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GPTC CONFERENCE CENTERS | Facility Rental Agreement
F. All events are scheduled with a minimum of a 6 hour block, between the hours of 8:00 AM and 1:00 AM. These
blocks of time include setup prior to and clean up after the event.
G. If requested event date(s) occurs on or around a holiday, the decision to accommodate the event is at the
discretion of the GPTC Conference Centers, and additional costs may apply.
H. Events requiring additional time before or after the event will incur additional facility rental fees. Refer to
Capacities & Rates for hourly rates.
I. After customer has approved the floor plan/layout, any changes made within 72 hours of scheduled event may
result in additional fees.
A. Reservations are confirmed after 25% of the room charge is received along with required forms and agreements.
$100 (or all - whichever is greater) of the deposit is non-refundable in case of cancellation. Governmental agencies
may request waiver of the reservation deposit and should submit a letter stating such on their official letterhead.
The decision to honor a request for waiver will be based on the details of the event, the size of the crowd and will be
made at the discretion of the GPTC Conference Center.
B. In addition, a separate $200 (or $450) refundable damage deposit is required at the time of booking. The customer
acknowledges they can lose their refundable deposit if the reserved facility, furniture, and equipment are not left in
the condition in which it was found. (See Section VI below). The customer also understands they will be liable for any
damages exceeding the amount of the $200 (or $450) damage deposit.
i. Prior to your event, please complete an IRS W9 which includes your SS# or Tax ID#, and the
mailing address for the refund check. A current W9 is required for GPTC Accounts Payable
to process the refund. We cannot process your refund request without the W9, so please complete
and return prior to your event.
ii. If eligible, your refund will be issued in the form of a check and mailed within 30 days of receipt of
the conclusion of your event.
iii. Helpful hints on how not to loose your refundable damage deposit are contained in Section VI
C. The remaining rental fee balance is required 30 days prior to the event. If not paid within this period, the event is
subject to cancellation without a refund.
D. We accept cash, credit/debit cards, and personal checks, money orders, or cashier's checks made out to “GPTC
A. Events cancelled 45+ days in advance will receive a refund minus $100 non-refundable portion of the deposit.
B. Events cancelled 31-44 days prior to the event will forfeit the 25% room charge deposit plus the refundable damage
deposit. The remaining balance will be mailed within 30 days of cancellation once client provides information
needed for Request for Refund form.
C. No refund will be provided for any event cancelled within 30 days of the event.
D. GPTC Conference Centers reserves the right to cancel any event in cases of extraordinary circumstances - including
but not limited to inclement weather, facility repairs or upgrades, and major power outages - with a full refund.
V. SETTING UP / DECORATING / ROOM FLIPPING
A. All set up and decorating plans must be approved by GPTC Conference Centers.
B. Pasting, taping or otherwise attaching any items to walls, floors or furniture is not permitted. Special tape that does
not damage walls is allowed but please advise staff prior to use. We also permit large Post It Paper Sheets. Straight
pins are great to use to attach signage to stage backdrop and collapsible walls. Other items may be authorized if
discussed in advance with GPTC Conference Centers.
C. Rice, glitter, sand, confetti, processed snow, birdseed or other substance that would take excessive cleaning to
restore the room to original condition is permitted inside or outside of the GPTC Conference Center facilities.
Bubbles are not permitted inside but can be blown outside.
D. Fog machines are not permitted, as they may trigger the smoke detectors and fire suppression systems.
E. Candles cannot be left unattended and must be enclosed by a proper inflammable devise (for example: hurricane
globes or glass bowls). Use of protective materials is required to prevent anything from dripping onto tables, floors
F. Helium balloons are permitted with prior approval. Customer may rent helium tank through a third party provider.
Customer is responsible for ensuring safety of individual dispensing helium, storage of tank during contracted times,
and removal of the tank after the event. Customer is also responsible for the removal of all balloons at end of event.
G. Most large deliveries are allowed are allowed but require at least 30 days advance notice. Depending on the space
required, some deliveries may be allowed the day before but most items such as rented tables and chairs must be
delivered and picked up on the day of the event. Without prior notice and approval, GPTC Conference Center has
the option to deny your request for early delivery.