ROOM RENTAL & SERVICES:

1. Room rental fees and charges for other services are established by the City of Grand Prairie and are subject to change. A $500 surcharge will be assessed to the rental of Ballrooms I and or II on Friday or Saturday events extending beyond 5:00 pm with no catering.  Events with live bands are required to rent both Ballrooms/Conference Rooms.
2. A reservation is not considered confirmed until a fully executed Rental Agreement and reservation deposit have been received by the Center.
3. Minimum reservation deposits are required as follows. Additional deposits may be required.

          Location                                                                                        Deposit Amount   

          Lobby, Wildflower, Dechman, Boardroom, or Conference Rooms               $200.00

          Ballrooms                                                                                                    $500.00

          Entire Facility                                                                                             $1000.00

           The reservation deposit shall be refunded to Client within thirty (30) days after the event less any

           additional charges incurred on behalf of Client by Center or catering company. Any damages

           caused by guests of the Client will be the responsibility of Client.

     4.   Payments can be made with cash, approved credit card, personal or business check. Personal

           checks will not be accepted less than ten (10) business days prior to the event.

     5.   Room rental fees include use of room(s) as designated in Rental Agreement; standard house

           lighting, ventilation, heat and/or air conditioning during event hours; and standard room set-up

           including tables, chairs, and any rented or Center-owned equipment as designated in the Service

           Agreement. Room rental fees are due ninety (90) days prior to the event. Changes made to the

           agreed upon room set-up may be subject to additional setup fees and will further absolve the

           Center of the responsibility to have adequate personnel or equipment scheduled for set-up.

      6.  Events extending past the contracted time must have prior Center approval and will be subject to

           an additional fee of $100 per hour and any fees associated with the continuation of services

           related to the event.

      7.  The Center shall be permitted to schedule multiple events at the facility at concurrent times.

           Client does not have exclusive rights to areas not expressed in the Rental Agreement and must be

           contained in the Room(s) designated in the Rental Agreement.

      8.  Center retains the exclusive right to deny access for any event which may be offensive,

            inappropriate,  unsafe, unsuitable, or violates the expressed nature of event. In such case, Center

            may immediately cancel this Agreement without advance notice.  Clients and guests of clients

            are required to adhere to Center policies and instructions from Center Staff.  Failure to comply

            may result in closing your event early to ensure the safety of all present.

      9.  Audio/visual, equipment, and business services must be contracted through the Center, if

           available. Charges for these services shall be in accordance with the rates as established by

           Center Management.  Client accepts such equipment as is and only as such equipment

           may be available. Center assumes no liability whatsoever resulting from such equipment

           and Client hereby agrees to defend, indemnify, release, and hold harmless Center from

           and against any and all liabilities, demands, claims, damages, losses, costs and expense

           of any kind or nature whatsoever arising or resulting from the use or operation of said equipment.

     10.  Any equipment or services (entertainers, amplifiers, decorations, and rented equipment)

            provided by Client must have prior approval by Center Management.

     11.  Additional conditions apply to trade shows or events where merchandise will be sold. Please see

            Trade Show Terms and Conditions.

CATERING:

1. All food and beverage will be provided by the Center. Exceptions will only be made for specialty cakes.  Client is responsible for supplies associated with specialty cakes including forks, plates, napkins, and cutting or serving utensils.  Kitchen facilities may only be used by caterers.  Food may not be taken from the event.
2. Catering payments are required as follows: fifty percent (50%) of the estimated expenses are due ninety (90) days prior to event date; twenty-five percent (25%) and minimum guest count are due thirty (30) days prior; balance and final guest count are due five (5) days prior. If the final guest count decreases by more than ten percent (10%), menu prices may be subject to change.  Caterers are responsible for supplies associated with food and beverage service for the guaranteed number of guests.
3. All alcoholic beverages must be purchased through the Center. It is illegal to bring alcoholic beverages onto or off of the premises including the parking lot. Violation of this law by client, their guests, or their contractors, will result in the immediate closure of your event.  Use of alcohol must be in strict compliance with the Alcoholic Beverage Code of the State of Texas and the Zoning Ordinances of the City of Grand Prairie . Security and food service must accompany events with alcohol. The Center reserves the right to refuse service of alcohol to any person.

CANCELLATIONS:

1. Deposit and payments are non-refundable upon cancellation within ninety (90) days of the event.
2. Cancellations must be received in writing and acknowledged by Center.

INDEMNITIES, INSURANCE, AND LAWS:

1. Client agrees to defend, indemnify, and hold harmless Center, its agents, representatives and employees, each severally and separately, from and against any and all liabilities, demands, claims, damages, losses, costs and expense of any kind or nature whatsoever, including without limitation any and all costs of defense, made against or incurred or suffered by Center, and such indemnities as a direct or indirect result or consequence of injury, sickness, illness, or harm, including death, injury, damage or loss to persons or property, including the loss of use thereof, or any other cause of action whatsoever arising out of, resulting from, or which would not have occurred but for this Agreement or Client?s use of the premises, facilities or equipment of Center. Client further agrees to release and acquit Center, its agents, representatives and employees, from and against any and all liabilities, demands, claims, damages, losses, costs and expense of any kind or nature whatsoever, including those enumerated herein above.
2. Center may, at its sole discretion, and upon twenty (20) days notice, require Client to obtain public liability and property damage insurance. If so required, the Client shall provide Center with evidence of required insurance at least 10 days prior to the event.
3. Client shall comply with all laws of the United States , State of Texas , ordinances of the City of Grand Prairie , and all rules and regulations of the Dallas County Sheriff?s Department, City Police and Fire Departments, or other municipal authorities in Dallas County and the City of Grand Prairie having supervisory or other authority over the Center.
4. No gambling, lottery or bingo will be allowed in the Center or surrounding parking lot area, with the exception of IRS designated non-profit organizations that may have a Casino Night for charitable purposes only. Raffles may be held in accordance with the Texas Charitable Raffle Enabling Act.
5. No person, including a person licensed to carry a concealed handgun under Article 4413 (29ee), Texas Revised Civil Statutes, shall carry a handgun on or about his or her person on any premises owned, leased, operated or controlled by the City of Grand Prairie, which includes the Ruthe Jackson Center.

USE OF PREMISES:

1. Decorating materials may not be nailed, stapled, taped or otherwise attached to any part of the premises. Air or helium filled balloons must be weighted. Glitter, confetti, and other small items are prohibited. All decorations must be removed from the premises at the end of the Agreement period. A fee will be assessed for any remaining decorations or violations of this policy.
2. No signage may be placed on the exterior or interior of premises. Exceptions will only be made for Clients renting the entire Center. Signage is subject to approval by Center Management.
3. Client shall not move or alter Center audio/visual or other equipment without Center approval.
4. Throwing rice, birdseed, and floral petals inside the Center is prohibited. No open flame or flammable materials shall be permitted in the Center without the prior written consent of the Center Management.
5. Client 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 Grand Prairie .
6. Client may not assign their Agreement or sublet any portion of the Center without the prior written consent of Center, or occupy the premises for any purpose not expressly authorized under the Agreement.
7. The Center, through its manager, law enforcement officer or other designated representative, shall have the right at any time to enter any portion of the reserved space for any purpose whatsoever.
8. Center reserves all rights and privileges for all outgoing television, radio and other media broadcasts from the Center.
9. The Center is a non-smoking building and is strictly forbidden inside the premises. Approved outdoor smoking area is located at the north side of the building.
10. No live animals, birds, reptiles, insects or amphibians, domestic or otherwise, may enter the Center without prior written consent of the Center. Exceptions will be made in accordance with the Americans with Disability Act.
11. Parking areas are free and available on a first come first served basis unless otherwise approved by Center. Overnight parking of vehicles is prohibited without prior approval from the Center.

EXPIRATION OF AGREEMENT:

      1.  All items must be removed by the ending Hour expressed in the Rental Agreement including DJ

           and/or band equipment, centerpieces, decorations, cakes, gifts, etc.  Failure to vacate the Center

           by this time may result in additional fees and/or forfeiture of your Reservation Deposit.

      2.  Any personal property of Client that is stored or maintained in the Center is at Client?s sole risk

           and Client does hereby indemnify and hold Center harmless from any and all claims for damage

           or loss to such personal property. Items left after scheduled event are subject to collection,

           disposal, or used for any purpose by Center.

Violation of any of these Terms and Conditions may result in the forfeiture of Reservation Deposit.