2400 N. Scenic
Alamogordo, N.M. 88310
(505) 439-3659 Phone
(505) 439-3680 Fax
Tays Special Events Center
Facility Policies & Procedures
2400 N. Scenic Alamogordo, N.M. 88310 (505) 439-3659 Phone (505) 439-3680 Fax |
New
Mexico State University –Alamogordo Tays Special Events Center Facility Policies & Procedures |
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The following
guidelines and procedures have been established for the Tay's Special
Events Center to ensure a safe environment and cooperative
understanding between New Mexico State University and tenant. All
guidelines must be met unless a change has been agreed to between the
two parties. |
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The
Anti-Donation Clause of
the New Mexico State Constitution precludes the
college from donating money,
goods, or services, including employee services, to non-college
organizations. Therefore, an organization
sponsoring an event using NMSU-A facilities must bear all costs
associated with the event, including (but
not limited to) utilities, time of NMSU-A employees, security, and
custodial work plus all out pocket expenses.
Promoters dong business within the City Limit of Alamogordo must be registered with the State of New Mexico and have a N.M. Tax I.D. (CSR Number). Applications can be picked up at the Tays Special Events Center. The City Business Registration Division at 439-4219 can assist you with questions and processing your application. You may not engage in any or a business activity until your application has been approved. The Building Supervisor will have the right to close down the event if there is a breach of contract. This include an individual or group that is in engaging in conduct that is violent, abusive, indecent, unreasonably loud, obscene or derogatory language or similar disorderly conduct that infringes upon the privacy, rights or privileges of others or disturbs the peace or the orderly process of education on campu. The promoter will still be responsible for expenses. The promoter shall pay New Mexico State University the damage deposit ($200.00) on the scheduled confirmation date (Nov. 1, Feb. 1, May 1) stipulated by the Tays Special Events Coordinator. The deposit will secure the promoter the required dates for their said event. The deposit is refundable after the event is over and the Tays Special Events Coordinator has had time to confirm that there were no damages to facilities or to New Mexico State University - Alamogordo property. The promoter shall pay New Mexico State University the all inclusive "rental fee" one week prior to the scheduled event. The building supervisor and security personnel will be paid the night of the event by the promoter. A settle sheet will be concluded the night of the event by the Tays Coordinator and the promoter to verify the final adjustment fees requested for the said event. The promoter will provide liability insurance in the minimum of one million dollars ($1,000,000.00) for the day of the event. This insurance will cover all liability, including injuries or damage to persons or property. The certificate of insurance must be on file with New Mexico State University at Alamogordo. If the insurance certificate is not on file, it will be considered a breach of contract. The promoter will name New Mexico State University at Alamogordo as additionally insured on a said insurance certificate. In the event of a cancellation, the promoters deposit shall be refunded provided the promoter will pay all costs incurred by New Mexico State University at Alamogordo. New Mexico State University-Alamogordo does not grant a day of ingress for setting up equipment or other preparatory work for a said event. If the promoter is in need of an additional day or time for set up and tear down, the promoter will be charged an additional fee of $75.00 an hour up to five hours for needed services. The rental fee which is paid for the usage of the Tays Special Events Center will include the normal facility operating utilities (water, electricity, air conditioning and/or heating) as designated by the Tays Management System used at the university. The promoter will not be granted permission to make temporary connections to the NMSU-A utilities for their use. The rental fee paid for usage of the Tays Special Events Center will include all rest room supplies, including paper goods and hand soap etc. Requests for liquor will only be allowed for formal events if the promoter receives special approval from Campus Executive Officer. The Campus Executive Officer request forms can be pick up at the Tays Special Events Center. The promoter will have to have their own liquor licence. The permit needs to be on file with New Mexico State University - Alamogordo. Once the request is granted, the state liquor policy requires three to four security guards for a reception and five security guards for dances. The promoter is responsible for providing their own technicians and audio visual equipment for a said event. If NMSU-A audio equipment (Overhead Projector/Screen- $15.00, Slide Projector/Screen-$15.00, VCR/Monitor-$25.00, CD/Cassette Player-$25.00, or physical education equipment, is rented from the university and requires a set-up and operational service, then there will be an additional fee of $15.00 for the technician. If internet service is requested the Tays Special Events Center Coordinator will needs to be notified two weeks in advance. This will allow adequate time to reserve at NMSU-A laptop. Only NMSU-A laptops can be used to connect to the network. There is only one phone jack available for connection to a modem. The promoter may audio tape and/or video tape or broadcast any or all of it's program from the premises or otherwise over radio and/or television stations with the cost to the promoter. If the promoter does not allow video taping of their program, the Tays Coordinator needs to be notified before the said event. To meet the safety and
fire code policies and procedures, all door exits and aisles must have
a If candles are being
used at a special events, they have to be inside a jar container unless
the candles are used as part of a
ceremony. As soon as the ceremony is over, the candles must be
extinguished. If
it estimated that a majority (50% or greater) of the
audience/participants will be young adults (under age 18) they will be asked to repay if they leave the inside of the building
premises. This allows for a supervised and
controlled environment. If it estimated that a
majority (50% or greater) of the
audience/participants will be adults (over age 18) they will be allowed to smoke in the outside patio area. If
they are loitering in the parking lots they will be asked to repay or leave the premises. This allows for a
supervised and controlled environment. If you have to
hang/suspend items from the ceiling, the promoter will need to rent
uplift. Uplift can be rented from Uptown Rentals at 437-6611 or
RentX at 434-4570. Smoking is confined to
the outside area. Usage,
possession, and distribution of illegal drugs or alcohol without
approval on New Mexico State University -
Alamogordo property is prohibited and a violation. A licensed journeyman
electrician will be required and
contracted by NMSU-A, for special events needing electricity
which will exceed over 100 amps for their
audio visual equipment unless waived by the Special Events Coordinator. The contract electrician will
require
a fee assessment of $15.00 an hour to be on site the
night of the event in case of power outages. The sound
and lighting equipment that is connected to the Tays
power outlets will be done by contract electrician
personnel only. The
security will be contracted by the promoter unless the special event
coordinator waives the security. New Mexico State University - Alamogordo will provide two of the requested security. If NMSU-A security is requested, there will be a fee assessment
of
$10.00 an hour for each security officer. If additional
security is needed, they will need to be
contracted with Alamo Security at 437-8045 by the promoter.
NMSU-A security will be paid the night of the
event by the promoter. The custodial duties
are usually provided by the Tays
Center, unless waived by special events coordinator; however,
the building supervisor will supervise the
custodial procedures. If NMSU-A custodial duties are requested,
there will be a fee assessment of $10.00 an
hour for each custodian. The Tays building
supervisor will be responsible for
controlling public entrances into the building. The Tays
employees will provide "building supervision" the
night of the event (door attendants, ticket takers, student
isle ushers). However, if Tays Special Events
Staff is not available, the promoter will provide adult supervision if needed. Parking in front of the Tays facility will only be allowed during setting up for special events and unloading supplies. Parking behind or beside the facility will be allowed only for the band members and vendors unless given permission by the building supervisor. During a schedule event, no parking, under any circumstances, will be allowed along the center or building medians. Handicap parking for handicap personnel only. Advertising or
marketing for events sponsored by
non-college organization will not imply sponsorship by NMSU-A when such is not the case. All advertisement of
non-NMSU-A events must carry the sponsors name.
The promoter will be granted the privilege to
distribute through its said event, leaflets, flyers, and booklets as an integral part of their program as
approved
by the Building Supervisor. The information can only
be distributed on the Tays Center premises. Food and drinks will be allowed in the building, however the promoter will be responsible for paying for any damages to cushion chairs provided by special events center for building usage. The cushion chairs will only be used inside the building. If the Tays facility has been rented for charity use, the other vendors or concession stands must also follow the same contract A commercial Kitchen (stove, oven, grill, cold tables, steam tables, dish washer) is available at the Tays Special Events Center. If food is being prepared at the Tays facility for a special events, a temporary food service permit will be required and a copy submitted to the Tays Coordinator. The temporary Food Service Application can be pick up at the Tays Special Events Center. Home prepared food is not allowed due to the Food Service Regulations. However, you may have the food catered in by a licensed food service and warm up at the Tays Center using their permit. Posters and articles
are allowed to be placed in the
facility if the following criteria are met: no damage to the walls, no holes made in the wall, do not remove
paint
from the walls, and all posters used in the Tays center
must be approved by the building supervisor. The
promoter will be responsible for bringing his own equipment
and supplies used for setting up. (scissors,
tape, markers, poster board, extension cord etc.) The Tays Special Events
Center will notify the promoter
for all lost items found at the Tays Center after their
said event. The items will be held for 48 hours
before NMSU-A disposal of said item. Tays Special Events
Center will sell tickets at the
facility during the normal working hours, however the promoter is responsible for selling tickets the night
of
the event. The promoter will be responsible for the money
and the money bank the night of the event. The
promoter must use the ticket booth for handing large
sums of money. The ticket stubs collected at the
event will be kept by the Tays Special Events Center. The promoter is
responsible for informing the band members
of the policies and procedures for building usage.
The promoter and band will also be held accountable
for following facility procedures. Foggers
can be used on
stage only, and not used constantly. These instruments
tend to set off the smoke alarms. The Tays
coordinator and building supervisor needs
to be notified when foggers will be used. The light switches will
be controlled by the Tay's
building supervisor because of the timing control panel. The phone in the lobby
is available at all times for
public access. The stage phone or the ticket booth office phone will be used for emergency only. The stage, dressing rooms, first aid training
room, and
locker rooms will be off limits unless usage is needed. The trash cans at the
Tays Special Events Center will only
be used for Tay's trash. New Mexico State University
- Alamogordo will be responsible for the
removal of all trash generated during the course of a said event if the custodian service fee is included in
the
rental fee. If a community
organization and New Mexico State
University-Alamogordo sponsor a dual event, both organizations
must be represented when organizing the
event. Both representatives must be in attendance the
day of the event. The promoter is
responsible for notifying the public that
the following rules will be enforced:
a. No loitering in the parking lot. Please help us minimize
the floor damage with shoes that could possibly make holes, scar the
floor, or scrape the tiles. For
safety reasons, children must be supervised and be accompanied at all times by an adult. No playing, jumping or running up and down the stairs or
bleachers. No playing, climbing, or jumping on the art pieces in front of the building. For safety reasons the
aisles in the bleacher area must be used for access into the bleacher
only. Do not block the aisles. No sitting or
leaning back on the railing or chairs. If motor carts are used
in the Tays parking lot, the speed limit will not exceed 5 mph. The
individual must ride inside the cart, not on
the hood. Tampering with fire
extinguishers or fire alarms is prohibited.
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