Rules and Regulations


Advertisements
  Lessee shall not circulate advertisement, tickets or any other written material in or on Civic Center grounds, including parking lot area, without written permission from the Waxahachie Civic Center.

Alcohol Policy
   See Alcohol Policy provided by your event coordinator.

Animals
  No animals can be brought into the center, other than registered support animals for the use of disabled persons, without the written permission of the Waxahachie Civic Center.

Automobiles
  Automobiles will not be permitted inside the building unless written authorization has been given. In the event any automobile is for display, all fire regulations pertaining to exhibits must be strictly adhered to. Protective material must be used to cover carpeted areas from the building entry to display point. Under carriage and tire protection for all model automobiles must be used at all times. There must be less than 1 gallon of gas in each automobile. Every battery must be disconnected once inside the building.

Banners, Posters, Signs
  These items are prohibited for distribution either inside or outside of the center. No signs, fliers or banners may be hung with adhesives or adhesive tape on inside or outside walls. All outside banners must be sent to the Civic Center 72 hours prior to the scheduled event. (See additional fees for price.)

Building Disfiguration
  No holes may be drilled, cored or punched in the building. Painting is prohibited anywhere on premises. In any instance where there is risk of damage to carpeting, a protective coating such as plastic must be used. Lessee is responsible for the repair or replacement of any damage or disfiguration to the center. Approved adhesives are: gaffers tape and clear packing tape. (See Customer Guidelines.)

Caterers
  A Waxahachie Health Department permit is required for all catered events. A kitchen usage fee and kitchen cleaning deposit is required if kitchen is utilized. (See catering policy.)

Cleaning
  Lessee shall leave the facility in the same condition in which it took possession. Lessee must remove all trash immediately to the outside dumpster after the event is over. The time it takes to clean the leased area is part of the event time, and if more time is needed an additional fee will be charged. (See rental times.) Any cleaning performed by the Waxahachie Civic Center will be billed to lessee or deducted from security deposit.

Concessions  
  All concessions have to be approved by the Waxahachie Civic Center.

Contractor Requirements
   It shall be the responsibility of the lessee to submit to the Waxahachie Civic Center, in writing no later than 30 days prior to the first move- in day, a list of the service contractors the lessee intends on using. All contractors must be properly licensed and permitted before they can commence work at the Waxahachie Civic Center. A current contractor’s certificate of insurance must be on file at the Waxahachie Civic Center.

Cooking
  The cooking of any items outside the kitchen area is prohibited. The Waxahachie Civic Center kitchen is used as a food preparation area. Cooking must be requested in writing in advance and approved by the Waxahachie Civic Center.

Corridors and Hallways
  Corridors and hallways are common space and are not part of any leased area. They may only be used with written permission from the Waxahachie Civic Center.

Electrical Equipment
  All electrical equipment must be Underwriters Laboratories, Inc. and City of Waxahachie approved. Accessibility to equipment rooms and utility boxes is prohibited without authorization from a center official.

Event Accessibility
  The Waxahachie Civic Center staff must have complete accessibility to all event spaces, kitchen areas, corridors and hallways before, during and after all events. The Waxahachie Civic Center must grant in writing any exclusivity to any area.

Exit Doors
  A 6’ clearance on both sides (egress and ingress) with no physical obstruction must be maintained at all times.

First Aid
  Lessee is to provide certified first aid personnel during the lease term for any event with an estimated 1000 or more participants. An approved list of EMTs is available or the lessee can choose an outside source as long as a 30-day written notice is given (See Contractor’s Requirements). Lessee assumes total responsibility for the qualifications and actions of these first aid personnel. Any accidents or incidents requiring first aid treatment must have a written report and a copy filed with the Waxahachie Civic Center before close of business on the day of event.

Flammable Liquids
   Flammable liquids such as, but not limited to, gasoline, kerosene, bottled gas and oil are not permitted inside the Waxahachie Civic Center.

Flammable and Volatile Materials
   All such materials, including materials under high pressure, are prohibited unless approved in writing by the Waxahachie Fire Department and the Waxahachie Civic Center.

Floor Plans 
  When the Waxahachie Civic Center determines, a floor plan must be submitted to the Waxahachie Fire Marshall for approval. Copies of approved floor plan must be submitted to the Waxahachie Civic Center 30 days prior to the first day of set-up.

Floor plans must show the following:

  1. Plans drawn to scale
  2. All emergency exits indicated
  3. Service contractor equipment
  4. Aisle widths indicated
  5. Primary entrance indicated
  6. Concession area indicated
  7. Meeting area on show floor indicated
  8. Fire extinguishing equipment indicated
Floor plan distribution is as follows:

  1. Service Contractor (1 copy)
  2. Waxahachie Civic Center (1 copy)
  3. Waxahachie Fire Marshal (2 copies)
Fire Marshal copies should be distributed to:
  
          Waxahachie Fire Department
          Dennis Crecelius 407 Water St.
          Waxahachie, TX 75165

 Freight
   All pre-event freight must be signed for by lessee or 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 Waxahachie Civic Center and be charged a storage fee of $100.00 per day. The Waxahachie Civic Center will not be held liable for any pre or post event freight.

 Hanging and Ceiling Rigging
  Nothing may be hung, attached to, or suspended from any part of the building without written consent of the Waxahachie Civic Center. (See Additional Fees for charges.)

 Insurance Requirements
  If the Waxahachie Civic Center determines a possible need for insurance due to the number of participants or the activity of an event, the lessee will provide, or see that there is provided, to the Waxahachie Civic Center a certificate of insurance proving that the lessee has in force and effect insurance as follows (all which shall show the City of Waxahachie and the Waxahachie Community Development Corporation as an additional insured):

1. Workers’ compensation insurance as required by law.     
2.
Employer’s liability insurance in an aggregate amount of not less than:       
  A.
B.
C.

$100,000.00 Each Accident
$ 500,000.00 Disease policy limit
$100,000.00 Disease each employee
     
3.
Texas and/or all state’s endorsements attached.
4.
Comprehensive general liability insurance, including products and liquor liability with not less than the following limits:
  A. $1,000,000.00 General Aggregate
  B. $1,000,000.00 Products/Completed Operations Aggregate
  C. $500,000.00 Each Occurrence Limit
  D. $50,000.00 Fire Legal Liability
  E. $5,000.00 Premises Medical Payments
5. Automobile liability insurance with limits of not less than $500,000.00 combined single limit.
6. An umbrella liability insurance policy with limits of at least $1,000,000.00 excess of the primary policies.

Kitchen Cleaning Deposit
  Any group or person requesting permission to utilize, in any way, the kitchen area of the Waxahachie Civic Center must pay the Kitchen Usage Fee (See Rental Rates) and submit a kitchen cleaning deposit of $100.00 (paid separately). This deposit will be returned based on the conditions of the kitchen area after the event.

  Lost/Damaged Articles
  The center will not be held responsible for item/items lost or stolen from premise in any way. The Waxahachie Civic Center is not responsible for vehicle damage or theft.

Music Franchise Fee 
   Lessee is responsible for paying any fees directly to ASCAP/BMI.

Parking Lot 
  The parking lot may not be used for commercial exhibits, displays, promotions, etc. without written consent of the Waxahachie Civic Center. 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. Any damage to the landscaping in and around the parking lot will be replaced at the cost of the lessee.

Permits/Permission
  It is the ultimate responsibility of the lessee to obtain the necessary permits/ permission for their event. This includes, but is not limited to, food permits, pyrotechnics, music licensing, building official approval, etc.

Portable Walls/Freight Doors  
   Waxahachie Civic Center personnel are solely authorized to move portable walls, open, and close freight doors, turn on lights, change thermostat settings or unlock doors. Lessee must provide written notice in advance of the time these items are to be utilized.

Recreation Vehicle Parking  
  R/V parking will be limited to 72 hours and only be permitted to R/V’s associated with a Waxahachie Civic Center event. Recreation vehicles and tow vehicles must remain on parking lot surface at all times. All fees will be collected by the event lessee and paid to the Waxahachie Civic Center prior to event departure.

Rental Times
   All rates are based on an 8-hour rental period. All events must end by 11:30 p.m. All events must be cleaned up and all patrons out of center by midnight. Additional time may be purchased at $200.00 per hour after midnight up to 2 a.m. No event can go past midnight without the consent of the Waxahachie Civic Center.

Security
  Security used in the facility will be acquired through the Waxahachie Police Department and will be reserved by the Waxahachie Civic Center staff. Security fees will be the responsibility of the lessee. Security will be required for events serving and/or consuming alcohol. (See Alcohol Policy for requirements on security.) Security for any non-alcohol event must have 1 officer per every 50 participants unless waived by the Waxahachie Civic Center. All events scheduled beyond 12:00 a.m. must have 1 officer scheduled until the end of the event.

Smoking
  The building is a smoke-free center. Outside smoking is permitted in designated areas only.

Tickets
  Lessee is responsible for furnishing all tickets for advance and performance date sale of tickets. Lessee shall not, under any circumstances, print more tickets for any one performance than there are seats available.

 


USEFUL FORMS

Download PDF forms
by clicking below:


2018 Bridal Extravaganza Application & Vendor Info

Application/Rental Form

Directory of Vendors

Map to Civic Center

Rules and Regulations

Rates and Fees Schedule