Facility Guidelines
Everything you need to know for your event’s success, down to the last detail.
ACCESS TO SURROUNDING GROUNDS. There shall be no access for street vehicles the concrete pads or sidewalks within or surrounding the facility unless approved in advance by facility management. Use of landscaped areas by Client is strictly at the discretion of facility management.
ADVERTISING AND PROMOTIONS. In all Client advertising and promotions relating to the Event, Center must be referred to as “The Riverside Convention Center.” Use of the Riverside Convention Center’s name may be used to describe the location of the Event only. Client may not use the name for any other purposes without Center’s prior written consent.
ALCOHOLIC BEVERAGES. As a venue regulated by the California Department of Alcoholic Beverage Control, Center is the exclusive licensee and provider of alcoholic beverages. Neither Client nor its guests may bring outside alcohol into the Center or on its premises. Unauthorized alcohol will be confiscated. Center reserves the right to: 1) require proof of legal drinking age and refuse alcoholic beverages to any person who is underage or who cannot produce identification; and 2) refuse alcoholic beverages to any person who appears intoxicated, in Center’s sole discretion. Notwithstanding the foregoing, Center may refuse to serve any patron for any reason. Client agrees to fully indemnify and hold Center harmless for any personal injury or property damage arising from or related to the service of alcohol at Client’s Event, whether that injury or damage is caused by Client or Client’s guests.
AUDIO VISUAL. Client must contract all audio/visual equipment, rigging, labor and any other AV-related services through Center’s exclusive in-house provider. All audio/visual charges are per-day and subject to administrative fees and sales tax.
CONCESSIONS. If Client requests concessions, Center will determine the hours of operation and may change hours at its discretion. Center requires a minimum of five hundred (500) people to open concessions, plus a guarantee of $1,250.00 in sales during a 4-hour period. Client is responsible for no less than the guarantee of $1,250.00 in sales.
DAMAGE CLAUSE. Client is responsible for any damage to Center resulting from any acts or omissions of Client and/or its staff, personnel, agents, contractors, invitees, or guests. Before the Event, Center will note any existing damage with Client. Center will do a post-event walkthrough to note any damage that occurred during Client’s Event. Client will be charged for the cost to repair any damage that occurred during the Event.
ELECTRICAL. Center provides 120-volt/20-amp wall plug service. If Client requires electrical service beyond Center’s existing capacity, Client must contract, at its own cost, a licensed electrical services company approved by Center. Such special electrical service must be arranged in advance. Client should contact its assigned Convention Service Coordinator for the list of Center-approved electrical providers.
FOOD AND BEVERAGE SERVICE. Raincross Hospitality Management Corporation is the exclusive food service provider at the facility. No outside food or beverages are allowed in the facility with the exception of product sampling. Sampling of products is allowed as follows: Non-alcoholic beverages are limited to one (1) ounce container and no more than one (1) ounce of product, and food items are limited to bite size portions. The sales and catering department must be notified if products are to be sampled. All products sampled must be commercially manufactured and FDA approved. Approval for distribution of samples must be obtained prior to an event. Prior to any temporary, occasional even involving the buying, selling, or giving away of any food items, Client must obtain Riverside County Health permits. Client must secure, these permits and confirm as received by the Center at least ten (10) working days prior to the event.
GUARANTEES FOR MEAL FUNCTIONS. To ensure the success of the Event, Center must receive Client’s confirmed attendance (“Final Guarantee”) for each meal function no later than 12:00 Noon PST five (5) business days (excluding holidays and weekends) prior to the date of the Event. Once the Final Guarantee is submitted to Center, the count may not be decreased.
- Special Meals: Client’s assigned Convention Service Coordinator is available to consult on preparation, service of special meal requests, and pricing for vegetarian, gluten free, vegan, kosher, halal, and other meals to meet Client or guest dietary restrictions. Special meal menu requests are due 30 days prior to Event. Special meal requests must be included in Final Guarantee numbers.
- Overage: For every plated event, Center is prepared to serve 3% over the final guarantee, up to a maximum of thirty (30) additional meals. Client will be charged based upon the Final Guarantee or actual number of meals served, whichever is greater. Center will make every effort to accommodate increases to Client’s count(s) after the Final Guarantee is due. However, any increases exceeding 10% of the final guarantee will be subject to a 10% surcharge. If the count increases after the Final Guarantee deadline, then the 3% overage will no longer apply.
INSURANCE. Client must procure and maintain insurance that fully covers the risk and indemnity obligations set forth in this Contract, including Commercial General Liability coverage for bodily injury, property damage, contractual liability assumed under this Contract, and any independent contractors, in the amount of $1,000,000 per occurrence and $2,000,000 aggregate, plus Worker’s Compensation coverage as required by law. The insurance policy must specifically name the following entities as additional insureds: “Raincross Hospitality Management Corporation dba Riverside Convention Center and the City of Riverside, The Riverside Civic Authority and their respective members, officers, directors, managers, agents and employee s.” Client’s insurance policy must further state that it will not be canceled or materially changed for any reason without thirty (30) days prior written notice to Center.
The policy will not be accepted if it contains a “best effort” modifier or relieves the insurer from any cause whatsoever prior to, during, or subsequent to, the Event date range covered by this Contract. For Events scheduled to begin more than thirty (30) days after the date on which this Contract is executed, Client must provide Center with a final Certificate of Insurance which is fully compliant with the terms of this paragraph of the Contract not less than thirty (30) days before the Event. For Events scheduled to begin less than thirty (30) days after the date on which this Contract is executed, Client must provide a final Certificate of Insurance which is fully compliant with the terms of this paragraph of the Contract at time of fully executed Contract submission.
LIGHTING & HVAC SYSTEMS. Care for our environment and energy conservation is of great importance to our organization, therefore minimal light and comfort levels will be provided during event movein/out. Fifty percent (50%) lighting “work lighting” will be provided at no charge in all contracted spaces during move-in and move-out. Full lighting levels based on Client’s request will be provided one (1) hour prior to event opening. Lighting requests outside of these parameters will be charged at the prevailing rate. HVAC (heating, ventilation and air conditioning) are provided during event hours, one (1) hour
prior to event start time. Air conditioning and/or heating is not provided during move-in and move-out hours/days. Clients requesting these services during non-show periods will be charged at the prevailing rate.
PERMITS.
- Health Permits:
If Client intends to buy, sell, or give away food items, Client must obtain a Riverside County Health Permit. Permits must be secured and provided to Client’s assigned Convention Service Coordinator at least ten (10) days before the Event. To obtain a health permit, contact:
Riverside County Environmental Health Department
4065 County Circle Drive, Riverside, CA 92503
Telephone: 951-358-5172
Office hours are typically Monday through Friday, 8:00 a.m. – 5:00 p.m. - Vendor Seller’s Permits:
If the Event includes buying or selling any item, Client must obtain a Seller’s Permit from the State Board of Equalization. To obtain a Seller’s Permit, contact:
California Department of Tax and Fee
Administration 3737 Main Street, Suite 1000,
Riverside, CA 92501 Telephone: 951-680-6400
Website: https://onlineservices.cdtfa.ca.gov/_/
Client must obtain written evidence from each seller that it holds a valid California Seller’s Permit, or Client must secure a written statement from the seller that it is not offering for sale anything which is subject to sales tax. - Fire Permits:
If the Event includes any of the following, then Client must obtain a Special Event Permit from the Riverside Fire Department:- Exhibit booths
- Containers of flammable liquids
- Equipment for competition, demonstration, or display
- Vehicles placed inside an assembly area
An event site plan is required to receive a Fire Permit. Fees related to diagram approval or site inspection are Client’s responsibility. Center requires approved diagrams thirty (30) days before the Event. Client must keep a copy of the Fire Permit on property for the duration of the Event and provide a copy to Client’s assigned Convention Service Coordinator. To obtain a Fire Permit,
Contact:
City of Riverside Fire Department Prevention Division,
City Hall, 3900 Main Street – 5th floor, Riverside, CA 92501
Telephone: 951-826-5737
Email: prev@riversideca.gov
Riverside Fire Department office hours are Monday through Friday, 8:00 am – 5:00 pm. - Signs/Flyers:
City of Riverside Municipal Codes 10.16.040 and 19.76.010 prohibit posting unauthorized signs within city limits. Failure to comply with the above codes may result in a fine per sign, and/or a fine per incident imposed by the City of Riverside. Information regarding signs within the city limit can be found at:
https://library.municode.com/ca/riverside/codes/code_of_ordinances?nodeId=PTIICOOR_TIT1
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RIGHT OF INSPECTION. To help protect health and safety, Center event staff may enter and inspect all function rooms and/or set bag check stations at Center entry points. If Center event staff observes any activity which reasonably appears to be illegal or dangerous to people or property, then Center event staff may cancel the Event and require Client and Client’s guests to vacate the premises. In that instance, Client will remain liable for all fees and charges related to the Event pursuant to the terms of Contract.
PARKING. Center offers limited parking adjacent to the Riverside Convention Center in City Lot 33. The City of Riverside owns and manages Lot 33, so the City may establish rules regarding use of its property. Under no circumstances will Center be liable for any injury or property damage to Client or Client’s guests that occurs in a City-owned or managed parking area, and Client agrees to fully indemnify and hold Center harmless from any such claim arising from or related to participation in Client’s Event. Center can make parking in Lot 33 available at a cash rate of $15.00 per vehicle/space/day. Client may host parking for event attendees at a hosted rate of $10.00 per vehicle/space/day. If Client requires additional parking, vehicles may use street parking or alternate City parking lots/structures. Center’s Sales Manager will provide Client with a map and pricing for overflow parking. If recreational vehicles, trailers, buses, or other oversize vehicles will be used during the Event, then Client must make special arrangements and may incur additional fees.
PACKAGE/MATERIAL DELIVERY. Client is responsible for all packaging and shipping arrangements. Before the Event, Client must provide the assigned Convention Service Coordinator information regarding pre-event delivery and post-event pick-up of Client materials. Any materials received more than forty-eight (48) hours before the Event or left behind forty-eight (48) hours after its conclusion will incur storage charges of $50.00 per day. Packages shipped to Center should be addressed to:
- Attn: Event Name
Event Date:
Vendor Name & Booth #:
Riverside Convention Center
3637 Fifth Street
Riverside, CA 92501
PAYMENT. Complete pre-payment of estimated Center charges for the Event is required five (5) business days prior to the Event by cash, company printed check, cashier’s check, money order or credit card. No personal checks will be accepted. Events which have established credit terms in accordance with the Center’s credit policy shall be bound by terms of the stated credit policy. For all other events, prior to start of Event, Client must submit a valid credit card for any additional charges incurred during Event.
ROOM SET-UPS. Suggested capacities for meeting facilities and events are provided. The chart reflects maximum amount of seating in each room for a variety of set-ups. Capacities will vary with the addition of staging, dance floors, audio/visual requirements or other special room designs as requested. We request that you work with our Sales and Catering team to confirm capacities prior to preparing room specifications. One standard set-up is included in the rental of all meeting rooms:
- Theater, classroom, or banquet style (classroom does not include linens)
- Banquet Linens include cream or black tablecloths and cream, black, or burgundy napkins for all meal functions at no charge. If Client desires additional linen or special colors, an additional charge will apply
- One skirted head table (8’ or 6’ x 30”)
- One skirted registration table (8’ or 6’ x 30”) outside the room Any additional equipment such as audio/visual, skirting, tablecloths for classroom tables, staging, chairs or tables can be provided at an additional charge.
SIGNAGE AND DECORATIONS. Event sets and certain decorations must be approved by the Riverside Fire Department. Client’s assigned Convention Service Coordinator will provide guidance. Extraordinary decorations and sets may be subject to additional agreements and charges. Adhesive backed decals and stickers may not be distributed in the Center. Temporary signs may not be attached in any manner to permanent Center signage. Affixing anything to Center’s floors, walls, or ceiling requires Center’s prior written approval. Any costs incurred by the Center for the removal of these items will be billed to the Client. Use of materials such as confetti, Silly String, or other aerosol-delivered products is not permitted. Open flame candles are expressly prohibited. Please see general terms and conditions for additional restrictions.
MYLAR BALLOONS. Mylar balloons may not be distributed or offered for sale inside the facility. Mylar balloons obtained outside of the facility shall not be permitted inside the facility. If Mylar balloons are brought inside the building, without approval, and released for any reason, all labor costs associated with the removal of the balloons will be charged to the Client.
SMOKING POLICY. Smoking is prohibited at all times in the Center. This policy shall include e-cigarettes, vaporizers and similar devices at the sole and absolute discretion of facility management. There are designated areas outside the buildings where smoking is permitted.
TELEPHONE AND DATE NETWORKING SERVICES. Client must contract all IT and telecommunications services through the Center’s exclusive provider. The Center offers 30 min timed complimentary Wi-Fi per day/ per device. If Client wishes to upgrade bandwidth or make other special IT requests, it must request them a minimum of five (5) business days before its Event. IT charges may be subject to sales tax.
TIME ALLOCATION/ROOM SET CHANGE FEE. Center may be reserved for Event times beginning as early as 5:00 a.m. and ending as late as 12:00 am. If Client wishes to stay beyond 12:00 am or needs additional time for setup or tear down, Center may remain open for an additional charge. A minimum $300.00 per room will be charged if Client requires less than a three (3) hour turn-time for any function room. Charges will be based on the labor requirements necessary to accommodate the change. Client must make special arrangements with the assigned Convention Service Coordinator if Client anticipates that its Event will continue past 12:00 am.
VEHICLES ON DISPLAY. All vehicles displayed within the Center require a permit from the Riverside Fire Department. All costs shall be the sole responsibility of the Client. Drip pans shall be placed under the vehicle’s drive train to protect the facility. Duplicate keys shall be provided to facility management for use in the event of an emergency. Keys shall be kept on premises during the entire contracted period. Any regulations required by Riverside Fire Department shall be strictly adhered to by Client.