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Policies and Procedures

General Policies, Rules & Regulations
Barbara & George H.W. Bush Convention Center (BCC)
Policies and guidelines are approved by the VisitMidland Tourism Commission.

AFFIXING OF GRAPHIC & DECORATIVE MATERIAL

Graphic wall, door and window clings are allowed with prior approval by BCC Management. All locations must be approved and plotted on a diagram prior to installation. No clings of any sort are permitted on our carpeted areas. Nothing may be taped, nailed, stapled, tacked or affixed to ceilings, walls, painted surfaces, fire sprinklers or fabric walls/air walls. It is the responsibility of the Client to inform event vendors, exhibitors, speakers and staff of the policy. Check with BCC Management for further information on appropriate displaying methods. Damages resulting from improper use of these materials will be charged directly to the Client.

AIR CONDITIONING & HEATING

Air conditioning and/or heating are provided during published event hours. Requests for air conditioning and/or heating during non-event periods will be charged at the prevailing rate.

ALCOHOL POLICY

  • Vendors that provide alcohol service are required to use TABC certified servers at all times.
  • There is no “BYOB” via TABC state regulations.
  • Alcoholic beverages are prohibited at any event honoring a minor.
  • Per TABC regulations, events with alcohol will require at least two (2) security officers.

AMERICANS WITH DISABILITIES ACT (ADA) COMPLIANCE

BCC is ADA compliant. As new standards are introduced, it is our goal to implement those changes or upgrades in a timely manner. In accordance with the ADA, we are responsible for permanent premises access accommodations, such as, but not limited to, wheelchair lifts, elevator standards, door width standards and restroom accessibility. It is the Client’s responsibility to provide non-permanent accessibility requirements, such as, but not limited to, hearing-assisted or visually assisted devices and temporary seating accessibility and/or interpreters.

CATERING / KITCHEN USE

  • All food and beverage services must be prepared by an approved caterer or BCC staff. See our website for a list of approved caterers.
  • New caterers can be added to BCC’s list by completing required paperwork. Caterer must be on BCC’s list at least 30 days prior to your event.
  • No outside food or drink may be brought into BCC.
  • Only approved caterers will have access to the kitchen. Any Client or group needing kitchen access for an event must complete the required paperwork which includes signed contract, proof of insurance and refundable security deposit
  • Vendors that provide alcohol service are required to use TABC certified servers at all times.

CHOCOLATE FOUNTAINS

Chocolate fountains cannot be brought into, or operated in BCC except by an approved professional caterer. See BCC Management for approved caterer list.

CONTAINER STORAGE

Exhibit floor crate storage is allowed on the exhibit floors under the following conditions and with Fire Marshal approval:

= CONTAINER GUIDELINES =
  • In areas no larger than 10 feet by 50 feet and no higher than eight feet.
  • There must be 10 feet of clear aisle space separating adjacent storage areas.
  • Areas must be within leased space
  • Provide paths of travel to common exits
  • Marked exitways
  • Separated from exhibit space by pipe and drape, or other traditional service contractor supplied materials.
  • Kept neat, clean and orderly throughout the course of your time in the facility
  • Predefined on your floor plans.
= LOADING ZONE =

BCC provides a loading zone off Main Street between Texas Avenue and Wall Street.

COPYRIGHTS AND PROPRIETARY MATERIAL

ASCAP, BMI, dramatist fees, copyright license fees, patent fees, or any other fee or royalty attached to copyrighted or proprietary material are the responsibility of the Client. Please ensure that the appropriate reporting and payment of fees cover all presentations associated with an event. MCC is not responsible for any violation for infringement rights of any owner or presented material.

DRONES

BCC does not allow drones of any kind inside the facility or around the perimeter. For additional information, contact BCC Management.

ELECTRICAL SERVICES

BCC provides Client and vendors access to electric throughout the facility. Any extension cords and cables must be secured to prevent tripping hazards. Equipment needing excessive power or non-standard/non 110-volt power need prior, written approval by BCC Management. Any electrical modifications needed for a Client must have prior written approval, be contracted by BCC contracted vendors and may incur a charge to the Client.

EQUIPMENT RENTAL

BCC’s equipment inventory is usually adequate to accommodate several simultaneous events. Current prices can be found in our General Pricing Information booklet. Please let BCC Management know what your needs are as soon as possible. When the inventory is exhausted, it is the responsibility of the Client to make arrangements for additional equipment needs. See BCC Management for approved vendor list.

FACILITY CLEANING

EXHIBIT FLOOR

In an effort to enhance security and maintain high standards of cleanliness, only BCC staff are permitted to provide event cleaning. BCC delivers a “broom clean” floor. Client is expected to deliver it back in the same condition. There will be additional charges for cleaning tape residue on the floor and bulk trash removal at the conclusion of an event. BCC staff provides a midday and overnight refresh for general session areas located in exhibit halls. Any additional cleaning service needs resulting from production or session activities shall be provided by BCC staff and are billable at the prevailing rates.

MEETING ROOMS

Meeting rooms designated as “no access” are not cleaned nor are deliveries made until Client is in the room. Meeting rooms designated as “general access” are cleaned on our schedule and deliveries are made per Client requests as arranged through BCC Management.

COMMON AREAS

MCC cleans all common areas (i.e., restrooms, lobbies, pre-function spaces, etc.).

CLIENT CLEANUP PROCEDURES

  • Place all trash into lined garbage cans provided by BCC.
  • Clean all decorating debris before and after event.
  • Pick up all trash items from the floor that are too large to vacuum and place into trash cans
  • Contact on-duty BCC staff for cleanup instructions if spillage occurs.
  • Stacking chairs or vacuuming is not required unless there is excessive small trash on floors. See BCC staff if you have any questions.
  • BCC will provide lined garbage cans for all events and carry out bagged trash. Please notify BCC staff if full cans need to be replaced with empty ones.
  • BCC STAFF DOES NOT BUS TABLES.
  • Excessive cleanup, such as breaking down and removing crates, boxes, packing materials, or decorations may result in additional charges.

FACILITY RENTAL AGREEMENT

Please see your Facility Rental Agreement for a list of exclusive services BCC Management can provide.

FLAMMABLE ITEMS

Any exhibit, tent, or event that uses lasers, open flame, pyrotechnic or anything of a flammable nature requires prior written approval and could be subject to a fire permit. Please see BCC Management to determine requirements.

CANDLES

All real flame candles must be in glass containers and placed on a fireproof vase, such as glass.

FIREARMS/WEAPONS

Licensed handguns (both concealed carry and open carry) are permitted on premise, as allowed by state law, unless the type of event being held at BCC falls under an exception that would prohibit a person with a license to carry a handgun at the event. Any exceptions will be determined on a case-by-case basis by BCC Management and will be in accordance with state law. Handguns must be carried in a manner that is allowed by state law. Unlicensed handguns are NOT PERMITTED on the premises Police department or Security staff may request proof of handgun license. Your understanding and cooperation is appreciated.

FIRST AID

It is the responsibility of the Client to make arrangements for first aid services for events at BCC. However, should event demographics or numbers demonstrate the need for such coverage, BCC reserves the right to require Client to engage first aid services for an event. You may contact BCC Management for a list of providers.

FOG MACHINE

Use of a fog machine or any item that emits excessive smoke is prohibited without the presence of a Fire Marshall to turn off and monitor the building’s smoke/fire alarm. The Client is responsible for all cost incurred and securing the presence of a Fire Marshall for the event.

FOOD AND BEVERAGE SAMPLES

Food and beverage product exhibitors who are germane to events and are lawful manufacturers or distributors of food and/ or beverage products may distribute samples. Samples must be distributed from those specific exhibitor booth locations only. Samples may not exceed two ounces by weight of a solid product, and four ounces by volume of a nonalcoholic beverage product. All alcoholic beverage sampling must be serviced by BCC approved alcohol provider. See BCC Management for a list of approved providers. Approval for distribution of samples must be obtained prior to an event. Liability insurance and health permits are also required.

FREIGHT DELIVERIES & MATERIALS SHIPPING

BCC will not accept delivery of show materials or freight. Freight or shipping carriers must deliver freight to the attention of Client, or official service contractor. If your event does not have an official service contractor and your shipment cannot be hand carried to your space, then you must use the loading zone and have appropriate labor hired to accept and deliver to your space regardless of location. Delivery address must reference the name of the event location (i.e. exhibit hall or meeting room), Client name and must not arrive until the first contracted show day. See BCC Managements for more info

GAS CYLINDERS

All gas cylinders must be securely fastened to a carriage or to a fixed location at all times, and may be subject to Fire Marshal review. Must obtain prior written approval.

GENERAL PRICING INFORMATION

The General Pricing Information booklet is provided to assist with the preparation of your event. Pricing and information regarding ancillary services are included. Pricing is subject to change.

HELIUM BALLOONS

With the prior approval from BCC Management, helium balloons may be used for decorative purposes when they are permanently affixed to authorized displays. If helium balloons are released for any reason within the facility, labor costs associated with the removal of the balloons will be charged to Client at the prevailing rate. Helium balloons distributed outside the facility shall not be permitted inside the building. Additionally, helium balloons may not be released into the outside environment from the premises of BCC. Providers must be on approved vendor list which can be obtained from BCC Management.

IN-HOUSE SOUND

The in-house sound system is managed exclusively by BCC ’s Audio Visual Specialist. Any use of the house sound system should be arranged through them in conjunction with BCC Management. BCC does not allow outside equipment to be connected to or operated from the house sound system. There are several incentives when utilizing BCC’s staff A/V Specialist. They can arrange for a complete variety of audio visual services, staging, production and sophisticated multi-media services. Please contact BCC Management for more information. There are additional fees for use of facility equipment or audio lines for broadcasts and recording. Please ask BCC’s A/V Specialist for details and appropriate fees.

LICENSE AGREEMENT

BCC’s Facility Rental Agreement is the governing document for an event.

LIGHTING / THEATRICAL LIGHTING

The lighting in all meeting rooms and common areas are set by BCC staff. The Client should not adjust any lights unless given prior written approval from BCC Management. Special lighting needs and theatrical lighting design needs to be coordinated with BCC Management in advance of the event. Additions and changes to room lighting on the event day may not be possible; and if possible, additions and changes will result in additional fees to the Client. If an outside lighting firm is to be used at BCC, they require a written approval by BCC Management and the outside provider must sign up with BCC as an approved vendor.

LOAD LIMITS

Load/Weight limits on floors are as follows. Please see BCC Management with any questions.

  • Exhibit Floor - 350 pounds per square foot (psf) distributed load.
  • Common Areas/Lobbies - 100 (psf) distributed load
  • Ballroom - 150 (psf) distributed load.
  • Meeting Rooms - 50 (psf) distributed load.

LOADING ZONE

  • Only on a limited and most restricted basis are any on-site parking permits issued for the loading docks or front drive.
  • Any parking permits issued for the dock or front drive are under the condition that the holder of the permit assumes all liability. Please see BCC Management for additional assistance with parking requirements or for special arrangements.
  • Once items have been unloaded into facility, vehicles need to be moved from loading area as soon as possible.

LOST, LEFT BEHIND OR ABANDONED ARTICLES

BCC is not responsible for lost items. However, every effort shall be made by our staff to see that property found or turned in is handled in such a way as to provide the best possible opportunity for return of that property to its rightful owner. Please note that unclaimed items may be disposed of at the discretion of BCC Management

MEETING SPACE

CARPETS & WALL COVERINGS

Client is responsible for all damage during an event. Client will be responsible for cleaning costs associated with the removal of stains. If carpet/wall coverings cannot be sufficiently cleaned or if the damage is severe (cuts, rips or tears), the Client will be responsible for the replacement cost of the carpet or wall covering.

EXHIBIT DISPLAYS

Exhibitors are responsible for providing or arranging their own signage and carpeting in the booth area. Tabletop displays may be allowed in a carpeted area without additional treatments. However, any carpeted area used for commercial exhibits or substantial displays must have additional protective carpet laid over BCC’s carpet to protect it from inordinate wear and tear or damage. For further clarification, see BCC Management

OCCUPANCY

Maximum occupancies are assigned for each of the meeting spaces by fire code. Please adhere to set limits.

ROOM REFRESH

If you have dedicated refresh schedule requirements beyond removal of trash appropriate labor charges will apply in relation to the scope of the work to be done. Additional charges may be assessed for excessive trash. Our staff does not bus tables.

ROOM SETUP

To the extent of our inventory, a one-time set up within each of your leased meeting space is provided. Changes to the onetime set up and additional room sets or changeovers will be charged to Client accordingly. Instructions for room setup are the responsibility of the Client and should be given to BCC Management at least ten days prior to the event.

WATER SERVICE

Water service is provided at the speaker’s location and a reasonable number of places at the head table in the meeting rooms. For additional water service, contact BCC Management.

MERCHANDISE FEE (NOVELTIES)

Except as otherwise stipulated in the applicable Facility Rental Agreement, BCC retains the exclusive right to approve, sell and/or collect a commission from any event-related novelty or merchandise item. Any items to be sold require prior approval.

MOTORIZED CARTS

ADA needs will be accommodated. For safety reasons, motorized carts, including segways, are not allowed in any public areas including the lobby. To reduce the risk of accidents, please exercise due caution when operating motorized carts in approved areas. Hoverboards, skateboards, and bicycles are not permitted.

PETS / SERVICE ANIMALS

Pets are not allowed at BCC, however, service animals are welcome. BCC follows ADA guidelines regarding service animals which are defined as any guide dog, signal dog, or other animal individually trained to provide assistance to an individual with a disability. To avoid confusion we ask that service animals wear identifying harnesses or collars. If the service animal does not have identifying harnesses or collars, staff may request to see the service animal’s license or registration. If the animal is not licensed or registered, staff may inquire to verify that the animal in question is a service animal needed to aid a person with disabilities. The care or supervision of a service animal is solely the responsibility of his or her owner. BCC does not provide care, food, or special locations for service animals.

PARKING

PUBLIC

There are 132 free public parking spaces in the Wall Street Loft parking garage levels 1 and 2. You access this garage from Texas Avenue east of Main Street. There are 200 free public parking spaces in the parking garage beside the DoubleTree Hotel on levels 3, 4 and 5. These two garages (332 parking spaces) are less than half a block from the BCC . There are 110 parking spaces in the Federal Court House parking lot that can be used on the weekends and after 5 pm during the week. This lot is between Texas Avenue and Wall Street off Baird Street. This lot is one block from the BCC. There are approximately 200 street parking spots within 2 blocks of the BCC that can be used on the weekends and after 5 pm on weekdays. Please see parking map at

www.bushconventioncenter.com.

DROP-OFF

Passenger drop-off is located on Texas Avenue.

RETRACTABLE / MOVEABLE WALLS

BCC has operable walls in our meeting rooms, ballrooms and exhibit halls. The walls separate leased spaces into a desired configuration. Once the walls are set per Client specifications, a charge will be incurred for any additional wall movement. Please allow sufficient time to meet your needs. Only BCC staff may move walls.

SECURITY

The BCC provides building security for the facility. It is the Client’s responsibility to arrange for event security. The Client will work with the BCC’s Director of Security to ensure event security meets BCC guidelines. Per TABC regulations, events with alcohol will require at least two (2) security officers. Events with large numbers of minors or events deemed to be “high risk” by BCC will also be required to provide event security. The Client will pay the event security officers directly.

SECURITY CAMERAS

BCC has security cameras inside and outside the building. These cameras are part of our security team’s efforts to ensure the safety of our clients and the pubic.

TICKETED EVENTS

BCC can provide ticketing services for client. See BCC Management for details and pricing.

SOUND & VIDEO

BCC provides clients with in-house audio, visual and lighting services. BCC has the first right of refusal to be the exclusive provider for all audio, video and lighting. The Client should work with BCC Management in advance to ensure all needed A/V equipment is in place before your event. BCC does not allow outside sound equipment to be connected to the house sound system. If an outside A/V firm is to be used they require prior written approval by BCC Management and the outside provider must sign up with BCC as an approved vendor.

STAGING

There are no built in/permanent stages at BCC. This design is to allow for flexibility of the space. Client should speak with BCC Management about staging needs prior to your event

WIFI / INTERNET ACCESS

BCC provides free WiFi access inside the Center. Vendors have access to a secured and password protected WiFi connection. Hard wired/ethernet access is available upon request. Please contact BCC Management for assistance and special needs.

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