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| 704.920.3976 | |
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| General Policies / Tenant Responsibilities |
| The following rules and regulations are an extension of the Lease Agreement and are designed to give the Lessee a clear and descriptive outline of the responsibilities and operational guidelines of the Cabarrus Arena and Events Center. |
| LEASE DEPOSIT AND RETURN Leases are due, along with the specified deposit, on or before the due date stated on the first page of the Lease Agreement. Failure to return the lease by this date will render the lease null and void, thus releasing the event date for the use of other patrons. |
| PAYMENT POLICY All charges outstanding to the Cabarrus Arena and Events Center are payable ten days following the receipt of an invoice in settlement of the event. |
| Accounts remaining unpaid after thirty (30) days will be subject to a finance charge on the outstanding balance. Accounts remaining unpaid after ninety (90) days will be submitted to an attorney for legal action. Accounts past due may be restricted from any future reservations until the outstanding balance is satisfied. |
| SERVICES PROVIDED AS A PART OF BASIC RENTAL The Cabarrus Arena and Events Center will provide the basic facility for the tenant's use, including such as normal custodial service and utilities as further described in this section. |
UTILITIES: During the operating hours of the event, the Arena will supply the premises with the amounts of general lighting, ventilation and heating or air-conditioning as required for the comfort and safety of the occupants during show hours. During move-in, lighting, heating and/or air may be scaled back depending on the circumstances. The extent of lighting, heating and/or air on move-in day and time is at the sole discretion of the Cabarrus Arena and Events Center Operations Manager. Unique requirements for these standard services shall be made known to the Arena Manager no less than thirty (30) days in advance. |
HOUSEKEEPING: All areas leased by the tenant shall be provided in a clean condition for the commencement of the lease period. During move-in, the Arena will remove debris that can be handled with broom and shovel, but other debris must be removed by the tenant. During the event, the Arena will supply cleaning services for all meeting rooms and lobby areas, and shall keep clean and supply the restroom and toilet facilities. The Arena will clean aisles during the event period when not open to the public. If one or more exhibitors produce extra amounts of debris requiring extra or special housekeeping services, either the tenant or the exhibitors shall pay the published labor and equipment rates for performing such services. Should a need exist for extraordinary garbage collection services, the added cost of these services will be charged to the tenant. The Arena will provide cleaning services at the close of the event to restore the facility to a clean condition, providing that the condition of the building shows only ordinary wear and tear and a reasonable amount of debris. |
Services for exhibit areas for which carpeting has been rented or provided must be requested from the tenant's decorator. Carpet vacuuming by the Arena will be limited to public foyers, meeting rooms, and other non-exhibit areas. |
| SETTLEMENT OF TICKETED EVENTS: The Arena will pay any net proceeds due from ticket receipts less rent and all other charges on the closing night of the event, if advance arrangements have been made, or on the next business day after the conclusion of the event as standard practice. |
| DATE PROTECTION POLICY: The Cabarrus Arena and Events Center, in the best interest of all potential building users, reserves the right to maintain a reasonable time period of thirty (30) days between similar types of commercial consumer shows (exhibits, sport shows, sales, family events, musical productions, etc.). It is the intent of the Cabarrus Arena and Events Center to invoke this time separation as a means of insuring the success of all events held in this facility. |
| FLOOR PLANS / EQUIPMENT AND SERVICE REQUESTS: The Cabarrus Arena and Events Center offers a wide array of equipment and services to be utilized by the tenant. Use of these services and equipment, at the tenant's request and expense, may be arranged with the Arena Operations Manager or the Event Coordinator. The tenant agrees to give the Manager at least thirty (30) days written notice as to said personnel and equipment requirements. In addition, a full and detailed outline of the facilities required, including the floor set-up must be provided to the Arena Operations Manager or Event Coordinator at least thirty (30) days prior to the event. SUBSTANTIAL CHANGES MADE IN SET-UPS WITHIN THE FINAL WEEK PRIOR TO THE EVENT MAY RESULT IN ADDITIONAL CHARGES FOR LABOR. SUBSTANTIAL CHANGES IN SET-UPS MADE LESS THAN 24 HOURS PRIOR TO THE EVENT WILL RESULT IN ADDITIONAL CHARGES FOR LABOR. |
| SECURITY: The Arena will provide, at the tenant's expense, such security personnel, as may be determined necessary by the Manager. A complete schedule, showing the times of access (and by whom) to the building must be furnished to the Arena Manager at least thirty (30) days prior to the event. The tenant is encouraged to request, at his expense, additional security services (i.e. overnight) that are specific to the needs of his event. |
| All security guards must be provided through Cabarrus Arena and Events Center. To schedule security, contact the Arena Operations Manager. The Operations Manager must be notified of any security needs. Security must be scheduled at least two weeks in advance of event date. |
| FIRE MARSHAL / RESTRICTED SUBSTANCES: As a major public facility, safety codes and fire regulations are necessary concerns. For this reason, all floor plans are subject to approval by the Fire Marshal. Use of public foyers for purposes other than registration and lounging is strictly prohibited. Under no circumstances may a fire exit in the building be blocked in any way during an event. The Arena will periodically inspect the fire exits and tenants caught violating this policy will immediately clear the exit and face both fines and may be prohibited from using the facility to book future events. |
| The Arena and the Fire Marshal must be advised in advance of any flammable liquids or gases that a tenant, or an exhibitor, wish to bring into the building, not less than thirty (30) days prior to any scheduled event. If such substances are considered a risk to the health and well being of the public, access may be denied or restricted to use under special safety conditions as established by the Fire Marshal. Under no circumstances will propane, butane, or LP gases be permitted in the facility. |
| If Lasers are to be used, they must be manufactured and operated under United States Food and Drug Administration Compliance Policy Guide Statement #22. The Variance Number, as issued by the United States Food and Drug Administration Center for Devices and its expiration date shall be supplied to the General Manager and to the Fire Marshal not less than thirty (30) days prior to any scheduled event. |
| Tenants wishing to display motor vehicles in the building must abide by safety guidelines established by the Fire Marshal. The Arena will periodically inspect vehicles brought into the facility and tenants caught violating these guidelines will face both fines and may be prohibited from using the facility to book future events. Copies of these guidelines are available upon request form the Arena's Operations Manager. Batteries must be disconnected and gas tanks must be no more than full at any time. |
| In addition, Firework Permits will not have to be filed with the North Carolina State Fire Marshal's Office for events being held at our complex. However, local fire officials require that a copy of the pyrotechnics technician's license and a full description and layout of the display be forwarded to the Arena's Operations Manager as soon as it is available. |
| INSURANCE REQUIREMENTS: TENANT IS RESPONSIBLE FOR MEETING ALL INSURANCE REQUIREMENTS PER THE LEASE AGREEMENT. A certificate of insurance showing required coverage must be delivered to the Arena Administrative Office at least thirty (30) days before the event date. Failure to provide proof of insurance coverage within this time period will render the Lease Agreement null and void. |
| It is strongly suggested that a copy of the insurance section of the Lease Agreement be provided to the tenant's insurance carrier at least two months in advance of the event date. |
| DECORATIONS: No decorations are allowed to be affixed to any glass surface in the facility. NO SELF-ADHERING DECORATIONS ARE PERMITTED ON ANY SURFACE. On surfaces other than glass, decorations MAY ONLY BE APPLIED WITH MASKING TAPE. Tenants may apply decorations ONLY in those rooms rented and may not include hallways, lobby areas, restrooms, or any other non-leased area. Any type of tape to be applied to the floor (including any brand of double-faced carpet tape) MUST be approved in advance by the Operations Manager. Tenants are forewarned that many brands of double-faced tape do not come off the floor and the cost for clean up is substantial and WILL be billed back to the tenant. |
| Following the close of the event, the tenant must remove all decorations AND tape and place these into waste receptacles. The Arena will remove any decorations or tape remaining from the event at the rate of $17.50 per man-hour (also subject to overtime rates for holidays, after midnight, etc.). |
| Under no circumstances may tenants staple decorations into any tables owned by the Arena. Any damage to walls, floors, windows, or any other surface or furnishing due to decorations applied will be corrected at the expense of the tenant. |
| Any/all hired decorating services are to be arranged through decorator(s) named on the Arena's Pre-Qualified Decorators List. No unauthorized decorators will be permitted on the premises under any circumstances. |
| SIGNAGE: Any signs on the Arena premises, inside or outside, must have the approval of the Manager as to size, number, quality, content, location and method of hanging. By such permission, however, the Arena does not accept any responsibility in any manner for content. THE ARENA WILL REMOVE AT THE TENANT'S EXPENSE ANY UNAUTHORIZED SIGNS. No self-adhering signs are permitted on any surface. The method for hanging signs must conform to the instructions under "DECORATIONS". |
| CATERING: The Arena strictly prohibits the carrying in of food and beverage items. This restriction includes individual exhibitors carrying in food and beverages for meals and/or snacks during show hours. All food and drink services MUST be provided by either the Arena's authorized Concessionaire or the Arena's on-premises Food and Beverage Department. See following paragraph regarding special alcoholic beverage restrictions. |
| ALCOHOLIC BEVERAGES: No beer, wine or liquor of any kind or character shall be sold or brought onto the premises by the tenant or its agents, sub-lessee, exhibitors, or employees. Beer, wine and liquor shall be available only through the Arena's authorized Food & Beverage Department who has a valid liquor license covering the premises. |
| SMOKING POLICY: The Cabarrus Arena and Events Center is operated as a smoke free facility. Lessee shall abide by this policy and enforce this policy whenever necessary. Lessor shall have the right to intervene if this policy is not maintained and take whatever actions necessary to preserve the smoke free environment. |
| HELIUM BALLOONS: The use of helium balloons is prohibited in the Arena Atrium (Lobby) and the Gold Halls 1 and 2. Helium balloons may be used, however, in the Arena, Event Center and Cabarrus Rooms. For helium balloons used in a prohibited area, their removal by Arena personnel will be billed to the tenant at the rate of $50.00 per hour. |
| SALE OR DISTRIBUTION OF NOVELTIES, CONCESSIONS, OR SAMPLES ON PREMISES: In the event that the tenant or his exhibitors wish to sell items on premises, the sales will be subject to a commission to the Arena's Food & Beverage Department. The only circumstances not subject to commission are: (a) the sale or distribution of merchandise from exhibit booths at private trade shows where the items sold or distributed are directly related to the business of the exhibitor, and (b) the sale of items at a public trade show that are the reason for the event to be held (i.e. the sale of collectibles at an antique show). The latter example does not apply to concerts where records, tapes, books, etc. are sold as novelty items. In that case, the sale of such items is certainly secondary to the event and therefore not exempt. |
In the event that the "business" of an exhibitor is related to food service, samples distributed will conform to the following guidelines:Solid foods will be limited to "bite size".To download a copy of the exhibitor/vendor sampling application, contact the Food & Beverage Manager at 704.920.3968 or visit the food & beverage section of the website. |
| Only companies who manufacture the sample product or use said product in the day to day process of doing business are permitted to bring in their own samples. All other exhibitors will purchase said food or beverage from the Arena's Food & Beverage Department. |
| Tenants wishing to sell any items or wishing to receive approval for unusual circumstances relating to these concessions should contact the Arena's Food & Beverage Department. All arrangements for sales must be made in advance with the Arena's Food & Beverage Department or such privilege will be denied. |
| FOOD / PRODUCT DISTRIBUTION AND PERMITS: Any exhibitor displaying or selling any type of food/beverage items MUST apply for the appropriate licenses and/or permits from the Environmental Services Department of the Health Alliance. Please contact the Environmental Services Department, 704.920.1207 at least thirty (30) days prior to your show date. Failure to have the appropriate licenses/permits results in termination of your exhibit and/or restrictions from the sale and distribution of your food or beverage items. |
ADVERTISING / PROMOTION REGULATIONS: In any advertising involving events held at the Cabarrus Arena and Events Center, the following are the correct and preferred facility titles:Cabarrus Arena |
PROMOTIONAL MATERIALS / DISTRIBUTION POLICY: The following points summarize policies of the Cabarrus Arena and Events Center regarding promotional materials, product distribution and the like. Any questions regarding these policies may be directed to the General Manager.All media vehicles (radio and television) must be parked in legitimate parking spaces in the general parking lot. |
| EXHIBITOR PARKING POLICY: The promoter for consumer/trade shows may request a maximum of two parking passes per exhibiting company in a show with the maximum limit of passes per leased space as follows: 35,000 square feet or less - 150 parking passes; 35,000 to 78,000 square feet - 300 parking passes; 78,000 to 108,000 square feet - 450 parking passes; more than 108,000 square feet - 600 parking passes and more than 150,000 square feet - 800 parking passes. In the event the promoter needs additional parking passes, said parking passes will be sold to the promoter at the existing parking rate times the number of days of the show plus North Carolina Sales Tax. |
| FORKLIFT / GOLF CART RESTRICTIONS: The use of forklifts and golf carts is restricted from all lobby and carpeted areas. If motor vehicles are to be placed on the carpet, the promoter/Lessee is responsible for taking the necessary steps to protect the Arena's carpet. Any damage incurred to the carpet and cost to repair it, will become the liability of the promoter/Lessee. All forklift operators must be certified to operate forklifts on the Arena property. Thirty (30) days prior to your show date(s), proof of your operator's certification must be provided to the Expo. In the event you have staff that is not certified, they may contact the Operations Manager to set up a time to be trained and certified. The training session lasts approx. thirty (30) minutes and is provided at no cost by the Arena. |
| RESIDUAL MATTERS: Any matters not expressly covered by the Use Guidelines, the Lease Agreement or rules and regulations adopted by the Cabarrus Arena and Events Center shall be determined by the General Manager at his discretion. The contents of the Use Guidelines are hereby incorporated into the Lease Agreement by reference. The Lessor reserves the right to make reasonable changes to the Use Guidelines in writing from time to time. Lessee shall receive written notice of any changes. |
| TELEPHONE CONTACTS: Cabarrus Arena & Events Center Administrative Office 4751 Highway 49 North Concord, NC 28025 Phone: 704.920.3976 Fax: 704.920.3999 www.CabarrusArena.com |
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