Hockley County Mallet Event Center & Arena Procedures and Guidelines 2015

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1 Hockley County Mallet Event Center & Arena Procedures and Guidelines 2015 Purpose In an effort to make your experience at the Mallet Event Center and Arena as uncomplicated as possible and to assure your event is a resounding success, we have compiled this information to answer your frequently asked questions and to offer an expanded explanation of our License Agreement. Booking A group, individual, or business ( Renter ) using the Mallet Event Center & Arena ( MECA ), must obtain permission from the MECA Representative. Contracts for use of the MECA, or any part thereof, will be issued in printed form. No verbal agreement for use of the MECA shall be binding upon either party. Events are booked at the MECA on a first-request basis. However, a request may be declined at the MECA Representative s sole discretion based upon the seasonal, monthly or daily requirements of other events in that same time frame, which would put undue or highly restrictive cost on those other events or on our MECA operations. Events may be booked one year in advance. Tenured events (those wishing to renew on an annual basis) are given first right of refusal, but rebooking must take place within ten (10) days upon the completion of the event. Based on availability, an annual renewal does not have to be on the same date the following year. Procedures to book an event: 1. Contact a MECA Representative to check availability of event date(s). A tentative hold may be placed on an event s prospective date(s) for ten (10) days upon inquiry. 2. , mail, or deliver a signed License Agreement to the MECA Representative. If a License Agreement has not been sent to the MECA Representative within ten (10) days of inquiry, the hold will be released without further notice. 3. The MECA Representative will sign and return the License Agreement upon arrival. 4. A $ deposit is due within the ten (10) day tentative hold period. If the deposit is not paid within the ten (10) days, the hold will be released. 5. Upon receiving the License Agreement and deposit, the Renter will receive correspondence from a MECA representative to discuss needs for the event. The MECA Representative reserves the right to utilize all rental areas within the Facility. When booking conflicts arise, the final determination regarding the use of the facility shall be made by the MECA Representative.

2 Suitability of Space The decision as to whether or not a proposed activity is appropriate for the desired area within the MECA shall rest solely with the MECA Representative. Insurance The MECA Representative will require the Renter to furnish a certificate of public liability insurance, showing adequate insurance coverage as defined below. Proof of insurance is required 30 days prior to an event. Insurance requirements are as follows: Commercial General Liability insurance for bodily injury, death or property damage with a combined single limit of $500,000.00, covering the event for which the contract is issued. The policy shall be issued by a company licensed to do business in the State of Texas. The policy must be taken out in the name of the Renter and the MECA and Hockley County, its officers, directors, employees and agent are to be included as Additional Insured. For more insurance information, review the Insurance Requirements posted at Hold Harmless By acceptance of the contract, the Renter covenants and agrees to indemnify and hold the MECA and Hockley County and its officers, employees, and directors harmless from any and all liability for loss, injury and damages to any person or persons or property that may be sustained by reason of occupancy and use of the MECA. Use of Name Renter agrees to not use the name of the Hockley County Mallet Event Center and Arena, the name Mallet or MECA, or any trade mark, logo, or brand of Hockley County or the Mallet Ranch in any campaign of advertising, or in any commercial or promotional manner whatsoever without the express written consent of Hockley County. Provided, however, the Renter may use the name of the Mallet Event Center and Arena for the limited purpose of referring to the location of its event. Rental Period and Cost Arena Rental: Arena rental hours: 7:00 a.m. - 12:00 a.m. Additional hours after 12:00 a.m. are billed at $ per hour. Arena Move-in: Monday thru Friday: 8:00 a.m. - 5:00 p.m.. Any use of the MECA under four (4) hours will not be charged. For anything over four (4) hours, a $ flat move-in rate will apply. For afterhours use of the MECA from 5:00 p.m. - 10:00 p.m., Renter will be charged $ per hour. Arena Move-Out: $ flat rate will be charged. Arena Move-in or Move-out (non-event day): Saturday & Sunday: $ per hour will be charged.

3 Banquet Hall: Banquet Hall rental hours: Monday- Friday 8:00 a.m. - 11:00 p.m. Saturday- Sunday 9:00 a.m. - 12:00 a.m.* Banquet Hall Move-in: See Banquet Hall Fee Schedule. The facility will close at midnight (12:00 a.m.) or 1:00 a.m., pending the purchase of the additional hour. At time of closing, property of the Renter, outside services**, and all additional items MUST be out of the building. * An additional hour can be purchased for $ **including band equipment, floral arrangements, photo booths, rented linens and any decorations Expo Hall: Expo rental hours are: Livestock Events- 7:00 a.m.-12:00 a.m. and Banquet Events- 8:00 a.m.-12:00 a.m.. Expo Move-in: See Expo Fee Schedule Show Office: A show office is available at the MECA at no additional cost. Payment Any activity utilizing the MECA shall pay in accordance with the current MECA Rate Schedule. Payment shall be in accordance with provision of the executed contract. A $300 deposit will be required within 10 days of the tentative hold date that the Renter and MECA Representative agreed upon. At the MECA Representative s discretion, the deposit may be used for damages, if any, upon completion of the Event. If not, the deposit will be refunded via check from Hockley County within thirty (30) days after the completion of the Event. Deposit cannot be applied to the final bill. The balance for banquet event is due thirty (30) days prior to commencement of the Event and livestock events are due within thirty (30) days of the completion of the event. Payments can be made by cash, check, money order and/or credit card. Failure to pay in full for an event within thirty (30) days of completion will result in loss of $ deposit, any future date being held, and the account will be turned over to the District Attorney s Office. Cancellation Policy A full refund of the deposit will be given if an event is cancelled within thirty (30) days of the contract signing. After the thirty (30) days and up to ninety (90) calendar days prior to the scheduled event, fifty percent (50%) of the deposit will be refunded. If cancellation is made less than ninety (90) calendar days from a scheduled event, no refund will be issued. However, advance payments will be refunded in full upon cancellation with no penalty. Damages Payment for damages, if any, shall be paid to the MECA within thirty (30) days of receipt of an invoice of such excess damages and will involve loss of the deposit.

4 Event Services A rental in the MECA consists of the rental area, utilities, and basic custodial services. All other equipment/items are rented separately according to the Event Cost Schedule. MECA staff will provide a one-time set-up, based on information provided by the Renter, and will provide a staff person to be available during the event hours and dates which are indicated on the License Agreement. The Renter is responsible for removing table decorations, centerpieces, and all other items that are personal property immediately following the conclusion of the event. The Renter is not required to clean the rental area. The MECA, however, is not responsible for items left behind. The Renter is responsible for the salaries of any additional labor required to serve the event. These may include, but not limited to; ticket takers/sellers, ushers, stagehands, sound or light technicians, show office personnel, heavy equipment operators, all arena help, EMT personnel, and security. Renter s Representative A Renter s Representative must be present at the MECA during the contracted period of the event. This includes the move-in, the event, and the move-out. With the exception of the MECA Staff, the Renter s Representative should be the last person to leave the building. Set-Up Diagrams A set-up diagram is requested one month prior to an event. MECA staff, based on information given by the Renter, will produce a diagram to scale. Once a diagram is complete to the Renter s satisfaction, the Renter will confirm the diagram as accurate. Changes made to the layout in the Banquet Hall within eight (8) days prior to the event will be billed $ This includes, but not limited to, adding sections of the banquet hall, changes in dance floor size or position, adding more than seating for 50 people, or changing times in or out of the building. For any changes made in the Arena one week (5 days) prior to the event, $ will be added to the final bill. This includes, but it not limited to, panel set-up, changes to arena layout, rebuilds, or times in or out of the building. Renter will be responsible for proper placement and management of all MECA equipment/items. In some cases, the Renter will be required to designate a single point of contact or liaison to the MECA operations staff that will be solely responsible for instructing staff on highly specific event needs. This person will deal directly with the MECA staff person in charge as designated by the Renter. Keys and Locks The MECA will not provide the Renter with keys to any rental spaces. The MECA may, however, make available keys to the Show Office, Box Office, stalls, RVs and water faucets during an event when appropriate. A replacement charge of $ per key will be charged for any keys not returned on the last day of the event and charges to rekey may be assessed at the Representative s discretion. Renter will be responsible for ensuring that the above mentioned areas and contents are secured at all times. By acceptance of a key to these areas, the Renter accepts full responsibility for the area and its contents. Children Children attending events must be supervised by a parent or guardian at all times. Children must be contained to the area rented and not allowed to intrude into unrented areas or other events going on simultaneously within the complex. Toys, such as footballs, scooters, roping dummies, etc., are not allowed on the concourse. The MECA is not responsible for accidents.

5 Parking The MECA provides free parking for all events. Paved parking lots are located in front and behind the MECA with overflow parking located in a nearby field. Handicapped parking is located in front of the MECA. Parking is not permitted in fire lanes, grassy areas or sidewalks. Smoking Policy Smoking is prohibited within any facility in the MECA; this includes the Arena, Banquet Hall, Expo, and Warm-up areas. Receptacles are placed outside the facility for Renter s convenience. Security Events that require security are solely responsible for providing a reasonable number of security personnel before, during, and after the Event to help maintain order, regulate traffic, and/or to provide any other security functions that the MECA determines necessary. Failure or refusal to provide adequate security will forfeit the right to hold Renter s event at the MECA. Security requirements are based on number of attendees and other event specific circumstances. Security guard must be a Texas Commissioned Full-Time Peace Officer in good standing and provide the County with written confirmation of such standings. The current rate of $35 per hour, per officer is paid in cash directly to Security Personnel. The Renter will contact the MECA security coordinator to schedule security. Security must be booked fourteen (14) calendar days prior to the event and proof of booking must be provided to the MECA. For additional information, call Fire and Safety Regulations The MECA Representative and the City of Levelland Fire Chief (or Designee) shall have final authority on matters regarding fire and safety within the MECA complex. The City of Levelland Fire Department (or Designee) will be allowed full access to all areas of the complex during events. Below are a few general guidelines: All exits and aisles leading to exits must be clear at all times and must maintain minimum clearances. All fire extinguisher boxes, pull stations, fire lanes and fire department valves must be unobstructed at all times. All open flames must be in a protective device; such as a globe, hurricane or votive-type holder and flames must not extend above the protective device, nor should decorations extend above the protective devices. Table decorations must be flame proof, if used in conjunction with an open flame; no dried or dead plant material. No grills or open flames are allowed within ten feet of any overhead structures. All pits and cookers must be located on paved surfaces only. No fireworks (including sparklers) or explosive devices shall be allowed at the MECA. No heat lamps or bucket water heaters may be used at any time.

6 Additionally, the City of Levelland Fire Chief reserves the right to require a fire watch for events that he deems may present an actual or potential hazard. In this case, the expense of this additional protection is the sole responsibility of the Renter. Ambulance Service If the event requires an ambulance or EMS services, the event is responsible for contacting and paying for such services. Contact should be made in a timely manner and is at the discretion of the Renter. For additional information, contact the Levelland EMS at Electrical Cords Temporary electrical cords (extension cords) must be electrically grounded, adequately sized and in good repair. The Renter or Renter s vendor must secure any of its cords which cross an aisle or pedestrian walkway so as not to create a tripping hazard. The MECA does not provide electrical cords or power strips. Vehicles in Buildings For any motor vehicle to be parked inside the MECA during occupancy, the following conditions must be met: 1. Fuel tanks shall not be more than ¼ full. 2. Fuel caps shall be taped shut or fitted with a locking cap. 3. Batteries must be disconnected and leads taped. Boats with portable fuel tanks must have fuel tanks removed. Boats with permanent fuel tanks must comply with items 1-3 above. Lawnmowers, garden equipment and all portable power equipment with internal combustion engines must not contain any fuel. If vehicles will be inside the facility on concrete, a protective covering must be placed underneath the vehicle. Final say in position of the vehicle will be up to the MECA Representative at all times. Weapons Policy Weapons, concealed or otherwise, are prohibited on the entire premises, parking areas, and any building, or portion of the building, operated by Hockley County, whether leased or owned by the corporation, except as otherwise permitted by Texas Government Code Chapter 411. Weapon is defined as set forth in Chapter (1-16) of the Texas Penal Code and includes concealed handguns. This prohibition shall not apply to a licensed security officer, a licensed peace officer, or a member of the armed forces or national guard or guard employed by a penal institution or an officer of the court, when such person is in the actual discharge of his official duties as such, nor shall it apply to unloaded guns for sale or display at a scheduled gun show event and checked and made safe at the door.

7 Violations will be prosecuted in the manner provided by law. Ammunition Ammunitions must be segregated from the gun show and purchasers are not allowed back in with ammunition. Renter must provide proof that its insurance coverage does not exclude the sale of ammunitions. Helium Tanks/Compressed Gas Helium tanks shall be adequately secured at all times to prevent damage to tank, i.e. chained to an immovable object. The pressure regulator/filler valve shall be removed and protective cap installed except when in actual use. No other compressed or bottled gas may be brought into the MECA without prior permission from the MECA Representative and the City of Levelland Fire Chief. Butane, propane, acetylene and other flammable gases are strictly prohibited in all MECA buildings. Gas Fire Pits There are two (2) gas fire pits on the patio that can be used by request for Banquet Hall events. During inclement weather, digression to use the fire pits lie solely with the MECA Representative. There is to be no food cooked over or on top of the fire pits, including roasting marshmallows. Children are not allowed to play in the rocks or fire ring. If the rocks or fire ring are removed in any fashion, the Renter is responsible for paying for damages and could result in the loss of deposit. Outside Grounds The MECA is not responsible for accidents involving any motorized or non-motorized recreational vehicle on any MECA property, including but not limited to skateboards, bikes, scooters, golf-carts, or four wheelers. Food and Beverage Concessions, or fast food event sales, are provided by the in-house concessionaire. Concessions are defined as food and beverage available during an event and paid for by the individual placing the order. No food or beverage may be brought into the facility unless as a part of a catered meal. Renters are not permitted to operate their own concessions. Concession hours will be made accordingly to each individual event. Once the concession hours are scheduled, they will NOT change if the event goes longer than discussed with the MECA Representative unless in an emergency/extreme situation. Concessions are provided by the MECA and in the case in which concession sales are under $500 for any individual event, the concession stand may not operate at the next similar event held by the same Renter. In the case that concessions are not provided, the vending machines will be available for use located in the lobby.

8 Exhibitors are not allowed to sell food or beverages in individual portions. Any items sold by exhibitors must be in packages that discourage on premise consumption. Exhibitors may give out free samples (City of Levelland regulations apply). Samples must be approved in writing by a MECA Representative. For a catered meal, the Renter is allowed to use an outside caterer. Below are a few regulations regarding food and beverage: A catered meal is defined as one where food and beverage is provided during a specific time frame and is paid for at one time by the Renter or a Representative of the Renter. All catered functions will have kitchen access and will be charged either $25/hour or $50/hour based on the needs of the kitchen. See MECA Pricing Rate Schedule for additional information. The caterer for any event is responsible for the bussing of the tables during or after the event and making sure all food-related trash is properly disposed. In the case where the caterer does not bus the tables, the Renter is responsible. The caterer is responsible for turning off all gas equipment and making sure the ovens are clean at the completion of the event. The caterer must have staff on duty through the serving of the meal. All tables must be covered by linens. The Renter is responsible for all linens needed for food service at the event including linens for tables and buffet tables. Rental for linens can be made through the MECA. If linens are rented outside of the MECA, a $35.00 fee will be added to the final bill. See Rate Schedule for details. All food must meet safety and permit requirements set by the City of Levelland. A temporary health permit from the City of Levelland is required to have access to the catering kitchen. Alcohol Consumption and handling of alcoholic beverages is a serious consideration when planning an event. The policy of the MECA is designed to provide maximum safety for event patrons. Renters need to be fully aware of these policies for events at which alcoholic beverages are to be available to their guests. Likewise, Renters must designate a sober, decision making person that can be consulted by security and/or MECA personnel throughout the event. The permits that are allowed at the MECA require higher levels of attention, control and restriction than licenses for stand-alone restaurants and bars. Consumption of alcoholic beverages on the MECA premises is a privilege, not a right. Abuse of the privilege can result in the discontinuation of all service of alcoholic beverages for an event. Renters who choose to host an event with alcohol have two options. No matter the option, an Application to Serve or Sell Alcoholic Beverages at the Mallet Event Center & Arena must be presented at the time the License Agreement is submitted. Renters who choose to host an event with alcohol will be required to have two (2) security officers during the hours in which alcohol is served, which will be scheduled through the renter by the MECA Security Coordinator. Alcohol cannot be brought into the premises or taken out of the premises unless it is by the TABC Caterer who holds a TABC Catering Permit. No coolers or BYOB is allowed at any time. TABC Permits are not

9 permitted as Alcohol Catering Services. The TABC Handler must be employed by the holder of the TABC Catering Permit. The last call for alcohol must be one (1) hour before designated closing time per signed contract. If building closes at midnight (12:00 a.m.), no alcohol is to be served past 11:00 p.m.. If the building closes at 1:00 am, no alcohol is to be served after midnight (12:00 a.m.). This gives the TABC caterer time to gather items and remove all alcohol from the building one hour before closing. For options and policies, please review the Mallet Event Center & Arena Alcohol Policy. Decorating Decorating is entirely the responsibility of the Renter. The Renter must bring all supplies necessary to accomplish this task. Decorations must be removed at the conclusion of the event unless prior arrangements have been made with the MECA Representative. The MECA will not be responsible for any items left in the MECA facilities. The MECA cannot loan office supplies or tools. Masking tape and Scotch tape are the only adhesives permitted for attachments to the building. No tape may be applied to any painted surface. Foam/double sided tape, gorilla tape, or duct tape is not allowed as decorations adhesive. Staples, nails, pins, glue, tacks or screws are not allowed as a fastener for decorations on any MECA wall or equipment (i.e. tables/chairs). Helium filled latex balloons may be used as decorations only in the banquet hall. Balloons that escape and become lodged on overhead fixtures become the financial responsibility of the Renter for removal. A lift devise, if rented to remove balloons, will be billed to the Renter. If open flame candles are present, Mylar balloons are not allowed. Hay, glitter, confetti or artificial snow are not permitted in the MECA. Rice and bird seed are permitted outside only. Real plants are permitted only if they are alive. Except for cut flower arrangements, dead plant material such as trees or shrubs must be completely defoliated. Real Christmas trees (including freshly cut or alive) and hay are prohibited. Ceiling decorations are permitted by written approval of the MECA Representative. Vehicles may be driven in the Service Yard for loading and unloading of equipment. Delivery vehicles may remain in the Service Yard until load out as long as no emergency exits are blocked. Personal vehicles must be removed after unloading. Candles are allowed only if in protective devices (see Fire and Safety Regulations). Tables must be covered (paper, plastic or fabric). Any expense incurred by the MECA for cleaning, removal, repair or replacement occasioned by the Renter s decorations will be charged to the Renter at the prevailing rate as stated in the Damage to Premises section hereof. Media Equipment Use

10 Projectors, screens, podiums and microphones are available with the rental of the banquet hall at no additional cost. If using a projector for any event, a copy of the Renter s media must be ed or brought to the MECA two (2) days prior to the event in order to be tested on the software. Failure to do so could result in media failure and not allowing the projectors to be used. Presentations made on MAC computers must be shown on a MAC, in which case the Renter will need an adapter for the MAC to plug into the HDMI outlet to project on the MECA screens. Connectors for an ipad or ipod are available for use of sound in all areas of the MECA, but must be tested two (2) days prior to the event. Janitorial Service MECA staff will provide trash cans (with liners) for easy cleanup of the event area. The cans will be checked during the course of any event and emptied and replaced when needed. The Renter is responsible for removal of all trash, crates, boxes, lumber and packing materials prior to event opening and following move out. Renter is responsible for cleaning and disposing of related debris after a catered event. Any expense incurred by the MECA for removal of the above mentioned items will result in the loss of Renter s Deposit. Signage The Renter shall receive permission from the MECA Representative prior to attaching banners or decorations to any part of the MECA. The MECA reserves the right to control all signage used at the MECA. This is to include, but not limited to content, location, construction and quality. Banners must be placed so that they do not impair sight light, traffic ways, or exiting signage. Renter is responsible for hanging and removing banners. The MECA will not be responsible for banners left after the event and will not store them. The MECA does not supply wire, zip ties, or other devices to hang banners. All MECA Sponsor signage must stay in designated area at all times and may not be covered or removed during any event. Any banners advertising beer or other alcoholic beverages must comply with Texas Alcoholic Beverage Commission statutes. Additional banner policies are described in the Decorating section. Arena and Expo Sponsors The MECA has permanent facility Sponsorship signage displayed in the building. Such signage may not be covered or removed during any event. This includes Corporate Sponsorship banners located in the Arena and Expo Hall. Vehicle Signage No handbills or other fliers may be placed in/on vehicles parked on the MECA premises. Injury, Loss, Theft or Damage

11 Hockley County and the MECA will not be responsible for art objects, paintings, sculptures, furniture, musical instruments, stock or any other property belonging to or under the control of the Renter. The MECA is not responsible for the injury, death, damage, loss, or theft of any livestock or livestock equipment, including trailers, tack, feed, livestock, and all personal belongings of the Renter or his patrons. Renter agrees to obtain, at its own expense, insurance necessary to cover such objects in case of their injury, loss, theft or damage (see Insurance ). Renter is also responsible for providing security (see Security ). The Renter will not cause or permit any nails, spikes, anchoring devices, lighting fixtures or communication devices to be driven into or affixed in any manner to any interior or exterior portion of the building or premises without direct consent of and under the supervision of the MECA Representative, nor may any signs, posters, or advertising material of any nature be affixed to any portion of the building or premises or places in any part of the premises without consent of the MECA Representative. The Renter may not change the color or alter any portion of the premises or equipment therein, and not permit to be done anything which might damage or change the finish or appearance of the premises and furnishings therein. The Renter shall pay the cost of repairing any and all injury or damage which may be done to the premises, including fixtures, equipment and furnishings by an act of the Renter, his employees or agents. The MECA Representative shall determine whether any such damage has occurred, the amount of the damage and the cost of repairing such damage, and whether the damage is of a nature that the Renter shall be held responsible. Under Texas Law (Chapter 87, Civil Practice and Remedies Code), a livestock show sponsor is not liable for any injury to or the death of a participant in the livestock show resulting from the inherent risks of livestock show activities. Animals There are many rules and regulations that have been implemented by the Texas Animal Health Commission for protection of both animals and clientele. For rules and regulations specific to the species in which you work, visit the TAHC website at If you have questions regarding any of this information, please visit If Renter s event requires some type of paper (health, coggins, etc.), it is the Renter s responsibility to ensure those are checked and logged on MECA records (a blank record will be provided to each Renter). No horses, livestock or other animals of any type, except service dogs, will be allowed in, on or upon any portion of the MECA other than the Arena floor and Expo Hall (if Expo Hall has been rented for animal use). Unless arrangements have been made for an agility or dog show with the MECA, dogs will not be allowed inside any of the MECA facilities. No livestock or any other animals can be left in the Arena, Alley, or Warm-up overnight. For overnight usage of the Expo Hall for Stock Show Events, approval by the MECA Representative is required two (2) months prior to Event. The MECA will assume no responsibility for providing any labor for feeding, watering or handling stock used during any event.

12 Renter must require a current owner s original negative coggins health certificate on all horses entering the MECA. Unloading/Loading Procedures For safety, all trailers will turn onto Equalizer Road to gain access to the MECA. No trailers are allowed into the main entrance without MECA Representative approval. Unloading and loading must take place in designated areas. Those designated areas will be communicated to the Renter and it is their responsibility to communicate those areas to their participants. Unloading/loading must be done in a timely manner. To help save space at area hotels, we encourage all trailers be parked in the designated area on the MECA property. Stalls/Pens/Shavings: Horses Horses kept on MECA grounds overnight must be stalled not tied out. Any horse that is not stalled will be impounded with a $100 release fee. Temporary or make shift stalls are not permitted on MECA grounds. The MECA will be responsible for setting up all stalls. A total of 288 permanent horse stalls will be provided in the Horse Barn, with more provided upon request four (4) months prior to Event. If the MECA will be responsible for the sale of stalls and shavings, stalls are $25.00 for the first night which includes one (1) bag of shavings and each additional night will be charged at $15.00 per stall/night. MECA will be responsible for cleaning of all stalls that turnover during an event as well as the final cleanup of all stalls at the conclusion of an event. If the Renter will be responsible stalls and shavings, the MECA will receive $12.00 per stall/night and shavings will cost as stated on the Pricing Rate Schedule. The Renter will be responsible for booking and assigning all stalls. The MECA Representative will make a count of stalls and shavings each morning and make an agreement with the Renter at the completion of the event. The Renter will be responsible for cleaning of all stalls that turnover during an event. The MECA is responsible for the final cleanup for all stalls at the conclusion of an event. Regardless which entity handles stalls and shavings, no outside bedding material can be brought onto the MECA property. Shavings are a requirement in all stalls and must be purchased through the MECA. Cattle The MECA will be responsible for setting up ties. A total of 330 ties can be provided in the Expo Hall, with more upon request four (4) months prior to event. Shavings are a requirement in all ties and must be purchased from the MECA. No outside bedding material can be brought onto the MECA property. The Renter will be responsible for booking and assigning all stalls. MECA will be responsible for cleaning of all stalls that turnover during an event as well as the final cleanup of all stalls at the conclusion of an event.

13 Sheep/Goats/Swine The MECA will be responsible for setting up all stalls. A total of x5 pens can be provided in the Expo Hall with more upon request four (4) months in prior to Event. Shavings are a requirement in all stalls and must be purchased from the MECA. No outside bedding material can be brought onto the MECA property. The Renter will be responsible for booking and assigning all stalls. MECA will be responsible for cleaning of all stalls that turnover during an event as well as the final cleanup of all stalls at the conclusion of an event. Shavings Fees for wood shavings are noted on the Fee Schedule. All wood shavings must be purchased through the MECA unless other arrangements have been approved four (4) months in advance by the MECA Representative. Straw and hay used as feed are subject to the removal provisions as described in Janitorial Service. Straw and hay for bedding are not permitted unless arrangements have been approved in advance by the MECA Representative. Round bales and other large bales of hay are not permitted, unless disposal is arranged by Renter. RV Rentals The MECA has 50 RV hookups which include water, sewer and electricity. If the MECA sells RV spaces during the event, hookups are charged at $25.00 per night. The MECA will be responsible for the booking and assignment of RV spaces. If the Renter will be responsible for booking and assigning all RV spaces, the MECA will receive $15.00 per RV/night. RVs may be parked at the MECA only during the contracted hours of an event. Vendors Vendors are welcome at events that are approved by MECA Representative, but sales are not guaranteed. The Renter or MECA can handle event vendors. Regardless of which entity handles vendors, two options on booths are available. If a full set-up is required, MECA will provide a 10 X 10 vendor booth, one (1) rectangle table that must be covered by the vendor, two (2) chairs, internet, and electricity at a charge of $ per day. If a set-up is not required, the MECA will provide the vendor with a 10 X 10 booth, internet, and electricity at the charge of $50.00 per day. For vendor show information, contact the MECA. Vendors are responsible for cleaning their booth area of boxes and non-basic trash. If Vendor fails to remove trash, a $50.00 charge will be added to the Vendor s invoice. Any merchandise left in the MECA after the completion of the event will become property of the MECA. Tractor Driver A tractor driver may be scheduled to work the event for $75.00 per driver per eight (8) hour period. This must be scheduled through the Arena and Livestock Facilities Manager two (2) weeks prior to the event. Property All items purchased by the MECA are property of the MECA and must remain on the MECA grounds.

14 Telephone Service The MECA can provide an outside line telephone service. This service will not accept toll calls. If open service is required or the MECA s capacity is exceeded, it is the responsibility of the Renter to make arrangements with the MECA s phone service provider at least two (2) weeks prior to the event. This also applies to facsimile machines and credit card verification terminals. Messages Messages can be taken by MECA staff in the MECA Business Office during normal office hours, but it is the responsibility of the Renter to check them periodically. Only in the case of an emergency will messages be delivered prior to Renter inquiry. Clerical Support Clerical support is not a direct service of the MECA, but in the case of assisting with photocopies or facsimiles, the Business Office staff will be happy to assist for a fee. Office supplies are not provided by the MECA. Refer to the Event Cost Schedule for rates. Freight Deliveries Renter will need to contact the MECA if materials need to be shipped to the MECA in advance of your event. The MECA will not accept responsibility for damage or loss. Security of items shipped in advance or displayed during events must be arranged by the Renter. The MECA does not arrange return shipping of any items left after an event; the Renter must arrange for pickup. The MECA does not sign for any livestock or packages for any event. Calendar of Events The MECA Calendar of Events is located at If the event is a private event, it is labeled as such.

15 Mallet Event Center & Arena Procedures and Guidelines 2015 Signature Page By signing below, I, (Renter) acknowledge that I have received a copy of the Procedures and Guidelines I accept the terms and conditions and understand that if I do not abide by this handbook, I will not receive my deposit refund and could be charged additional fees for damages and/or changes. Renter Name (Printed): Title: Cell Phone Number: Signature: Date: MECA Representative Name (Printed): Title: Signature: Date: