Sugar Land Conference Center 2015 Rental Information

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1 Sugar Land Conference Center 2015 Rental Information Thank you for your interest in the Sugar Land Conference Center. We are located at Jess Pirtle Blvd., Sugar Land, TX, 77478, behind the Aguirre & Fields, LP building. Our rental rates for 2015 are listed below. A deposit and rental agreement (or payment serving as agreement) must be submitted before any room will be officially reserved. We accept major credit cards in person, or via phone, as well as checks and money orders. Alcoholic beverages are allowed on the premises with prior permission and the presence of a security guard during the event. The balance due is generally expected two weeks prior to the event. The deposit is refundable after the event is completed. Please contact us to receive answers to your personal questions and to check room availability. Monday through Friday Saturday Venue Flat Rate Half Day* Full Day o Flat Rate Half Day* Imperial Room $70/hr. $235 $430 $105/hr. $375 Richmond Room $45/hr. $145 $280 $70/hr. $245 Both Rooms $100/hr. $325 $600 $150/hr. $500 *The half day discount is available only from 8am-12pm or 1pm-5pm. o The full day discount is available as an 8 hour block between 8am and 5pm. Other Fees Deposit Setup Fee Imperial Room $200 $65/day Richmond Room $125 $65/day Both Rooms $300 $65/day Sugar Land Conference Center Jess Pirtle Blvd. Sugar Land, TX Convenient, Hassle-Free Meeting Space Facebook.com/SugarLandConferenceCenter

2 Sugar Land Conference Center Jess Pirtle Blvd. Sugar Land, TX (281) Frequently Asked Questions Q: How many rooms do you have? How big are they? A: We currently have two rooms available for lease. The Imperial Room is about 1200 square feet and the Richmond Room is about 400 square feet. They may be booked separately or concurrently for larger events. Q: What are your rates? Is there a minimum requirement? A: The 2015 rates for the Imperial Room are $70 per hour for business hours during the week and $105 per hour on the weekends. The 2015 rates for the Richmond Room are $45 per hour for business hours during the week and $70 per hour on the weekends. Those are basic rates, but we do have several options for discounts when purchasing larger blocks of time. There is a usual minimum of 4 hours for weekend reservations only. Q: What services do you offer at the SLCC? A: We have a myriad of services to offer our Clients. Our free services include our water service, high speed Wi-Fi, a pre-wired sound system, and kitchenette access. You have the option to rent black [$10 each] or ivory tablecloths [$12 each]. Other fee-based services include the following: Service Offered Daily Rate Wireless / Lapel Microphones $10 / $15 ea. Laptop Computer $30.00 Audio / Video Conference Services $30 / $50 Local Printer with USB cable $20.00 Projector and A/V Cart $30.00 Service Offered Daily Rate Linens (black / ivory) $10.00 ea. / $12.00 ea. 55 HDTV $50.00 Easel $10.00 ea. Flip Chart $30.00 ea. Coffee Service (two 64 oz. containers) $20.00 Q: Are we allowed to bring in a caterer? A: You are free to bring in whomever you would like to cater your event. Unlike most hotels, we do not have an exclusive, in-house service that you are required to use. Although the SLCC does not provide catering services, we do have preferred vendors that range from caterers to deejays to décor specialists if you would like us to recommend someone we trust to provide quality service. In some cases, they will even offer a special discount to our clients for their services. Q: What are your decorating restrictions? A: You generally are free to decorate for your event however you want as long as there is no permanent damage to the walls or any other fixtures in the SLCC. We prohibit the use of glitter and silly string. As for candles and other open flames, we do not allow them unless previously approved by the SLCC and monitored by the Client, who is liable for any damages or extra cleaning expenses. Q: How late can we stay for an event? A: Our facility hosts events between 8am and 5pm only unless otherwise authorized by the owners of the facility. Q: Can we serve alcohol at an event? A: We most certainly allow alcohol to be served at events hosted by the SLCC. There is a requirement to have a security guard present at those events for a fee of $40 per hour. All rights reserved Updated 7/7/2015

3 Imperial Room Fast Facts Dimensions: 33.5 ft. (W) x 36 ft. (L) Approximate Area: 1206 sq. ft. Capacity: 100 people (depending on set up) Amenities: Built-in projector screen Attached private restroom Adjacent kitchenette Richmond Room Fast Facts Dimensions: 20 ft. (W) x 20 ft. (L) Approximate Area: 400 sq. ft. Capacity: 30 people (depending on set up) SLCC Services Offered Free of Charge In-house, wired premium sound system High-speed, Wi-Fi internet access Water service Fee-Based Services Tablecloths Wireless microphones Wireless lapel microphone Laptop computer (PC) Audio or Video Conferencing Local printer with USB cable Projector (on mobile A/V cart) 55" High Definition TV Easel Post-it style flip chart (yours to keep) Coffee/Tea service Security guard (required when alcohol is present) Amenities: Built-in, dry or wet erase board and projector screen (Board folds into a stylish, matching cabinet) French doors with privacy curtains Other Imperial Room specs: 9 sets of 2 ballasts (36 bulbs, 32W, T8-4 ft.); 27 recessed light fixtures; 7 track lights

4 Sugar Land Conference Center Jess Pirtle Blvd. Sugar Land, TX (281) General Policies The mission of the SLCC is to provide our Clients with convenient and hassle-free meeting space for their event. We want our hallmark to be accommodations with superior service at a great value. The SLCC staff aims to embody these three primary principles in our customer service: Don t just do it. Do it right the first time. Excellence is in the details. We are always at your service. The policies below have been implemented to make sure the SLCC establishes a clear and mutual understanding of what the expectations are from both parties when conducting business together. We are more than happy to discuss any of these policies at any time if our Clients so desire. Any communication is asked to be made without negative, profane, or otherwise harsh language out of mutual respect between the Client and the staff members of the Sugar Land Conference Center. Thank you so much for considering the SLCC for your special occasion and for being a valued Client RENTAL SPECIFICS Here are some details that each Client should be aware of when planning for an event(s): The rental time needs to include the necessary time to allow the Client to set up, decorate, and take down any decorations. A courtesy of fifteen minutes is normally allowed before an event at the discretion of the attendant on site. This is not likely if there are consecutive events. In the case of third party vendors not referred by the SLCC, the time allowed for them to set up should also be included. Any extra time needed for an attendant to be on site with a third party vendor (e.g., casino entertainment) to set up will be assessed at half of the regular hourly rate. The half day and full day discounts apply only to daytime hours (8am to 5pm). There is a minimum of four hours for weekend rentals. In an attempt to be fair to each Client, we place a 48-hour reservation period on the calendar for each inquiry as a courtesy. When that period expires, the slot is again free on a first-come, first-served basis for whoever wants to submit a deposit. A 7-day hold can be placed for a non-refundable $25 fee that will be applied toward any future deposits if the Client chooses to make a reservation. The attendant is instructed to prohibit access to the venue until a full payment and a signed rental agreement are received by our office. EVENT RESERVATIONS, CANCELLATIONS, AND REFUNDS The policy concerning event cancellation is designed to protect the SLCC from a loss of income and wasted effort due to a lack of careful planning on the part of a Client. Extenuating circumstances will be considered thoroughly. All rights reserved Updated 7/7/15

5 There are basically two types of events at the SLCC: a standard, or one-time, event and an ongoing, or recurring, event. To serve our Clients best, we aim to get events planned one month ahead, but we certainly accommodate shorter planning times. As of October 1, 2014, a deposit will be held for each standard event: $200 for the Imperial Room, $125 for the Richmond Room, and $300 for both rooms. Any checks will be deposited promptly. If the event is carried out as planned, then the deposit is refundable. Deposits are non-refundable when an event is cancelled for any reason short of extenuating circumstances. If an event is cancelled between two and four weeks prior to the event, there will be a 50% refund of any rental fees submitted. If an event is cancelled within two weeks of the event, there will be no refunds whatsoever. Ongoing (i.e., recurring) events are normally charged to the Client one to two weeks prior to the event and may be cancelled without restriction up until two weeks prior. If cancellation occurs between one and two weeks prior to the event, there will be a 50% refund of the rental fee. If an event is cancelled within one week of the event, there will be no refunds issued. If an event is booked with a deposit, but not paid in full by the agreed upon due date on the invoice, then the SLCC will attempt to contact the Client to complete the payment and finalize the event. If the Client has been unresponsive, the SLCC reserves the right to notify the Client via of cancellation of the event without a refund and to book another Client. The Client may reinstate the event if no one else has secured that time slot. A 10% surcharge will be assessed and deducted from the deposit refund when the balance of an event is paid within seven days prior to the event or reinstated. Refunds can only be returned in the form of payment in which they were received. For example, if the deposit and rental fees are submitted using a debit card, we will not be able to refund money to you in check form, but only back to the debit card used. LINENS We have linen rentals available in black or ivory, which are versatile color options. The rental fee is $10 per black linen and $12 per ivory linen. The fees cover cleaning and maintenance costs as well as replacement over time as linens become unusable due to stubborn stains and any other unusual damages. The linens are made of a quality polyester fabric and used as a standard in many hotels across the country. The linens can stand alone or they can be embellished by additional linens of your choice. DECORATIONS Each Client is generally free to decorate within the following guidelines: There should be nothing used that will cause physical damage to walls or other fixtures. Painter s tape and command hooks are acceptable to use on the walls. (When in doubt about what you can and cannot use, PLEASE ASK.) Silly string and glitter are very hard to clean and prohibited from use in the SLCC. (Again, when in doubt, PLEASE ASK.) Open flames (e.g., candles) are only allowed with prior, express, written authority via SLCC rep initials in the rental agreement. The Client is responsible for monitoring the use of open flames and will be held liable for any damages. A FEE WILL BE ASSESSED IF THIS POLICY IS VIOLATED. The SLCC common areas (i.e., foyer and kitchenette) are typically used on a first-come, first-serve basis, but still are required to be accessible to the public and other Clients. Renting the entire facility will allow you to use these common areas with the most freedom. All rights reserved Updated 7/7/15

6 CLEANING, SECURITY, AND POTENTIAL DAMAGES We apply a standard setup fee with each rental to ensure that we compensate our staff for their services before and after each event. This fee covers normal wear and tear of the SLCC plus a general cleanup of the facility (i.e., vacuuming, mopping, trash disposal, and restroom maintenance). However, certain damages may incur additional fees including, but not limited to, the following: Decorations left in the facility (e.g., party favors, mementos, misplaced trash articles, etc.). Gratuitous markings or holes in walls or other fixtures. Food spills that are difficult to clean or remove (e.g., red wine, bright food coloring, oil stains). Restrooms left in major disarray and/or with biological waste not in the proper receptacles. A SECURITY OFFICER IS REQUIRED (provided by SLCC) AND MUST BE PRESENT WHEN ALCOHOL IS SERVED. A FEE WILL BE ASSESSED IF THIS POLICY IS VIOLATED. LIABILITY CONSIDERATIONS The Client is responsible for the cost of repairing damage to equipment, furniture, or the building that is beyond reasonable wear and tear which is caused by people in attendance at the Event. The SLCC is not liable for losses due to items left behind after an event. The Client should be aware that the SLCC does not directly provide services from our Preferred, third-party vendors (e.g., décor, catering, deejay services, etc.), but rather refers them for the Client s convenience, and is in no way liable for any services or for damages arising from the use of these services. The SLCC does not authorize packages to be sent to the facility and has no express or implied liability for them or any other losses incurred by the Client in any attempt to ship their materials to the facility. A $25 handling fee may be imposed for each package shipped to the facility. ATTENDANT DUTIES AND RESPONSIBILITIES The onsite attendant will be available for the convenience of each Client to answer any questions or troubleshoot any technical difficulties as well as make minor changes to the layout or fulfill any other customary, minor requests (e.g., microphones, power strips). For safety and liability reasons, the attendant is not allowed to help the Client perform any of the Client s personal duties (e.g., hanging decorations or loading and unloading equipment). Any demand to do so will be kindly met with, I am sorry, but I am not able to help you with that, or a similar statement reflecting this policy. All rights reserved Updated 7/7/15

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