Usage Guidelines

No sub-leasing of the facilities shall be permitted.

The User shall be responsible for the conduct and control of participants and must comply with all applicable state and federal laws, city ordinances, BP Energy Center regulations, by-laws and policies and permit conditions.

Facility Users will assign an official event coordinator/contact for check in and check out procedures. Rooms will be open to attendees after the event coordinator has checked in at reception and been briefed on facility policy.

Any other permit required from police, fire, health or other government agencies must be obtained and copies presented to the BP Energy Center prior to facility use.

All organizations using the BP Energy Center facilities shall provide adequate adult supervision for those participants under the age of 18 to insure conformance with all appropriate rules and regulations.

The Facility User agrees to defend, indemnify and hold harmless the BP Energy Center from any and all damage or claims or suit arising from the action of the user, their employees or participants. The obligation shall be incumbent upon the User even if the alleged damage, claim or suit specifically alleges negligence on the part of the BP Energy Center.

Use of tobacco or possession of firearms, possession or use of intoxicating liquor or illegal drugs, fighting, betting, or other forms of illegal gambling will not be allowed on the premises.

Facility use includes use of normal furniture and requested equipment. Users will be expected to furnish their own expendable supplies.

Should Facility Users request staff make copies of any event materials, a charge of $0.50 per page for Black & White copies and $0.75 per page for color copies will be charged to the card on file for the event.

Facility Users are not authorized to use or operate any BP Energy Center equipment other than that which is included with the room use.

In the event of damage to the facility or equipment (other than normal wear and tear) the Facility User shall accept the BP Energy Center’s estimate of the amount of same and shall pay all appropriate costs.

Facility Users are limited to the specified room(s) during the hours and days specified on the reservation. Facilities will be open at the time scheduled for activity to begin and closed at the time scheduled for its conclusion.

The BP Energy Center will not be responsible for loss of personal property by individuals or groups when rooms are being used.

Facility Users will not discriminate nor deny access to the activity area because of race, religion, sex, sexual orientation, disability, marital status, change in marital status, national origin, color, age, pregnancy, or parenthood.

In the event a reservation is cancelled by the Facility User, 5 working days notice is required for a full refund. No refund will be issued for cancellations less than 5 working days prior to event.

No Show reservations are ineligible for a refund. All reservations four hours and under that fail to show will result in a $100 no show fee.

Facility Users will include ample time for setting up and tearing down when booking reservations. If time is needed to set up or tear down outside of normal business hours, Users will reserve time on an additional day on either side of their event. Facility Users should prepare accordingly to enter and exit the building within business hours.

Rooms must be returned to the condition in which they were found, including the resetting of chairs and tables should they be moved.

Facility Users may bring in refreshments and meals for their group. All food and refuse should be disposed of and removed prior to your scheduled departure time.

Facility Users will refer to staff on best practices for food staging and delivery. Users will be responsible for disseminating this information to their attendees and/or contracted catering company.

Open flames and/or Sterno are prohibited unless coordinating with our preferred caterers.

The BP Energy Center encourages recycling and supports practices that eliminate or reduce waste. Please use the recycle bins conveniently located on each floor.

Facility Users agree to have a credit card held on file to cover any additional janitorial event clean-up should it be required. Clean up fee would be no greater than $150.

The BP Energy Center shall have the authority to impose reasonable conditions in addition to those specified in this section, when necessary.

The BP Energy Center reserves the right to decline/cancel any reservation to those who have previously violated rules and regulations, or for any reason.