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Mustang Conference Center

MEETINGS | CONFERENCES | EVENT SPACE 1

Our Facilities Located 15 minutes from Oklahoma City, our conference center is the perfect spot for meetings, conferences, workshops, reunions, weddings, and receptions

ldiment@cityofmustang.org

Business Hours Monday- Friday 8:00 AM - 8:30 PM Saturday

8:30 AM - 5:30 PM

Sunday

1:30 PM - 5:30 PM

Website www.cityofmustang.org/o/parks Address 1201 N Mustang Rd. , Mustang, OK

Table of Contents CONTACT INFORMATION & HOURS

ROOM RENTAL AGREEMENT FORM

VENUE FACILITIES

FULL EVENT CENTER

BANQUET HALLS

GREAT ROOM

MEETING ROOMS

CATERING KITCHEN

GAZEBO

FLOOR LAYOUT

INDOOR FACILITY RATES

ADD-ONS

ROOM SET-UP STYLES

F.A.Q

16 - 18

POLICIES AND REGULATIONS

19 - 20

SET-UP / CLEAN UP

DECORATION GUIDELINES

SPONSORS

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Rooms For Rent

1201 North Mustang Road, Mustang, OK 73064

BOOK A ROOM TODAY!

Room Rental Agreement Form:

*Reservation is not guaranteed until Payment is processed. 4

VENUE FACILITIES

Our Spaces Full event center Banquet hall Great Room Gazebo

½ Banquet hall Meeting Room ½ Meeting Room 5

FULL EVENT CENTER This beautiful and unique Full Event Center provides a dramatic location for a variety of events. The Full Event Center includes the Banquet Hall, Great Room, Gazebo, and Kitchen. This versatile room can host weddings, receptions, banquets, reunions, craft/trade shows, and convention activities. The adjacent kitchen is equipped with state-of-the-art appliances capable of meeting any caterer’s needs.

SETUP CAPACITY 360 Banquet Style 350 Audience Style 250 Classroom Style 300 Banquet Style with space provided for a Dance Floor.

FULL BANQUET FACILITY Approx. 5600 sq. ft. 2 Internal Projectors & Screens Exterior Glass Doors Serving Windows

BANQUET HALLS The Banquet Hall at Mustang Town Center can be rented as one large room capable of holding up to 240 people or divided into smaller rooms. There is a convenient full service catering kitchen with curbside loading area available for an additional fee. Choose any caterer for the event or keep it simple and self-cater.

BANQUET HALL (WHOLE) Approx. 3000 sq. ft (66' x 46') Internal Projector & Screen Adjacent to Catering Kitchen Serving Window

BANQUET HALL HALF(SIDE A OR B) Approximately 1500 sq. ft (28' x 46') Portable Sound & Projector available for a fee

SETUP CAPACITY 200 Banquet Style 180 Audience Style 126 Classroom Style 160 Banquet Style with space provided for a Dance Floor

SETUP CAPACITY 96 Banquet Style 80 Audience Style 60 Classroom Style

Available only during regular business hours

GREAT ROOM The Great Room is a beautiful setting for a wide variety of events including banquets, weddings, and parties. This venue features exterior glass windows and doors overlooking a patio and beautiful landscaping, making a perfect entrance for your guests.

SETUP CAPACITY 160 Banquet Style 160 Audience Style 120 Classroom Style 120 Banquet Style with space provided for a Dance Floor

GREAT ROOM Approx. 2600 sq. ft (56' x 46') Internal Projector & Screen Exterior Glass Doors Serving Window

MEETING ROOMS Two meeting rooms are available for reservation and are ideal for small seminars, meetings, birthday parties or showers. Guests can arrange for the use of 1 or 2 rooms depending on specific needs. Only rectangle tables are available for this room. There are televisions located at each end of the room that can be connected to a laptop for presentations or slideshows.

MEETING ROOM (WHOLE) Approx. 1040 sq. ft (40' x 26') Projector & Screen available at additional fee Available only during regular business hours

MEETING ROOM HALF(SIDE C OR D)

SETUP CAPACITY 60 Banquet Style 60 Audience Style 60 Classroom Style

SETUP CAPACITY

Approx. 520 sq. ft (20' x 26')

30 Banquet Style

Projector & Screen available at additional fee

30 Audience Style

Available only during regular business hours

30 Classroom Style

CATERING KITCHEN Town Center provides a catering kitchen to be used for events serving food and/or beverages within the banquet facilities. The kitchen is fully equipped with a warming oven, refrigerator, ice machine, warming trays, and an adjoining restroom. Coffee service is available for an additional fee. The catering kitchen is adjacent to the Banquet Hall, but can be reserved with the Great Room as well.

THE GAZEBO The picturesque gazebo is designed to hold outdoor events such as concerts in the park, weddings, family reunions and more! It provides a beautiful setting with recessed lights and electric hookup capabilities surrounding the perimeter of the gazebo.

$150- FULL DAY (8 AM-11 PM) 50 chairs provided Electrical outlets available

FLOOR LAYOUT

INDOOR FACILITY RATES Business Hours

Monday- Friday 8:30 AM - 8:30 PM Saturday 8:30 AM - 5:30 PM Sunday 1:30 PM - 5:30 PM 4 HOUR MINIMUM BOOKING FOR ALL FACILITIES A $2.50 convience fee will be applied to all credit card payments

Full Event Center (Full Day) Capacity: 480 guests Friday and Saturday only (10:00 AM-Midnight)- $2500 Includes use of the Great Room, Full Banquet Hall, Catering Kitchen, Classroom and the Gazebo. Two Built-In Projectors and Sound Systems included. 50% Discount on a Meeting Room Reservation (Provided the Meeting Room is available).

Great Room or Full Banquet Capacity: 160/200 guests Built-In Projector and Sound System Included Options 4 Hours(Business Hours)- $500 Additional Hours - $125 per hour 8 Hours (8:30am - 5:30pm)- $1000 Monday - Saturday All Day (8:30am - 8:30pm)- $1200 Monday - Friday All Day (8:30am - Midnight)- $1750 Friday- Saturday

Half Banquet Capacity: 96 guests. 4 Hours- $250 Additional hours - $62.50 per hour Only Available During Business Hours Projector and Sound System available at an additional cost

Full Meeting Room Capacity: 60 guests. 4 hours- $180 Additional hours - $45 per hour Only Available During Business Hours Projector and Sound System available at an additional cost

Half Meeting Room Capacity: 30 guests. 4 hours - $90 Additional hours - $22.50 per hour Only Available During Business Hours Projector and sound system available at an additional cost

ADD-ONS Please reserve add-ons at the time of booking to ensure their availability.

Catering kitchen $150

Alcohol Permit (Required to serve alcohol) $100

The alcohol permit fee must be paid at least 30 days prior to the event. An off duty Mustang Police Officer is required to be present at the event when alcohol is present. The officer will be hired by City staff. The officer is to be paid $125 for the first 2 hours and $25 per hour thereafter. Cash payment must be made to the officer at the time security is provided. Failure to pay the police officer will result in termination of the event. Renter accepts the responsibility for use of alcohol in the facility and agrees to prohibit use of alcohol by minors. Violation of this policy will result in immediate termination of the event

Portable Projector $50

Epson VS250 SVGA 3,200 Lumens Color Brightness (Color Light Output) 3,200 Lumens White Brightness (White Light Output) HDMI 3LCD Projector. Projector Lamp Model is H838A. Resolution rated at 800 x 600 (SVGA) with the option to resize up to 1400 x 1050 (SXGA+).

Portable Sound system $50

Stage and skirt (2 sizes) $100

Stage One: Two Pieces; Each Piece is 6' x 8' x 32". Arranged as 12' x 8' or 16' x 6'. Stage Two: Two Pieces; Each Piece is 4' x 8' x 2'. Arranges as 8' x 8' or 16' x 4'.

Custom Room Setup $100

Clean up fee $100

ROOM SET-UP STYLES Audience Style

Classroom Style

Used for presentations and displays Allows for optimal room occupancy Ideal for situations not requiring note taking

Used to present to small to medium groups Ideal for testing and individual training Provides workspace for pen, paper and/or laptop.

Boardroom Style

Banquet Style

Classroom

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Banquet with Rounds

Long Banquet with Rectangles

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Banquet with Rectangles

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Boardroom

Audience

Perfect for wedding receptions, parties and dances. Most common for events serving meals. Custom layout available for additional fee.

Ideal for debate and discussion Encourages interaction between participants Tables in square shape w/chairs on outside

FREQUENTLY ASKED QUESTIONS What is included with my room rental? The rental fee includes the use of the space, tables and chairs. How do I tour the Facility? Tours of Mustang Town Center facility are available by appointment only. Please call us at (405) 376-3411 or email ldiment@cityofmustang.org How do I reserve a room at Mustang Town Center? Once you have identified a date and other specifics of your event, contact staff to request a rental agreement. Reservations can be made up to one year in advance. In order for events to be placed on the reservation calendar, you must submit a signed rental agreement complete with valid credit card information. Why do I have to provide credit card information? Credit card information is required for all facility rentals. If an event causes the need for: * Cleaning procedures, which are beyond the scope of normal Town Center maintenance, or repairs or replacement due to structural or equipment damage, the credit card information may be used to pay for these services. * The information may also be used in part or in total when the renter’s event does not meet or exceeds contractual terms (e.g. the event ends one hour later than scheduled.) If none of the preceding conditions occur, then the credit card information will be not be used. When will the balance of my rental be due? If you have a remaining balance after your initial payment, it will be due 2 weeks prior to your event. If payment is not paid by this time, a $25 late fee will be assessed. What if I cancel my reservation? Cancellation of the event or date changes must be submitted in writing or via email to ldiment@cityofmustang.org There is a 25% cancellation fee for refund requests received 30 days in advance of the rental date. Any request for refund submitted less than 30 days in advance will not be eligible for a refund. A rental date change can occur without penalty if notice is given at least 1 month before the original date if an optional date is available. Can I serve alcohol at my event? A $100 non-refundable Alcohol Permit is required in order to serve Alcohol. For more information on alcohol visit page 13

FREQUENTLY ASKED QUESTIONS What are the policies on food and beverages? Food and drinks may be brought into the Great Room, Banquet Hall, and Meeting Rooms. Can the Meeting Rooms be reserved after hours for an additional fee? The Meeting Rooms are not available to be reserved after business hours. Can I rent just the Catering Kitchen? The catering kitchen is only available as part of a Great Room or Banquet Hall event. Can I bring in my own catering? Yes, there is not a preferred catering list. Self catering is allowed. What are the clean-up requirements? Clean-up is the responsibility of the Renter unless the $100 Clean-up fee has been paid. The room needs to be returned to the same condition it was in prior to the event. Trashbags and a vacuum will be provided. What time can I get into the facility before my event to decorate? The rental time period must include all time necessary for room preparation and clean-up. Access to your room prior to your scheduled rental time is not permitted. In addition, Town Center will not be opened prior to the rental time for caterers, musicians, decorators, or deliveries. All clean-up must be completed, and the room vacated by the end of the scheduled rental time. What can I use to hang decorations? Painters tape and removable white mounting putty are allowed. Are my guests required to stay in a designated area? All participants need to stay in the reserved area. It is your responsibility to inform your guests that they should not be wandering into other areas of Town Center. What size are the tables included with my room rental? There are a variety of tables sizes available, depending which room is rented: 6’ x 30” x 30” rectangular tables are available in any room. 6’ x 19” x 30” rectangular tables are available in the Meeting Rooms. 5’ x 30” round tables are available in the Banquet Halls and Great Room only.

FREQUENTLY ASKED QUESTIONS If we rent a space in Town Center, are we granted access to the Recreation Center? Passes to the Recreation Center are not included in your rental. Is there Wi-Fi available? Yes. MPL-Guest and MustangCC are public networks. No password is required.

POLICIES AND REGULATIONS General All reservations must be made through the Recreation Center Front Desk. The responsible party must be at least 21 years of age. Monday-Friday events can begin as early as 9:30 a.m. and end by 8:30 p.m. This includes cleanup time. Penalty fees will be assessed if the facility is not vacated by the end of the reservation time. Sunday events can begin at 1:30p.m. and end by 5:30 p.m. This includes cleanup time. Rental times include decorating and cleanup time. Smoking, vaping and gambling is not allowed within the facility. Firearms are prohibited inside the facility. Children must be supervised by a responsible adult at all times. Pets/animals are not permitted inside Town Center with the exception of service animals. All event attendees must remain in their designated room. Loitering in the hallways is not allowed. The individual or group reserving the facility assumes full responsibility for the conduct of the guests at their event. Fights, vandalism, or destructive behaviors are grounds for immediate cancellation of the contract (and all future contracts). The party will be asked to leave the facility immediately. In such cases all rental payments will be forfeited. Exits, corridors, and hallways must be free of obstructions. Exit doors cannot be locked. There is no refund of unused reservation time or equipment. Parking may be limited due to other scheduled events. Mustang Parks and Recreation will actively work to provide a healthy food environment for youth, residents, and park users experiencing programs or services within facilities owned and operated by the Mustang Parks Department.

POLICIES AND REGULATIONS Reservations

Payment and a completed rental agreement including valid credit card information is required to reserve a room. Payment is due in full at time of booking for rentals of $400 or less. All other rentals require $400 plus half of the remaining balance at time of reservation. Add-ons due at time of booking. A valid credit card number is required for all rentals. This will only be used after the event in case of damage to the facility or late payment fees. Cash, checks, Visa, and MasterCard are accepted. Please keep all receipts of payment. Post dated checks will not be accepted.

Refunds/Cancellations All rental refund requests for use of the facilities must be submitted in writing or via email to ldiment@cityofmustang.org There will be a 25% charge assessed on any cancellation request received more than 30 days in advance of the rental date. Any request for refund submitted less than 30 days in advance of the rental date will not be eligible for a refund.

Damage to the Facility and/or Equipment Renters are responsible for any loss or damage to the rental space, adjoining facilities, building common areas, or building exterior or grounds. This includes all damages to any equipment, fixtures, surfaces, including the ceiling, floors and floor finishes, or any property. Renters agree and acknowledge that the cost of any damages will be charged to the credit card on file.

SET UP/ CLEAN UP RESPONSIBILITIES Set Up and/or decorating time is included in the rental time. Additional set up and/or decorating time can be purchased (when applicable). Clean up is the responsibility of the renter unless the staff clean up option has been purchased. Tables and chairs must be cleaned and wiped down. All food must be removed from the premises. The room needs to be returned to the same condition it was in prior to the event. Fees include table and chair set up and take down by staff. Hours requested should include time for set up and clean up needs. Individuals associated with the event will not be allowed to enter the facility before the time indicated. All individuals associated with the event must vacate the facility by the indicated ending time. Delivery/pick up of supplies or equipment must occur at the facility during the rental time. Mustang Town Center staff is not responsible for any items left in the facility after the scheduled event has concluded. A facility attendant will be on-site for all events. If a problem arises, their phone number is posted in the hallway outside the Catering Kitchen. A rental checklist will be filled out at the end of the event by the facility attendant noting the condition of the facility.

DECORATION GUIDELINES Candles (including birthday and Unity candles), open flames, or pyrotechnics of any kind are not permitted. Decorations must be non-flammable. All decorations must be removed at the end of the rental period. No cellophane tapes, adhesives, staples, tacks, nails, or screws may be used to hang decorations. The only approved tape is blue painters tape. Event holders should bring their own supplies. Items such as batteries, scissors, paper, tape, markers, etc. will not be provided. Rice, confetti, glitter, birdseed, hay, straw, silly string, cornstarch, sand, bubbles or other substances are prohibited in or around the facility. Special effect machines such as smoke machines, bubble machines, or fog machines are not allowed due to the fact that they will set off the fire alarm. Signs, posters, and/or fliers are prohibited from being posted in the foyer, hallways, or on the grounds. The City of Mustang will not be responsible for any injuries that may occur while an individual or group is decorating. Staff is not responsible for any items left in the facility after the scheduled event has concluded.

THANK YOU SPONSORS