification found in Paragraph 9 of
this Agreement. b. Workers’ Compensation - Coverage shall comply
with all State and Federal requirements and will be in the statutory
required limits. All employees of the Lessee must be covered by
Workers Compensation. c. Employer’s Liability Insurance - Coverage
shall be placed with limits not less than $1,000,000 per incident.
d. Automobile Liability - Coverage shall be acquired for all owned,
non-owned, hired, and leased vehicles of Lessee, including the loading
and unloading thereof. Limits of not less than $1,000,000 each
occurrence combined single limit for bodily injury and property
damage shall be maintained. Lessee shall name as additional insureds,
the Hattiesburg Convention Center, the City of Hattiesburg, Mississippi,
their officers, directors, agents and employees. Lessee shall furnish
to the HCC at least thirty (30) days prior to commencement of occupancy
of Facility certificate(s) of insurance as evidence that the required
coverage is in effect. Should Lessee fail to provide such certificate(s)
as required by this Agreement, the HCC may, but shall not be obligated
to, obtain said policies of insurance of Lessee’s expense, or the
HCC may cancel the Event(s) without penalty to the HCC All insurance
as required by this Agreement must carry a mandatory thirty
(30) day notice of cancellation. Lessee hereby
agrees to obtain at its own expense and to keep in full force and
effect during the use or occupancy of the Authorized Areas pursuant
to this Agreement, including move-in and move-out periods, the following
insurance coverages. All policies shall be issued by companies
licensed to do business in the State of Mississippi and having at
least an “AVIII” rating in the current Best’s Manual. All such
policies of insurance, with the exception of Workers Compensation,
shall be endorsed to be primary of all other valid and collectible
coverages maintained by the HCC and the City of Hattiesburg, Mississippi,
as respects of their activity at the HCC All applicable policies
will be written on an occurrence basis. Claims made policies are
not acceptable and do not constitute compliance with Lessee’s obligations
under this paragraph. Intermissions:
The Lessee agrees that every public performance which
is not completed within one and one-half hours will have an intermission
period of not less than fifteen minutes. Go to Page 2 of Policies & Procedures
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Hattiesburg Lake Terrace Convention Center
One Convention Center Plaza
Hattiesburg, MS 39401
Driving Directions
Phone: 601-268-3220
Toll Free: 800-638-6877
Fax: 601-268-3249