Thames
Center
The Billy B. Thames
Conference Center
POLICIES
AND PROCEDURES
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When using Copiah-Lincoln Community College facilities, all policies and regulations of the college must be followed. In addition, lessee shall comply with all Federal State, and local statutes, ordinances or regulations; and all of the Thames Center policies and procedures. Such policies and procedures may be amended at any time.
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No event is considered "confirmed" until the executed Confirmation Agreement and appropriate deposit are received by the Director of the Thames Center. (Please refer to the Confirmation Agreement for appropriate deposit amount.) -
Every reasonable effort will be made to provide the particular meeting room requested, but if it is not available an alternate room will be assigned. -
Rates may be subject to applicable state and local taxes. Such taxes will be added to the fees charged unless you present the proper documentation to establish that your organization or group is exempt from such taxes. Such documentation must accompany the Confirmation Agreement. -
Room rental rates are as stated on the Facility Room Rental Schedule and reflect four-wall rental and the initial set-up and dismantlement. Multiple day discounts are available. Additional fees will be assessed for refreshments, meals, all other associated in-house or outside equipment rental or services, additional set-ups and dismantlement, decorating time, practice time or when college personnel are needed beyond regular office hours (Monday – Friday, 8:00 a.m. – 4:30 p.m.). If the room is available and needed by your organization or group prior to your scheduled event, a minimum user fee of $100 will be charged. -
Note: All banquet room or meeting room rental rates as stated on the Facility Room Rental Schedule; however, we will provide the room complimentary for two hours for your banquet when a meal is requested with a minimum of 150 persons guaranteed. After two hours, a per-hour fee will be assessed by catering based upon the number of guests.
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If college personnel are needed to operate any special equipment during your event, a $100 technician fee will be assessed.
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Alcoholic beverages are not allowed on the premises of Copiah-Lincoln Community College which includes the Thames Center. In addition, smoking is prohibited in all campus buildings which includes the Thames Center. -
Refreshments and meal prices will be quoted on a per function basis. (Please contact Diana Mezzanares at 643-8367 for menu selection and pricing.) -
All food and/or beverages on the premises will be provided by the Thames Center catering. No other food than that provided by the Thames Center will be permitted in the meeting rooms or dining rooms of the Thames Center. Any leftover food due to lack of attendance cannot be removed by the host or guests. If someone should insist on removing food from an event, a waiver must be signed releasing Valley Management Services and Copiah-Lincoln Community College from all liability due to possible mishandling of the food carried out. There will also be an additional packaging charge. -
You must contact the Food Service Director at least two weeks prior to your event to select menus, table linen colors, and to provide an estimated number of attendees when food or refreshments are required. A guarantee or the total number of attendees for catered food functions must be confirmed three working days prior to event. Changes to the number of attendees may be requested up to two working days prior to the event date; however, the billing will be based on a number of attendees not less than the guaranteed number. There will be a 25% service charge added to all meals served over your guarantee. We will prepare food for a 5% deviation; however, places will be set for the actual number confirmed. We will make every reasonable effort to serve all attendees, but advises we cannot be responsible if the number of attendees exceeds the guaranteed number. -
When you find the need to ship packages to the Thames Center in advance for your workshop or conference, please address your boxes to: Copiah-Lincoln Community College Attention: The Thames Center at 1084 Lake Drive, Wesson, MS 39191. Always include the group name, arrival/meeting date, and any other group contacts. The Thames Center assumes no liability for lost or damaged materials. -
The use of college computers is subject to all rules and regulations of the college, which rules and regulations may be amended at any time by the college. A policy statement on computer use will be provided, when applicable. With approval of the Thames Center, special arrangements may be available for software use on computers located in the Thames Center. If special software is approved and needed on the computers located in the Thames Center, it will be loaded and removed by the Thames Center personnel (or by you with the Thames Center personnel observing) prior to the time needed. Arrangements for a time for installation of software should be made 3 days prior to the time the organization or group will be using the computers and should be completed during regular office hours of the staff of the Thames Center (Monday – Friday 8:00 a.m. – 4:30 p.m.). Any software used which is not available through the college must be accompanied by proof of licensure. -
Quoted fees for sleeping accommodations are for single or double occupancy. Additional fees ($15 per person) will be assessed for any number of occupants greater than two. For overnight guests please attach a list of all occupants. -
When planning decorations for your event, we ask that you consider the amount of space available on the tables once we have set out utensils, desserts, salads, condiments, etc. We ask that you not use any types of glitter, confetti, snow or small leaves in your decorating plans. Candles may be used; however due to safety regulations they cannot be lit. Please consult us prior to hanging any material on the interior walls of our facilities or before constructing any type of platform or backdrop. We do not allow the use of any type of tape or staples on our walls, especially masking tape, electrical tape, or packaging tape. All decorations must be removed at the conclusion of your function by your decorating committee within the time limitations of your event. -
The Thames Center will not be responsible for any damages to articles or equipment or loss of any articles or equipment left in the Thames Center prior to, during, or following a function. The organization or group using the Thames Center agrees to be responsible for any damage done to the premises by the guests or independent contractors during the time the premises are being used. -
All fees owed to the Thames Center will be due on or before departure. If departure will be after office hours of the Thames Center, prior payment arrangements must be made. Any other payment arrangements must be made in advance. Payment can be made by cash, check, credit card or purchase order. -
Upon receipt of an executed copy of the Confirmation Agreement with all appropriate deposits, the Thames Center will reserve the function space requested, provided such space is available. Due to loss of revenue from booked meetings and/or banquets, cancellation of your confirmed date(s) will be subject to the following cancellation fees:
If written notice of cancellation is received by the Director more than 45 days prior to the date for the function, this agreement may be terminated, and a cancellation fee will not be charged.
If written notice of cancellation is received by the Director less than 45 but not more than 30 days prior to the date for the function, a cancellation fee equal to ½ of your deposit will be charged.
If written notice of cancellation is received by the Director less than 30 days prior to the date for the function, a cancellation fee equal to 100% of your deposit will be charged.