Usage Guidelines - Frisco Conference Center

In keeping with the mission and covenants of the facility, the Conference Center’s primary use is for the furtherance of economic impact and economic development activities through state and regional conference activities, seminars and events. Additionally, the center provides the local and surrounding area with available meeting and event space. Therefore, the primary use of the public space shall be for the following prioritized functions:

Organizations, associations, societies, or companies whose events relate to the primary use criteria.

The facilities will not normally be used for regularly scheduled staff, community or civic meetings; social and recreational meetings; religious worship; courses for credit; political fundraising; or functions not otherwise related to the primary use criteria.

II.

SCHEDULING OF MEETING ROOMS AND PUBLIC AREAS

All use of the meeting rooms and public areas must be scheduled, in advance, with the Conference Center office.

101 South 4th Street
PO Box 1177,
Clinton, OK 73601,
Phone: 580 323 7874
Fax: 580 323 7876
Email: ccdirector@clintonokla.org

All reservations will be made on a first come, first served basis, and based on availability of space and compliance with the guidelines of this policy. In the case of scheduling conflicts, preference will be given to events best meeting the primary use criteria. Annual events or groups of 200 or more may be scheduled up to three years in advance.

Other reservation procedures are as follows:

Appropriate arrangements for payment must be completed before reservations will be processed and confirmed.

This requirement will be met when the Conference Center Office personnel has received a signed agreement (see Event Reservation Form) that includes:

Confirmation Number

Approved charge account number to which the rental charges will be billed.

Temporary hold will be placed on the public space desired for a period not to exceed 48 hours until the billing information can be obtained. Scheduled space may be released in the case that the Event Reservation Form is not signed and returned to the Conference Center office personnel within 48 hours.

A Contract to use the Conference Center must be completed and signed and filed with the Conference Center office staff within 60 days of the scheduled event to complete the space reservation. A non-refundable registration fee of not less than 50% of the total expected fee will be required at the time the Contract to use the Conference Center is submitted.

The Conference Center office reserves the right to charge for all appropriate fees in the case that a confirmed reservation is canceled less than 48 hours before the scheduled time. All events canceled more than 48 hours before its scheduled time will not incur any charges other than non-refundable registration fees.

Any group failing to pay the charges when billed will be denied use of the facilities until the account is paid in full.

The Conference Center office reserves the right, if necessary, to assign or reassign meeting rooms or exhibit areas in order to accommodate the combined needs of the customer. Considerable care will be given to insure comparable meeting space. If changes are necessary, the customer will be consulted in advance of the change.

The meeting planner shall be held responsible for any damages to the scheduled facilities or for any extraordinary cleaning required.

III.

CONFERENCE CENTER AVAILABILITY

The meeting rooms and public areas will be available for scheduled events and activities Sunday through Saturday, during the hours of 7:00 a.m. to 11:00 p.m., with the exception of certain holidays. Any exception to these hours must be approved by the Conference Center Director, City Manager of Clinton and/or City Council.

IV.

PUBLIC SPACE FEES AND SERVICES

There will be a public space rental charge assessed for the use of the facilities. The rate will include meeting room usage, table and chair usage, available service attendant(s), and standard audiovisual equipment in meeting rooms.

Additional needs for audiovisual equipment not included as standard equipment in meeting rooms, such as LCD projectors, overhead projectors, laptops, CD players, etc can be rented through the Conference Center office or see “Event Support” companies at an extra charge.

A current rate schedule is available from the Conference Center office in order to determine costs associated with usage of the facilities and various services.

Other value-added services (e.g. decoration, advanced setup, design work, floral arrangements, meeting consultation) can be contracted. See “Event Planners and Support.”

Parking is available for guests at the Conference Center. 150 public parking spaces are available on the east and south side of the center. Handicapped parking is available offering six spaces on the west side and two spaces on the south side entry. Parking is free of charge and no arrangements are necessary in order to use them.

CATERING

All food and beverages served in the Conference Center must be served by a licensed caterer. See the Catering Guidelines and the Caterers list for more information.

VI.

ALCOHOL

Alcoholic beverages must be served, or otherwise provided by a caterer licensed to serve alcoholic beverages. Meeting planners are responsible for complying with Conference Center policies and state laws governing the use of alcoholic beverages. See the Guidelines for the Service of Alcoholic Beverages in the Conference Center for more information.

VII.

SPACE RENTAL POLICIES AND PRICING INFORMATION

VIII.

AUDIO-VISUAL CHARGES

Exhibit Hall - Basic package (included with room rental) is limited to 2 microphones, podium, and preset lights.

Exhibit Hall - Technical Package $45 per hour ($75 per hour on Sunday) for a technician during the hours of the event with a minimum of 3 hours for set up and take down as well as rental fees for special equipment not in Conference Center inventory. If additional technicians are needed, there will be a $35 per hour, per technician charge ($55 per hour on Sunday, per technician). At least two weeks notice must be given for the Technical Package. If there is less than two weeks notice, time and a half will be charged for technicians. If less than 72 hours notice is given, double time will be charged.

IX.

TABLES & CHAIRS

Tables and chairs will be set up according to plan for your event/function and removed following your event/function at the following rates:
$5 Table, 8’ classroom or 5’ Round
$1.50 Chair

EVENT ACTIVITIES

Activities will be confined to the room rented. All additional space allowances are subject to additional fees.
Food and drink is restricted to dining areas, except for pre-dinner cocktails.
No stapling or tacking of linens or decorations to any fixtures or furnishings.
No banners, placards, or other materials can be attached to the walls, ceiling, or floor.
No combustible materials, candles, water fountain displays, popcorn or popcorn machines, smoke or fog machines allowed in the facility.
No hay or hay bales, glitter or confetti allowed in the facility
All decorations or items not owned by The Conference Center must be removed from the rental space the day/evening of the event.
The Conference Center reserves the right to deny any activity or equipment usage that could damage the center or its content.
Cleaning fee of $1000 will be charged to any event violating listed restrictions and/or to any event whose activities or decorations cause excessive clean-up.

XI.

SET UP AND TAKE DOWN

Judged on a case-by-case basis. In general, the event is confined to the rental space and hallway use is not allowed. All additional space allowances are subject to additional fees.

XII.

DAMAGED OR STOLEN GOODS

The Conference Center, nor the City of Clinton, shall be held responsible for any goods and materials brought in by meeting planners or outside contractors that are damaged or stolen while in the Conference Center.

XIII.

SECURITY FEES

$75 per hour after 10:00 P.M.

XIV.

CUSTODIAL SERVICE

Custodial service is provided Monday through Friday, 8 am to 5:00 pm. Events requiring service beyond this time may incur a custodial fee. Arrangements should be made with the Conference Center office personnel (580 323 7874).

XV.

SMOKING

The Conference Center is a clean air facility. Smoking is not permitted inside the building.

XVI.

SHIPPING IN ADVANCE

Items can be shipped in advance for seminars and trade shows to:

The Frisco Center
101 South 4th Street
PO Box 1177
Clinton, OK 73601
580 323 7874

Local UPS shipper:
M&M Computers
621 Frisco
Clinton, OK 73601
580 323 2005

Please do not ship items to arrive more than 5 days before your event and plan to have items shipped back out within 3 days after your event. Items arriving before or after this time will incur a storage fee to be determined by size. A local loading dock is available if needed. Please call in advance to arrange use of the dock.

XVII.

MISCELLANEOUS

No smoking in the building.
All customers are responsible for complying with state of Oklahoma liquor laws.
Make checks payable to the City of Clinton. Send to: Frisco Center, PO Box 1177, Clinton, OK 73601 attn: Director.
The Conference Center is not responsible for any items lost or damaged during an event.

These guidelines will be reviewed and altered as needed. Exceptions must be granted by the Conference Center Director, City Manager, and/or City Council who have the general administrative responsibilities of the building.