Facility Use Guidelines
Dublin-Laurens County Recreation Authority (DLCRA) reserves the right, at any time, to order removed any persons, animals, furniture, fixtures, wiring, exhibits, or other items, and to terminate the lease agreement without notice or liability.
Lessee accepts the facility in good order and agrees to return it to the DLCRA in the same condition, normal wear accepted. The lessee will be liable for any and all damages caused through its own action or the acts of any of its employees, agents or anyone visiting the facility upon invitation of the lessee, as well as damages caused to the facility.
DLCRA will furnish lighting, normal janitorial services and water; which in its opinion is adequate with respect to the intended use: however the Authority shall consider both the burdens placed by the intended use and the reasonable needs of the lessee. The failure to furnish these services shall not abrogate the agreement and shall not entitle the lessee to any rebate in rental fees.
Management reserves the right to review any contracts between lessees and other parties involved in the events. No portion of facility may be sub-leased out by the lessee without consent, in writing, of the manager and lessee may use no building for any purpose except as specified on the lease agreement.
The lessee or his/her representative must remain at the facility until the event is over and all participants; audience; equipment and/or property have been removed. Facility manager must pre-approve any exceptions to this policy.
The lessee is responsible for providing ticket sellers, parking lot attendants, and/or ushers as needed. These employees would be subject to the following: approval of management, knowledge of facility rules and ability to enforce the facility use guidelines. The approval of custodial or technical personnel should be arranged with management prior to event. The lessee will arrange for all move-in and move-out personnel. Recreation Authority staff is not available to assist with loading and unloading event equipment or materials.
Management reserves the right to monitor the attendance and to limit admission, should the facility reach capacity. If a performer does not appear or perform, as advertised, the promoter will explain to ticket holders why there was no performance and will make refunds, if requested.
Injuries, breakage, damage, missing property or equipment should be reported to management immediately.
DLCRA assumes no responsibility for items left by users or lost and found items. Recreation Authority reserves the right to remove from the facility all property remaining in the facility after the contracted time has lapsed. Property will be disposed of at the discretion of management.
No person will be allowed to bring in or keep in the facilities anything that may create a fire hazard or be detrimental to the fire protection of the facility. No open fires are to be built. All decorative material must be flame proof. After unpacking, all boxes and packing material must be removed from facility. No person or object may obstruct the sidewalks, passageways, halls, stairways, seating areas, and exits. The Fire Marshall strictly enforces this.
Facility manager must pre-approve any vehicles placed inside facility or on paved areas. No gasoline, explosives, oils, or artificial lights permitted in the facility without consent of management. The number, amperage and wattage of lights, fixtures or equipment for any event may be limited, subject to availably.
DLCRA equipment is not to be moved by anyone except authority personnel and is not to be used without the consent of management. Anyone found abusing, destroying or removing authority property would be barred from the premises.
No nails, tacks, staples, brads, etc. may be driven into any portion of the facility; and, no changes, repairs, painting, staining, alterations, or use of tape that will change the finish, appearance or contours of the facility will be permitted without consent of management.
No exhibit may be or displayed outside the facility or suspended from permanent fixtures without permission of management. Large trucks; house trailers; tractor-trailers or signs may not be placed on property without consent of management.
Lessee is to have an approved agent available to receive and ship all freight within contracted hours of use. Freight will not be accepted prior to contracted dates and DLCRA will not be responsible for any freight shipped to or from facility.
Nothing contained in the lease agreement shall be construed to prohibit the Department of Safety, Health Department or any other agency of Laurens County, its agents or its employees from entering the leased premises for the purpose of discharging their lawful duties.
Facility Lease Information
Reservations:
Reservations are tentative until lease agreement is signed and the required deposit is made.
Southern Pines Ag & Expo Center maintains a booking calendar capable of two (2) year in advance and rotates out December 1st of the current year.
Dates are a first come, first serve basis and Southern Pines Ag & Expo Center is NOT responsible for the rollover of any events that are held annually.
Southern Pines Ag & Expo Center is NOT responsible for remembering dates asked for that were previously booked but later cancelled.
Lease Agreement:
Upon receipt, lessee should sign agreement and return to Dublin-Laurens County Recreation Authority (DLCRA) office with deposit and supporting documents, as requested by DLCRA. Lease agreements do not cover any space or accommodations other than those listed in the document.
Move-in/out time is expected to be completed within the hours contracted. Facility manager must approve additional time.
Worksheets and a diagram of set-up (if applicable) must be filled out by the user and returned to the facility office no later than ten (10) working days prior to the event. This is the means by which the staff is scheduled and determination is made as to the required needs of the booked event.
Deposits:
Southern Pines Ag & Expo Center will tentatively reserve dates. At the time of the request, the potential Lessee must confirm the date with a $300.00 deposit and signed contract, NO MATTER HOW FAR IN ADVANCE it is being booked. A date is not considered confirmed until the lessee has submitted the required deposit and signed contract to the Dublin-Laurens County Recreation Authority. Deposits for dates are non-refundable unless cancellation notice is given at least thirty (30) days prior to the event date. The balance of the rental is due in ten (10) working days prior to the event.
An additional deposit may be required for anticipated advance expenditures. The balance of the rental fee and any additional expenses (i.e. set-up, clean up, damage & security deposit) is due in the Dublin-Laurens County Recreation Authority office ten (10) days prior to the event date. THE LESSEE CANNOT WAIT UNTIL THE EVENT DATE TO PAY RENTAL FEES, NO EXCEPTION.
A $100.00 clean-up deposit plus a $200.00 damage/security deposit ($300.00 total) is required to be paid by the lessee in addition to the rental fees. The clean-up fee and damage/security deposit are refundable to the lessee after the event date if the facility is not damaged and is left in clean and reasonable order. One or both deposits may not be refunded if facility is left unclean and/or damaged. NOTE: THE EXEPTION TO THIS IS IF SECURITY OF SOUTHERN PINES AG & EXPO CENTER AND ITS PATRONS IS BREACHED IN WHICH LAW ENFORCEMENT HAS TO BE CALLED IN TO RETAIN ORDER OR FOR ANY REASON PERTAINING TO CIVIL MATTERS.
Payments:
All pre-determined fees, as outlines in lease, must be paid in full ten (10) working days prior to event. Unpaid fees are subject to event cancellation. Supplemental services and additional equipment/facility rental fees are charges at the conclusion of the event.
Approved methods of payment for all related expenses for event dates are as follows: Cashier’s Check, Money Order. Southern Pines Ag & Expo Center services are on a C.O.D. basis and must be paid for prior to the event date as previously described. No out of town/state checks accepted.
Insurance, Business License & Security
Insurance Requirement
Lessees charging admission; taking orders or selling merchandise; or events with a higher risk factor must agree to carry comprehensive liability insurance in a company authorized to do business in the State of Georgia. Minimum insurance coverage is required as follows: $500,000 bodily injury to any one person; $1,000,000 for bodily injury from any one accident; and $100,000 for property damage for one accident. Coverage must also protect lessee and show Dublin-Laurens County Recreation Authority as an additional insured during the period of event. Failure to provide proof of required insurance coverage will result in cancellation of event.
A policy or certificate of insurance must be delivered to the DLCRA office at least ten (10) working days prior to the event. All lease agreements contain waivers of liability and should be reviewed thoroughly by lessee.
Business License Requirement
All lessee-sponsoring events involving the sale of items or goods to the public must contact the appropriate government agency for licensing information.
Security Requirements
Security for events is at the discretion of the DLCRA staff and must be comprised of certified and sworn law officers. The lessee is required to contract with and to pay directly to the officers for services provided. DLCRA staff based of the type of event, patron safety and traffic control requirements will determine the number of security officers required.
Food Services and Concessions
DLCRA reserves all concession rights, including but not limited to food and beverages. No food or other edibles or drinks may be served or given away free in facility or on grounds by the lessee unless authorized by the management.
Only the DLCRA contracted concessionaire is permitted to serve food or drinks at the rental facility.
DLCRA prohibits alcoholic beverages to be sold, possessed, or consumed in any county park.
Seating
DLCRA offers limited seating for the building. The DLCRA can accommodate a 1,000 seat capacity with the use of portable bleacher seats. Events requiring more seating, special arrangements will need to be made.
Southern Pines Regional Park
Ag & Expo Center
Rates & Fees
Daily Rate |
| Rate per Day (8:00 am – Midnight) |
| Church/Non-Profit and Civic Groups |
Varies/Day + $300 Security/Clean-up Deposit (Refundable) |
| Corporate/Business |
$300/Day + $300 Security/Clean-up Deposit (Refundable) |
Rate Per Hour (2 Hour Minimum) |
| Church/Non-Profit and Civic Groups |
$50/Hour + $100 Security Deposit (Refundable) |
| Corporate/Business |
$75/Hour + $100 Security Deposit (Refundable) |
| |
|
Equipment Rental |
|
| 6’ Table |
$5/ea. |
| Chair |
$1/ea. |
| PA System |
$25 |
| Panels |
$5/ea. |
|
Misc. Fees |
|
| Drag Fees |
$10/hr minimum or show may provide |
| Tractor Rental |
$200/Day or show may provide |
| Shavings Fee |
Show handles or may bring own |
| RV Hookup |
$20/per night |
| RV Overnight w/o Hookup |
$10/per night |
| Temporary Stalls |
Show to provide |
| Ticket Window |
Included in Rental Fee |
| Meeting Room |
Included in Rental Fee |
| Lights |
Included in Rental Fee |
Facility Specifications
Facility |
Size |
Square Feet |
Amenities |
Ag & Expo Center
|
200’ X 300’
|
60,000
|
Covered Roof Arena
Animal Wash Area
Concessions
Restrooms |
Arena Floor
|
135’ X 250’
|
33,750
|
Floor Level Seating-*4,224 Public Exit
Bleacher Seating
*5,000 Person Capacity
PA System |
Stage
|
75’ X 50’
|
3,750
|
Loading Dock
Lighting Truss
Electric |
Parking Lot
|
800 Spaces |
N/A
|
Free Parking
Over-Flow areas available |
Meeting Room |
20’ X 30’ |
600 |
Tables
Chairs
Ticket Window |
Smoking is prohibited in buildings and around all fields at Southern Pines Regional Park. Designated smoking areas are restricted to the parking lots.
The DLCRA seeks to comply with the Americans with Disabilities Act. If a specific physical or service accessibility is required, please make staff aware so that they may reasonably accommodate the need.
*DLCRA can accommodate a 1,000 seat capacity with the use of portable bleacher seats. Events requiring more seating, special arrangements will need to be made.
