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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. Keys:
The HCC will not issue outside door keys of the facility to
any Lessee, service contractors or any other outside vendor. The
Building Engineer will open and secure doors at the beginning and
end of each event as instructed by the Event Manager. Keys to the
Exhibit Hall and Meeting Rooms may be obtained on a case by case
basis by HCC Management. A five dollar ($5.00) deposit is required
per key. Lease
Agreement: The HCC has no commitment to Lessee whatsoever
until a Lease Agreement has been executed by both parties and payment
of the required deposit has been received. Without an executed
Lease Agreement, reservations of days or space are merely for the
convenience of Lessee. No commitment for dates or space on behalf
of the HCC shall be final until a Lease Agreement is signed by the
Lessee, and accepted by Lessor. Multi day events take precedence
over single day events in all Exhibition Halls. Licenses/Permits/Taxes:
The Lessee shall be responsible for acquiring and shall pay
the costs of any and all licenses, excises, permits and taxes including
copyright fees required by authorities having jurisdiction over
the HCC The Lessee must acquire
and pay the cost of any and all licenses, permits and taxes twenty
(20) days prior to the first move-in or event day or the event cannot
occur. Lighting,
Ventilation, Heat, Air-Conditioning: House lighting,
ventilation, heat or air-conditioning will be provided as required
during event hours. Full house lighting, ventilation, heating or
air-conditioning are maintained from one hour prior to event until
close of event. Energy conservation is of prime concern and minimal
levels of lighting, ventilation, heat and air-conditioning will
be maintained during move-in and move-out periods. Special lighting
levels can be set in the HCC and need to be arranged with the your
Event Coordinator. Follow spotlights and fixed par lights can also
be ordered through your Event Coordinator. Like
Events: It is the
policy of the HCC not to accept space bookings for like or similar
public and trade shows withing 60 days prior to or 45 days after
the other like event. Literature/Handouts/Leaflets:
Distribution of any printed materials must have prior approval
by the HCC Management. A fee to clean-up litter created by such
distribution may be imposed. Live
Entertainment: A fully executed License Agreement
with any related contracts and/or riders pertaining to technical
requirements, performing acts, and related information must be received
by HCC Management fourteen (14) days prior to the date of the event.
The use of any special effects other than standard stage lights
must be submitted for review and approval by HCC Management and
the Hattiesburg Fire Department. The HCC reserves the right to
designate points of entrance, exit, and concession areas. Standing
on chairs by event attendees is prohibited. The HCC reserves the
right to make or have announcements made pertaining to life-safety
issues at appropriate times during the event, in consultation with
the event promoter. The HCC reserves the right to cause interruption
of any performance in the interest of public safety and to likewise
cause the termination of such performance, when in the sole judgement
of the HCC Management, such termination is necessary in the interest
of public safety. There is no designated formula for providing
security. The security profile will be determined by the Director
or his/her designee, a Hattiesburg Police Department representative,
and the event promoter. It is the responsibility of the Lessee
to disclose estimated attendance figures, activities, entertainment,
and all other pertinent information needed to determine security
measures. Lost
Articles: Every effort shall be made by all employees
of HCC to see that property found or turned in be handled in such
a way as to provide the best possible opportunity for return of
that property to its rightful owner. If property is found before,
during or after and event by an HCC employee, it will be turned
in to the Administrative Office for safe keeping. Marquee:
The Facility’s marquee is provided for tenants at no charge.
When there are multiple events in the facility, marquee space will
be allocated at the Facility’s discretion. Marquee information
must be provided to the Event Coordinator seven (7) days in advance
of the event. Movable
Walls: The movable
walls in the exhibit hall and/or meeting rooms may not be moved
by persons other than authorized HCC personnel. Noise
Levels: HCC Management
has the right to monitor all noise levels to prevent disruption
or nuisance to other events. No
Smoking Policy: The use of tobacco products is not permitted in any area inside the building.
The use of tobacco will be allowed outside in designated areas only. Outside
Services: All outside
services must be provided by companies approved by HCC Management. Overtime:
Events that run past midnight will be charged the prevailing
overtime rates listed on the rate sheet based on the size and space
leased. Owner
Right of Entry: In permitting the use of the Authorized
Areas to the Lessee, the Facility does not relinquish and does hereby
retain the right to enforce all rules for the management and operations
of such space. Representatives of the Facility shall at all reasonable
times have the right to enter into Authorized Areas without providing
notice to the Lessee. All Facility Property shall at all times
be subject to the Facility’s right to control. Paging:
The HCC has a paging system that will reach the entire building.
The HCC reserves the right to limit paging because it may interfere
with another tenant sharing the building with your event. The HCC
reserves the right to make announcements at any time regarding public
safety and operations of the HCC. Painting:
Any form of painting is prohibited on HCC Property. Parking:
Cars and/or trucks parked illegally in marked fire lanes, loading
docks, ramps or on the exhibit floors will be towed at the expense
of the vehicle’s owner. Recreational vehicles and trailers are
not allowed to park in loading docks or dock areas or in the exhibition
hall. Recreational vehicles may use the designated parking spaces
for daily parking only. Overnight parking is strictly prohibited
without express written consent from HCC Management If special
parking arrangements are required, please contact your Event Coordinator. Performance
Approval: The HCC
retains approval right of performance, exhibition or entertainment
to be offered under this agreement and the Lessee agrees that no
such activity or part thereof shall be given or held if the Facility
files written objection on the grounds of character offensive to
public morals, failure to uphold event advertising claims, or violation
of event content restrictions agreed to by both parties at the time
of execution of this agreement. Phone
and Internet Service: The HCC has the capability
to provide an unlimited number of Analog phone lines for rental
service through our in-house switching system. Photography:
Management reserves the right to restrict photography
on property at their discretion. Pre-Event
and Post Event Meeting: It is strongly recommended
that you arrange a pre-event meeting with your Event Coordinator.
This meeting should be conducted five (5) days prior to your event.
This will give you an opportunity to review the event with your
planner and meet the members of each operating department that will
be responsible for your event. If time permits, a post event meeting
with your planner to discuss the service received would be helpful
to the facility. We welcome your comments about our service as
we are continually striving to improve our methods of operation
and service. Premiums/Raffles:
Any promotional giveaway items require the prior approval of
the HCC Management. Raffles also require prior approval from the
HCC Management and, in some situations, approval from both the State
and County. Programs
and Novelties: These items may only be sold by the
Facility’s contracted agent and must be approved in advance by the
Facility. From the gross sales, 35% will be withheld from settlement
for payment of vendors, concessionaire and the Facility. The Facility
shall designate stand location for merchandising such items. Rental
of Equipment: The HCC has available for rent various
pieces of equipment including, but not limited to, stage sections,
dance floors, tables, chairs, and forklifts. The prevailing rates
for equipment are available on a separate schedule. These rates
are subject to change without notice. All Convention Facility
equipment will be set up and operated by authorized Convention Facility
personnel only. Sales
Tax: The Lessee is responsible for collecting City,
County, and State Sales and License Tax on public admissions and
sales at the Convention Facility. For additional information concerning
sales tax, please contact the HCC Business Office. Security:
The Lessee will be required to provide security in loading dock
areas, emergency exits, registration areas, and any other area being
occupied by Lessee or attendees of the event. The expense of all
security is the responsibility of the Lessee. The management of
HCC reserves the right to determine the appropriate amount of security
and fire marshal protection during all events held at the Convention
Facility. Treatment
of Floors in Exhibit Area: In accordance with restrictions
imposed by the HCC Management , in the interest of preserving the
floor surface, the following has been prohibited: - Drilling of
holes, attachments to or painting of floor, or any other defacement
to floor or walls. - Exhibitors wishing to lay any floor covering
may not adhere same to the building floor. In such cases, it is
suggested that building paper or other suitable protection be first
laid down. The only adhesive tape approved for use on the Exhibit
Hall floor by HCC Management in the event of a trade show is Polykeen,
Nopi, and Gaffers tape. Tape is available for purchase by the Facility
or decorator may supply their own. NO OTHER ADHESIVE TAPE IS ALLOWED
ON EXHIBIT HALL FLOOR. THE LESSEE WILL ASSUME ALL COSTS ARISING
FROM VIOLATION TO THIS POLICY. Utility
Services: The HCC is the exclusive contractor for
all utility services. All utility connections shall be made by
the Facility’s in-house electrical technicians and staff. Any exceptions
must be approved in writing by the Facility. All such connections
and related work will be at the expense of the Lessee as indicated
in the “Utility Rate Schedule”, a copy of which is attached to this
agreement as Exhibit C. The following are available: Compressed
Air, Electricity, Water/Drain. Any exhibitor requiring a gas connection
should contact their Event Coordinator. The Lessee and/or Lessee’s
exhibitors are financially responsible to the HCC for all utility
services ordered. The following telecommunication services are
available: telephone lines, fax lines, modem lines, ISDN lines,
long distance service, telephone and fax machine equipment rentals,
and video conferencing services. The HCC will extend the services
to the location specified in the request for services. If the Lessee
or Lessee’s exhibitors order telephone service, a deposit will be
required for the telephone instrument which will be refunded upon
its return after the event. Should long distance service be requested,
a deposit will be required in addition to the instrument deposit.
Upon returning the telephone, a detailed list of all outbound long
distance calls will be provided, with any money due being refunded
or money owed being paid. Orders for all other utilities with advance
order pricing must be paid at least 72 hours in advance of the first
move-in day as specified in the Lease Agreement. Failure to do
so could cause forfeiture of advance price. The HCC will provide
a Utility Services Desk on the show floor during the move-in of
exhibitions or trade shows. Any orders for utility services will
be accepted from exhibitors at the utility desk on a C.O.D. basis
only. Cash, checks, MasterCard or Visa will be accepted.
WE DO NOT ACCEPT AMERICAN EXPRESS AND WE DO NOT BILL FOR
THESE SERVICES. PAYMENT MUST BE RENDERED AT TIME OF ORDER.
If payment is NOT received by opening of show, there is a 50% additional
charge to the exhibitor. Electrical Power: General electrical
power available is 110V-20A and 208V-60A single and triple phase.
Higher amperage is available in certain locations. Normal power
requirements which are spread evenly should not be a problem. Heavy
power requirements or concentrations of power should be discussed
with the Event Coordinator prior to allocation of booth space.
Cost for special wiring or equipment will be the responsibility
of the Lessee of exhibitor. Water: Water hookups are available
in certain locations. It is the Lessee’s responsibility to determine
accessibility when assigning booths. Compressed Air: The HCC does
not have installed compressed air capabilities. Portable compressor(s)
can be arranged and are best when placed in specific locations.
Please discuss your requirements with the Event Coordinator. Cost
will vary depending upon compressor(s) size and booth proximity.
Gas: Bottled gas may be used for cooking only and must be approved
by the HCC Management. Telephone: The HCC reserves the rights to
solely provide all telecommunication services in the Facility. Vehicles:
Vehicles are permitted in the Exhibit hall for loading and unloading
only. Vehicles may not be parked in the Exhibit Hall unless they
are part of a display. Any public demonstration or exhibition involving
a mechanized or motorized part powered by either propellant or electrical
system may not be operated without written approval of the Hattiesburg
Fire Department and HCC Management a minimum of thirty (30) days
prior to move-in date. Motorized vehicles cannot be operated in
any area outside of the Exhibit Hall (hallways, meeting rooms, Prefunction,
etc.) without HCC Management permission. No carts, hand trucks,
etc., with hard wheels are permitted on carpeted surfaces. Vehicles
parked inside must have battery cables disconnected and have no
more than one (1) gallon of gasoline in the tank. Gas caps must
be taped. Vehicles powered by propane fuel are not allowed in the
building. Combustion engines may not be operated as part of the
show. Water Service: Complimentary water service is provided at all head tables or lecterns in meeting rooms. Water stations for attendees can be provided for a fee.
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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