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Enforcement of these Policies and Procedures will be by Civic Center, City of Richardson, and/or Richardson Police and Fire Department personnel. Failure to follow all guidelines for use of the Civic Center will result in the closing of the event, vacating of the premises, and forfeiture of deposit and lease fee.

Alcohol Policy Damages Parking
Animals Decorations Payment of Fees
Building Access Event Coordinator Room Occupancy Limits
Calendar of Event Policy Fire Arms Room Reservations
Cancellation Fire Regulations Room Set-ups
Catering Policy Food & Beverage Security Policy
Children Freight & Storage Sign (Exterior) Policy
Cleanup / Checkout Gratuities Sign Guidelines
Concourse (Use of) Holidays Smoking
Custodial Insurance Vehicles
Miscellaneous

Enforcement of these Policies and Procedures will be by Civic Center, City of Richardson, and/or Richardson Police and Fire Department personnel. Failure to follow all guidelines for use of the Civic Center will result in the closing of the event, vacating of the premises, and forfeiture of deposit and lease fee.

 

ALCOHOL POLICY 

Any and all use of alcoholic beverages must be in strict conformance with the Alcoholic Beverage Code of the State of Texas. No money or tickets may be exchanged for alcohol. A cash bar is not allowed. B.Y.O.B is not allowed.

The serving of alcohol at any party or event given in honor of a minor is prohibited.

If there is any misrepresentation of the type of event being held, Lessor will immediately remove Lessee and guests from the premises and withhold all fees for violation of this policy. The withholding of such fees under such circumstances shall not be and is not intended as a penalty but is, instead, a reasonable forecast of probable damages resulting from Lessor's deprivation of such fees from an alternate lessee.

Security in the form of off-duty Richardson Police Officer(s) will be required anytime alcohol is served. The Civic Center Manager will determine the number of officers. Security will be present from the time the first guest's is scheduled to arrive until the lease expires. 

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 ANIMALS

No animals or pets are permitted in the building except seeing-eye dogs, animals’ part of an event and other legitimate assistance animals.

Animals that will be part of an event must be contained in cages in the leased area at all times. Provisions must be provided for their safety and prevention of damage to the facility. Cleanliness is expected, and catch pans must be used under all cages. Grooming may not be done inside the building. Additional insurance and/or deposits may be required.

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BUILDING ACCESS

Contract hours are from 8:00 AM until 11:00 PM, Monday through Thursday and 8 AM until Midnight, Friday & Saturday unless otherwise specified on the client rental contract.

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 CALENDAR OF EVENT POLICY

Only events taking place in the Richardson Civic Center, which have Tradeshow status and/or are for the public may have their information posted on the website.

Only the following information will be post to the calendar:

  • Event Name
  • Event Date(s)
  • Hosting Organization
  • Web address and/or phone number

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 CANCELLATIONS

Cancellations and/or other changes made to the contract must be submitted in writing to the Civic Center office. Verbal cancellations or changes will not be eligible for refunds, if due. 

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 CATERING POLICY

The Richardson Civic Center offers four different catering options.

  1. An event coordinator can handle a client’s food and beverage request.
  2. The client can chose a purveyor from the “Approved Caterer’s List.” 
  3. For a flat fee of $300, a client may choose a caterer not on the approved list. In order to use a caterer not on the approved list the lessee’s must sign an addendum to their contact and said caterer must produce a health certificate and add the Civic Center as additionally insured on their policy.
  4. For a $25, $50 or $100 fee, depending on the room, a lessee may bring in the following, all of which must be purchased from a store.
    • Pizza
    • Donuts or Bagels
    • Dessert 
    •  Coffee, soda or bottled water

No potluck meals or homemade items may be brought into or served at the Richardson Civic Center, either by the lessee, guests, representatives or its sub-contractors.  

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CHILDREN

Children must be supervised during all events. They must be restricted to the leased areas only. Because more than one function can occur simultaneously in the facility, children cannot have open access to other areas. 

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 CLEAN UP / CHECK OUT

Monday – Thursday the Civic Center closes at 11:00 p.m. and on Friday and Saturday it closes at Midnight. All clients will be held to the agreed upon time period spelled out in the contract. This is due to the set-up requirements of other functions taking place after your event.

Failure to cleanup or checkout with the Civic Center office staff will result in a forfeiture of the entire deposit plus $500 and any additional damage or cleaning fees.

Fees for vacating the building after the contracted time are based on half hours at a rate of $1,000. If security is present add $37 per half hour, payable in cash.

Any change to room set-up made the day of the event may not be possible or result in a minimum additional labor charge.

Should you need a vacuum, broom or other cleaning supplies or should a major spill occur, please contact a Leasing Support Technician (4094) immediately so the spill can be cleaned before it permanently stains the floor.

Rental equipment may not be left in the room for next day pickup unless prior arrangements have been made with the Civic Center Manager and this is noted in the setup sheet.

Throwing of confetti, rice, birdseed, flower petals or other materials is not allowed on the Civic Center grounds (Inside or Outside).

You are responsible for the common areas associated with your event. The concourse, restrooms and parking lots should be free of excessive trash or other damage. If such damage can be reasonably and realistically attributed to your event, these damages will be charged against your deposit or you will be billed.

Room

  • The Room must be clear of all material not belonging to the Civic Center.
  • Trash must be removed from the tops of tables and placed in the trash receptacles.
  • All food, trash or other debris must be removed from the floor and placed in trash receptacles.
  • Marker boards and walls must be clean and free from new damage.

Kitchen

  • The counter surfaces must be clean and free from debris.
  • All food and trash must be removed from sinks / drains.
  • The refrigerator must be clean and empty.
  • The freezer must be clean and empty.
  • Microwave must be clean and empty.
  • The floor must be clean and dry. 

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 CONCOURSE (USE OF)

The concourse area may be used for exhibit space in conjunction with rental of the entire building when the “show and event guidelines” are followed. 

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 CUSTODIAL

No City personnel are allowed to move, load, unload or setup equipment that is not the property of the City of Richardson.

Building maintenance personnel are not authorized to make changes in the setup unless instructed to do so by a Civic Center staff member.

Custodial service is not provided for the lessee or for the caterer aside from routine cleaning of restrooms and common areas. The caterer is responsible for the cleaning of his or her own area, but it is the ultimate responsibility of the lessee. Custodians do not clean catering areas at night for an event lasting longer than one day.

Lessee is responsible for policing his or her own areas. Custodial service during the event is not provided for. Trash liners are provided in each trash receptacle and extras are left in the bottom of the container. 

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DAMAGES

The Lessee is responsible for all damages to the facility during the event. The lessee is responsible for returning the facility to the same condition it was received. The lessee is responsible for all materials, trash, residue, etc. left by any exhibitors and/or outside contractors (i.e. decorators and caterers). Fees may be assessed for cleanup and disposal of remaining items. The Richardson Civic Center will provide trash receptacles and liners.

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 DECORATIONS

The use of masking tape is permitted in decorating. Nails, hooks, screws, tacks, staples, putty, double-sided tape and strong adhesive tape may not be used on the interior or exterior walls, windows, doors, outside signs or furnishings of the facility. All decorations must be flameproof. The lessee is responsible for any damage to the facility. Decorations causing a high volume of trash and/or debris are subject to cleanup charges. A Civic Center event coordinator or manager must approve decorations.

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 EVENT COORDINATOR

An Event Coordinator will assist you with your event details by selecting a date and suitable room space.  Our staff will also assist you in viewing a suitable room space, contracting your event, planning the layout of the room, identify all the charges associated with your event, and supply you with audio-visual, catering and facility policy information.

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FIREARMS 

Firearm displays or exhibits are not permitted in the building. 

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FIRE REGULATIONS 

Open flames are prohibited. Barbeque grills, propane/butane burners, and open fires are prohibited. All taper candles, candelabras and sparklers are prohibited. All candles must be the votive type or contained in hurricane glass with secure bases.

All event promoters, exhibitors, and service contractors must comply with all federal, state and local fire codes which apply to places of public assembly. Fire code prohibits overages of capacity of any room, and blockage of exit doors, extinguisher cabinets or service hallways. Lessee shall not permit more persons into the facility or premises than can safely and freely move about or be safely evacuated in the event of emergency, as determined by the Fire Marshal of the City of Richardson. The capacity will be reflected, as number of “guest in attendance” in the rental contract. In the event the Fire Marshal alters or changes the foregoing maximum capacities, Lessee shall abide thereby and comply therewith.

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FOOD AND BEVERAGE 

The lessee and/or caterer of its choosing in accordance with the alcohol and/or catering policies may bring in food and beverage. The lessee is totally responsible for its food and beverage service and shall hold lessor harmless for all liability, illness, or any damages arising from lessee bringing such items into the center itself or through its caterer. Moverover, lessee shall be responsible for cleanup. The caterer or lessee must setup and breakdown within the rental period outlined on the client rental contract.

Cooking of food material is prohibited. The kitchen(s) and facilities shall be used only for preparation of such food material.

Selling food on the property or any type of concession is not allowed without prior approval from the Civic Center Manager.

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 FREIGHT AND STORAGE

Freight and materials will not be accepted for an event. If the City of Richardson staff and/or representatives accept delivery and/or shipment they are not liable for any loss, theft or damage to materials received.

Materials remaining in the facility after the last contracted day are considered abandoned property and may be disposed of accordingly.

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GRATUTIES

City of Richardson policy prohibits any Center employee from accepting loans, advances, gifts, gratuities, or any other favors from parties doing business with the Civic Center. 

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HOLIDAYS 

At the discretion of the Civic Center Manager, an event may be scheduled on a holiday, if staffing is available. Saturday rates will apply to any city observed holiday. 

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INSURANCE 

All tradeshows, conventions and/or events open to the public are required to provide insurance, although any prospective Lessee may be required to purchase liability, property and/or casualty insurance (30) days prior to the event. In the alternative, through determination by Lessor, Lessee will purchase such insurance at Lessee's expense as Lessor may require.
A caterer, at their expense, shall provide a blanket insurance policy for the period of their contract and name the City of Richardson, its officers, agents and employees as an additional insured on the policy.

Insurance requirements are as follows, with limits of at least:

  1. $1,000,000 coverage against the claims of any and all persons for personal or bodily injury (including wrongful death) arising out of the work and services to be performed hereunder by Caterer, its officers, agents, employees, subcontractors, licensees or invitees, whether or not caused in whole or in part by the alleged negligence of the officers, servants, employees of the City.

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MISCELLANEOUS  

Live music is not allowed in any room or area other than the Grand Hall. Artist must setup and breakdown within the rental period outlined on the client rental contract.

The Civic Center is not responsible for lost items. The Center will hold any items found for a period of two weeks. After that period, the articles will be considered abandoned property and may be disposed of accordingly.

No Civic Center client or client’s guest is allowed access to the 2nd floor.

The Civic Center does not provide items such as extension cords, dishware, serving utensils, tape, ladders, etc…

Our restrooms are public restrooms and may not be used as dressing rooms.

There is to be no loading and unloading of equipment, which results in lane blockage, at the any entrance of the building. Violators are subject to towing at owner’s expense.

At no time may the drive thru of the West entrance of the building be blocked with any vehicle. Violators are subject to towing at owner’s expense.

No food or drink in the concourse area.

No equipment or displays can be within 30 feet of either main entrance to the Center.

Throwing of rice, confetti, birdseed, flower petals or any other material, as well as the spraying of silly string or any like product is prohibited in or on the Civic Center premises. Blowing bubbles is permitted, but restricted to parking areas only. Lessee will be assessed a cleanup fee for any violation of these rules.

No one is allowed inside the reception desk area.

Events must be contained within the specific room that has been rented. The gathering of guests/participants in the concourse area for a period other than a short break is prohibited. This area is not available for meetings and is not a place for children to play. If this policy is not adhered to, a member of the Civic Center or Security staff will give one warning. If at that time all attendees have not returned to the leased room, the event will be closed and everyone will be removed from the premises.

Lessor will insure Lessee that its guests, participants, licensees and invitees will conduct themselves in a civil, proper, and well-mannered fashion. Loud noise, disruptive conduct, or unruly, abusive or disorderly behavior is prohibited; if such occurs, Lessee may, at Lessor's sole and exclusive discretion, be required to vacate the premises immediately with no refund of rental fee or reservation deposit fee.

Enforcement of these Rules and Regulations will be by Civic Center, City of Richardson, and/or Richardson Police Department personnel. Failure to follow all guidelines for use of the Civic Center will result in the closing of the event, vacating of the premises, and/or forfeiture of fees.

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 PARKING

The Richardson Civic Center offers over 460 parking spaces free of charge. Parking is not permitted in fire lanes, loading dock or grassy areas. Overnight parking of motor homes, travel trailers or campers on city property is prohibited. Vehicles or trailers taking up multiple spaces in the South parking lot are prohibited. No parking other than City Officials may park in Council or Mayor space(s). Violators are subject to towing at owner’s expense. 

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PAYMENT OF FEES 

The basic rental rate and charges for other services are as and may be established from time to time by Lessor, the City of Richardson. All fees paid shall be in a form acceptable to Lessor.

Cash, Visa, MasterCard, Discover or American Express are required for payments made less than (15) days prior to the event.

It is the lessee’s responsibility to furnish the Civic Center with all payments. The event is subject to cancellation if any payment is not made in a timely manner. Any late fees are subject to a 5% Past Due fee.

Invoices will only be sent upon written request.

Cancellations meeting the different “fee” requirements will not be eligible for refund, if due, unless they are in writing and acknowledged by Lessor.

Cleanup/Damage Deposit Fees
Cleanup/Damage Deposit fee is necessary for all social events and tradeshows. The fee is $500 and is due (60) days prior to the event for Social events, and $1000 for Tradeshows.

This is a separate fee to ensure the room is left in good condition and the terms of the contract are met, it is not payment towards the lease fee.

Deposits are refundable after the event if the room has been left in good order, no damage has been done to the property or equipment, the lessee and guest have left the premises by the contracted time and all conditions of the contract have been met.

Failure to cleanup or be checked out by the Civic Center office staff will result in a forfeiture of the entire deposit plus $500 and any additional damage or cleaning fees.

Fees for vacating the building after the contracted time are based on half hours at a rate of $1,000. If security is present add $37 per half hour; payable in cash.

Deposits are refundable within a week following the event, and will be mailed to the lessee through the Civic Center or City of Richardson Accounting or Finance Department. Please allow up to (30) days for processing. Checks will be mailed to the address on file.

Lease Fees

Standard Contracts
Half of the lease fee is due at the time the contract is signed. This fee is non-refundable. The remaining payment of the lease fee is due at least (60) days in advance of the scheduled event date. If an event is scheduled at/or within (60) days prior to the event, full payment is due upon signature of contract.

The full amount of the lease fee will be charged for any cancellation made at/or within (60) days prior to a scheduled event. If written cancellation notice is given (60) days prior to a scheduled event the lessee will forfeit half of the lease fee. The event is subject to cancellation should the payment not be made in a timely manner.

Multiple Date Contracts
Contracts with more than one booking date will be handled as follows. All lease fees at/or within (60) days after the first scheduled event; are due at the time the contract is signed. Remaining payments will be due at each scheduled event, starting with the first contracted date, until the contract has been paid in full.

The event is subject to cancellation should the payment not be made in a timely manner. The following transfer / cancellation lease fees will apply:
60 days and under: 100%
61 to 120 day: 75%
All other: 50%

Tradeshow Contracts

Annual tradeshows will be handled as follows. Tradeshows booking more than one event per year will be handled as follows. Half of the lease fee of the first show is due at the time the contract is signed. This fee is non-refundable. The remaining payment and half of the next contracted lease fee is due on the scheduled event date, and subsequent payments will be handled the same.

The full amount of the lease fee will be charged for any cancellation made at/or within (180) days prior to a scheduled event. If written cancellation notice is given (360) days prior to a scheduled event the lessee will forfeit half of the lease fee for each event being cancelled. The event is subject to cancellation should the payment not be made in a timely manner.

Catering Fees
Full payment of the catering fee is payable at least (60) days in advance of the scheduled event date. If an event is scheduled at/or within (30) days prior to the event, full payment is due upon signature of contract. The full amount of the catering fee will be charged Lessee for any cancellation made at/or within (60) days prior to the event.

Security Fees
Full payment of the security fee is payable in cash, money order or a cashier's check only, at least (60) days prior to the event. The full amount of the security fee will be charged Lessee for any cancellation made at/or within (60) days prior to a scheduled event. A money order or cashiers check must be made out to the officer (not to the Civic Center).

Transfer Fees
Scheduled event date changes,  Requested in writing, can be made with the approval of the Civic Center Manager. New dates are subject to availability and are subject to the following transfer fees with a minimum of $25.

Standard Contracted Events
60 days & under 100% of lease fee
61 to 180 days 25% of lease fee
181 to 360 days 10% of lease fee

Multiple Date Contracted Events
60 days & under 100% of lease fee
61 to 120 days 75% of lease fee
All others 50% of lease fee

Tradeshow Contracted Events
180 days & under 100% of lease fee
181 to 360 days 10% of lease fee
All others 5% of lease fee

Past Due Fees  Any late fees are subject to a 5%, per day past due fee with a $25 minimum.

Other Fees  All other fees are due at the time of receipt. If lessee is due a refund of their cleanup/damage deposit fee any additional fees will first be charged against this deposit. Any remaining deposit due lessee will be refunded; any fees outstanding will be billed and/or charged to the lessee’s authorized credit card. Any fees billed after an event are due net (14 days)

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 ROOM OCCUPANCY LIMITS

Lessee shall not permit more persons into the facility than can safely and freely move about, as determined by the Fire Marshal of the City of Richardson.

The contract will state the number of people allowed at your event. 

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 ROOM RESERVATIONS

The Civic Center shall schedule events on a first-come, first-served basis up to (1) year in advance. Any prospective Lessee wishing to lease space more than (1) year in advance will be subject to discretion on the part of the Lessor as to whether it desires to commit space that far in advance.

A client rental contract outlining fees and other pertinent requirements will be issued at the time the reservation is confirmed. The contract must be fully executed and returned within the specified time period to secure a date and the facility. A signed contract and all applicable fees are due in the Civic Center office before a reservation is considered contracted. The Civic Center is not responsible for omissions and/or cancellations of any reservations not accompanied by an executed contract. Cancellations and/or changes made to the contract must be submitted in writing to the Civic Center office. Verbal cancellations or changes will not be eligible for any refunds, if due.

Lessor retains the exclusive right to disapprove any event, performance, exhibition, or entertainment which, in the sole discretion of Lessor, may be offensive, inappropriate, unsafe, unsuitable or indecorous, and Lessor retains the right to cancel a lease without advance notice in the event that Lessee's conduct or use of the premises is regarded in Lessor's sole discretion as offensive, inappropriate, unsafe, unsuitable or indecorous. Lessor further retains the exclusive right to cancel a lease at any time without advance notice if Lessee's event, performance, exhibition or entertainment fails to substantially meet its advertising claims or violates event content or event restrictions originally agreed upon by the parties.

Notwithstanding any term or condition herein contained, Lessor retains the absolute and unconditional right and authority to cancel and annul a lease, at Lessor's option, for any or no reason, and shall provide Lessee with advance notice thereof not less than (20) days prior to the commencement of Lessee's event or intended use of the facilities. In the event that Lessor exercises this right, Lessee shall be entitled to a refund of any and all advance fees made prior to the cancellation of the lease. The return of sums previously paid shall be Lessee's sole and exclusive remedy for any cancellation.

Lessee shall not assign a contract or any part hereof, nor sublet the premises to any person without prior written consent of Lessor.

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 ROOM SET UP

All room diagrams are to be finalized and approved by the Event Coordinator no later than (15) working days prior to the event. Late room diagrams or last minute changes may be subject to additional charges. CorelDraw (Computer diagrams) drawings are utilized for maximum usage of space and enforcing fire code restrictions.

For safety reasons, Lessee is not permitted to move Civic Center equipment. The room, its furnishings, and all Civic Center owned equipment should not be altered in any way. Lessee is not allowed to stand on tables, chairs, etc.

The Civic Center does not provide ladders, extension cords, tape, pins, etc.

If there is a charge for room setup diagrams received less than (15) days prior to the event or last minute changes or additions. These charges will be taken out of the deposit fee or collected separately should the deposit amount be insufficient to cover the charges. 

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SECURITY POLICY 

The Civic Center manager will have final authority to determine whether or not security is needed for an event. The manager will also determine the number of officers required for an event as well as the length of time such services are needed.

Under most situations, security will be required for any of the following:

  • Security is required for events serving alcohol.
  • Events that are considered “high risk” or have “value” content.
  • Any social event and/or large attendance event.
  • Any function on a Friday, Saturday or Sunday with or without alcohol continuing after the 5 PM hour will be required to have security personnel.

A Civic Center Event Coordinator will reserve off-duty police officers based on an hourly rate with a four-hour minimum. The officer must be contracted to work from the beginning of the event (time guest will arrive) to the end of the contracted time.

The officer's duty will be for the protection of life and property and will not serve or act as ticket takers or door watchers.

Security Fee is payable in cash or money order, (60) days before the event a money order must be made out to the officer (not to the Civic Center). The full amount of the security fee will be charged Lessee for any cancellation made at/or within (60) days of the beginning of the scheduled event.

Shows and exhibits may use private security agencies for protection of their property if they so choose. 

 Room  Attendees  Officer(s)  Officer(s) w/Alcohol
 Grand Hall  Up to 150  1  2
 Grand Hall  151 to 330  2  3
  Grand Hall  331 plus  3  4
 All other rooms    1  1

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 SIGN (EXTERIOR) POLICY

Only events taking place in the Richardson Civic Center, which have Tradeshow status and/or are open to the public may display signs in the designated exterior locations.

Some City sponsored or City hosted events may, if the Civic Center Manager determines appropriate, display signs in the designated exterior locations.

Signs must be placed a minimum of five (5) feet back from the curb, and are to meet the following requirements:

  • Frame sizes are 3’x 4’ or 2’x 3’ or 18” x 24” which must be aluminum and painted black.
  • The Civic Center does stock the following frames: (8) @ 3’x 4’ (4) @ 2’x 3’ (3)@ 18” x 24” 
  • Any combination of the frame sizes may be place in the seven (7) designated spots 
  • The inserts can be either aluminum or coroplast. 
  • Inserts must be approved by the leasing office and purchased by the lessee. 
  • Signs may be erected only during contracted periods and are to be removed immediately upon conclusion of the event. 
  • Signs may go up at 6:00 p.m. the day before the first contracted date as long as no other event has signage present. 
  • Moving, flashing, animated, revolving, or similar signs shall not be allowed. 
  • No cloth, paper, banner, flag, balloon or other similar advertising matter shall be permitted to be attached, suspended from or allowed to hang loose from any sign. 
  • No signs attached to an automobile, vehicle, trailer, skid or similar mobile structure, where the primary use of such structure is for sign purposes, will be permitted. 

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 SIGN GUIDELINES

The Civic Center Manager must approve signs and banners both interior and exterior, prior to placement. These signs must meet and follow the sign guidelines set forth in the “show and event guidelines.”

Interior signs may not be placed on City Hall entrance doors and signs may not be placed in common areas unless the lessee is utilizing the entire building. 

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SMOKING

The Richardson Civic Center is a smoke free facility. Smoking is prohibited in all areas inside the building. This is a City ordinance, and is punishable by fine. Smoking is permitted on outside provided areas no less than 25 feet from each entrance. Ordinance 3710

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 VEHICLES
 Vehicles are not allowed in the building.
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 Enforcement of these Policies and Procedures will be by Civic Center, City of Richardson, and/or Richardson Police and Fire Department personnel. Failure to follow all guidelines for use of the Civic Center will result in the closing of the event, vacating of the premises, and/or forfeiture of deposit and lease fee.

Last updated: 3/21/2012 10:54:36 AM