Community Center Rental

The following list represents a summary of Longview CC policies and requirements for events. We strongly advise the Renter to contact the Arts!Longview staff four weeks prior to the event to review the details of the plans for the event. The staff shall determine the needs of a particular event, including insurance, security, catering/concessionaire, etc.

Advertisements – Renter shall not circulate advertisements, tickets or any other written or printed material in or on the Longview CC property, including the parking area, without written permission from the Arts!Longview staff. No events at the Longview CC may be advertised or publicized in any format prior to receiving a fully executed contract and full payment for the venue rental. Arts!Longview will add the event to its website calendar, but will not be responsible for any promotion or publicity of rented events.

ADA Event-specific Accommodations – The Renter will be responsible for complying with any special accommodations required for their event, such as sign-language interpreters or providing special listening devices for the hearing impaired. All such arrangements and related expenses will be the responsibility of the Renter.

Alcohol Policy – No alcohol may be served or consumed at Longview CC unless stipulated in the Renter’s contract. Any caterer or bartender hired by a Renter must have a catering/liquor license from the Texas Alcoholic Beverage Commission in order to sell or serve alcoholic beverages on premises. The amount of alcohol consumed by any guest will be the responsibility of the Renter and not the responsibility of the Longview CC. BYOB events are not permitted. For all questions about TABC compliance, call 903-939-0481. The Renter will be responsible for any liability arising as a result of allowing alcohol consumption. (See Insurance Requirements and Security sections below.) An additional $200 non-refundable deposit will be required for any events including alcohol.

Animals – No animals will be brought into the facility, other than as required by disabled people, without written permission from the Arts!Longview staff.

Arts!Longview Founding Organizations – Consistent with Arts!Longview’s mission of promoting the arts, history and culture of the Longview area, the following founding organizations will be given priority for booking dates on the Longview CC calendar and will receive a 50% discount on their rental fees:
• ArtsView Children’s Theatre
• East Texas Symphonic Band
• Gregg County Historical Museum
• LeTourneau University Belcher Center
• Longview Ballet Theatre
• Longview Museum of Fine Art
• Longview Symphony Orchestra
• Longview World of Wonders (LongviewWOW)
• Theatre Longview
Arts!Longview reserves the right to alter this list.

Banners, Posters, Signs – These items are prohibited for distribution either inside or outside the facility. No signs, flyers or banners may be hung with adhesives or adhesive tape on inside or outside walls. Outdoor signs and banners must be authorized by Arts!Longview staff before installation.

Building Disfiguration – No holes may be drilled, cored or punched in the building. This includes the stage, the outside of the building and surrounding property. Painting is prohibited anywhere on premises without Arts!Longview staff permission. In an instance where there is risk of damage to carpeting, a protective coating, such as plastic, must be used. Renter is responsible for the repair or replacement of any damage or disfiguration to the facility.

Catering/Food – For public events, Renter shall advise the Arts!Longview staff of caterer/concessionaire and setup time needed. All food brought into the Longview CC for public events must first be approved by the Arts!Longview staff. If a caterer is used for a public event, the Renter and caterer will be required to enter into a catering agreement contract with the City of Longview, satisfying all Health Department provisions for permit, as well as liability insurance.

Cleaning – Renter shall leave the facility in the same clean condition in which it took possession. All trash shall be removed immediately to the outside dumpster after the event is over. The time it takes to clean the rented area is part of the event time and if more time is needed an additional fee will be charged.

Concessions – The Renter may sell concessions at their event. Unless the process for selling alcohol has been completed, the only drink that may be sold is bottled water, which may be taken into the auditorium. Only prepackaged (not homemade) snack or food items may be sold and must be consumed before entering the auditorium.

Confetti/Glitter Policy – Throwing rice, confetti, birdseed or the like is prohibited anywhere inside the Longview CC premises, but birdseed, dried lavender, and rose petals are allowed outside. Glitter may not be used in the facility. In the event glitter clean-up is required, the deposit will be forfeited and an additional cleaning fee of $100 will be charged.

Connecting to Any System – Written permission from the Arts!Longview staff is required to connect to any of the facility’s electrical, technical or communication systems. A licensed technician must handle all connections and disconnections. Accessibility to equipment rooms and utility boxes is prohibited without authorization. Use of splitters on plugs is prohibited.

Contractor Requirements – Renter must submit to the Arts!Longview staff, in writing and no later than 30 days prior to the first move-in day, a list of service contractors they intend to use. All contractors must be properly licensed and permitted before entering the facilities. A contractor’s certificate of liability insurance may be required.

Corridors, Lobby and Hallways – Only the rooms specified in the rental agreement are considered rented. Other spaces may be used only with written permission. Furniture and furnishings are permanent fixtures and may not be moved without staff permission.

Damage Deposit (Refundable) – To hold the date, Renter must furnish a $200 deposit at least 30 days prior to the event. This will be refunded if the facilities are returned in satisfactory condition, the event did not exceed contracted time, and no additional charges accrued.

Decorating – No decorations may be attached without staff approval. Decorations or signs may not be attached with nails, tacks, staples, screws or tape. All decorations must be non-flammable. All renter equipment, decorations and personal items must be removed by the end of the contract period unless prior arrangements are made.

Dumpster – Extra pickup after an event may require an additional fee.

Electrical Equipment – All electrical equipment must be U.L. approved. Accessibility to equipment rooms and utility boxes is prohibited without authorization.

Equipment – Renter must use good judgment in stacking items on tables, stage or chairs. Items must be distributed evenly to prevent overloading.

Exit Doors/Aisle Space – A 10’ clearance on both sides must be maintained at all times. All exit doors must remain unlocked during event hours. Aisles must be kept clear.

Event Accessibility – Arts!Longview staff must have complete access to all meeting areas, kitchen areas, corridors and hallways before, during and after events.

Fees – To hold the event date, Renter must provide a refundable $200 Damage Deposit and a non-refundable $200 Alcohol Deposit (if alcohol is included) no later than 30 days prior. All related fees must be paid in full at contract execution.

Flammable Liquids – Flammable liquids such as gasoline, kerosene, bottled gas and oil are not permitted.

Flammable and Volatile Materials – Prohibited unless approved in writing by the Longview Fire Department and Arts!Longview staff.

Floor Plans/Diagrams – A diagram/floor plan must be submitted and approved at least 30 days prior, showing aisle space, equipment, entrances, concession areas and meeting rooms. Only minor changes may be made once submitted; major changes may incur fees.

Freight – All pre-event freight must be signed for by the Renter or designated person. Post-event freight is the responsibility of the Renter. Freight left on site may be stored and charged $100/day.

Glass Containers – No glass beer bottles are allowed.

Hanging or Ceiling Rigging – Nothing may be hung or suspended without express written consent.

House Manager – Arts!Longview may require a House Manager at $30/hour. This employee acts as facility representative and will be required for most events.

Insurance Requirements – Renter must provide a Certificate of Insurance at least 30 days prior, naming Arts!Longview and Gregg County as additional insured. Liquor liability coverage must be included if alcohol is present.

Lost/Damaged Articles – Items left after an event will be kept for 30 days but Arts!Longview is not responsible for them or for vehicle damage/theft.

Music Franchise Fee – Renter is responsible for paying ASCAP/BMI or other licensing fees.

Parking Spaces – May not be used for exhibits, displays, promotions or charged parking without written consent. Renter is responsible for cleanup and damage repair.

Permits/Permission – Renter must obtain all necessary permits and licenses (e.g., health permits, music licensing).

Room Setup Fee – Each room rental includes one setup during business hours. Evening and weekend setups may incur additional fees.

Security – Arts!Longview staff may require law enforcement security through the Gregg County Sheriff’s Department. Costs will be added to the Renter’s bill.

Smoking – The Longview CC is a smoke-free facility inside and out.

Storage – Renter may not store equipment in the facility or on the grounds without written permission.

Tickets – Renter is responsible for all tickets and sales. Tickets may not exceed seating capacity. Ticket numbers may be required, and stubs presented before deposit is released. Sales tax is the Renter’s responsibility.

Notes:
• Arts!Longview staff has final discretion over disputes regarding rates, rules and regulations.
• Arts!Longview reserves the right to determine spacing of events on the CC calendar.
• Arts!Longview reserves the right to refuse rental to any individual or group.
• Arts!Longview will not discriminate.