Rental Information. Rental Rates

Transcription

1 Rental Information Rental Rates The Victoria College Conference & Education Center is available for rental by organizations as well as individuals. The type of organization determines the rental rates. STANDARD - Commercial/Private/All Others This category of client includes all for-profit entities and all private individuals wishing to utilize the facilities of the Conference & Education Center. NON PROFIT Non-profit cultural, community and service organizations; must be able to furnish proof of non-profit status as determined by the Internal Revenue Service; includes governmental organizations and public schools. Local nonprofit board meetings are encouraged to use our facility. Limited space is available up to 2 hours for no fee for these board meetings. VC PLUS Non-profit cultural, community and service organizations that have a VC employee serving on the governing board; must be able to furnish proof of non-profit status as determined by the Internal Revenue Service and provide the name of the VC employee; includes governmental organizations and public schools. VC Official functions and activities of Victoria College (VC). Eligibility for activities that are in partnership and/or sponsorship with VC are determined upon recommendation by the Conference & Education Center Manager or VC Administration. These activities are subject to relocation based on space requirements. Facility Rental Guidelines. Please refer to the Conference & Education Center Terms of Use Guidelines for full facility usage and rental information. Rental is available on a first-come, first-served basis; bookings are not final until a contract is executed. Rental Agreements do not grant exclusive use of the Conference & Education Center lobby to Clients. Discounts for weekly and multiple bookings may be negotiated. Regular operating hours of the Conference & Education Center are 8 a.m. to 5 p.m., CST, Sunday - Saturday. Clients using the facility outside regular operating hours will be charged a flat extended hours rate. Basic rentals include configured space (tables/chairs), a plug and play technology system, security and custodial support. Victoria College Emerging Technology Complex 7403 Lone Tree Road Victoria, Texas (361) ConferenceCenter@VictoriaCollege.edu Updated 10/1/2015

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3 Rental Schedule Space in the Conference & Education Center includes designated meeting room with a customized configuration including tables, chairs, and technology. This standard technology includes a plug and play system with computer, projector, document camera, screen or wall monitor, audio system with one microphone, and BluRay player Full day pricing is considered 8 a.m. 5 p.m. Half Day pricing is considered 8 a.m. Noon or 1 5 p.m. The hour break allows our staff to reset the room between consecutive rentals. Rentals outside of those half day times should expect to pay for a full day rental. Rentals occurring after 5 p.m. are outside of business hours and are assessed a flat extended day rental fee. Usage hours reflect actual hours in which Client has access to reserved space, including set-up and clean up by Client. The Conference & Education Center agrees to complete in-house facilities event set up no later than the starting time of Client s usage hours. Usage hours granted shall not be extended for the occupancy or use of the Conference & Education Center premises or for the installation or removal of equipment without the permission of Center management. All such additional usage hours shall incur additional charges SPACE STANDARD NON-PROFIT VC PLUS VC Meeting Hall (101A-D) $750 / $1300 / $1000 $450 / $780 / $600 $375 / $650 / $500 waived 6678 sq. ft. 1 Hall Section 101 A, B, C, or D $300 / $450 / $400 $ 180 / $270 / $240 $150 / $225 / $200 waived 1650 sq. ft. 2 Hall Sections 101 B&C $450 / $675 / $600 $ 270 / $410 / $360 $225 / $340 / $300 waived 3300 sq. ft. Meeting Rooms 102, 103 $250 / $400 / $300 $ 150 / $240 / $180 $125 / $200 / $150 waived 825 sq. ft. Meeting Room sq. ft. $300 / $450 / $400 $ 180 / $270 / $240 $150 / $225 / $200 waived Meeting Rooms 107, 108 $50 / $100 / $75 $30 / $60 / $45 $25 / $50 / $40 waived 130 sq. ft. Tiered Meeting Room sq. ft. $350 / $550 / $500 $210 / $330 / $300 $175 / $275 / $250 waived Fixed seating for 120 Meeting Room sq. ft. $350 / $550 / $500 $210 / $330 / $300 $175 / $275 / $250 waived Meeting Room sq. ft. $300 / $500 / $400 $180 / $300 / $240 $150 / $250 / $200 waived Meeting Rooms 206, 207, 208 $150 / $250 / $200 $90 / $150 / $120 $75 / $125 / $100 waived 520 sq. ft. Pre-function Areas 1665 sq. ft. 1 st floor $175 / $300 / $275 $105 / $180 / $165 $90 / $150 / $140 waived 1217 sq. ft. 2 nd floor Registration Desk $50 / $100 / $75 $30 / $60 / $45 $25 / $50 / $40 waived Catering Kitchen (restrictions may apply) $25/hour $20/hour $15/hour waived Rental pricing is subject to change Effective 7/31/2015

4 MEETING PACKAGES The Victoria College Conference and Education Center is certified by the International Association of Conference Centres (IACC). As an IACC conference center, we are furnished with ergonomic chairs, tables with non-glare surfaces, state-of-the-art technology, and flexible configurations to facilitate collaboration. Package pricing lets you budget with confidence so you know exactly what your meeting will cost. The VC Conference and Education center offers a meeting package to ensure that everything you need is included in one price per person. A Meeting Package is designed to provide the best value for our clients. It includes the facility, food and beverage, technology, and conference services in a one price per person rate. Our quality customer service provides you with everything you need for a worry-free, productive experience. Basic Daily Meeting Package Designated meeting room with a customized configuration A/V services to include plug and play system with computer, projector, document camera, screen or wall monitor, audio system with a microphone, and BluRay player (with onsite technical assistance) Conference tool box with flip chart, easel, white board, and appropriate markers and supplies to facilitate a variety of collaboration strategies Continental Breakfast (*proudly serving Starbucks coffee) Refreshment Service - morning and afternoon (*proudly serving Starbucks coffee) Buffet lunch served in a separate dining room Designated meeting planner and a concierge service that includes registration with participant name tags, table tents, pens, and notepads Business Center for last minute copies and other needs Parking Customized Options Transportation to and from partner hotels and/or local venues Customized menu options Additional technology options with customized technical support Receptions and evening events Team building opportunities Pipe and drape, staging, table linens and centerpieces Storage for materials that arrive prior to your meeting Dedicated Wireless Internet Package Daily Meeting Package (0-60 guests) Daily Meeting Package (61 + guests) Customized Packages (tailored packages to meet your needs) STANDARD NON-PROFIT VC PLUS VC $50 / $75 $33 / $50 $30 / $47 $25 / $30 $40 / $65 $27 / $43 $25 / $40 $25 / $30 Starting at $25 Starting at $20 Starting at $17 Starting at $6 Pricing does not include sales tax and is subject to change Effective 7/31/2015

5 CONFERENCE & EDUCATION CENTER at VC s EMERGING TECHNOLOGY COMPLEX ADDITONAL EQUIPMENT & SERVICES SERVICE WITH A SMILE Conference & Education Center staff members are current in the industry trends and best practices and will provide unsurpassed customer service. Dedicated Technical Support $30 / hour Video Camera with tripod & Technical Support CONNECT AND COLLABORATE The Conference & Education Center has the latest in technology and meeting materials to make your time here productive. Much of the technology is standard in the meeting space, but if you need additional equipment, we are here to assist you. $100 first hour; $60/ hour Event Staff / Houseman $15 / hour Collaboration Station $50/ hour Meeting Planner $30 / hour mp3 Audio Recording with tripod $100 first hour; $60/hour & technical support FOOD FOR THOUGHT The Conference & Education Center can provide complete food and beverage service through our partnership with preferred caterers. We can offer a variety of options based on your specific needs. Continuous Refreshment Service Never worry if the pot is empty. We ve got you covered! Beverages only (choice of 3: coffee, water, tea, sodas) Audio Mixer (required for more than 2 microphones) & technical support Video Conferencing $100 first hour; $60/hour $400 set up and 2 hours/ $100/hr for additional $4/person Confidence Monitors $75/unit Beverages and light snacks $7/person Easels / Banner Stands $5 each Coffee Service Lecterns $40 each Proudly serving STARBUCKS Small pot (3 liters serves 8-10) $15 Mobile Whiteboard / Flip Chart $25 each Large pot (1.5 gallons serves 25) $30 Conference Toolbox $25 Iced Tea Service TAZO tea served with ice, lemons, and sweetners $10/gallon Assisted Listening Device CD Player $10/unit $25 Water Service served iced in a dispenser with seasonal fruit, cups, napkins and mints Sodas Regular and diet served chilled $10 / 25 guests VHS player Specialized Lighting $1/can Lunch Service Coordinated with Preferred Caterers to meet our quality and standards $25 $250+ ADDITIONAL SERVICES Don t see something? ASK! We ll be glad to help. Media Services copying, please inquire binding, laminating Buffet Lunch $25+/person Table Linens black or white $6 / table Boxed Lunch $15+/person Table Linens special colors $8 / table Bar Service Linen Napkins choice of color $8 / bundle of 25 in cooperation with Leo J Welder Center Set up and licensing fee $300 Centerpieces $10+ each Hourly service & product charges please inquire Pipe & Drape $50 / booth $45 back drop only Portable Bar & Beverage Cooler $100 Dinner and Social Hour Service variable please inquire Staging (4ft sections), includes skirting and 1 set of stairs $25/section Presentation Staging (8 x 8 stage), includes skirting, black backdrop, stairs, 2 confidence monitors, lectern Materials Storage Order/Configuration Change Fee $100 Transportation / shuttle or limo service Sales tax is not included and will be added as necessary $270 $5 / day please inquire

6 CONFERENCE & EDUCATION CENTER at VC s EMERGING TECHNOLOGY COMPLEX GENERAL USE TERMS AND CONDITIONS RESERVATION AND CONFIRMATION Once you have selected your preferred date, Victoria College Conference & Education Center will issue an Event Order and Contract. We require a copy of an Event Order and Contract signed by both parties prior to securing a date for your event. A Good Faith deposit is due upon signed documentation. Space reservation will be confirmed on the date that Victoria College receives the deposit. Usage hours reflect actual hours in which Client has access to reserved space, including set-up and clean up by Client. The Conference & Education Center agrees to complete inhouse facilities event set up no later than the starting time of Client s usage hours. Usage hours granted shall not be extended for the occupancy or use of the Conference & Education Center premises or for the installation or removal of equipment without the permission of Center management. All such additional usage hours shall incur additional charges. CONCURRENT USE It is understood and agreed that Rental Agreements do not grant exclusive use of the Conference & Education Center lobby to Clients. OUTSIDE CONTRACTORS Upon contracting with Victoria College Conference & Education Center, we can provide a complete referral list of recommended outside contractors who may assist you with pipe and drape, flowers, photography, and transportation. If you prefer, you are welcome to make arrangements with your own outside contractors. Outside contractors must be professional contractors and we ask that you advise them to contact Victoria College Conference & Education Center for instructions on our outside contractor policies. Victoria College Conference & Education Center reserves the right to approve or refuse any outside contractors. AUDIO/VISUAL The Conference & Education Center will be the exclusive provider of audio/ visual equipment and rental. In the event that an outside contractor is permitted by the conference center, they are required to follow the terms of our outside contractor policy. SHIPPING AND RECEIVING The Victoria College Conference & Education Center can accept packages for your meeting no more than three (3) business days prior to your first meeting date during the following times: Monday through Friday 8:00am 5:00pm. If you need to ship packages outside of this time frame, please make arrangements with your conference planner prior to shipping. All packages for your program must be labeled as follows: VICTORIA COLLEGE CONFERENCE & EDUCATION CENTER Group Name and Event Dates Attention: Tempi McLeod, Manager 7403 Lone Tree Road Victoria, TX Pallets will not be accepted without prior approval; packages cannot be accepted or shipped for non-registered guests. Box storage charges are $5 per day outside of 3 days prior to arrival and one day after departure. If you need packages shipped out at the conclusion of your meeting, please advise your conference planner. The charges outlined above will be charged for the storage of these packages. These charges do not include the cost of shipping. The charges will be billed to your master account. SECURITY Victoria College Conference & Education Center shall not assume responsibility for damage or loss of any merchandise or articles brought onto the property or for any item(s) left unattended. If necessary, additional security will be arranged and paid for at the conference center s discretion. DAMAGES AND CLEANING RESPONSIBILITY Client agrees to leave all Center facilities in the same condition as existed at the time Client took possession. The Conference & Education Center will provide normal pre- and post-event cleaning services, however Victoria College Conference & Education Center reserves the right to inspect and control all private events. Liability for damages to the premises will be charged accordingly. The host of the function is held responsible for personal property or equipment brought into the function area. One of our Conference Services representatives will be pleased to answer your questions. CANCELLATIONS Upon signing a contract, both the Client and the Center will have entered into a binding commitment. Should you not utilize and pay for all of the commitments of the contract, whether due to reduction in size of your meeting, drop in attendance, change in a meeting package, or cancellation of the entire contract, you agree the Center will suffer damages. Such damages will occur because the Center will have lost the opportunity to offer the unused facilities to others and will incur additional costs in attempting to resell inventory that was already sold. A liquidated damage clauses will be paid by the Client in the event of cancellation. Cancellation less than 180 days: 60% Cancellation less than 90 days 75% Cancellation less than 30 days: 100% SMOKING & TOBACCO USE No tobacco is allowed in any Victoria College facility. No smoking, including electronic cigarettes, is permitted at the Emerging Technology Complex, the Industrial Training Center, the Conference & Education Center, or adjacent grounds and parking lots. PROMOTIONAL CONSIDERATIONS Please use Victoria College Emerging Technology Complex or Conference & Education Center at Victoria College s Emerging Technology Complex The Victoria College Conference & Education Center has the right to review and approve any advertisements or promotional materials in connection functions which specifically reference a name or logo owned by Victoria College, including but not limited to the Conference & Education Center, Emerging Technology Complex, or Industrial Training Center. We request that no signs, banners and displays shall be erected or displayed in any part of the Conference & Education Center without written approval of Center management. It is further agreed that no

7 sign, banner or display shall be affixed to any part of the Center. The Center will provide easels or banner stands for this purpose. FOOD & BEVERAGES The Client may make arrangements for catering with an outside licensed caterer/restaurant to bring in food and drinks for a reception or meal which is directly associated with an event for which a Contract has been issued. The Victoria County Health Department regulations prohibit service of food and beverages prepared in other than licensed kitchens. SERVING ALCOHOLIC BEVERAGES Beer, wine, and alcohol may only be served at an event if Client notifies Center management at the time of the reservation. Any alcohol distributed at Client's event must be distributed in accordance with federal, state and local law. Client is required to provide TABC-certified, paid personnel provided by licensed caterer or third-party retailer to dispense alcohol to prevent any incidents which could result in claims of liquor liability. No alcohol may be served or taken outside of the facilities. FIRE SAFETY All room sets must be in compliance with the local Fire Department regulations pertaining to occupancy load, mandatory aisles and ceiling clearance and fire exits. Any event which has vehicle displays, fog machines, fueled cooking demonstrations, laser exhibits (including tabletops or extensive productions with staging and props) must have a certified permit from the local Fire Marshall. All associated fees for permits, floor plan approval and stand-by fire watch are the Client s responsibility and final approved copies must be received by the Center at least three (3) days prior to the event. INSURANCE Client shall furnish, at Victoria College s discretion, at least seven (7) days prior to the event, a certificate of insurance covering said event naming Client and the Victoria College as insured. Such insurance shall provide for a minimum of premises bodily injury liability of one million dollars ($1,000,000) per occurrence. If you use an outside vendor, contractor, or service provider to deliver, set up and/or take down booths, exhibits, staging, equipment or for any other purposed, the vendor, contractor, or service provider must also carry, with companies acceptable to Center, comprehensive general liability insurance, with minimum limits and provide the Center, at least seven (7) days before the event date, a certificate of insurance naming the Center, Victoria College, and all other Indemnitees as additional insureds.