Air Conditioning/Heating -- As full-time practitioners of energy conservation--and to keep our fees as low as possible-- we provide air conditioning and/or heating during show hours only. Air conditioning and/or heating is not provided on move-in or move-out days. Additional charges will be assessed for air conditioning and/or heating requested during non-show periods.

Alcohol -- Alcoholic beverages must be purchased through the Clovis Civic Center, who holds the liquor license for the facility. Additional security may be required for events where alcohol is served. The Clovis Civic Center supports responsible drinking at all times.

Americans with Disabilities Act (ADA) -- As a facility of public accommodation, the Clovis Civic Center is sensitive to those with special needs, and complies in all respects with the Americans with Disabilities Act (ADA) and regulations issued there under. We also require our Customers to comply with all provisions of the ADA.

Animals -- For the safety and comfort of all our visitors, animals are not permitted in the Clovis Civic Center except in conjunction with an approved exhibit, display or performance, which absolutely requires the use of an animal. The Customer is responsible for obtaining all appropriate permits. Guide, signal or service dogs (as defined by Law) are allowed in the Clovis Civic Center. All sanitary needs for animals are the responsibility of the Customer.

Audio System -- The Clovis Civic Center staff or their designees are responsible for the house audio system and they must supervise any connection made to this system. (You're probably just as particular about protecting the audio system in your house.)

Banners/Signage -- To keep our beautiful new facility looking that way, (and to keep each group's event separate and special) banners, signs, pictures, notices or advertisements may only be placed in locations, and by methods, approved in advance by the Clovis Civic Center.

Booth Cleaning -- The Clovis Civic Center is happy to provide booth cleaning for a fee. (We think nothing is greater than a clean booth.) This service includes trash pick-up and vacuuming the carpet.

Bulk Trash-- Somebody's got to take out the trash. In this case, we ask you, the Customer, to take responsibility for removal of bulk trash, crates, lumber, pallets, packing materials, oil and tape prior to show opening and following move-out. Or we'll be happy to do it for you. The goal is to keep your show as pristine and clean as it deserves to be. Any removal of these items by Clovis Civic Center personnel will be charged to show management at the prevailing rate.

Capacities -- Public Safety is at the top of our priority list. That's why all meeting rooms and Ballroom have a maximum occupancy, which may not be exceeded. The Clovis Civic Center reserves the right to deny further entry into these spaces in order to protect public safety.

Cleaning and Maintenance/Refuse Removal -- The Clovis Civic Center provides janitorial services during the course of the event in corridors, lobbies, concession areas and rest rooms. (We're kind of clean freaks, actually.) The Clovis Civic Center provides refuse removal during show hours and immediately after daily show closing in exhibit hall aisles. For your safety and security, Clovis Civic Center personnel do not clean and are not permitted to enter exhibit booths or show management areas such as registration without agreement. Of course, for a fee, we will clean til the cows come home.

Clovis Civic Center Staff -- To help ensure the highest quality of customer service, we require all Clovis Civic Center employees wear their respective uniforms while servicing events. Show management may refuse access to employees without visible and proper uniforms. Properly uniformed employees on Clovis Civic Center business have the right of access, as needed, to all Civic Center space at all times. Clovis Civic Center employees are not obligated to wear additional identification for right of access.

Crate Storage/Booth Storage-- Storage of any kind is prohibited behind the back drapes or display walls or inside display areas. All cartons, crates, containers, and packing materials that are necessary for re-packing shall be removed from the show floor. The Clovis Civic Center inspects all exhibits to ensure compliance. Crates, packing materials, wooden boxes and other highly combustible materials may not be stored in the Clovis Civic Center. Items such as brochures, literature, giveaways, etc., within the booths are limited to a one-day supply. Consideration will be given for the storage of crates outside of the facility.

Event Personnel -- The Center is committed to providing first-class customer service, maximum safety and effective cost controls. So we insist that show managers, exhibitors, and service contractors be responsible for the conduct of their employees, subcontractors, and subcontractors' employees. Employees not in compliance with Center policy may be barred permanently from the Clovis Civic Center. This includes the following:

• Restricted areas of the Center are off limits to all personnel except authorized Center personnel. Unauthorized personnel found in restricted areas will be reported to the appropriate employer and may be subject to permanent dismissal from the Clovis Civic Center.
• Profane language and disorderly conduct are not permitted at any time.
• The use of alcoholic beverages in the workplace is strictly prohibited. The use of illegal drugs is strictly prohibited at all times.
• Cost of repair to any damages to the Clovis Civic Center equipment that may be caused by their employees.

To maintain security, all event personnel including show and service contractor staff, exhibitor-appointed contract staff, temporary help, exhibitors and other workers affiliated with an event must enter and leave the Clovis Civic Center through the entrances and exits designated by Clovis Civic Center management and show management.

Event-Related Equipment -- As a courtesy to those holding the next event, each licensee is responsible to ensure the removal of any of its property, equipment, signs and props from the building at the end of the licensed period. If not, the Clovis Civic Center may (and probably will) exercise the option to discard all such items.

Floor Drilling -- To maintain our beautiful facility, and control our costs, floor drilling is prohibited. (In case you were wondering, so are wall and ceiling drilling.)

Fog/Smoke Machines -- For public safety, fog/smoke machine usage is restricted to water-based chemicals. Approval must be obtained from the Clovis Civic Center and the City of Clovis Fire Marshal.

Food & Beverage -- For obvious public health reasons and quality control, food and beverage services, breakfasts and dinners-- are provided exclusively by Clovis Civic Center.
The Clovis Civic Center can provide banquet service, snacks, luncheons, beverage service and concessions.
No outside food/beverage is allowed in the Center.

Food Shows -- There's nothing like a good, clean Food Show. (Plus, safety regulations demand it.) In this case, The Client is responsible for making arrangements to provide exhibitors with food waste containers. The container should be accessible for the exhibitors to use on a daily basis.
All food waste products should be contained in plastic bags, tied and disposed in the food waste container. Food waste will be dumped on a daily basis.

Guest Services -- The Clovis Civic Center provides an added value of highly trained staff to assist the customer with their event. Therefore, Clovis Civic Center requires the use of its employees to be paid for by the Customer at the prevailing rate for the following categories: Security guards, emergency medical personnel, ticket sellers, ticket takers, ushers, and other similar categories of personnel. Determination of the number of personnel and the hours worked by the various categories shall be at the discretion of Clovis Civic Center Management after consultation with the Customer. Fortunately, we already have trained employees familiar with our facility for emergencies and a high level of quality customer service.
All other persons employed by the Customer or affiliated with any event that takes place in the Clovis Civic Center shall be the responsibility of the Customer. Event personnel rates are outlined on a separate rate schedule. All individuals working in the Center must wear an identification badge provided by their respective employer or obtained from the Clovis Civic Center Office.

Hazardous Materials Labeling -- For the safety of the public and all employees, OSHA requires that all containers of hazardous materials be labeled with the identity of the hazardous materials contained therein, and appropriate hazard warnings. Exhibitors displaying or using hazardous chemicals must submit material Safety Data Sheets and manifests to the Clovis Civic Center no less than (60) Days prior to move-in.

Helium Balloons -- Even though it may sound like fun, distribution of helium balloons in the Clovis Civic Center is only allowed with permission of management. If helium balloons become detached from a display, or released by the crowd, the labor cost to retrieve the balloons will be charged to the Customer (which helps hold down labor costs for everybody). For safety reasons, compressed gas cylinders used to inflate balloons must be properly secured to prevent toppling.

Insurance -- For the protection of the Customer and the facility, the General Manager or his/her designee reserves the right to cancel the event upon failure of show management to provide such verification within the specified period.

As a courtesy and convenience, the Clovis Civic Center does offer tenants, users and exhibitors the option of purchasing insurance through the Clovis Civic Center. For more information about this helpful service, please contact the Event Manager.

Lasers -- For public safety reasons, only Class I lasers shall be permitted. Class II or greater are prohibited within the building.

Leaving the Facility Room Clean -- We don't ask for much. But we do ask you to do your part to maintain our facility. The building exhibition halls will be delivered to the Customer as specified in the Lease Agreement. The floor will be clean upon move-in. It is the responsibility of the Customer to return the room to its original condition. Or, as part of our customer service, we'll be happy to do it for you.

Loading and Unloading—When loading and unloading for an event you may only use the assigned entrance and exit by the management. Loading in from any other entrance or exit is prohibited. This is because we do not want our nice doors to get all banged up even though we know you will be careful. We do have a very large front gate that looks easy to get a vehicle into that is strictly prohibited to prevent damage to our front plaza.

Mail -- Exhibitor or Show Management mail should be addressed in care of the event and when applicable, booth number. As a customer service, mail will be held in Security until the first day of the client move-in date at which time it will be delivered to the show office.

Motorized Vehicle Operation -- For the safety of employees and exhibitors, only trained and certified personnel must operate forklifts and material handling devices. Operating vehicles and engines shall not be left unattended.
Show Management operating the equipment is responsible for damages. And to help maintain our facility, any vehicles, which drip oil or other staining solutions, must have drip pans or dry absorption powder under the parked vehicles and engines.

Movable Walls -- We're all about breaking down walls. In this case, we also don't want anyone to get hurt, or to disrupt an event. So the movable walls in the exhibition halls and meeting rooms must be installed and removed by Clovis Civic Center personnel only.

Novelties -- The Clovis Civic Center retains all rights and permissions for the sale of merchandise and novelty items sold within the facility and facility premises. Merchandise and novelty products include, but are not limited to T-shirts, programs, pictures, records, tapes and miscellaneous show promotion items. A facility merchandise fee may be applicable. This novel approach helps us make sure our rent is equitable for all users.
All negotiations to arrange for event sale and compensation procedures are to be directed to the Event Manager.

Package Inspection -- For your safety and security, cartons, package or other containers brought in or removed from the Clovis Civic Center by show personnel, exhibitors or service contractors may be subject to inspection.

Parking -- The Clovis Civic Center has 275 FREE parking spaces on the complex. Motor home vehicles (RV's) may use the parking area for parking purposes only. Overnight parking on Clovis Civic Center property is prohibited. Options are available for the rental of the parking lot areas for outside exhibits and/or exhibitor and patron parking.

Payment -- As a service to our customers, cash, check, Visa, MasterCard, and American Express are accepted for all payments.
All exhibitors must pay in full at time of orders.
All clients must pay their rental deposit according to the Clovis Civic Center Deposit Schedule.

In order to reduce (or, hopefully, eliminate) bad debt write-offs, the Center reserves the right to request payment in advance for estimated additional costs beyond minimum rental.

Pyrotechnics-- The rules governing the use of pyrotechnics are very specific. So if you're considering adding pyrotechnics to your event, please spend a few minutes getting fully acquainted with them.
Any contractor that intends to use pyrotechnics on the facility shall hold a valid federal license issued by the U.S. Department of the Treasury - Bureau of Alcohol, Tobacco and Firearms, for the use of "low explosives." A copy of this license shall be provided to the Event Management Department at least one month prior to the event date. The use of pyrotechnics within the licensed area shall be approved by the Customer who shall remain direct responsibility to the Clovis Civic Center for all activities as described in the License Agreement. A complete description of the pyrotechnic activity shall be prepared and submitted to the facility 30 days in advance of the event and include the following information:

• Permit from Clovis Fire Department.
• Plots showing exact location, type, and number of devices.
• Protective materials and equipment for activity.
• Location and number of fire extinguishers for activity.
• Schedule of activities, number of certified pyrotechnic operators, and their locations.
• Schedule for pre-show pyrotechnic test to be conducted in the presence of a Clovis Fire Inspector.
• Pyrotechnic contractor shall provide a certificate of insurance to Clovis Civic Center Management naming Clovis Civic Center, Global Spectrum and it's employees and City of Clovis and their employees as additional insured.
• In addition to the above requirements the contractor must be licensed by the State of New Mexico.

Rigging – No rigging is allowed in Clovis Civic Center.

Safety/Fire Code Requirements -- Of course, the safety of all occupants of the Clovis Civic Center is of primary concern. Any unsafe condition or activity should be immediately reported to Clovis Civic Center Management and supervisory personnel of the responsible party for corrective measures.

Those provisions of the NFPA 101 Life Safety Code 1994 edition and the 1997 Uniform Fire Code for public assembly facilities have been established as a standard for review of occupancies and events in the Clovis Civic Center. The information contained in this outline is a summary of relevant provisions contained in these Codes as well as standard operating procedures established in cooperation with the Fire Marshal of Clovis. Reference copies of these codes are available in the Event Management Department.

1. All curtains, drapes and decorations must be constructed of flameproof material, or treated with an approved flame proofing solution. (Treatment shall be renewed as often as may be necessary to maintain the flame proofing effect.)
2. All exits, hallways and aisles are to be kept clear and unobstructed at all times.
3. A 20 ft. roadway shall be maintained for fire equipment access to all parts of the building displays.
4. No part of a hallway, corridor, vestibule, leading to an exit, shall be used to in a manner that will obstruct its use as an exit or that will present a hazardous condition.
5. Storage of any kind is prohibited behind the back drapes or display walls or inside display areas. All cartons, crates, containers, and packing materials that are necessary for re-packing shall be removed from the show floor. The Clovis Civic Center inspects all exhibits to ensure compliance.
6. Crates, packing materials, wooden boxes and other highly combustible materials may not be stored in the Clovis Civic Center. Items such as brochures, literature, giveaways, etc., within the booths are limited to a one-day supply. Consideration will be given for the storage of crates outside of the facility.
7. All outside displays that are under cover of the building roof or extension of the roof or porch area shall be governed by the same rules of an inside display.
8. No exit door shall be locked, bolted or otherwise fastened or obstructed at any time the Clovis Civic Center is open to the public. Moreover, it shall be unlawful to obstruct, or reduce passageway or other means of egress. Additionally, all required exits should be so located as to be discernible and accessible with unobstructed access thereto.
9. All sawdust and shavings shall be thoroughly treated with an approved flame-retardant product, stored and maintained in a manner approved by the Fire Marshal. Hay and straw are not allowed in the Clovis Civic Center.
10. Automobiles, trucks, tractors, machinery and other motor vehicles utilizing flammable fuels, which are placed on display inside the Clovis Civic Center shall have no more than 1/4 tank or five (5) gallons of fuel in the tank; all fuel tanks shall be locked or effectively sealed and at least one battery cable shall be disconnected from the ignition system. Ignition keys for vehicles on display shall be kept by a responsible person at the display location for removal of such vehicles from the building in event of emergency. Carpeting or visqueen must be placed underneath the vehicle for any possible leakage.
11. The use of liquefied petroleum gases inside building, tents or other areas is strictly prohibited, except for demonstration purposes when approved by the Clovis Civic Center and the Clovis Fire Marshal. Maximum LPG allowed for exhibition purposes is a 16-oz non-refillable cylinder. There may be a maximum of 24 containers stored in any one location.
12. All trash and refuse shall be removed daily from the Clovis Civic Center.
13. Provide and maintain approved fire extinguishing equipment in all areas as designated by the Clovis Civic Center and the Clovis Fire Marshal.
14. All standpipe and hose cabinets shall be kept clear and unobstructed at all times.
15. All hydrants and fire department connections shall be unobstructed at all times.
16. All electrical connections shall be in accordance with the Electrical Code.
17. All electrical cords, sound cable or other trip hazards shall be safeguarded.
18. All appliances fired by natural gas shall be approved by the Facility Operations Manager, the Clovis Civic Center and the Clovis Fire Marshal, and installed in accordance with NFPA 54 National Fuel Gas Code before being used.
19. The Clovis Civic Center and the Clovis Fire Marshal must approve the use of welding and cutting equipment for demonstration purposes.
20. Cylinders of compressed gases are prohibited unless approved by the Fire Marshal and secured according to requirements outlined in the 1997 Uniform Fire Code. The Facility Public Safety Manager along with the Clovis Civic Center and the Clovis Fire Marshal shall check egress of the facilities before it is occupied for any use. If such inspection reveals that any element of the required means of egress is obstructed, inaccessible, locked, fastened, or otherwise unsuited for immediate use, admittance to the building shall not be permitted until necessary corrective action has been completed.
21. There shall be no obstruction blocking exit doors from the outside of the Clovis Civic Center, such as vehicles parked in front of the doorways or barricades across sidewalks, etc.
22. No curtains, drapes or decorations shall be hung in such a manner as to cover any exit signs.
23. No vehicles shall be parked in fire lanes outside the Clovis Civic Center.
24. No flammable liquid or material shall be used or admitted inside of the Clovis Civic Center except by approval of the Clovis Civic Center and the Clovis Fire Marshal. Prohibited materials include, but are not limited to kerosene, motor fuel, explosives, cryogenic gases, etc.
25. No person shall cause or permit any open flame, candles, and torches, etc. to be used in any place of assembly, except that candles may be used on tables if securely supported on substantial noncombustible bases so located as to avoid danger of ignition of combustible materials and only if approved by the authority having jurisdiction. The candle flame shall be protected.
26. All cooking appliances shall be equipped with ventilating hoods and equipment as deemed necessary by the Fire Marshal and installed in accordance with the provisions of the City Building and Fire Codes. Cooking equipment shall be placed on a noncombustible surface, such as metal, hardwood board or glass and be separated from each other by a minimum horizontal distance of 2 ft. Countertop fryers not exceeding 288 square inches and single well may be used without the necessary ventilating hood and surface protection requirement, provided there are two (2) ten (10) pound B.C. extinguishers positioned on each side of said fryer
27. All cooking equipment shall have regulator(s) at appliance and gas cylinder(s). All supply lines (tubing or hoses) shall be lead-tight and in good repair. Hoses shall be listed for the type of product it supplies.
28. All aisles in the exhibit hall shall be maintained at a minimum of ten (10) feet clearance.
29. All covered structures in excess of one hundred (100) square feet in area shall be protected by an automatic smoke detection system approved by the Fire Marshal.
30. All floor plans submitted shall be totally representative of the halls, rooms, lobby and hallways and/or areas the events are held in, and include such as the location of manual pull stations, fire hose standpipe closet, exits, aisles, etc.