Union County Agricultural & Conference Complex
←
→
Page content transcription
If your browser does not render page correctly, please read the page content below
Union County Agricultural
& Conference Complex
3230 Presson Road | Monroe, NC 28112
Email: agcenterevents@unioncountync.gov
Phone: 704.283.3513 or 704.283.3732
Web: unioncountync.gov/agcenter
@UnionCountyAgCenter
@UCAgCenter
UCAgCenter Pol i cy S umma ry | 2 0 2 2 V 1 .0
Meeting and Exhibit Space
The Union County Agricultural and Conference Complex includes the Union County Agricultural and
Conference Center and the Special Events Center at Jesse Helms Park.
The Conference Center is the County’s largest flexible meeting space, with over 11,000 sq. ft. The full
Banquet Hall can accommodate 1,200 guests for an auditorium-style event or 656 for a seated banquet.
The full Banquet Hall can be divided into three halls, making the Conference Center a perfect location
for any conference, expo or fundraising banquet. Complimentary audio visual capability and Wi-Fi is
included in facility licensing.
The Special Events Center at Jesse Helms Park includes a 120' x 200' arena attached to the 75' x 100'
indoor Exhibit Hall. The arena is equipped with LED lighting, a built-in sound system and industrial fans over
the arena and bleachers. Outdoor restroom facilities are located at one end of the arena, in addition to
those in the Exhibit Hall. The livestock wash bay is located adjacent to the arena.
Table of Contents
PAGE
02 Booking & Payment Process
PAGE
03 Complex Amenities & Capacity
PAGE
04 Conference Center Hours & Rates
PAGE
05 Decorating Policy
PAGE
06 Catering Policy
PAGE
07 Alcohol & Security Policy
PAGE
08 Complex & Event Restrictions
Disclaimer: This document contains a summary of the Union County Agricultural and Conference Complex Policy
adopted by the Union County Board of Commissioners, and is intended to be used as general guidance only.
The complete Policy, with all rules related to licensure of space at the Union County Agricultural and Conference
Complex, may be provided to you upon request.
UCAgCenter Pol i cy S umma ry | 2 0 2 2 V 1 .0
Booking & Payment Process
Reservation Guidelines
You must be 21 years of age or older in order to reserve.
Dates cannot be reserved more than 9 months in advance.
Licensed reservations must be made at least 30 days in advance.
Reservations are based on the entirety of hours for your event, including your set up and tear down time.
All necessary forms and permits must be submitted no later than 30 days prior to the event. This includes,
but is not limited to:
Any necessary ABC Permits
Any additional Certificates of Insurance (for High Risk Events)
Name of Qualified Caterer(s)
Final event floor plan, decorator/planner specs and diagrams
To Reserve a Date
Begin by submitting the required online request form found on our website.
Requests for space are on a first come, first serve basis. There is no waiting list. A request does not
guarantee a reservation.
An Event Coordinator will contact you to review the details of your request, and Complex calendar
availability. After this you will receive the following:
An estimated quote
Complex Policy
Emailed link to your e-document License.
Electronically sign the license agreement, submit your nonrefundable deposit equal to at least one-half
the total fee, and provide any other requested documentation within 14 days.
Once this has been received, an Event Coordinator will provide a Firm Hold on your date, along with
some useful planning information. If you do not submit these items within 14 days, your temporary hold
will be removed.
The final balance, final layout, and any necessary permits are due four weeks (30 days) before the
event. If the balance due is not paid on time, the event booking may be canceled.
Any changes to reservations will require a signed License Amendment, and must be completed at
least 30 days prior to your event.
Payment Policy
Payments can be made during business hours, (Monday - Friday, 8:30am - 4:30pm) through:
certified check
personal check
VISA
Mastercard
The Ag & Conference Complex cannot accept cash payments.
Union County Government, State and Federal Government entities, Cooperative Extension and
Agricultural Education partnerships may be eligible for reduced rates.
Cancellation/Refund Policy
Cancelling an event more than 4 weeks prior to the event date will result in a loss of the 50% non-
refundable deposit. Cancelling less than 4 weeks prior to the event will result in loss of the total Facility Use
Fee. Rescheduling an event less than 3 months prior to the event will be treated the same as a
cancellation.
UCAgCenter Pol i cy Summa ry | p a ge 0 2
Complex Amenities & Capacity
Conference Center
Amenities
60" Round Banquet Tables
8 ft Rectangle Tables
Chairs
Indoor Audio Visual System*
WiFi in Halls & Prefunction
Stage (located in center Hall)
Floor Outlets in Halls
Adjustable Lighting
Onsite Garbage Receptacles
Large Fenced Terrace
1,100+ sq ft Prep Kitchen with walk in Cooler
*You will need to provide your own device (i.e. laptop, tablet) which can be connected to our system. Staff will assist
you with setup, but are not permitted to operate your devices for you.
Capacity
The Union County Ag &
Conference Complex falls within
the City of Monroe Fire
Department. Event Hosts will be
required to obey all occupancy,
ingress/egress rules, and additional
regulations governing the Center.
Seating capacity determined by
the Event Coordinator(s) may not
be exceeded.
*Actual capacity will vary based on the desired floor plan for your event.
Special Events Center
Amenities
Concession Stand
Ticket Counter Office
Speakers/Judges Platform
Large Arena Fans
Arena Sound System
Custom Bleachers
Covered Livestock Wash Bay
Onsite Garbage Receptacle
Indoor Audio Visual System
WiFi in Indoor Spaces
8 ft Rectangle Tables Chairs
UCAgCenter Pol i cy Summa ry | p a ge 0 3
Conference Center Hours & Rates
Weekday - Half Day License
A 4-hour block between 7 am & 11 pm, Monday - Thursday.
Up to two additional hours may be purchased between the hours of 7 am - 11 pm for $50/hour/hall.
One Hall $500 Two Halls $750 All Three Halls - $1,000
Non-Profit Rate** $400 Non-Profit Rate** $600 Non-Profit Rate** $800
Weekday - Full Day License
An 8-hour block between 7 am & 11 pm, Monday - Thursday.
Additional hours may be purchased between the hours of 7 am - 11 pm for $50/hour/hall.
One Hall $750 Two Halls $1,125 All Three Halls $1,500
Non-Profit Rate** $600 Non-Profit Rate** $900 Non-Profit Rate** $1,200
Weekend - Full Day License
A License between 10 am & 11 pm, Friday - Sunday.
Additional hours from 8 am - 10 am & 11 pm - 1 am the following day, may be purchased for $100/hour/hall.
One Hall $1,125 Two Halls $1,750 All Three Halls $2,250
Non-Profit Rate** $900 Non-Profit Rate** $1,350 Non-Profit Rate** $1,800
Your licensed reservation times should include time needed for your decorating team and caterer to set up and tear-down
your event. No items can be stored before or after the licensed hours. This means that all tear-down and clean up must be
completed, and all attendees and vendors must be out of the building by your contracted end time.
**An organization must provide a copy of its 501(c)3 tax-exempt status from the IRS.
Holiday Closings:
The Agricultural and Conference Complex is
unavailable for rental on the following holidays:
New Year's Eve & New Year's Day
Good Friday through Easter Sunday
Thanksgiving Day & the day after Thanksgiving
Christmas Eve & Christmas Day
All other County Observed Holidays
Wedding Packages
2 Day Weekend - All Halls: $7,500 3 Day Weekend - All Halls: $10,000
2 Day reservation 3 Day Reservation
1/2 Day for Decorator/Planner Consult 1/2 Day for Decorator/Planner Consult
Packages Include:
One Day for Event Setup: 8:00 am to 5:00 pm
Event & Tear-down Day(s)*: 10:00 am to 11:00 pm
*1 day for a 2 Day Pkg, or 2 days for a 3 day Pkg (No less than 2 hour must be scheduled for tear-down)
*Additional hours may be purchased for $300/hour, but may not exceed Center's Rental Hour Policy
1/2 Day Decorator/Planner Consult must be scheduled 90 days prior to event between the hours of 9am to 4pm.
Event Caterer must be chosen from the Qualified List
Maximum Number of Attendees:
Wedding or Reception ONLY = 450 attendees
Wedding AND Reception = 300 attendees
UCAgCenter Pol i cy Summa ry | p a ge 0 4
Decorating Policy
Planners, Decorators & Other Vendors
The Event Host is responsible for making sure all vendors and event participants follow The Complex's
policy.
A list of vendors, and time for their arrival/delivery and pick-up should be provided to your Event
Coordinator at least 30 days before your event. The Event Host must be at the Complex with vendors at all
times.
Your licensed reservation times should include time needed for your decorating team and caterer to set
up and tear-down your event. All décor and supplies, including rental equipment, dishes, tables, linens,
etc. must be delivered and removed during the hours on your license. Complex staff will not accept and
are not responsible for any items sent in advance. Any remaining supplies or materials will not be the
responsibility of The Complex, and may be disposed of.
Event Hosts and all vendors are responsible for bringing their own supplies, such as scissors, paper, tape,
etc. There is no public Business Center available onsite.
All Sound and A/V checks must be done within the licensed times, or during previously scheduled
appointments.
The following items are prohibited:
Relocation of the Complex's permanent furniture
Open Flames of any kind, including candles and spark machines
Pipe and Drape over 10 feet in height
Vehicles on The Center's Terrace (even during set-up & tear-down)
Damage to The Complex or any of it's contents, of any kind, including painting or staining, or allowing
nails, screws, hooks, tacks, or any other items to be driven into any portion of the Complex or the
Complex Contents
Set-up, Tear-down & Clean-up:
Before your event begins, the Event host will join an Event Coordinator for a pre-event inspection of the
event space. Spaces will be expected to be returned to the same condition after the event.
The Event Host will be responsible for ensuring that all vendors, including the Qualified Caterer, leave The
Complex in an acceptable manner.
Event Host organizations and individuals are responsible for disposing of their own trash in dumpsters
located outside the event space utility hall. Trash cans are to be left completely empty upon leaving.
All large spills or debris must be cleaned and swept/mopped.
Before your licensed time concludes, the Event Host will join an Event Coordinator for a post-event
inspection of the event space.
The organization or individual reserving the space will be responsible for damages to The Complex, and
for leaving the premises in the same condition in which it was found. Damage to the facility or
equipment will be billed directly to the licensee. Any damage is to be reported immediately to the Event
Coordinator.
UCAgCenter Pol i cy Summa ry | p a ge 0 5
Catering Policy
The Complex's catering policy allows food service from any caterer that is on the Qualified Caterer List.
No outside food, other than ceremonial cakes or prepackaged snacks*, may be served during an event
hosted in The Complex. Please review the list of Qualified Caterers provided by the Event Coordinator.
The Licensee is fully responsible for all arrangements, and any contract held with a caterer for that specific
event. Qualified Caterers will be requested to provide the following services:
Food, beverage and catering services:
Cleaning and sanitizing of the Kitchen Area;
Removal of trash in the event space during catering hours;
Removal of any catering decorations such as linens, tableware, etc.; and
Any other services required of the Caterer in the Qualified Caterers' License.
Prepackaged Snacks are exempt from the qualified catering list, provided that Prepackaged Snacks are in
individual servings, and the seal/label to the Prepackaged Snack is intact upon arrival at the Complex and
has not been tampered with.
*Food products that are offered for sale unpackaged and are then packaged by a consumer or seller are
not considered to be a prepackaged product.
Caterers must use ONLY public areas for service and display of food and
beverages. Event Attendees will not be allowed in the utility or service areas.
UCAgCenter Pol i cy Summa ry | p a ge 0 6
Alcohol Policy
You may serve alcohol at your event in the Conference Center with certain restrictions.
Cash bars are NOT allowed.
You must select a Qualified Caterers approved to serve alcohol.
You must obtain an ABC Permit from the NC ABC Commission, and provide a copy of this permit to the
Event Coordinator.
Alcohol may not be served at any event hosted for, or in honor of anyone under the age of 21.
Security provided by the Union County Sheriff's Office is required at all events serving alcohol.
Alcohol services must be stopped no later than one hour prior to the end of the event time stated in
License Agreement or no later than 11:00 p.m., whichever comes first.
Alcoholic Beverages cannot be served to anyone under 21 years of age.
All Alcohol must be kept inside of the Licensed Premises.
The Licensee and all caterers involved must comply with all requirements of the license agreement for use of
the facility, the NC ABC Commission, as well as the qualified caterer's agreement with the County.
Security Policy
Security Requirements:
Security is required for any event:
At which Alcohol is served;
With over one hundred-fifty (150) attendees;
Hosted as a fundraiser or as an auction;
Containing a political component; and/or
Involving the sale or trade of weapons
This list is not exhaustive, and Union County reserves the right to require the services of security and/or traffic
control at any event. Event Coordinators, in coordination with the Union County Sheriff’s Office, will
determine how many deputies will need to be present for your event. When security is required, the Event
Host will be responsible for requesting and paying for the Union County Sheriff’s Office services.
High Risk Events
The Licensee may be required to pay for additional security and/or traffic control, obtain special event
insurance, and submit credit card information to be held by the Event Coordinator, if the Union County
Cooperative Extension Director deems an event "high risk". High Risk events include, but are not limited to,
events containing alcohol, exceeding 500 attendees, and/or have excessive décor as determined by the
Event Coordinator.
UCAgCenter Pol i cy S umma ry | p a ge 0 7
Complex & Event Restrictions
Prohibited Uses & Other Restrictions
The following types of events, activities, items are prohibited inside the Complex buildings:
Circus-type events (not permitted anywhere on Complex property)
Inflatables and/or Rides
Pyrotechnics, Cold Spark Machines, and Smoke Machines
Fuel-powered vehicles, toys or equipment
*The Conference Center prohibits animals (which includes, but is not limited to, dogs, cats, birds, insects, and
reptiles) inside the building unless an animal is identified as a service animal as defined by the Americans
with Disabilities Act of 1990, or as otherwise provided by law.
Smoking is prohibited inside all buildings, building entrances, as well as all adjacent areas.
Children and event attendees ARE NOT permitted in the rear Utility Hall or storage areas of the Complex.
Only caterers, decorators and the Event Team may enter these areas.
CHILDREN MUST BE SUPERVISED BY AN ADULT AT ALL TIMES.
The Center retains the right to cancel a License Agreement with written and/or verbal notice at any time for
the following reasons:
1. Misrepresentation of the nature of the event, such as the true event involves a prohibited use of the
Complex; lack of insurance; or 50% non-refundable check returned by bank.
2. Any attempt to bribe or manipulate staff, including threats of violence or actual violence to any Union
County employee or subcontractor by Licensee or Licensee’s representatives, guests or subcontractors.
3. Threats of damage or actual damage to Union County facilities by Licensee or Licensee’s representatives,
guests or subcontractors.
4. Failure to follow The Complex's policy, and abide by the terms and conditions of the License Agreement.
Organizations and individuals which do not fulfill their obligations as enumerated in this policy may also be
denied future use of The Complex.
*A copy of the Complex's Policy is provided when a date is officially requested. Any violations of the policy,
or requests for staff to violate policy will result in a warning. The Complex reserves the right to deny or cancel
any dates held by any party requesting services or circumstances violating The Complex's Policy or
procedures after this warning has been issued. *
Thank you for your interest in the Union County Agricultural and Conference Complex!
Schedule your appointment by emailing agcenterevents@unioncountync.gov,
or by calling 704.283.3513 or 704.283.3732.
UCAgCenter Pol i cy Summa ry | p a ge 0 8
You can also read
