The Details…

Booking/Status Terminology:

First Hold:

Facilities and dates reserved on a first hold are reserved tentatively. With a first hold, a conflicting commitment for the facilities and dates generally will not be made in favor of a second requesting party within the same scheduling priority without first offering the party holding a first option an opportunity to either execute a lease agreement or release its reservation. See definition of "Challenge."

Second Hold:

Facilities and dates will be reserved tentatively, but the tentative reservation will be contingent upon release of a prior reservation that is considered first option.

Tentative:

Facilities and dates will be held temporarily pending notification to the contrary by either party. In the event a tentative commitment is released by Macon Centreplex, the requesting party will be notified the facilities and/or dates have been released.

Challenge:

In the event a tentative commitment is "challenged" by another client or the facility, the initial holder of dates will be notified and given 48-hours to sign a contract and pay a deposit. If this "challenge" is not met, the dates and facilities will be relinquished to the "challenging" party/and or the facility. The "challenging" party will be required to sign a contract and pay required deposits immediately.

Confirmed:

Facilities and dates are considered contractual commitment only upon execution of a Centreplex lease agreement by the event sponsor and the General Manager of the Centreplex. However, facilities and dates may be held as a "verbal definite" upon receipt of a confirmation letter signed by both the event sponsor and Centreplex general manager pending the preparation of a lease agreement. In the event both the sponsor and Centreplex general manager signs such a letter of confirmation, no conflicting scheduling will be made during a reasonable period to permit preparation and execution of a lease agreement.

Deposit Schedules:

A deposit in the amount of 100% of the anticipated base room rental is required upon execution of a formal Centreplex lease agreement. For events leased several years or more in advance, special arrangements may be negotiated at the Centreplex's option. Most likely, a smaller deposit will be required upon lease execution, with the remainder due twelve months in adance of the event.
Note: First-time events and/or event sponsors with inadequate references, no prior event sponsorship, or a record of slow payment, may be required to remit not only 100% of the anticipated base rental, but also up to 100 percent of the anticipated related expenses, such as staffing and equipment.

Move-In/Move-Out:

Activities requiring move-in and move-out days shall be charged at fifty percent (50%) of the current rental rate for required space. Move-in/move-out hours are 8:30 a.m. to 5:30 p.m. daily. Variations of these hours are to be negotiated by Centreplex management.


Pre-Event Planning:
1. An Event Coordinator is assigned to every contracted Macon Centreplex event and serves as the primary contact between clients (and subcontractors) and all Macon Centreplex departments. Please call the Centreplex at 478-751-9152 or tollfree 877-532-6144 to contact your Event Coordinator.

2. The Event Coordinator should always be informed and copied with information on pre-event planning.

3. Exhibit and Arena floor plans are required for approval by the Centreplex and Macon-Bibb County Fire Marshall. Contact the Event Operations Department for specific information and instructions for preparation of exhibit or special floor plans. The lessee must submit three (3) copies of the floor plan no less than 30 days prior to the first day of move-in. For smaller events and meetings , the lessee or contractor must sign and return a copied floor plan and specifications for their event within seven (7) working days of the event. This will include staffing, floor plan, equipment and food and beverage specifications. Any changes after the signed copy has been returned may incur an additional fee.

4. Refer to "Equipment-Labor-Special Services" rate sheet for information on applicable charges for electrical service. Please submit all electrical requirements and payment information to the Event Coordinator.

5. All major connections to Macon Centreplex lighting, sound, electrical systems shall be performed by Macon Centreplex personnel. The lessee and/or the audiovisual production company will pay the cost of the technician.

6. Keys to the business office, locker rooms, production office, dressing rooms and security office are available upon written request fourteen (14) days prior to beginning of lessee rental period. Keys must be signed out by lessee only and returned upon completion of lessee period. Lessee will be assessed a lost key fee for any keys not returned. Contact your Event Coordinator for further information.

Other Pertinent Information:
1. Concourse and Public Areas: The main entrance rotunda, lobbies and corridors are considered "public" areas and are generally open to the attendees in the building. All activities utilizing these areas, such as registration, must be pre-approved through Event Operations. Activities in public areas must take into consideration the requirements of other events in the building. Service desks, storage areas and similar activities should not be located in public areas.

2. Registration Space: Reasonable space will be made available for registration purposes as deemed appropriate by Centreplex management and in consideration of other tenants. Additional requirements and/or equipment will be charged at normal rates.

3. Loading Docks and Exhibit Hall: Parking at loading docks is restricted to authorized personnel of the official show contractor. Vehicles must display a dashboard-parking pass and obey all customary parking regulations or be subject to removal at owner's expense. Dashboard passes will be issued through the Event Operations Department. Crate storage is not permitted in exhibit halls, fire exit corridors or immediately adjacent to the building. All crates must be removed and stored in trailers outside the building. Rest Rooms, concession stands, and emergency exits shall not be physically blocked and shall be accessible at all times.

4. Delivery Procedures: The Centreplex will accept advance freight shipments for exhibitors or lessees no earlier than 5 days prior to the event. Freight must be consigned to the official show service contractor or delivered directly to these parties during the event. Mail received on site should be addressed to the appropriate show or event. Mail will be held in the general administrative offices and delivered to the leassee on the first day of the show or event.

5. Signs and Banners: Large exterior signs and banners are only permitted with written authorization from Centreplex Management. Small directional and show promotional signs may be installed in the interior entrances subject to approval in advance by the Event Operations Department. Signage must be coordinated with other events utilizing the Centreplex. Within meeting rooms and public spaces, requests to hang banners and signs must be submitted to the Event Operations Department for approval. Installation may be arranged with authorized Centreplex Engineering personnel.

6. Telephone Numbers: The Centreplex office telephones are reserved exclusively for Centreplex business and may not be published as an official show or event number. All public shows must have phone service with through which show staff can send and receive phone calls, starting on the first day of move-in until the last show day. Complete telephone service is available on the exhibit floor and in most meeting spaces. Contact your Event Coordinator for more information.

7. Special Events and Activities: Proms, dances, theme parties, fashion shows and similar events generally require additional charges for staging, dance floor, electrical service, theatrical lights, sound system, etc. Also, Security personnel are required for such special events which are open to the public and/or serve alcoholic beverages. Security may be required for any special event. Required and approved security will be provided at the expense of the lessee.
Audio/Visual installations in the Arena, Great Hall, Exhibit Hall, Ballroom and Meeting Rooms require special coordination. For additional information and specific requirements regarding activity, please contact your Event Coordinator.


8. Decorations: Decorations are not permitted on ceilings, painted surfaces, columns, fabric, decorative walls or fire sprinklers. All decorative materials must be flameproof in accordance with fire regulations. No helium balloons or adhesive backed decals, signs, etc. are permitted to be given out on the premises. Centreplex personnel will install large decorations, banners, etc. Lessee will be charged on a time and material basis.

9. Insurance: All public and/or ticketed events and many larger private events require a $2 million dollar insurance policy that names the City of Macon, the Macon Centreplex and all of its employees as additional insured.

Events or circumstances not covered in these operating policies and procedures may be subject to special consideration and stipulations as deemed appropriate by the Centreplex Management team. Questions and requests for clarification may be directed to the Event Operations Department.

Cancellation Policy
Once an event is contracted, a penalty of 50% of facility rental will be assessed if cancellation is made by client 30 days or more prior to scheduled event. If cancelled less than 30 days prior to the scheduled event, a penalty of 100% of facility rental will be assessed.