Booking Policies
GENERAL BOOKING GUIDELINES & PROCEDURESWhenever the term "Agreement" is used, it refers to the Hurst Conference Center (HCC) Facility Usage License Agreement. Whenever the term "Center" is used, it refers to the Hurst Conference Center. The term "Director" refers to the Executive Director of the Hurst Conference Center or the Executive Director's duly authorized representative. The term "Tenant" shall refer to the party, individual, organization, partnership or corporation identified in the Facility Usage Agreement.
1. STATEMENT OF PURPOSE
The Hurst Conference Center is a full-service conference center owned by City of Hurst, TX. The Hurst Conference Center's primary objective is to support the City's mission of growth and development by providing diverse programming and activities that enhance the quality of life in the community and produce a positive economic impact to the City of Hurst.
When scheduling events at the Hurst Conference Center, consideration shall be given to the following factors:
When scheduling events at the Hurst Conference Center, consideration shall be given to the following factors:
a. The projected revenue to the Hurst Conference Center
b. The level of economic impact to the community
c. The potential of repeat bookings
d. The time of year
e. The generation of new civic and economic benefits
b. The level of economic impact to the community
c. The potential of repeat bookings
d. The time of year
e. The generation of new civic and economic benefits
f. The revenues generated by usage are sufficient to reasonably meet the operating expenses of the Hurst Conference Center
g. Event history
h. Tenant's experience in similar facilities
h. Tenant's experience in similar facilities
2. SCHEDULING PRIORITIES
First Priority:
Meetings, banquets and events that provide a significant financial impact to the Hurst Conference Center and the community. Minimum financial requirements (based on rental, food/beverage and equipment) during peak season (September - May) will remain available to First Priority events until six months out at which time dates will be made available to Second Priority events.
and
Tenants wishing to repeat an event upon completion of their contracted date and provided all of Tenant's Hurst Conference Center balances are up-to-date and paid in full. Each Tenant shall have the right to repeat their scheduled event from year to year, in the same general calendar period, provided the request and deposit are received by the Hurst Conference Center within five working days after the close of the current event.
Second Priority:
Consumer or public exhibitions, local tradeshows, corporate meetings, entertainment events or other activities of one day that generally draw a local audience.
Events scheduled on a "First Come/First Served" basis. The Director or their duly authorized representative shall schedule space and supply equipment, services and labor as stated or negotiated rates when such space, equipment and services are available, not committed to another Tenant on a Firm or Tentative basis and such space is not scheduled for repair or other Hurst Conference Center predetermined use. Tentative Hold approval will normally be given within 24 hours of the request. Tenant requested Tentative Holds will always have an expiration date.
Meetings, banquets and events that provide a significant financial impact to the Hurst Conference Center and the community. Minimum financial requirements (based on rental, food/beverage and equipment) during peak season (September - May) will remain available to First Priority events until six months out at which time dates will be made available to Second Priority events.
and
Tenants wishing to repeat an event upon completion of their contracted date and provided all of Tenant's Hurst Conference Center balances are up-to-date and paid in full. Each Tenant shall have the right to repeat their scheduled event from year to year, in the same general calendar period, provided the request and deposit are received by the Hurst Conference Center within five working days after the close of the current event.
Second Priority:
Consumer or public exhibitions, local tradeshows, corporate meetings, entertainment events or other activities of one day that generally draw a local audience.
Events scheduled on a "First Come/First Served" basis. The Director or their duly authorized representative shall schedule space and supply equipment, services and labor as stated or negotiated rates when such space, equipment and services are available, not committed to another Tenant on a Firm or Tentative basis and such space is not scheduled for repair or other Hurst Conference Center predetermined use. Tentative Hold approval will normally be given within 24 hours of the request. Tenant requested Tentative Holds will always have an expiration date.
3. NON-COMPETE/PROTECTION
The Hurst Conference Center shall have the right to enforce its non-compete/protection policy to the benefit of the Hurst Conference Center. Hurst Conference Center's non-compete/protection policy as outlined below is intended for similar public events open to the public which possess a clear and obvious conflict:
Concerts - 6 weeks before and after
Consumer shows - 8 weeks before and after
Family shows - 4 weeks before and after
Concerts - 6 weeks before and after
Consumer shows - 8 weeks before and after
Family shows - 4 weeks before and after
4. SCHEDULING STATUS
Tentative - Facilities and dates may be temporarily held pending the advancement to Firm status or notification of cancellation by either party. Tentative holds shall be confirmed in writing to the client with a specific termination date based on agreement between Client and Hurst Conference Center.
Firm - Facilities and dates may be held as firm upon receipt of a commitment letter from the event organizer and written confirmation from the Hurst Conference Center management that dates are confirmed and pending the preparation of a Facility Lease Agreement.
Contracted - Facilities and dates are considered confirmed and contracted upon execution of a Facility Lease Agreement and receipt of a deposit as outlined in this policy.
Firm - Facilities and dates may be held as firm upon receipt of a commitment letter from the event organizer and written confirmation from the Hurst Conference Center management that dates are confirmed and pending the preparation of a Facility Lease Agreement.
Contracted - Facilities and dates are considered confirmed and contracted upon execution of a Facility Lease Agreement and receipt of a deposit as outlined in this policy.
5. LEASE APPLICATION
First time Clients of the Hurst Conference Center will be required to complete a Lease Application prior to dates being moved from a tentative hold to a firm or contracted date.
6. INSURANCE
All clients are required to provide a certificate of insurance as indicated in Facility Lease Agreement.
7. SPACE, SERVICE, EQUIPMENT, AND SURCHARGE RATES
Space - Areas are charged per the Hurst Conference Center's Rate Schedule according to scheduled use. Discounts may be given per the Director's authority.
Utilities/Minimum Cleaning Service - Includes normal and reasonable amounts of lighting, heating, water and/or air conditioning and minor event cleaning services, but only in "normal" and "reasonable" amounts.
Exception: Hurst Conference Center may provide the following at lower levels and rates during move-in and move-out: utilities, including heating or air-conditioning, cleaning and other building services.
Utilities/Minimum Cleaning Service - Includes normal and reasonable amounts of lighting, heating, water and/or air conditioning and minor event cleaning services, but only in "normal" and "reasonable" amounts.
Exception: Hurst Conference Center may provide the following at lower levels and rates during move-in and move-out: utilities, including heating or air-conditioning, cleaning and other building services.
EFFECTIVE SEPTEMBER 1, 2010
