Food/Beverages/Alcohol
Technical
This is a summary of some key areas that may apply to
events occuring at the Waco Convention Center. Please
see the actual contract and Terms and Conditions for the
full text.
General
What are the building's hours and what are extended hours?
The building is generally open from 7:30 AM to 12:00 AM, unless there
is not a night crew scheduled to come in at 5:00 PM. There is an additional
charge to open the building early ($100 per hour), or to keep it open
late from midnight to 1 am ($200). The building closes at 1:00 AM
and is not available for rental past this time.
Where are your offices located?
During renovation, the offices are temporarily located at the second
floor of Waco City Hall at 300 Austin Avenue in downtown Waco. After
the renovation is complete, the Waco Convention & Visitors Bureau's
offices are located on the lower level of the Waco Convention Center.
The office is open from 8:00 AM to 5:00 PM, Monday through Friday.
What are the insurance requirements?
The City of Waco requires $1,000,000 event insurance coverage for
all events in the Waco Convention Center. The City of Waco must be
named as additional insured.
What are the Waco Convention Center's fire and life safety guidelines
for trade shows, public events and performances?
You can find information regarding fire and life safety guidelines
here.
What about time for decorating or caterers?
The times allowed to have access to the room are written on the contract.
If additional time is required to decorate or set up the room, or
a caterer needs access prior to the contracted times, we charge half
the normal rental price. Please contact us as soon as possible if
the contract does not cover the time needed for decorating.
What are the deposit requirements?
A deposit consisting of the room rental is due upon execution
of the contract. The remainder is due 7 days in advance
of the function. Rooms are not firmly reserved until the
deposit is paid and the contract has been signed by both
parties. Sign and return both copies of the contract.
When is security required?
Security is required for any event where alcohol is being
served, events with dancing and other events as deemed
necessary by Waco Convention Center Management. Security
for the event may be provided by any licensed peace officers
(Waco PD, Sheriff's Deputies, DPS Officers, etc.) The
Waco Convention Center can provide contact names for these
organizations, but arrangements for scheduling and payment
must be made directly with the security provider. The
Waco Convention Center must receive notification at least
ten (10) days prior to the event of all security arrangements.
Security for all events must be in place at least 30 minutes
prior to the start of the event and must remain at least
30 minutes after the contract time for the event expires.
Failure to have required security at the event may result
in cancellation of the event.
Food & Beverages
Can you provide catering in-house?
Yes! The Waco Convention Center has an in-house
catering department with a wide range of offerings.
Click here to
order in-house catering online. Lock in your final numbers for catering no less than seven days in advance to avoid possible additional charges.
Can we bring in food and beverages?
No. Outside food and drink is not allowed. This includes
beer, wine, liquor, champagne, mixers, sodas, juices,
bottled water, snacks, finger foods, etc. All food &
beverages must be provided by the Waco Convention Center
or an approved caterer.
What about Beer, Wine & Liquor Service?
The Waco Convention Center is the exclusive provider,
server and seller of all beer, wine and liquor in the
Center. For all events, Texas Alcoholic Beverage Commission
(TABC) regulations must be strictly adhered to. Security
is required when alcohol is served.
What about donated alcohol?
Donated alcohol is not allowed in the Waco Convention
Center.
Do you allow outside caterers to cater in the facility?
The Waco Convention Center allows any caterer found on
our approved caterer list to
be used. The catering fee is 15% on food and beverages
and is paid by the caterer. Please call us two weeks in advance of your event to let us know which caterer you will be using. In accordance with the Waco-McLennan County Health Department regulations, no outside food or drink is allowed unless provided by an approved caterer.
What about water service?
We supply 5-gal. standard plastic water dispensers. It costs $35 for the first 5-gal. container, with stand and 150 cups, and $20 for each additional container, per station, per day.
What about food & beverage donations?
All potential food and beverage donations must be requested
in writing to Liz
Taylor, Convention Center Director, no later than two weeks prior to the event. The letter should indicate the
products and quantity to be donated. Food donations must
be provided by a licensed, professional caterer in order
to comply with health department regulations. Be advised
that submitting a letter does not mean automatic approval.
Technical
Do you have Internet access available?
At this time, we offer free wireless internet access throughout the building, including lobbies and all meeting rooms.
Due to renovation, hardwired internet access is currently limited. An order form can be found at wcc-electrical.asp. An ethernet card and Cat-5 cable is required for the computer to use this service. It is not a wireless connection.
What about electrical service?
Electrical charges may be incurred depending on services
required. Electrical service is normally needed for bands,
exhibits and tradeshow booths. There are different prices
based on how much power is required. There are limits
on the amount of power available in some locations within
the building. Technical assistance is not provided; a
sound technician may be required for operating sound or
recording equipment.
What about telephone service?
If telephone service is needed for a exhibit booth or
meeting, arrangements must be made separate from the Center.
Call AT&T at 1-800-499-7928 for this service.
