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Russell County Conference Center Facility Guidelines & Agreement
Please review the following agreement, sign, and return to the Russell County Conference Center as soon as possible.
Reservations
Event bookings are considered “Tentative” until we receive a signed Facility Guidelines Agreement. Advanced booking
contracts must be returned within two weeks in advance. If clients have not stated what they request for set up 48
hours before the event changes WILL NOT BE MADE. We reserve the right to alter space assignments as necessary.
Please see the Russell County Event Planner Coordinator upon your arrival.
The general hours of operation for the facility are Monday- Friday 8:30 a.m. to 4:30 p.m. Earlier or later hours or
additional days of operation will be based on clients’ requests and must be arranged in advance.
Your contract indicates the hours the facility has been reserved. Utilization of the Conference Center prior to or
after the times indicated on your contract requires advanced approval and may incur an additional fee.
Food & Beverages
Russell County Conference Center asks for prior approval of selected caters for all meal functions. Other outside
food sources are not allowed. The kitchen is strictly only to be used for preparation. The individual or group can be
subject to a higher charge if facility is left in disorder.
Alcoholic beverage services must be arranged in advance with the Russell County Event Planner Coordinator and
in accordance with Virginia ABC laws. “Brown bagging” is not permitted.
Audiovisual Requests & Technical Assistance
Technical assistance is available with audiovisual equipment and should be requested at least one week in advance.
After a basic allowed 30 minutes, technical assistance is billed by the hour. While every effort will be made to provide
assistance, last minute requests for equipment or technical assistance may not be available.
Liability
Russell County Conference Center reserves the right to inspect all private functions. Damages to the facility will be the
responsibility of the organization or person hosting the event to the extent caused by acts or omissions of the
organization’s agents or employees. This includes any breakage or damage to the building or contents. Materials
should not be attached to the walls. If an event includes children under the age of 18, adult supervision and chaperones
are required. Russell County Conference Center assumes no responsibility for any personal item or equipment brought
in by any individual or group.
Regulations
Exit doors must not be blocked; no tobacco products are allowed in the building; only service animals are allowed
inside the facilities. Failure to pay in full at the time that goods or services are rendered or when billed will result in the
imposition of 10 percent interest on the unpaid balance. Return checks will incur a handling fee of $50.00. If the matter
is referred for collection to an attorney or to a collection agency, then the debtor will be liable for all collection fees. If
linens are needed, they must be ordered at least two prior of the event. Requesting goods or services will be deemed
to be acceptance of these terms.
Departure
Rooms should be left clean and orderly. Plastic bags are available in the kitchen for use in disposing of excessive
trash. Furnishings must be returned to their original configuration. A cleaning fee will be assessed for those rooms
not left in proper order.
Russell County Conference Center Facility Guidelines & Agreement
Please review the following agreement, sign, and return to the Russell County Conference Center as soon as possible.
Reservations
Event bookings are considered “Tentative” until we receive a signed Facility Guidelines Agreement. Advanced booking
contracts must be returned within two weeks in advance. If clients have not stated what they request for set up 48
hours before the event changes WILL NOT BE MADE. We reserve the right to alter space assignments as necessary.
Please see the Russell County Event Planner Coordinator upon your arrival
The general hours of operation for the facility are Monday- Friday 8:30 a.m. to 4:30 p.m. Earlier or later hours or
additional days of operation will be based on clients’ requests and must be arranged in advance.
Your contract indicates the hours the facility has been reserved. Utilization of the Conference Center prior to or
after the times indicated on your contract requires advanced approval and may incur an additional fee.
Food & Beverages
Russell County Conference Center asks for prior approval of selected caters for all meal functions. Other outside
food sources are not allowed. The kitchen is strictly only to be used for preparation. The individual or group can be
subject to a higher charge if facility is left in disorder.
Alcoholic beverage services must be arranged in advance with the Russell County Event Planner Coordinator and
in accordance with Virginia ABC laws. “Brown bagging’ is not permitted.
Audiovisual Requests & Technical Assistance
Technical assistance is available with audiovisual equipment and should be requested at /east one week in advance.
After a basic allowed 30 minutes, technical assistance is billed by the hour. While every effort will be made to provide
assistance, last minute requests for equipment or technical assistance may not be available.
Liability
Russell County Conference Center reserves the right to inspect all private functions. Damages to the facility will be the
responsibility of the organization or person hosting the event to the extent caused by acts or omissions of the
organization’s agents or employees. This includes any breakage or damage to the building or contents. Materials
should not be attached to the walls. If an event includes children under the age of 18, adult supervision and chaperones
are required. Russell County Conference Center assumes no responsibility for any personal item or equipment brought
in by any individual or group.
Regulations
Exit doors must not be blocked; no tobacco products are allowed in the building; only service animals are allowed
inside the facilities. Failure to pay in full at the time that goods or services are rendered or when billed will result in the
imposition of 10 percent interest on the unpaid balance. Return cheoks will incur a handling fee of $50.00. If the matter
is referred for collection to an attorney or to a collection agency, then the debtor will be liable for all collection fees. If
linens are needed, they must be ordered at least two prior of the event. Requesting goods or services will be deemed
to be acceptance of these terms.
Departure
Rooms should be left clean and orderly. Plastic bags are available in the kitchen for use in disposing of excessive
trash. Furnishings must be returned to their original configuration. A cleaning fee will be assessed for those rooms
not left in proper order.
Russell County Conference Center Facility Guidelines & Agreement
Cancellations
Cancellations will not result in a refund. Events will be only be rescheduled for a future event. This includes
inclement weather.
Failure to return the Guidelines and Agreement does not automatically cancel an event. Cancellations are not official
until you have contacted the Russell County Event Planner Coordinator via phone, email, or in writing.
The Russell County Conference Center Facility Guidelines and Agreement must be signed and returned immediately.
A deposit of one hundred percent (100%) of total costs from Event Contract, or credit card authorization, is due when
the contract is signed.
I hereby agree to abide by the guidelines outlined in the Russell County Conference Center Facility Guidelines
and Agreement. I also agree to abide to the post event clean-up checklist. I accept responsibility for charges
incurred by my organization / event.
Initial here if you accept responsibility for fees if the room is not left in proper order. For example trash left in the building,
not vacuuming, not cleaning up spills on the carpet, and damage done to the facility.
Contact Name:
Contact phone number:
Contact Address:
Name of Event:
Date of Event:
Signature   Date
Date
Event Planning Coordinator
Please return signed agreement to:
Kevin Ferguson, Russell County Conference Center, 139 Highland Drive, Lebanon, VA, 24266
Office: 276-889-8221 

Fax: 276-889-8011
Cell: 276-971-0808
Email:   [email protected]
mailto:[email protected]
Russell County Conference Center Facility Guidelines & Agreement
Cancellations
Cancellations will not result in a refund, Events will be only be rescheduled for a future event. This includes
inclement weather.
Failure to return the Guidelines and Agreement does not automatically cancel an event. Cancellations are not official
until you have contacted the Russell County Event Planner Coordinator via phone, email, or in writing.
The Russell County Conference Center Facility Guidelines and Agreement must be signed and returned immediately.
A deposit of one hundred percent (100%) of total costs from Event Contract, or credit card authorization, is due when
the contract is signed.
Thereby agree to abide by the guidelines outlined in the Russell County Conference Center Fa
and Agreement. | also agree to abide to the post event clean-up checklist. | accept respon:
incurred by my organization / event.
ity Gui
ity for charges
Initial here if you accept responsibilty for fees if the room is not left in proper order. For example trash left in the building,
not vacuuming, not cleaning up spills on the carpet, and damage done to the facility.
Contact Name:
‘Contact phone number:
Contact Address:
Name of Event
Date of Event:
Signature Date.
Date,
Event Planning Coordinator
Please return signed agreement to:
Kevin Ferguson, Russell County Conference Center, 139 Highland Drive, Lebanon, VA, 24266
Office: 276-889-8221
Fax: 276-889-8011
Cell: 276-971-0808
Email: kevin [email protected]