Welcome to the Lake Mary Events Center!

Lake Mary Events Center

CITY OF LAKE MARY


	Booking Information
	Please read below for the booking procedure, cancellation policy, and for setup and cleanup requirements.

	Booking Procedure
	Lake Mary Events Center currently books 18 months in advance. When making a reservation for 18 months in advance, booking opens the first business day of the month. Lake Mary city residents can book from 8:00am-2:00pm on the first business day of the month. At 2:00 pm, booking opens for non-residents as well.

	Contracts signed 12-18 months prior to the event date are subject to a rate increase not to exceed 10% of the contracted rate. Rates are no longer subject to change within 364 days of the event date.







	Reservation requests are made on a “first-come, first-served” basis.

	Fifty percent (50%) of the Rental Fee together with a signed Facility Use Contract will secure an event date. Sales tax is not collected on the Rental Fee at this time (unless the reservation is made within thirty (30) days of the event date; in which case the total Rental Fee, sales tax, and Damage Deposit would be due).

	The Rental Fee balance and Damage Deposit are due thirty (30) days prior to the event. Seven percent (7%) sales tax is collected on the entire Rental Fee at this time.

	If you are tax exempt, please inform staff prior to completing the contract. You will need to provide the proper paperwork, including your Certificate of Sales Tax Exemption. All State of Florida rules regarding this type of sale will be adhered to.

	Damage Deposits, due thirty (30) days prior to the event, are deposited into the city’s general fund. The Damage Deposit will be returned via city check, usually within six (6) weeks following the event. Deductions may be made for damage, excessive cleaning, or time used beyond the contracted period.

	Per City Resolution 725, all monies collected by credit card or debit card must be a minimum of twenty-five dollars ($25.00) and any charges in excess of one hundred dollars ($100.00) are subject to a two percent (2%) service charge. Any refunds (for Damage Deposits, cancellations, etc.) will be made in the form of a city check; the two percent (2%) service fee will be not refunded.

	Courtesy holds may be accepted and held for a maximum of seven (7) days, at which time the hold may expire without notice. Courtesy holds may be made in person or by telephone. It is not guaranteed that customers with courtesy holds will be contacted by the Reservations Office prior to the expiration of the hold. Courtesy holds will expire on the seventh (7th) day of the hold. No courtesy holds will be accepted on the first business day of the month when booking 18 months in advance.

	• Floor plans and a list of requested equipment must be submitted to the Reservations Office no less than ten (10) days prior to the event. If a floor plan is not submitted ten (10) days prior to the event date, Events Center staff will begin setting up tables/chairs upon the Rental Party’s arrival, which could cut into rental time.

	Floor plans and a list of requested equipment must be submitted to the Reservations Office no less than ten (10) days prior to the event.

	Events may be rescheduled one time if another date is available. If available dates are not suitable, the event will be cancelled and the Cancellation Policy observed.

	The Lake Mary Events Center reserves the right to cancel the Facility Use Contract if the Rental Fee balance and Damage Deposit are not paid when due, thirty (30) days prior to the event date.

	Please contact the Reservations Office at (407) 324-3093 or (407) 324-3097 to make your reservation, reschedule or cancel an event, or for additional facility information. Office hours are Monday – Friday, 8:00 AM – 5:00 PM.

	Reservations may be made in person Monday – Friday, 8:30 AM – 4:00 PM. It is recommended that you call to make an appointment.

	www.lakemaryeventscenter.com
	Cancellation Policy
	Reservations are booked when the renter submits a signed Facility Use Contract and 50% of the Rental Fee. Please read the schedule below to understand the percentage of the Rental Fee deposit that will be refunded if the booking is cancelled. All cancellations must be made in writing.

	TIME PERIOD BEFORE EVENT DATE	AMOUNT OF DEPOSIT REFUNDED
	18 months - 12 months	100% minus $100.00 Administrative Fee
	12 months - 6 months	50%
	6 months - 0 months	0%



Available Equipment
The following equipment is offered for complimentary use during your rental period, if available. Please specify equipment that you will require on the Facility Use Contract. This is the proposed list of equipment. Some items may be subject to change; likewise, some items may be added, deleted, or require a nominal rental fee.

	300	Banquet chairs for indoor use
	100	Folding chairs for outdoor use
	28	72” (6’) Round tables
	20	60” (5’) Round tables
	8	96” (8’) x 30” Rectangular tables
	8	72” (6’) Serpentine tables
	1	Podium with/without microphone
	1	Combination easel/dry-erase board/flip chart (paper and markers not provided)
	1	US flag
	1	AV cart with flat-screen TV, DVD and VCR
		Projector Screen
		LCD Projector
		Printer-fax-copy machine, see City Ordinance No. 832 for rates.

A/V Equipment Rental Package
$ 100 per rental (after 3/1/09) Use is complimentary to building renters from 8am-5pm Monday-Friday

	1	AV cart with 42” flat-screen TV, DVD
	4	Projector Screens (3 in Grand Ballroom, 1 in Meeting room)
	4	LCD Projectors (3 in Grand Ballroom

Please contact an outside vendor for any other equipment your event requires.


Setup and Cleanup
SETUP
Use of the Center’s tables and chairs is included with your rental. Please see the Available Equipment section for specific quantities and dimensions. Center staff will set up tables, chairs, the podium, AV equipment, etc. You must submit a floor plan of your desired setup no less than ten (10) days before your rental period. • For catered events, the caterer frequently will develop the floor plan and decorate for your event. It is up to the Rental Party to submit a floor plan to the Lake Mary Events Center no less than ten (10) day prior to your event. If a floor plan is not submitted ten (10) days prior to the event date, Events Center staff will begin setting up tables/chairs upon the Rental Party’s arrival, which could cut into rental time. For catered events where the caterer will provide setup/decoration, the caterer may coordinate with the Center manager if time outside of the rental period is needed for setup/decoration. This allowance must respect and not interfere with the rental periods of other guests. For non-catered events or events where the caterer will not provide setup/decoration, the rental period must include ALL time needed by the renter and vendors for decoration, setup in excess of table and chair arrangement, and cleanup. Decorations are permitted within reason. They must be approved by Center management no less than ten (10) days prior to your event. Tape, tacks, nails, staples, etc. are not permitted to attach your decorations. Glitter and other confetti-like decorations are prohibited.


CLEANUP
The rental facility must be returned to the condition it was provided to the renter. Tables and chairs must be cleared of all debris. All equipment and materials that are not Center property must be removed. Waste and all paper products must be placed in the dumpster. For catered events where the caterer will provide cleanup, the caterer may coordinate with Center management if time outside of the rental period is needed for cleanup. This allowance must respect and not interfere with the rental periods of other guests. For non-catered events or events where the caterer will not provide cleanup, the rental period must include ALL time needed by the renter and vendors for setup/decoration, cleanup and to remove all materials that are not Center property.