Conference Facilities and Rental Fees
Full-dayrental rate is available Monday through Friday from 8:00 AM to 4:00 PM, based on the Hall County School Calendar . Half-dayrates are available for events lasting 4 hours or less. Rental times includemove-in and move-out times (including set-up, decorating, and clean-up times). Additional feeswill be charged for events extending past contracted rental times at an hourly rate per the room rented .
Full-Service break and banquet service is available. Rental fees includeset-up, tables, chairs, water station. All Functions are requiredto sign an Event Contract and to submit a depositat the time of the contract. Depositsare 50% of the room rental rate.
All room rentals includedigital signage, a lectern with microphone, a Dell laptop with wireless capabilities, free Wi-Fi, and a ceiling-mounted projector and screen. If you would like to utilize the digital signage, please send a JPEG file 2 weeks prior to your event.
* Additional rental fees may apply for groups above 200.
*During all events taking place on evenings, weekends, summer days, and school holidays, an adult staffer fee of $25 per hour is required.
(8:00 – 4:00)
Summer, and School Holidays*
Red
*Prices are subject to change.
**Private Dining has one large conference table that seats 12.
***Bistro has multiple restaurant style tables that can be configured a few ways. It can seat a maximum of 70.
Additional Items Available for Rent
| Tablecloth | $3 per table |
|---|---|
| Square Topper Cloth | $2 per table |
| Registration Table Set Up
*One is complementary.
|
$8 per table |
| Buffet Table Set Up
(18ft; Includes tablecloth & skirt) |
$30 per set up |
| Large Ice Bucket w/ Scoop | $10 each |
| Small Ice Bucket w/ Scoop | $5 each |
CATERING
Meetings & Events does not offer catering at this time.
Below are vendors who cater here frequently:
- Chick-Fil-A Robson Crossing
- Firehouse Subs Oakwood
- Haydee’s
- Honey Baked Ham Gainesville
- Loretta’s Country Kitchen
- Moe’s Gainesville
- Smokehouse BBQ
contracts & rental agreements
All groups are required to sign an Event Contract and submit a deposit at the time of signing. Deposits are 50% of the room rental rate. The reservation will be cancelled if the deposit is not paid. Payment is due in full the week prior to the event.
| Cancellation within: | Deposit refund: |
| 30 days or more prior to event | 100% deposit refund less $25 processing fee |
| 15 to 29 days prior to event | 50% deposit refund |
| 7 to 14 days prior to event | 25% deposit refund |
| Less than 7 days prior to event | Deposit forfeited |
Audio/Visual Rental and Information
Equipment rental is based upon availability. Requests for equipment should be made at the time of reservation or as soon as possible. Group leaders are responsible for the care and safe return of equipment. Repair and/or replacement of audio/visual equipment due to damage will be billed to the group.
| Equipment | Description | Rental Rate |
| Digital Signage | Digital Signage with group’s name and location
JPEG file must be sent 2 weeks prior |
Included in room rental |
| Easels and Flip Chart and Markers | Flipchart easel holders including white board surfaces | $10.00 |
| Laptop | Dell laptop with wireless capabilities | Included in room rental |
| Lectern with Microphone | Large lectern with microphone | Included in room rental |
| Presentation Screens | Electric screens mounted from ceiling | Included in room rental |
| Projector | Digital projector mounted from ceiling in each meeting room | Included in room rental |
| Wireless Microphone | Lapel microphone for presentations | $10.00 |
Security Fee
Groups using the facilities outside of school hours maybe required to provide a security officer based upon the nature of the event.Groups requiring a security officer should adhere to the following guidelines:
- Groups above 100 – 2 security officers
- Security officer fee will be $30.00 per hour per officer (subject to change without notice)
- Meetings & Events staff reserves the right to modify or waive the security officer policy based upon the circumstances submitted by the group leader in writing.
