Promoter Info
- BRCCCI may charge a parking fee of $2.00 per automobile.
- The arena rental fee is $1,500 on setup/teardown days and $2,000 on event days.
- Power requirements are needed in advance – additional fees may apply.
- BRCCCI is responsible for all food & beverage sales, including beer if applicable. Number of stands & location will be based on pre – event ticket sales.
- BRCCCI will receive 12% sales on merchandising.
- BRCCCI has a stage available for a rental fee of $400.00 – please advise in advance if this will be needed, standard size 32′ X 16′ X 3.5′ high.
- Concerts provide their own sound and lighting.
- BRCCCI charges a $3.00 per person facility fee to handle ticket sales, based on tickets sold. $.50 per ticket fee is also charged on comp/sponsor tickets. Fees can be passed on to the customer – must know before ticket sales begin. This fee covers any ticket printing, credit card processing, etc… We use Etix for event ticketing.
- If you choose to handle your own ticketing, all ticket sales before and during the event will be your responsibility. BRCCCI will not do a “day of show” only sales. BRCCCI will need an estimated number of tickets sold in advance, as well as the availability to confirm the numbers sold throughout the event to comply with local fire codes.
- BRCCCI requests 25 comp tickets/show. Amounts per ticket type will be confirmed with the promoter.
- Ticketing staff is charged at $20.00 per person per hour for the day of the event. 3 hour minimum per person. Box office manager will be here 30 minutes before doors open, until after the event closes.
- Security available at a rate of $30.00 per guard per hour – 4 hour minimum per person.
- Any ticked revenue sales will be applied to a balance due before issuing a payment to the promoter.
- A deposit fee equal to the amount of the arena rental is due 30 days after booking. If the event is canceled, 50% of fee will be refunded, unless the event is canceled less than 90 days out – in which case the entire deposit amount is forfeited.
- BRCCCI requires a Certificate of Liability Insurance naming Beckley Raleigh County Convention Center, Inc. as an additional insured with limits of no less than one million per occurrence and two million aggregate. Proof of Workers Compensation and Employers Liability insurance required as well. You may contact Chuck at Jim Lively Insurance at 304.255.6191 for assistance.
- Settlements will be completed next business day (M-F) to allow a chance to review.
- For large amounts of cash handling, a service charge will be added to cover any additional amounts charged by the bank to BRCCCI.
Trade Show Guidelines
- Only 3M removable products are allowed for hanging banners, signs, etc.… on walls or windows. (Can be found at Staples, WalMart, etc.)
- Each booth comes with one 8’ table and 2 chairs. Additional tables and chairs may be added at no additional cost.
- Tables come bare, clean and sanitized. The only exception for this is the main sponsors table – we will be happy to cloth and skirt that one at no charge. Additional cloths ($15.00) and skirting ($15.00) may be available to the vendors for $30.00 plus tax per table. Must pre-arrange this with the sales office. Limited supply will be available the day of the event.
- Because Beckley Raleigh County Convention Center is a non-profit agency striving to continue to offer events at a reasonable price, the following items may not be sold by vendors:
- Meals of any kind. No boxed lunches, sandwiches, etc.…may be sold. Small samples (one-two bites) will be permitted, as well as coupon distribution and promotional literature.
- Due to our exclusive beverage contract with Pepsi, no beverages may be sold.
- Absolutely no alcohol of any kind may be brought in and sold or given away without special written permission and required licenses provided 2 weeks in advance. In most cases this will be denied.
- The Beckley Raleigh County Convention Center Sales Office must receive a list of all exhibitors registered for the trade show.
- Beckley Raleigh County Convention Center assumes no responsibility for any personal item or equipment brought in by any individual or group. Liability for damages to the premises will be charged to the representative planning through the sales office.
- BRCCCI must be offered a complimentary booth during the event. They may or may not use the booth – but will advise at least 30 days prior.
- Vendors are responsible for their own set-up, tear down, and trash disposal to the dumpster provided.
- Extraordinary labor fees above and beyond regular room setups of table, chairs, and items listed on the AV rental guide will require a fee of $20.00 per person, per hour.
- Additional fees of $50.00 per show will be required for additional trash removal fees if needed.
- BRCCCI reserves the right to charge $2.00 per car parking fees and run concession stands at their choosing.
- Arena Rental Fees are $2,000 per day; a complete buyout of the conference center may be required if no other events can take place due to parking. Pricing may increase if additional labor is required. A set up or tear down day may be available for $1,500/day.
- 10 X 10 Booths are $25.00 each; 10 X 16 Perimeter Booths are $20.00 each; 14 X 8 Perimeter Booths are $15.00 each.
- Tents available for outside at additional charges.
- Booths requiring electricity inside are an additional $15.00 each and are only available around perimeter. (5 amp) Booths requiring electricity outside are $40.00 each. (20 amp)
- BRCCCI requires a Certificate of Liability Insurance naming Beckley Raleigh County Convention Center, Inc. as an additional insured with limits of no less than one million per occurrence and two million aggregate. Proof of Workers Compensation and Employers Liability insurance required as well. This is due 2 weeks before the event. You may contact Chuck Turner at Jim Lively Insurance at 304.255.6191 for assistance.