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Policy Manual
Henderson Civic Center Policies & Procedures Manual
The following rules shall be known as the Policies and Procedures Manual for the Henderson Civic Center and shall apply to and govern all permanent, part-time or temporary employees of the City of Henderson and all individuals or groups who lease facilities at the Henderson Civic Center.

The Civic Center Director shall be responsible for the proper administration of these rules and regulations and for the recommendation from time to time of appropriate amendments which are in the best interest of the City of Henderson.

Table of Contents
 

Chapter I: General Provisions
Section 1.History
Built by the citizens of Henderson and Rusk County to provide the community with a first class facility to benefit members of the community and provide them a facility to hold various events the Henderson Civic Center meets a long-standing need - that of a versatile civic center for Rusk County and East Texas.

Conceived in early 1984 by local citizens, a challenge was issued to city and county residents, and over the next 25 years more than $3 million was raised, along with donated materials. The Civic Center was opened in February 2010.Today, the Civic Center is owned and operated by the City of Henderson on a fee schedule determined by operating costs.

The facility is located at 1005 Texas Highway 64 West.

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Section 2.Purpose
The Henderson Civic Center was built to serve the citizens of Henderson and Rusk County for present and future generations, to attract conventions and entertainment from outside our area, and to encourage the growth and self-expression of people of all ages.

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Section 3.Facilities

The Henderson Civic Center is a non-smoking 19,000-square-foot facility with a covered drive entrance, and parking for 204 vehicles.The center consists of the following rooms:
  • Civic Hall - 108 feet by 90 feet, 9,720 square feet with 13-foot overhead rear door and 16-foot ceilings that can be divided into two sections by a partition wall.
  • Civic Hall – North 66 feet by 80 feet, 5,280 square feet
  • Civic Hall – South 40 feet by 80 feet, 3,200 square feet
  • Reception Room – 44 feet by 29 feet, 1,276 square feet
  • Meeting Room – 23.5 feet by 22 feet, 517 square feet for small business conferences
  • Kitchen - 48 feet by 22 feet with commercial equipment
  • Lobby – 22 feet by 108 feet, 2,376 square feet

** When the entire Civic Hall is rented lobby use is included.

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Section 4.Civic Center Advisory Committee
The Committee consists of five members who will be appointed by City Council to serve two year terms.

The members will serve over-lapping terms, with the five initial members appointed by the Council drawing for whose initial term will be one year and whose initial term will be two years. Two of the initial members’ initial term will be one year and the other three will serve two-year initial terms. The Committee will annually elect a chairman. The City Manager and the Civic Center Director will serve as ex officio, non-voting members. The Civic Center Director will serve as Secretary of the Committee.

The powers and duties of the Committee are as follows:
  • Recommend rules and regulations governing the use of the Civic Center and its equipment.
  • Recommend rules and regulations for the renting of the Civic Center and its equipment for private use, and the rates to be charged therefor.
  • Recommend general rules and regulations for the conduct of all parties using the Civic Center and its equipment.
  • From time to time make such other recommendations to the City Manager and the Civic Center administrative staff, as the Committee deems necessary for the best use of the Civic Center and its equipment.
  • The Committee will also hold meetings with the Civic Center Director on an as need basis.

Any changes to the Civic Center Policies and Procedures must be approved by the City Manager.

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Chapter II: Provisions Concerning Events
Section 1.Booking and Confirmation
Bookings may be taken over the telephone or in person. Before bookings are confirmed, a properly executed "Rental Contract - Appendix A" and the total deposit must be received by the Civic Center Director within 14 days after initial booking. Final payment for the scheduled event shall be made 30 days prior to initial occupancy of the facility. Booking dates not confirmed as stated within this section may be subject to forfeit.If booking is made less than 14 days prior to the event, the deposit and total rental fees are due at the time of booking. Exceptions to this procedure may occur only when public agencies, schools, civic organizations, non-profits, or hospitals are involved, with the reason for the exception and payment terms noted on the "Rental Contract".

Cancellations by the Lessee less than 60 days prior to occupancy will be subject to forfeit of one-half of the deposit. Cancellations by the Lessee less than 30 days before the scheduled event will be subject to forfeit the total amount of the fees paid.Cancellations involving extenuating circumstances will be reviewed by the Civic Center Director on a case-by-case basis to determine if a refund of part or the entire rental fee is appropriate.

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Section 2.Appendix A - Rental Contract
The “Rental Contract - Appendix A” shall be properly executed for all rentals and shall be strictly enforced.No one may execute a Rental Contract who is under the age of 21.The lessee is advised to read the rental contract carefully before signing and Civic Center personnel should make every effort to see that the lessee understands its provisions.

The lessee will be required to turn in an Event Details form along with a Set Up sheet two weeks prior to the event. At the time both are turned in, a meeting with the Civic Center Director may be required to discuss any specific details regarding the event. If the meeting is not kept by the Lessee, the Director is not responsible for any set up issues.

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Section 3.Scheduling Events
Advanced bookings will be allowed only within the following guidelines and restrictions:
  • Monthly events may be booked no more than three months in advance of the date the "Rental Contract" is executed.
  • Quarterly, semi-annual and annual events may be booked no more than twenty-four months in advance of the date the "Rental Contract" is executed.

The only exception to this section will be the City of Henderson, Rusk County, Henderson Independent School District (hereinafter HISD), and others at the discretion of the Civic Center Director.

All bookings will be made on a first come, first served basis.

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Section 4.Conflicting Events
Conflicting events will not be scheduled at the same time due to consideration of patrons.Conflicting events may include dances, wrestling events or other events where noise, patrons or other factors may interfere with activities in other parts of the building.The determination of what shall be considered a conflicting event will be left up to the discretion of the Civic Center Director.

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Section 5. Dances
An “Event Permit - Appendix B” must be approved by the Henderson Chief of Police, or his designee, for all dances where security is required.The permit must state hours, how many will be in attendance, security and other required pertinent information.No alcohol will be allowed at any event honoring minors.

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Section 6. Security
Security shall be required to be provided by lessee for events where dancing occurs or when alcohol is consumed. All security will be provided by the Henderson Police Department. When alcohol is served, a minimum of two law enforcement officers for 50-250 patrons will be required, with an additional officer for every 200 patrons thereafter as illustrated in the table below.For a dance one law enforcement officer is required for the first 50 persons, with an additional officer for every 100 thereafter as illustrate in the table below.The Civic Center Director maintains the right to require additional security at any event. Maximum occupancy for dances in the Civic Hall is 1,200 occupants.

Officers will be paid $35 per hour per officer. Officers are required to be present while dancing occurs and during the time alcohol is served. The security fee will be collected by the Civic Center Director at the time the rental fee is collected. If the officers are required to stay past the predetermined time, the hourly fee to compensate the officers will be taken out of the Lessee’s deposit.

Security for Dances or for any event serving alcohol:

Number in Attendance
Number of Required Police Officers
50-250
2
251-450
3
451-650
4
651-850
5
851-1,050
6
1,051-1,200
7

Other events, because of their nature, may also be required to provide security as determined by the Civic Center Director or the Police Chief.

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Section 7.Alcohol
  • Alcohol may be possessed, served, or consumed in the Henderson Civic Center only under one of the two following conditions:
    • Option 1: Private parties not charging admission may bring their own alcohol (BYOB). BYOB is permitted only with the permission of the City of Henderson. No direct or indirect sales of alcoholic beverages will be allowed at any BYOB event. The Civic Center Alcohol Permit holder will be responsible for making sure all alcohol is inside the Civic Center prior to the event, as well as removing all alcohol from the Civic Center immediately after the event. Only beer, wine, or champagne may be served or consumed at a BYOB. No other mixed drinks or other alcoholic beverages will be permitted.
    • Option 2: The lessee may hire a TABC licensed Caterer located in Henderson to serve or sale alcohol during an event. To do so, the Caterer must also apply for and obtain the required Catering Certificate by the Texas Alcohol Beverage Commission. This Certificate will allow the caterer to serve and sell alcohol in an unlicensed located. The Certificate must be issued for the date of the event. The Catering Certificate holder must have the permit at the event. The Certificate holder will be responsible for bringing and removing all alcohol to and from the Civic Center.
  • No one may bring alcoholic beverages to an event at the Civic Center or remove alcoholic beverages from the Civic Center except as provided for above.
  • All events where alcohol is permitted must obtain an “Alcohol Permit - Appendix E” from the Civic Center specifying which of the above options is approved and abide by the conditions and restrictions as written in Appendix E.
  • Ten percent (10%) of the Alcohol / Damage / Cleaning deposit will be retained when alcohol is consumed using either Option 1 or Option 2.
  • No alcohol will be allowed at any event honoring a minor.

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Section 8.Kitchen
A rental fee of $50 will be charged to utilize the steam tables and the warmers in the kitchen. If additional kitchen equipment will be used, the party must use a Certified Caterer. If the lessee wishes to use a caterer not on the exsisting Certified Caterer list then the caterer must enter into a “Catering Agreement - Appeddix D” with the City of Henderson.The kitchen is rented on a first come, first served basis.

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Section 9.Refusal to Lease Facility
The Civic Center Director may refuse to lease civic center facilities to any person, group or organization for the following reasons:
  • Past violations of the Henderson Community Center or Civic Center Rental Contract and/or Policies.
  • Past disregard for persons or property while using the Community or Civic Center.
  • Past conduct which is deemed to be of an unpeaceful manner.
  • Failure to make full payment for any and all charges connected with lessee's use of the facility.

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Section 10.Hours of Operation
The Civic Center shall be operated from 8:00 am to 5:00 pm weekdays, and 8:00 am to midnight on weekends unless varying times have been previously approved by the Civic Center Director.Time periods prior to 8:00 am or after midnight may be subject to additional charges.

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Section 11. Holidays
The Civic Center shall observe all holidays authorized by the City of Henderson Personnel Policy. The Civic Center may be rented during a scheduled holiday at one and one half (1.5) times the normal rental rate. Exceptions may be made at the discretion of the Director.

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Section 12.Use of Parking Lot
The Civic Center parking lots may be used for activities other than parking, subject to the following conditions:
  • Lessee is using the parking lot in conjunction with an event in which the entire Center is rented and utilized.
  • If structures are to be placed upon the parking lot, Lessee must comply with all City zoning, health, and fire codes.
  • If structures are to be placed upon the parking lot, groups using the parking lot must also repair any resulting damages to the surface of the parking lot.

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Section 13. Security / Damage Deposits
Participants
Deposit When Alcohol Is Served
1-300
$600
301-500
$1,000
501-1,200
$1,500

Deposits must be paid in full within 14 business days of booking to secure the date. All deposits will be returned in full, less the 10% retainage, within 14 business days after the event should the facilities be returned in satisfactory condition and no additional charges accrue during the event. The lessee will be responsible financially for any additional charges as a result of damages to the facility.

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Chapter: Civic Center Rates
Section 1. Rate Schedule
The Rate Schedule for the Henderson Civic Center, as recommended by the Civic Center Advisory Committee, the Civic Center Director and approved by the City Manager will be used for the calculation of all rentals.Rates shall include set-up and tear down of tables and chairs in the room or rooms rented.Rental rates shall include the time period necessary for the Lessee to move in, move out and/or remove decorations or other items brought into the Center for an event.

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Section 2. Rate Classifications
The rate schedule has two classifications entitled "Non-profit / Rusk County" and "Profit / Outside Rusk County." The "Non-profit / Rusk County" classification rates shall be used when the following conditions are met:
  • The person, group, or sponsor of an activity at the Civic Center is located within Rusk County
  • There are no ticket sales, admission or entrance fees, selling or taking orders for merchandise, or monies collected in any way from the general public for said activity, unless monies collected from the general public, less expenses incidental to said activity, will be donated or used by charities, non-profit organizations, non-profit community projects, hospitals or schools within Rusk County and will not benefit the Lessee or sponsor in any way

The "Profit / Outside Rusk County" classification shall be used when the following conditions are met:
  • The person, group, or sponsor of an activity at the Civic Center is located outside Rusk County
  • The person, group, or sponsor of an activity at the Civic Center is of a commercial or profit making nature where tickets are sold, admission or entrance fees are collected, merchandise is ordered or sold, or any other activities where monies are collected from the general public in a for-profit manner

Waived rental fees for use of the Civic Center may only be considered if the event held in the Civic Center could directly benefit any City of Henderson property or facility.

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Section 3. Vendors Fee
A 10% vendor's fee, with a $50 minimum, shall apply when records, tapes, shirts, caps, other souvenir type products, or concessions are sold in relation to an event classified as "Profit / Outside Rusk County." This fee shall also apply to events classified as "Non-Profit / Rusk County" when the receipts from the sale of records, tapes, shirts, caps, other souvenir type products or concessions, less expenses incidental to said activity, are not donated or used by charities, non-profit organizations, or community projects within Rusk County.

The payment of said vendor's fee shall be the responsibility of the entertainer, entertainer representative or promoter in the case of a "Non-Profit / Rusk County" classification, or by the lessee in the case of a "Profit / Outside Rusk County" classification. Fee shall be due and payable at the close of event.

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Section 4. Set-up consideration
Special set-up consideration may be given to HISD sponsored events such as the Junior-Senior Prom and the middle school annual dance at the discretion of the Director. Special set-up conditions may allow groups to utilize the Henderson Civic Center 24 hours prior to the event, the day of the event and up to four hours the day following the event for the price of one day's fees. Special consideration may be granted to other "Non-Profit / Rusk County" events at the discretion of the Director. Regular "event" fees will be charged for HISD banquets. Peace Officer requirements are as found elsewhere in these Policies and Procedures.

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Chapter IV: Miscellaneous Provisions
Section 1. Room Availability
  • Only those rooms as described in Chapter 1, Section 3, of this Policy Manual may be rented.The lessee may not use designated storage, maintenance or custodial areas.Common hallways are used for egress and ingress of all patrons using the Center and no obstructions are allowed within common hallways without permission from the Civic Center Director
  • The Civic Center office is a business office and is not available for rent
  • Rental of the entire Civic Hall includes full use of the lobby as an additional room to be set up at the discretion of the Lessee with the approval of the Director

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Section 2. Signs or Posters
No posters, placards, or other advertisements will be permitted on Civic Center / City property, except those which are required by federal, state, or local laws or ordinances, and/or directional or instructional signs approved by Civic Center personnel to assist patrons in locating or identifying scheduled events, unless the entire Civic Hall is rented.

The Director shall retain absolute discretion of placement and wording of signs, placards, and posters.

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Section 3. Gifts
Gifts to the Civic Center in the form of materials, equipment, money or other items of value are welcome and may be accepted with the following stipulations:
  • All gifts must be approved and accepted by the Civic Center Director or the City Manager
  • All gifts become the property of the Henderson Civic Center and the City of Henderson for use only at the Henderson Civic Center

The Civic Center Director reserves the right to decide the conditions of display, housing, use, fees to be charged for use of, and access to donated gifts, with the approval of the City Manager.

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Section 4. Use of Civic Center Property & Equipment
Civic Center property and equipment shall not be removed from the facility without the approval of the City Manager.

The Lessee shall be financially responsible for damage to building and equipment (reasonable wear and tear expected) that occurs during lessee's occupancy.

The baby grand piano may be used during an event with prior approval of the Civic Center Director. The Lessee will be responsible for having the piano tuned prior to use by a tuner who has been approved by the Civic Center Director.

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Section 5. Decorations
The lessee is responsible for their own safety and the safety of those associated with their event during the installation, display, and removal of all decorations.

The lessee will be required to sign a copy of the "Decoration Policy - Appendix C" when booking the Civic Center and must adhere to all the rules stated in Appendix C.

Decorations are defined as anything brought into the Civic Center by the lessee or its agent, in conjunction with any event. All decorations shall be removed by Lessee at the termination of the event.

The lessee is responsible for the cleanup of the facilities after use. All facilities are to be returned in the same clean condition in which they were received. All trash shall be removed immediately after the event to the outside dumpsters. All surfaces shall be cleaned of debris, including floors, tables, chairs, counters and walls. All items borrowed must be returned to facility staff. If clean-up is not performed adequately the Lessee’s deposit may be retained.

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Section 6. Table Coverings
Table covers are required when food is served.

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Section 7. Animals
No animals shall be allowed within the Center, except those animals required by the physically disabled or in conjunction with an event approved by the Civic Center Director.

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Section 8. Tickets
Lessee is responsible for furnishing all tickets and for advance and performance date sale of tickets. The Henderson Civic Center will charge Lessee 10% of all ticket / vendor sales for an event classified as "For-profit/Outside of Rusk County." Lessee shall not, under any circumstances; print more tickets for any one performance than there are seats available. Tickets at the event may be sold from the leased ticket office. The Civic Center Director may require, for commercial events, that tickets be numbered. If so, beginning and ending numbers must be reported prior to commencement of sales. Ticket stubs will then be presented to the Civic Center Director prior to the release of the security (damage) deposit for verification. All tickets, are subject to Sales Tax. Questions may be directed to the Texas State Comptroller at (800) 252-5555.

These policies have been created to establish a guideline for all events held at the Henderson Civic Center. By the nature of the facilities, all of the events are unique and will have different rules that may be applicable depending on the types of activities that are planned. These guidelines are only a summary and does not attempt to include every rule or special condition that may apply to possible events. Some of the guidelines are modified from time to time depending on the circumstances, at the discretion of the Director. Please call the Henderson Civic Center office if you have specific questions about your event. Phone (903) 392-8232.

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Revised March 27, 2012