Security / Crowd Management Terms

Security is required if your event servers and/or sells any alcohol. This includes champagne toasts. NO ALCOHOL is allowed to be served and/or consumed on site without security present. Event guests/attendees are not allowed to bring their own alcohol and all alcohol must be served by a bartender that has provided their training certification to Gateway Conference Center. If you have questions about alcohol on-site, please ask Gateway staff.

 

South Carolina’s fire marshal requires crowd managers be present at events exceeding 249 attendees. At least one manager must be on-site for every 250 attendees. Events not serving alcohol but exceed 249 attendees must have crowd managers on-site. You are required to inform Gateway Conference Center of the exact number of attendees expected.
Crowd management and/or security must be provided by off-duty Chester County Sheriff’s deputies. Complete a security request form online at APPLICATION AND AGREEMENT FOR SECURITY SERVICES (jotform.com) at least one month prior to your event to confirm the number of officers needed, amount of time security is required and the hourly rate. The Chester County Sheriff’s Office provides this service separately from the Gateway Conference Center, and the lessee will be required to sign an Agreement for such services. Prepayment of security services is required. If your event serves alcohol and/or exceeds 249 attendees without the required security present, you will forfeit your deposit and may be subject to additional fines.

 

Lease / Damage Terms

1. The lessee agrees to abide by and follow any and all applicable rules and policies set out in the initialed pages of the rental form. Lessee also agrees to follow any and all applicable state and federal laws in relation to lessee’s event.

2. Gateway Conference Center is a government facility owned by Chester County. As such, Chester County reserves the right to refuse any request.

3. The lessee herein agrees to indemnify and hold harmless the County of Chester and/or its agents or employees or servants, who shall for any reason become legally obligated to pay any sum of money for injuries or damages occurring during the period of this lease, against any and all claims or demands, or damages in any way arising from the lessee’s use of the Gateway Conference Center, including but not limited, to the existence of event attendees on the Center’s grounds. Indemnification is not limited and includes any liability or payment (including costs and attorney fees) by reason of any damages or bodily injury (including death) sustained by any person or persons or on account of damage to property including the loss of the use thereof arising out of or in connection with this agreement. This indemnification means that the lessee herein assumes full responsibility for the character, acts and conduct of all persons admitted to the premises or any portion of the said building who are on-site as a result of their rental/event including, but not limited to guests, vendors and rental party. This indemnification clause cannot be changed or modified in any way for any organization/group.

4. The lessee (individual and/or organization) using the building is responsible for damages to the property and person(s) occurring during the time of use

5. The lessee and all person(s) using the facilities shall adhere strictly to the rules, regulations, and ordinances of the County of Chester and South Carolina Fire Department. If the event being held becomes such that the recommendation of the law enforcement officer is to decide the event must stop, then the persons using the building will stop the event and vacate the building.

6. The County of Chester retains the right and authority to cancel the lease or discontinue the lease or admission of other people to the building at such time that’s in the best judgment of the County of Chester or its duly authorized representative, the conduct of the persons using the building appears to be present danger to the safety of other people or to the premises.

7. The within lease agreement shall not be assigned or sublet in any manner whatsoever unless written permission is gained from the County of Chester prior to the event.

8. Lessee should be aware that Gateway Conference Center is monitored by CCTV. If you are shown on camera breaking the Terms of Agreement you will be charged accordingly.

9. Lessees should be cognizant of room capacities. Events that exceed the capacity of the room cannot be accommodated. Gateway Conference Center will NOT setup a room that exceeds room capacity. Lessees should not plan to use the building’s common areas including lobbies and solarium to exceed seating.

10. No smoking in the building. Any damage caused by smoking will result in a forfeiture of deposit and may result in additional charges depending on the extent of the damages.

11. The deposit of $500 per room will ONLY be refunded if there are no damages to the building, furniture or kitchen equipment, no rules are broken by the persons using the facility and / or their guests and the premises are cleaned according to the refund policy and terms of agreement.

12. Any stains left on the carpet or furniture, particularly red/pink stains, that our cleaning crew is unable to remove will automatically result in a minimum $250 fine which will be deducted from the deposit. This fine may be more than $250 depending upon the size of the stain. Any gum or wax found in the carpet or furniture after your event will also result in a $250 charge from your deposit.

13. Excessive stains left on the carpet or furniture will also result in a minimum $250 fine which will be deducted from the deposit. Events which require excessive cleaning of food from carpeting, garbage bag drag stains, or any excessive mess such as large items on the floor, excessive glitter in the carpeting or stained chairs will also result in a minimum $250 fine which will be deducted from the deposit.

14. All exterior doors must be shut and locked upon exit from the facility. If any door is left unlocked and/or open from an event lessee will automatically forfeit deposit. Lessee is responsible for checking every door that leads to the exterior before exiting.

15. Lessee should shut and lock their interior doors before exiting to ensure safety of their room. If rented rooms are left open and another event damages the space, original lessee will be held responsible for damage.

16. South Carolina fire marshal requires crowd management for any event exceeding 249 attendees. At least one crowd manager must be provided per 250 attendees. Crowd managers must be provided by the Chester County Sheriff’s Office.

 

Food / Alcohol Terms

1. As part of the indemnification of the County of Chester, past and present Chester County Council, and/or past or present agents, employees or affiliates, user agrees not to serve or have available alcoholic beverages without hiring a licensed bartender and the recommended number of law enforcement / security officers. Officers must be within the County of Chester (a list can be obtained from the Sheriff’s Office). The Chester County Sheriff’s Office will recommend the number of officers needed and does require a separate Agreement to be executed. See security policy.

2. If alcohol is being sold, lessee is required to provide Host Liquor Liability insurance and/or liquor license. It is recommended that lessee obtains the liquor license at least one month prior to the event. Alcohol cannot be sold without a liquor license, which must be visible during the entirety of the event. Lessee is responsible for informing the Center if alcohol is being served and/or sold.

3. Alcohol is permitted in the building, but all requirements must be met with licensing, etc.

4. If red wine or red grape juice is served, there will be an additional $200 non-refundable corking fee charged. Lessee will still be responsible for any damages caused by red wine and/or grape juice spillage. Anyone caught serving red wine or red grape juice without paying the $200 corking fee will forfeit their deposit.

5. All food and trash shall be taken out of the building at the end of the event. All trash shall be bagged and placed inside the outdoor trash receptacle located at the rear of the facility. Lessee will forfeit part of their deposit for any trash left lying on the ground.

6. No food or beverages may be served from the lobby or common areas. Food must be served inside the lessee’s rented space(s).

7. Guests may not serve their own alcohol. All alcohol must be served at the bar by the bartender.

8. No individual bottles of alcohol (excluding beer that was served by a bartender) are allowed outside of the bar. No kegs are allowed.

9. Bartender is responsible for checking ID’s for underaged guests. The Gateway Conference Center, Chester County, past and present Chester County Council, past and present employees and agents, and affiliates will be held harmless in the event any underage guest is served.

10. All food at events must be provided by a licensed and insured caterer. If caterer works out of a restaurant, they must have a DHEC rating of A or B. The Center must receive a copy of the caterer’s business license (or W-9), certificate of liability insurance and DHEC rating.

11. Every trash can in rented / used room(s) must be emptied and removed including the lobbies, kitchen and dressing rooms.

12. All large pieces of trash including food, programs, napkins, plates, rose petals, etc. must be swept / cleaned off the floor and disposed of with all trash in cans or your deposit will be deducted accordingly.

13. Trash is not to be dragged on the carpeting. Larger trash cans should be used to collect smaller bags to transport to the outside receptacle. Drag marks on the carpet will result in a deduction of security deposit.

14. If ice scoop is missing after the event lessee will forfeit $50 from deposit.

 

Event / Room Access Terms

1. There may be other events occurring in the building during your event. The only way to have guaranteed, exclusive access to the building the day of your event is to rent the entire building.

2. Room configuration must be submitted and approved no later than 14 days prior to the event. Changes to the room configuration after approval are the responsibility of the lessee. Gateway Conference Center will NOT make any changes to the room layout after the room configuration has been approved. Gateway staff will not move furniture for lessee or provide additional furniture after room configuration has been received by Gateway staff.

3. If lessee insists upon changes to room configuration there is a charge of $100 the first hour and $50 per hour after that. The minimum charge will be $100. Charges are deducted from deposit.

4. Rental time is from 8 AM to midnight the day of the rental. Lessees may be allowed to access the room(s) for setup no earlier than 3 PM the day prior to their rental date depending upon availability. Access to the rented room(s) prior to 8 AM on the rental date is NOT guaranteed and must be confirmed with Gateway Conference Center.

5. Access to rooms after 3 PM the day prior to rental is for setup/rehearsal only. Rehearsal dinners may not be held in the rented room(s) during this time. Any request for access before 3 PM will be refused. Any member of the event party that arrives before 3 PM to setup will not be allowed entry to the building. All lessees and their vendors must make appointments to walk through the venue prior to their event. Walkthroughs cannot exceed one hour, even if all parties are not present at the start of the appointment.

6. Lessee does not have access to the Center after 1 AM the night of the event. All cleanup is to be done immediately after the event. All events must end at midnight. Midnight to 1 AM is for cleanup only. Music must be off, guests must leave the building and no food or alcohol is to be served after midnight. Any event going over midnight will lose their deposit and will be shut down.

7. Lessee will only use the room(s) rented. Lessee is not allowed to use the lobbies and/or solarium as part of their event. All food / beverages must be located inside the rented room(s).

8. Public areas such as parking lots, solarium, lobby and bathrooms are not to be blocked. Other events may be occurring at the same time as lessee’s event and blocking common areas from use will result in a loss of deposit.

9. Keys / keycard must be either returned via the outside dropbox or given to Gateway Conference Center staff no later than 12 PM the first business day after the event. Any key or keycard not returned will result in a $100 forfeiture of deposit.

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Decorating / Delivery Terms

1. Dependent upon room(s) availability, deliveries such as stage, furniture, etc. can be delivered to the room(s) rented before 3 PM if no other event has rented the room the day prior to the lessee’s event. It is the lessee’s responsibility to confirm this availability. Lessee is also responsible for making sure all décor/furniture from outside sources is taken off-site the day of the event, unless Gateway Conference Center has indicated it may remain overnight.

2. The Gateway Conference Center is not responsible for the correctness of lessee’s deliveries. Lessee is responsible for delivered goods and decorations. Lessee does hereby acknowledge that the Center has other guests / events in the building at various times each day and cannot be held responsible for correctness, damages, or disappearance of delivered goods.

3. To ensure correctness of deliveries lessee is advised to have all deliveries made when someone from the event is available on site.

4. The Gateway Conference Center is not responsible for any items left in the building after the lessee’s event. Please make sure that all items brought into the building are taken out at the end of the lessee’s event.

5. If the Gateway Conference Center has approved leaving items in the building for a secondary vendor to pick up such as stage, furniture, etc. then vendor must pick up items no later than 11AM on the date Gateway Conference Center has indicated (most commonly the first business day after the event).

6. Gateway Conference Center is not responsible for the setup or breakdown of any décor/furniture from outside vendors including, but not limited to, stage, tables, chairs, couches, etc.

7. Candles are permitted in the building but must be enclosed in a container. Fireworks (including sparklers) are prohibited. Smoke machines are also prohibited or devices causing fire and/or smoke are also prohibited.

8. Only the table(s) and chair(s) located in the lessee’s rented rooms can be used at the lessee’s event. The Center’s furniture in common areas and dressing rooms shall not be moved or modified. All furniture, art, etc. must be undamaged and accounted for after the event or lessee will be responsible for replacement. Moving the furniture in common areas will result in a deposit deduction of $250, this includes couches, chairs, cocktail tables, makeup chairs in dressing rooms, high top chairs in front hallway, bistro chairs in front hallway and wooden lobby tables.

9. Staples, tacks, tape, command strips, glue and / or paint on the furniture, walls, floors, and / or ceilings of the building are prohibited. Adhesives of any type on the dance floors are prohibited.

10. Lessee will not steam or iron tablecloths on the tables. Any warped table will result in a $100 reduction from deposit.

11. Use of two dressing rooms (one set- located together) is included with the rental of Ballroom C, Petite or Grand Ballroom.

12. Lessees may be allowed to rent dressing rooms. First right of refusal is given to renters of Ballroom C, Petite or Grand Ballroom. Dressing rooms will not become available unless Grand Ballroom, Ballroom C or Petite Ballroom has been rented and lessee has declined to use additional dressing rooms.

13. Pipe and drape (and any decorations/furniture) must be free standing (not attached to walls, dance floor, doors, ceiling, etc.). Pipe and drape (and any decorations/furniture must not obscure exit signs or exit doors.

14. Lessee is responsible for making an appointment to pick up their key and do a final event walk through at least one business day prior to the event. Keys and keycard must be returned by 12 PM the first business day after the event.

 

Payment / Technology Terms

1. Advanced bookings (more than 90 days prior to the event) are required to pay the security deposit ($500 per room) in full to secure the date. All advance bookings will be required to pay the room rental balance and any other fees in full at least 90 days prior to the event. Events booked less than 90 days of the event, must pay the security deposit, room rental rate and any other fees in full to save the date.

2. Room layout, catering information (current insurance, business license and DHEC rating), technology needs, and security information are all due no later than 14 days prior to the event.

3. Charging a fee for valet parking and / or selling tickets at the door is strictly prohibited unless lessee obtains prior written permission from the Gateway Conference Center management.

4. Lessee is responsible for payment of any technology used at the event. It is the responsibility of the lessee to contact the Center at least two weeks prior to the event to schedule technology. Technology fees must be paid before the event. Technology requests received less than 14 days prior to the event will be refused.

5. All technology including computers, projectors and televisions must be turned off before exiting.

6. Photos and text for the LED sign should be emailed at least seven days prior to the event to kimberly@choosegateway.com. Text and photo will be displayed on the LED sign the day of the event. Text and photos are not guaranteed and will only be displayed if the sign is in good working order and photo and text were received at least seven days prior to the event.

7. Each page of rental form must be initialed signifying that the lessee has read and acknowledged the rules, regulations and fees.

8. Signing the rental form and initialing each section signifies that the lessee has read and understands the rental policies and all fees detailed in the Terms of Agreement and on the initialed pages and will adhere to the fees, rules and guidelines set forward. The Terms of Agreement are subject to change without notice.

9. Lessee must be at least 18 years of age at the time of the deposit.