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Have your next event at .........The Harlan Center P.O. Box 489/201 South Main St. Harlan, KY 40831 Phone: 606-573-4495 Fax: 606-573-9485 E-mail: theharlancenter@bellsouth.net
Types of Events Scheduled Weddings Receptions Showers High School Proms Public Hearings Parties Tool Sale ATV Shows Gun & Knife Shows Conventions/Meetings Home & Garden Shows Outdoor Shows Motorcycle Shows Public Meetings Reunions
Center Facts :Pre-function space to hold exhibits and visitor information Convention floor space of 7,000 square feet Acoustical partitions in convention space breaks into eight small rooms or any other size configuration needed to allow maximum flexibility. Each room can hold 88 people theater style, 58 lecture style, or 48 banquet style seating. Accommodates 40 10’ X 10’ booth spaces Seating for 400 banquet style Floor seating for 700 theater style Heat and hold kitchen with refrigerator, freezer, ice machines, commercial sinks, large work space, and commercial coffee maker. Loading dock and bay doors Approximately 250+ parking spaces Seven 50 amp, full service RV sites
Harlan Center Rate Schedule Center Wedding Package: $1,000.00 ½ of the rental amount is due upfront when booking. Package includes the use of the entire convention space including the kitchen. Also includes complete setup of tables with linens and tableware if needed. A refundable damage deposit of $100 is required. Single Room Rates: $60.00 per room A refundable damage deposit of $50.00 will be charged for the rental of one to four rooms; $100.00 for 5 to 8 rooms. Room rate includes room setup only. Upstairs Gallery area: $100.00 Cold food only Other Rental Charges: Dance floor rental is $50.00 and the dance floor must have its own room. Table linen rental is $3.00 each Place settings are $3.00 per person Portable bar rental is $25.00 Staging rental is $50.00 Microphones and podium may be used at no charge. A TV and laptop may also be rented for a rental fee of $5.00 each. Pedestal tables are $2.50 each (there are a total of eight). Kitchen fee is $35.00 and includes coffee if desired. Pump coffee pot is $6.00 each For every extra hour or portion thereof that an event exceeds the agreed departure time, an additional $35 per hour will be charged. Certain events will require security hired and paid for separately by the client. RV Sites are $20. per day
Meeting/Conference and Entertaining Spaces Client Responsibility: The client will be responsible for all of the following unless otherwise specified: Any damages to the Harlan Center property caused by client, client’s employees, client’s agents, or by anyone attending the subject event. Arrangements for food and beverage service, entertainment, and equipment needs other than what the Harlan Center agrees to arrange. The setup and removal of all decorations, equipment, food and other items not furnished by the Harlan Center. This includes all trash removal from the event. Removal of all items to be completed immediately following the event. Building and/or Room Use Policies: It is up to the client to make sure all guests remain within their rented space. Once the guests arrive, the door should be closed to cut down on the noise level. No "gathering" in the hallways, remember that this is a multiple-use facility. The Harlan Center will have the final say of the maximum number of people that can occupy space for an event or function. This will be based on the individual event and the Fire Marshall’s codes. Smoking is not permitted anywhere in the building. Client will be responsible for enforcing the non-smoking policy within the building. Smoking is permitted outside the entrances of the building. Candles must be enclosed in a glass shade or votive container. No items (decorations, posters, flip chart paper, etc.) may be affixed to any wall, ceiling, or light fixture with tape, nails, tacks, screws, or any type of adhesive. Post-it flip chart paper is permitted on walls if pre-arranged with the Harlan Center. No staples or tape are to be used on the tables. No glitter, confetti, sprinkles, "silly string", rice, birdseed, flower petals, or bubbles may be used inside of the facility. Loitering is not permitted in the front of the building or parking lot. Outside signs and banners are prohibited. Camping is only permitted in the R.V. Park located on the premises. The Harlan Center is not responsible for any lost or stolen property or any personal or rental items left on the premises. If we find lost items, they will be kept for 30 days and then disposed of if not picked up. The Harlan Center is not responsible for any accidents or injuries sustained by the client, its employees, patrons or any persons attending or traveling to or from the event at the Center. Client’s use of the premises should not be a nuisance nor disrupt or cause interference with any other uses of other areas of the facility or its neighbors. Please keep in mind the building is a multiple use facility.
Alcohol Policies: As the client, if you choose to serve alcohol at your function, you assume all liability for serving it. If alcoholic beverages are to be served, the client must hire a security guard, approved by the Center, for the event. For events with more than 60 people when alcohol is being served, additional security may be required for the building and the parking lot. It is up to the client to make sure all guests remain within their rented space. The door should also be closed to cut down on the noise level. Cancellation Policy: For four to eight rooms, a 60-day notice is required for refund of the 50% rental deposit paid upfront and the damage deposit; however there will be a $25.00 handling fee. For less than four rooms, at least a two-week notice is required for refund of rental deposit and damage deposit and there will be a $10.00 handling fee. Caterer Guidelines: The caterer will be responsible for all of the following unless otherwise specified. If the event is not using a catering service, the client assumes responsibility for the guidelines below. It is the client’s responsibility to make his/her caterer aware of the responsibilities below. All food preparation must take place off the premises. All trash must be enclosed in tied bags and placed in dumpster or taken away. All cleanups must be completed immediately following the event and supplies removed. The caterer is responsible for clearing tables, removing all garbage and if the kitchen is used, for leaving it clean and in order and this includes mopping the floor. If Center employees have to clean after caterers or guests, the damage deposit will be lost. Deli trays from local grocery stores and restaurants are allowed as well as food delivered from area restaurants. Per the City of Harlan Ordinance #113.32, all caterers must collect the 3% restaurant tax from their customers and remit it to the Harlan Tourist & Convention Commission.
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