Civic Center Rental Policy

The City of Bellmead Civic Center aims to provide a welcoming and safe environment for all events. 

To maintain the facility and ensure the safety and enjoyment of all guests, the following policies and procedures have been established. All users must adhere to these guidelines.

RESERVATIONS

  1. Reservations will be confirmed on a first come, first served basis upon submission of a signed rental agreement and deposit.
  2. Rental payment must be received in full two weeks prior to the event.
  3. Reservations may be made up to one (1) year in advance.
  4. Renters must be at least 21 years of age.
  5. The Civic Center does not endorse the purpose of use by the renter.
  6. Non-profit organizations may be required to provide proof of non-profit status.
  7. All events, organizers, and participants must abide by all local, county, state, and federal laws and ordinances.
  8. Only the renter or their designated contact person can make decisions regarding the reservation. Renters may designate an alternate contact on their user agreement.

ALCOHOL

General Rules

  1. All alcohol must be kept inside of the rented space. Alcohol is not allowed in bathrooms, common areas, lobby, or outside the building.
  2. The sale of alcohol is strictly prohibited unless a proper Texas Alcoholic Beverage Commission permit is obtained.
  3. Beer in glass bottles is not permitted; only cans or plastic bottles are allowed.
  4. The consumption of marijuana and other illegal drugs is prohibited on the premises.
  5. Alcohol will not be permitted for inappropriate functions, i.e. birthday parties, Quinceaneras, and other events specifically designed for minors.
  6. Alcoholic beverages must be supervised and not accessible to underage people at any time.
  7. The renter shall be responsible for monitoring and controlling the use of alcohol at the event and shall promote the use of designated drivers, taxicabs, rideshare services such as Uber and Lyft, and other similar transportation options as necessary.
  8. Renters shall comply with all applicable laws pertaining to the use of alcoholic beverages and shall be responsible for ensuring compliance by all those in attendance at the event.
  9. All alcohol must always be in the possession of the caterer or bartender, even if brought to the event by the renter for serving.

Permits

A Texas Alcoholic Beverage Commission permit is required for the sale of alcohol at the event. Applications for temporary event permits should be submitted 2 weeks prior to ensure approval.

Licensed Vendors

  1. Only licensed caterers or TABC certified bartenders approved by the City of Bellmead are allowed to serve alcohol.
  2. The caterer or bartender is responsible for removing all remaining alcohol from the premises after the event.
  3. Caterers must display their Texas Alcoholic Beverage Commission permit prominently at the event.
  4. Bartenders must display their Texas Alcoholic Beverage Commission certification prominently at the event.
  5. All alcohol is to remain in the custody of the caterer or bartender during the entirety of the event.

Security

  1. Two officers are required for rentals of the auditorium; one officer is required for rentals of the Lions Room or the Senior Room.
  2. Events serving alcohol must have the required police officer(s) present from the event’s start until 30 minutes after it ends.
  3. The renter is responsible for arranging and paying for security directly.
  4. The Bellmead Police Department must be contacted for scheduling security.
  5. The renter is required to submit a copy of the agreement between the renter and the security officer(s) two weeks prior to the event.

FOOD SERVICE POLICY


Private Event

Private events are events in which only invited guests are in attendance and a fee was not charged for their admission.

Food and beverages may be brought by the renter to these events.

Public Event

Public events are events in which anyone may attend or ticketed events.

  1. Only pre-packaged food or drink may be served, or
  2. Food or drink supplied by an approved licensed caterer.

FACILITY USE

  1. Music and general sound levels must be kept reasonable to accommodate mixed-use and adjacent properties.
  2. Smoking, vaping, and the use of tobacco products are prohibited inside the Civic Center.
  3. Firearms and weapons are not allowed on the premises when alcohol is present.
  4. Animals, other than service animals, are not permitted inside the Civic Center.
  5. Renters must abide by the maximum occupancy load limit of the rented space.

CLEANING AND MAINTENANCE

  1. All decorations must be removed at the end of the event.
  2. The renter is responsible for cleaning up all areas used, including the kitchen, restrooms, and any rented rooms.
  3. All trash must be placed in designated receptacles and removed to the outside dumpsters at the end of the event.

EVENT POLICIES

  1. Events must end, including cleaning time, by 12:00 a.m. (midnight) or otherwise scheduled ending time.
  2. Renters are responsible for the behavior and conduct of all attendees.
  3. Events for minors must have at least one adult chaperone per ten children

CANCELLATIONS AND REFUNDS

  1. The City of Bellmead reserves the right to cancel reservations for non-payment of fees, emergencies, violations of policies, or any other reason.
  2. Cancellations made 31 or more days prior to the event will receive an 80% deposit refund.
  3. No deposits will be refunded for cancellations within thirty (30) days of the event.

DECOR

  1. No removal of Civic Center tables and/or chairs from the building.
  2. No dragging tables and/or chairs.
  3. No nails, hooks, tacks, screws, or adhesives may be used on any surfaces.
  4. No foreign substances on floors, such as dance wax, glitter, hay, sand, etc. Hay and/or straw are not allowed as decor items.
  5. No candles unless enclosed in glass.
  6. No ceiling hangings without permission.
  7. No smoke or fog machines.
  8. No pyrotechnics of any kind.
  9. No bubbles.
  10. No throwing rice, bird seed, confetti, or flower petals inside.
  11. All tables must be covered when serving food.

CONDUCT

  1. No food or drinks in the lobby or non-kitchen common areas.
  2. No unattended children allowed.
  3. No profanity, running, fighting, property destruction, disrespectful conduct, or alcohol consumption by minors

DAMAGES

  1. Deposits will be used for repair and replacement of any damaged property.
  2. Renters are responsible for costs exceeding the deposit amount.
  3. If no property is damaged and all policies are followed, the deposit will be refunded at the discretion of the Parks and Recreation Manager.

COMPLIANCE AND ENFORCEMENT

Failure to adhere to these policies may result in immediate termination of the event, forfeiture of deposits, and additional charges as necessary.

The City of Bellmead reserves the right to modify these policies at any time.