ELECTRICAL EQUIPMENT...All electrical equipment must be U.L. and City of Mansfield approved. Access to equipment rooms and utility boxes is prohibited without authorization from a facility official.
EQUIPMENT...Only Center personnel or authorized individuals shall be permitted to setup, breakdown, or rearrange Center-owned furniture and equipment. Lessee may not move tables, stage, or curtains before, during or after an event. No equipment may be brought in by the Lessee without permission of the Director. The Lessee shall be responsible for all damages of the Center's personal property before, during and after the time of the Lessee's use of the premises.
EXHIBIT BOOTHS...Below are regulations that will be enforced during all events. It is requested that this information be listed in show brochures, programs and/or exhibitor packets. It is your responsibility to inform your exhibitors and personnel associated with your event of these regulations.
- Holes may not be drilled, cored or punched in or on the outside of the building and premises.
- No adhesive backed (Stick-on) decals or similar items may be distributed, affixed or used in or on the building premises.
- Decorations, signs, banners, etc., may not be taped, nailed , tacked, stapled, or otherwise fastened to ceiling, walls, doors, painted surfaces, or columns.
EXIT DOORS / AISLE SPACES...A ten (10) foot clearance space on both sides (egress and ingress) of each entry way with no physical obstructions must be maintained at all times. All Exit Doors must remain unlocked during all event hours. Aisle space must be a minimum of five (5) feet.
EVENT ACCESSIBILITY...The Center staff must have complete accessibility to all meeting areas, kitchen areas, corridors and hallways before, during, and after all events. (The Center Director must authorize in writing any exclusivity to an area).
FEES...Full payment are required least fifteen (15) days prior to any event. Bank Draft, Money Orders, Cashier's Check, Personal or Corporate Checks and Cash will be accepted methods for payment.
FIRE SAFETY...All fire exits and aisles must be clear and unobstructed at all times. No exposed flame will be permitted. Certain materials such as foams, films and plastics may not be permitted because of their flammability. Please consult the Center Director before application of plastics is planned.
Due to fire issues please consult the Center Director regarding the use of any plastic decorating materials.
The Center reserves the right to inspect the premises for fire hazards. Any circumstances which are deemed to pose a potential threat to safety by the Center staff or the Fire Department can cause the event to be closed to the public. The Lessee will not be released from the responsibility of their contract if they have ignored or blatantly disregarded fire safety rules.
- Fire extinguishers must be visible and accessible at all times.
- Exit signs and/or emergency lights must remain visible and accessible at all times.
- Extension cords must be U.L. rated heavy-duty cords of sufficient size to accommodate electrical load. Cords may not be placed under carpets or in high traffic areas where they may be subject to physical damage or become trip hazards to patrons. Such cords/cables must be taped to the floor. NO DUCT, PACKING OR GAFFERS TAPE MAY BE USED ON ANY FLOOR OR FURNITURE AT ANY TIME!
- Fireworks are prohibited.
- The fire lanes around the Center shall not be obstructed at any time.
- Decorations must be taken down in a timely manner by the Lessee after the event is held.
FIRST AID...At the discretion of the Center Director, Lessee may be required to provide certified First Aid personnel during the leased term of an event. Lessee assumes total responsibility for the qualifications and actions of these first aid personnel. NOTE: Any accidents or incidents requiring first aid treatment must have a written report and a copy filed with the Center before the close of the business day.
FLAMMABLE LIQUIDS...Flammable Liquids such as, but not limited to: gasoline, kerosene, bottled gas and oil are not permitted inside the facilities of the Center. All such materials, including materials under high pressure, are prohibited unless approved in writing by the Center Director and/or Center Fire Department.
FLOOR PLANS (DIAGRAMS)...A diagram/floor plan must be submitted and approved, allowing adequate aisle space required by the Fire Marshal (5 feet minimum), at least (30) days prior to the first day of set-up. Floor plans must be drawn as close to scale as possible and with service contractor equipment, aisle widths, primary entrance concession area(s) on show floor or activity rooms indicated.
In the event that the Center does not have an adequate number of tables, chairs, or other personal property suitable to the proposed Lessee, such property shall be rented by the Lessee at their own expense. The Center shall not be in any manner responsible for such property as may be rented by the Lessee. Property rented at the Lessee's expense must be removed from the premise immediately after each event. A storage fee may be charged if not promptly removed as agreed.
FIRE ALARMS...A false alarm is a felony. This will result in the loss of the full damage deposit. The Fire Department, Police Department and other emergency response personnel will be called to the Center and the Center will be evacuated until the Fire Department gives the "all clear" and it is determined to be safe to return to the building.
FOG & SMOKE MACHINES...Fog and smoke machines are not allowed to be used in the Center. Exceptions to this policy are made on a case-by-case basis, notification prior to the event.
FREIGHT...All pre-event freight must be signed for by the Lessee or their designated person. Lessee or designated person must send all post-event freight out of the Center. Any freight left in the leased space after the leased time will be stored by the Center Staff and a storage fee will be charged.
FURNITURE...Furniture belonging to the Center is made available for use during the Lessee's event. The Lessee and their guests are restricted from moving furniture before, during and after an event. Since the event layout is pre-approved, the room will be setup as designated. Any changes should be brought to the attention of the Center staff. In turn, the Center staff may not be asked to move the Lessee's belongings.
The Guests of an event are restricted from sitting or standing on any table in the facility. For safety, tables that are unfolded may not be stacked upon one another.
Center property and Equipment shall not be removed from the facility without the approval of the Director.
GIFTS...Gifts to the 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 shall be approved and accepted by the Director with notification to the board.
- All gifts become the property of the Center.
- The Director/board reserves the right to decide the conditions of display, housing, use, and fees to be charged, and access to donated items.
HANGING AND CEILING RIGGING...Nothing may be hung, attached to or suspended from any part of the building without the express written consent of the Director of the Center.
HELIUM BALLOON...Helium balloons may not be distributed or sold inside the facilty. With the prior approval of the Director, helium balloons may be used as decoration when they are permanently attached to other furniture or a display. If helium balloons are released for any reason within the facility, a charge for the removal of the balloons will be assessed to the Lessee.
HOLIDAYS...Events may be booked for any day of the calendar. Booking an event on a date considered a national holiday (New Year's Day, Easter Sunday, Memorial Day, Independence Day, Labor Day, Thanksgiving Day, Christmas Eve) is permissible. However, the rate for renting any part of the facility on these dates will be 1.5 times the normal rate. This price will include an event for New Year's Eve. This includes the damage deposit an all other fees.
HOURS OF OPERATIONS...The Center will be opened by the Director or designee at such times as to enable lessee to prepare for an event. The Center CLOSES at midnight (12:00 a.m.). Any event extending (including cleanup time) after midnight, will be charged a $50.00 per hour (for any portion of the hour). Should this circumstance occur during the event, this fee will be withheld from the damage deposit refund. Access to the building prior to 9:00 a.m. for events or setup is available only by pre-arrangement. Deliveries and pickups by a rental company must be communicated to the Director or designee in advance.
INSURANCE REQUIREMENTS...The Lessee will provide a $50,000 General Liability policy with the center as an added beneficiary if the Director determines the need for insurance due to the number of participants or the activity of an event.
KEYS...The Center will not provide the Lessee with keys to any rented spaces. A staff member of the facility, or designee, will be on site at all times during the event, in addition to the time for setting up and cleaning following the event.
KITCHEN...Lessee must lease the kitchen, either for their own use, or for use by their caterer. Any food brought into the building must be catered (with the exception of a birthday/wedding cake).
- The kitchen is a caterer's kitchen - not a cooking kitchen. NO GAS OR FIRE IS ALLOWED INSIDE THE CENTER'S KITCHEN.
- Only the caterer and their staff, or designated people connected with the event) should they not use a caterer - will be allowed in the kitchen. Absolutely NO CHILDREN under the age of 12 years of age are permitted or allowed in the kitchen. Lessee will be responsible for cleaning the kitchen after their event, should the caterer fail to do so.
LIGHTS...At no time during an event are the lights to be completely turned out due to safety concerns unless authorized by the Center Director or designee. Permission must be obtained prior to turning off the lights for the display of a DJ's light effects. Fog and/or smoke machines are not allowed in the facility.
LOBBY… (See Corridors and Hallways)
LOST / DAMAGED ARTICLES...All items that are left after an event will be kept in the Center's locked storage for one (1) week. The Center will not be responsible for these items in any way. The Director will make one attempt to locate the event holder to alert him//her of items left in the building, documenting the call in the event file.
MODEST...Everyone involved in or attending an event at the Center will remain fully clothed at all times. In no case will anyone on the property display any nudity.
MUSIC FRANCISE FEE...Lessee is responsible for paying any fees directly to ASCAP/BMI.
OUTDOOR SIGNAGE...All outdoor signage including but not limited to banners, balloons, and inflatable devises must be approved by the Center Director. These signs may be installed three (3) days prior to the event, and must be removed the day following the event. (See Banners and Advertisements).
PARKING LOT...The Center parking lot may not be used for commercial exhibits, displays, promotions, etc. without the express written consent of the Center Director. If permission is granted the Lessee must not drill, bore and/or punch any type of hole in the surface of the parking lot. Lessee will also leave the parking lot area clean and all trash removed to the dumpster. Any damage to the landscaping in and around the Center and parking lots will be replaced at the expense of the Lessee. No vehicles are allowed in or on the grassy areas around the Center without the written permission from the Director.
The parking lot may not be used as the primary location for an event without leasing all of the building for the day(s) involved.
PERMITS / PERMISSION...It is the ultimate responsibility of the Lessee to obtain the necessary permits/permission for their event. That includes, but is no limited to: health permits, pyrotechnics, music licensing, etc.
PORTABLE WALLS / FREIGHT DOORS...Center personnel are solely authorized to move portable walls, open and close freight doors, change thermostat settings or unlock doors. Lessee must provide written notice in advance of the time these items are to be utilized. Only requests by the Lessee of an event will be considered in making adjustments to the thermostat(s) for an event.
RV PARKING...No RV parking will be allowed on the Center parking lots. Parking may be secured on parking lot adjacent to the Mansfield Public Library or the DeSoto Parish School Board Office parking area on Crosby Street.
REFUNDS... All refunds of a damage deposit will be mailed to the Lessee within thirty (30) days after the event, providing the facilitates is returned in satisfactory condition and no additional charges accrued during the event.
RENTAL AGREEMENT AND TIMES...All rates are assessed on a full day of use (See Rental Rates and Fees). All events end at midnight. Additional time may be purchased for $50.00 per hour for rental and must be paid in advance. (No money can be paid during the event to extend the event's hours.
No event can go past 12:00 a.m. without the written consent of the Director. The ending time of any event includes the time needed for cleaning.
Reservations must be made in person, by an adult at least 21 years of age. All persons signing the facility rental contract shall be liable and responsible for any damages and injuries that occur during the rental period. No person, firm, or corporation shall use any space or facilities at the Center without first completing a Facility Contract.
The Lessee is required to notify the Center Director staff at any time they are entering or leaving the building. This includes the event itself.
SECURITY...The Director will determine if police security is required during a scheduled activity and will determine the number officers hired for each event. The director will secure and hire the needed officers. All security used in the facility will be acquired through the Mansfield Police Department or the DeSoto Parish Sheriff's Office and will be the financial responsibility of the Lessee. The Lessee will be required to make payment of the security fees in "CASH." Payment will be made at the time the final payment of the rental fee is due, prior to the beginning of the event.
Any event serving or consuming alcoholic beverages is required to have security (See Alcohol Policy shown above for complete details.). Any non-alcoholic event will have security determined by the Director. The Director, along with the Sheriff's Office or Police Department, will determine the number of officers, the hours and duties of the officer, which generally will be two security officers per 150 individuals.Security is required to be present thirty (30) minutes prior to the event, and remain on duty for thirty (30) minutes following the event.
Some events may be subject to additional security as determined by the Director, all decisions of the Director are final.
SMOKING/TOBACCO...THE CENTER IS A TOBACCO-FREE FACILITY!
SOUND LEVELS...Due to the fact that the Civic Center may have multiple events taking place at the same time, it will be necessary to control the sound levels of the event. The Center Director or their authorized representative shall have the final say concerning volume levels at any event in the Center.
Consideration must be given to simultaneous events, as well as the safety of the guests at an event and respect of the community living in close proximity to the facility. It is necessary that the sound level of an event will not infringe on other events in the facility, nor disturb the peace of the surrounding community.
Events that plan on using a band or DJ will need to notify the Center Director or staff. No fog machines may be used inside the Center.
TABLE COVERS...Table covers are required for all events on tables where food is served or eaten. NO EXCEPTIONS!
TEMPERTURE CONTROL...Room temperature will be preset by the Center staff. If an adjustment is necessary during the event, the Lessee or their designated contact person should notify a staff member. No actions will be taken from general comments regarding heating or cooling.
TICKETS...Lessee is responsible for furnishing all tickets and for advance and performance date sale of tickets. Lessee shall not, under any circumstances, print or sell more tickets for any one performance than there are seats available.
VEHICLES...No vehicles are permitted on walkways or landscaped areas. Loading and unloading must be from the Crosby Street Entrance. Vehicles left unattended in loading areas will be towed at the owner's expense. The Center is not responsible for damage or loss of possessions.
VIOLATIONS OF THE CENTER POLICIES...
The Clista A. Calhoun Center, its Director and the Friends of the Mansfield Female College Museum reserve the right to suspend any contractual requirement. The suspensions will occur by a majority vote in regular of special session of the Friends of the Mansfield Female College Museum or by a majority of a polled vote done and recorded by the President of the Mansfield Female College Museum.
You may submit your acknowledgement that you have read the Rules and Regulations and agree to abide by them, by completing the "Online Rules and Regulations Form" shown below.