Beckley Raleigh County Convention Center 2013 Terms and Conditions2017-05-12T17:01:42+00:00

Terms and Conditions

Any advertisements that will contain the name Beckley – Raleigh County Convention Center must be approved in writing by our Sales Office prior to publication. For invitation wording please refer to us as Beckley Raleigh County Convention Center. If you feel the need to include the word Armory – please list as “formerly the Armory” below the new name. We will be happy to list your event on our website and marquee sign free of charge upon request.
Copy service is available for $0.25 per page, and fax service is $1.00 per page. Incoming Faxes less than five (5) pages are free of charge; any additional pages after five (5) are $1.00 per page. All charges will be put on master bill unless notified otherwise in advance. Signatures will be required authorizing charges.
Cancellations received less than 30 days (90 days for Friday or Saturday event) prior to the scheduled function will result in cancellation fee of 50 percent of the estimated revenue for your function. Any deposits given will be forfeited if cancelled less than 30 days (90 days for a Friday or Saturday) in advance. All cancellations must be in writing. Groups that are rescheduling for a later date are subject to cancellation policies, and the initial deposit will be forfeited.
Many of the meals listed are available for off-site catering or delivery. For off-site catering complete with staff, china, etc…there will be an additional 25% added to the menu price. If you would prefer to have your menu scheduled as a delivery with food only, that is available as well. Both delivery and catering required a flat $25.00 delivery fee, plus an additional $.50 per mile outside of Beckley, WV. (Based on MapQuest mileage) Please ask your sales representative for more details.
Beckley Raleigh County Convention Center will hold a booking as “tentative” for no longer than 30 days. At the time of definite booking, a deposit will be required – the amount will vary by event, but will be no less than the room rental charge. 50% of the anticipated revenue will be due 30 days prior to your event. Deposits will be no less than the room rental charge. 50% of the anticipated revenue will be due 30 days prior to your event. Deposits will be shown as a credit on your final bill. The final bill must be paid in its entirety 5 days prior to your event, unless prior arrangements have been made with the sales office. All meetings and banquet functions required payment by cash, check, or major credit card unless direct billing has been approved. Direct billing is only available for corporations. In case of direct billing, payment is due immediately upon receipt of invoice. Groups requesting state tax exemption must submit their tax exemption form including number to the Sales Office at least 72 hours prior to the event.
Two (2) weeks, fourteen calendar days prior to the function, we will require your specific menu selections, meeting rooms setup requirements, equipment needs, and details of any other arrangement you will expect Beckley Raleigh County Convention Center to provide for your planned function/activities. All food and beverage service must be purchased through Beckley Raleigh County Convention Center. The sale and service of food and beverages are regulated by the State of West Virginia. Beckley Raleigh County Convention Center, as a license, is responsible for the administration of those regulations. Therefore, food or beverage cannot be brought into rooms from outside sources without written permission. If this policy is violated, the functions will be terminated at this point, without refunds. Due to the potential for unsafe transfer and storage, NO food purchased for consumption at Beckley Raleigh County Convention Center may be removed from the premises. If you are requesting more than one entree for a plated meal, a $2.00 per person surcharge will apply. Menus prices are valid for ninety (90) days. All charges are subject to 15% service charge and 6% tax. Lunch menus are available for service until 2PM. Meals after 2PM must come from either the hors d’oeuvres or dinner menus. Children under 10 will receive a 30% discount on buffets, or may order from a separate children’s menu.
Confirmation of the final guarantee number is required no later that five (5) days prior to the function. This is the minimum number for which you will be charged. An increase in guarantee number will be accepted up to thirty-six (36) hours prior to the event. Should you not phone in your guarantee; your guarantee figure will be that on your copy of the event order. If you are offering a choice of entrees, a guarantee number for each entree will be required as well. All charges will be based on the guarantee, or the number of actual guests if greater than the guarantee. Beckley Raleigh Convention Center will provide comparable meals in the event of last minute additions to the guarantee. Beckley Raleigh County Convention Center will set the room and prepare food for 5 percent more than the guarantee figure. If you require additional seating beyond the 5% overage, an additional setup fee will be required to cover the cost of additional linens, china and staffing. Positively no reduction in guarantee figures will be accepted less than 5 business days prior.
Delivery of packages for events should be delivered to: Beckley Raleigh County Convention Center will set the room and prepare food for 5 percent more than the guarantee figure. If you require additional seating beyond the 5% overage, an additional setup fee will be required to cover the cost of additional linens, china and staffing. Positively no reduction in guarantee figures will be accepted less than 5 business days prior.
Beckley Raleigh County Convention Center reserves the right to inspect and control all private functions. Liability for damages to the premises will be charged to the representative mailing arrangements through the Sales Office. This includes any breakage or damage to the building, or the contents. Beckley Raleigh County Convention Center assumes no responsibility for any personal items or equipment brought in by any individual or group. We reserve the right to reassign meeting rooms as needed. We reserve the right to charge a service fee for setting up meeting rooms with extraordinary requirements or for changing setups within 498 hours of the function.
All private functions that serve wine, beer, or alcohol will require additional security. The number of extra security personnel will be determined by the Sales Office, and will be paid at $20.00 per hour per security guard by the event coordinator. All functions must end by Midnight.
Beckley Raleigh County Convention Center is a smoke free facility.