POLICIES & GUIDELINES

Our staff is committed to providing you with quality service and we understand if your event is successful, then we are successful.

An event coordinator is assigned specifically to your event to act as your liaison with various departments of the McAllen Convention Center throughout your entire planning process. If you have any questions he/she will be able to handle your inquiry quickly and efficiently on your behalf.

The following are the operational policies of the McAllen Convention Center. We recommend the facility contractor provide a copy of the appropriate section to their exhibitors, subcontractors or any persons involved with the execution of the event. We hope these will answer questions, provide timelines, and inform you of our operating policies. We realize each event is unique and there may be specific questions and challenges during the planning process. Please ask your event coordinator about any concerns that may arise. We welcome the opportunity to work on your event. The McAllen Convention Center staff will do everything possible to make it a success.

Centerplate is the exclusive caterer and concessionaire of the McAllen Convention Center. Centerplate is one of the largest hospitality companies in the world and is dedicated to delivering craveable experiences. What they do best is combine their culinary talent with extensive management experience to ensure that every guest at every event is treated to a unique experience that can’t be duplicated anywhere else.

Deposits

  • A 90% deposit and signed Catering Services Agreement is due 30 days prior to the start of your event(s).
  • The remaining balance will be due five (5) business days prior to the start of your event.
  • For Social Events (non-convention related), a 25% deposit and a signed Catering Services Agreement is due by the date at the bottom of this contract. An additional deposit of 50% of the total estimated food and beverage expenditures is required 45 days in advance of the event(s). The remaining balance of payment is required 72 hours (excluding holidays and weekends) prior to the event(s) by either cashier’s check or credit card. Any additional amounts due Caterer from Customer based on any variable and other charges payable pursuant to this Agreement will be determined following the event(s). All such amounts shall be made payable at the event(s) conclusion by credit card. Customer agrees to allow the Caterer to process this payment based on the attached authorization.

Guarantees

Seven (7) business days prior to the event (Monday through Friday), please advise the catering office of the exact number of guests attending. This number will constitute the guarantee, not subject to reduction, and charges will be made accordingly. The food and beverage department can provide meals for 5% over the guarantee, up to a maximum of 30 meals (client to be charged for any overage required).

Price Guarantee

Prices will be guaranteed three (3) months prior to the event.

Specialty Events

Mean functions of 1,000 guests and above are considered “specialty events” and may require customized menus not in our guide. Your catering sales manager will work with you to design menus that are creative and logistically appropriate for large numbers. In certain cases, additional labor and equipment fees may be applied to orchestrate such events.

Cancellation Policy

In the instance that the function(s) is cancelled within 45 days of the start of the event, the deposit(s) will not be returned. Full charges will be applied to cancellation of food and beverage services received within 72 hours prior to the start of the function.

Taxes and Service Charges

The applicable Texas sales tax (8.25%) will be applied to all food, beverage, labor, equipment rentals, and service charges. A 19% service charge will apply to all food, beverage, and labor charges.

Holidays

There will be an automatic additional labor fee for food and beverage service or preparatory days on the following holidays: New Year’s Eve, New Year’s Day, Martin Luther King Day, President’s Day, Cesar Chavez Day, Memorial Day, Independence Day, Labor Day, Thanksgiving Day, and Christmas Day.

Delayed Service

On the day of the event, if the agreed upon beginning or ending service time of your meal changes by 30 minutes or more, an additional labor charge will apply.

Concession Policies

Centerplate, the exclusive caterer and concessionaire, must provide catering services for all events held in the McAllen Convention Center. Call (956) 681-3863 for more information.

  • In order for Centerplate to open food concessions, there is a minimum food and beverage sales of $350.00 for 4 hours per day that must be met. Should this quantity not be met, the client will be responsible to pay the difference. Any additional hour for concession to be open will be at a cost of $150 per hour.
  • Client must advice Centerplate/McAllen Convention Center management of all food vendors/exhibitors wanting to participate in the trade show detailing what food products will be potentially sold or given. Centerplate/McAllen Convention Center management will review the list of exhibitors and a decision will be made to allow potential exhibitor to participate in the trade show. Centerplate/Mcallen Convention Center reserves the right to decline the participation of vendors. Vendors that are approved to participate will incur a participation fee payable to Centerplate of $200 per day for the duration of the expo or trade show.
  • Any food vendor wanting to sell packaged food must have the product packaged so the customer cannot eat that product during the show; product must be consumed outside of the McAllen Convention Center.
  • Any food vendor that participates in a show and is not selling food or beverages will be allowed to give samples in no more than 2 oz. portions.
  • Move-in and move-out days: outside food and beverage are not allowed in the facility. We can provide boxed lunches or meals for exhibitors by order and payment guarantee of event organizer.
  • ABSOLUTELY NO FOOD OR BEVERAGE WILL BE ALLOWED INTO THE BUILDING.

Alcoholic Beverages

  • Alcoholic beverages may be served within the facilities during certain events (i.e. dances, receptions).
  • Centerplate, the exclusive caterer and concessionaire, must provide the service and sale (concession) of food and beverage, including alcohol, for all events in the McAllen Convention Center. Feel free to contact a Centerplate representative for more information at (956) 681-3863.
  • McAllen Convention Center clients are responsible for security comprised of off-duty McAllen Police Department officers at any event in which alcohol is being served or sold. The final number of officers is determined solely by the McAllen PD based on event requirements. The McAllen Convention Center clients can contact the McAllen PD directly at (956) 681-2203 for more information or to make arrangements.
  • BYOB (Bring You Own Bottle) functions are strictly prohibited.

General Information

  • The McAllen Convention Center is a non-smoking facility.
  • Parking on loading docks is permitted for loading and unloading only. All other parking is prohibited; violators will be towed at owner’s expense.
  • Animals are not permitted in the facility, except those in compliance with ADA regulations.
  • Heating, ventilation, air conditioning and house lighting is provided only during show hours.
  • A preliminary agenda is required sixty (60) days before the event.
  • A final agenda is due thirty (30) days before the event.
  • Facility contractor or an authorized representative must be on-site when exhibitors and/or attendees occupy leased space.
  • The facility contractor is required to pay the prevailing rate in effect at the time of the event for all services and equipment.
  • A request to add or delete equipment (a reset) or a request for a change (a changeover) to the first room setup is subject to additional charges.
  • Helium balloons, glitter, confetti, and streamers are not allowed.
  • Use of tape or adhesive products, nails, tacks, pins, etc. on any surface in the facility is not allowed.
  • Facility contractor must return the facility to the condition in which it was received, with the exception of normal wear and tear. Additional fees are assessed for the disposal of excess refuse or display materials left on-site.
  • Costs for damages to the facility or for clean up of the facility are billed to the facility contractor.
  • Equipment is maintained to accommodate simultaneous events and is assigned on a first-come first-serve basis. Equipment and furnishings beyond the inventory of the McAllen Convention Center are the responsibility of the facility contractor to obtain and provide labor to set and dismantle.

Fire Code

All events are subject to posted City of McAllen occupancy figures. The director maintains the right to determine the need for police and/or fire security at an event.The facility contractor will be responsible for security expenses. All exit doors must remain unlocked during all event hours. No fire lanes will be blocked at any time. A 10’ clearance on both sides of exit doors (egress and ingress) with no physical obstruction must be maintained at all times.

Fire Department Regulations

The facility contractor, service contractors and exhibitors must comply with all federal, state and municipal fire codes that apply to a place of public assembly, as well as, OSHA regulations. Fire Fighting and emergency equipment may not be blocked or obstructed under any circumstance. All fire hose connections, extinguisher cabinets, and fire alarm call stations must be visible at all times.

Exhibit booths or displays may not block access to fire equipment.

Open flames are not permitted in the facility or in any exhibit booth.

Toxic or hazardous materials are subject to immediate removal if the required information is not received and Fire Marshal instructions are not followed. All costs associated with safe handling of materials, including insurance, are the responsibility of the facility contractor.

Fire Requirements

  • The facility contractor, service contractors, and exhibitors must comply with all federal, state, and municipal fire codes that apply to a place of public assembly, as well as OSHA regulations.
  • All event floor plans require McAllen Convention Center and Fire Marshal approval.
  • Fire hose cabinets, fire pull stations, aisle ways and exits may not be blocked or obstructed.
  • Covered displays exceeding 300 square feet must meet specific regulations.
  • Open flames are not permitted in the facility.
  • Toxic or hazardous materials are subject to immediate removal if the required information is not received and Fire Marshal instructions are not followed.
  • All costs associated with safe handling of materials, including insurance, are the responsibility of the contractor.

Fog & Smoke Machines

Fog and smoke machines, as well as, the schedule for use of such, require advance approval. Any “fogging” or “hazing” has the potential to activate one of the many types of fire detection devices in the facility. Therefore, at least thirty (30) days advance notice given to the event coordinator is required to avoid unwanted disruption to an event. Fog/smoke machine usage is restricted to water based chemicals. Use of fog or smoke machine(s) may require a fire watch. Such costs are at the facility contractor’s expense.

Exhibitor-Booth Cooking

Exhibitors may provide “bite size” food samples of their individual brand name products. The approved sample sizes are 2 ounces or less. Arrangements for the receiving and storing of products approved for sampling must be coordinated through our exclusive caterer. Fire extinguishers must be available in all cooking booths. Where the use of vegetable or animal oils or fats will be used, it is required that at least one (1) 2.5 gallon (6L) “Type K” fire extinguisher with current inspection date tag be available.

Vehicle Demos / Exhibits

  • Vehicles may not be parked in the exhibit hall unless they are part of a display and comply with specified regulations.
  • Gasoline/diesel operated vehicles may not be operated in the exhibit hall during show hours.

Vehicle cleaning using wax or Armor-all creates a very hazardous and slippery condition. Applications must be done with a pre-soaked cloth. Spray cans or bottles are not permitted. All hard floor surfaces must be totally covered with a non-porous covering during application of waxes or Armor-all products.

We are pleased to offer complimentary WiFi to our guests and attendees. Please read the following terms and conditions carefully before using our internet services. By using our internet, wireless or wired, you agree to follow and be bound by the following terms and conditions concerning your use of the access to the internet we provide. We may revise the Terms of Use at any time without notice to you. You may not gain access or use the internet should you not want to be bound by these policies.

These policies may be modified at any time, and any such modification shall be effective immediately upon posting of the modification. By your access and use of the internet you agree to periodically review this policy and shall be conclusively bound by any such future modifications.

Prohibited Acts, Monitoring of Content and Termination

You agree to use the internet only to post, send and receive messages and material that are proper and legal. By way of example, and not as a limitation, you agree that when using the internet you will not:

  • upload, post, email, transmit or otherwise make available any content that is unlawful, abusive, vulgar, harmful, threatening, harassing, tortuous, defamatory, obscene, libelous, invasive of another’s privacy, or otherwise objectionable;
  • harm minors in any way;
  • upload, post, email, transmit or otherwise make available any content that you do not have a right to make available under any law or under contractual relationships;
  • upload, post, email, transmit or otherwise make available any content that infringes any patent, trademark, trade secret, image or program, copyright or other proprietary rights of any party;
  • upload, post, email, transmit or otherwise make available any material that contains software viruses or any other computer code, files or programs designed to interrupt, destroy or limit the functionality of any computer software or hardware or telecommunications equipment;
  • intentionally or unintentionally violate any applicable local, state, national or international law;
  • post or transmit any message which discloses private or personal matters concerning any person.

Failure to comply with these rules will result in immediate termination of access to Internet. If using wired internet, payment for services will not be refunded.

General Planning & Building Information

  • The McAllen Convention Center (MCC) is a non-smoking facility.
  • Parking on loading docks is permitted for loading and unloading only. All other parking is prohibited; violators will be towed at owner’s expense.
  • Animals are not permitted in the facility, except those in compliance with ADA regulations.
  • Heating, ventilation, air conditioning and house lighting is provided only during show hours.
  • FC is required to pay the prevailing rate in effect at the time of the event for all services and equipment.
  • A request to add or delete equipment (a reset) or a request for a change (a changeover) to the first room set is subject to additional charges.
  • Helium balloons, glitter, confetti, and streamers are not allowed.
  • Use of flames in the facility is prohibited.
  • The use of a smoke machine/fog machine requires prior written approval from the Director.
  • Use of tape or adhesive products, nails, tacks, pins, etc. on any surface in the facility is not allowed.
  • FC must return the facility to the condition in which it was received, with the exception of normal wear and tear. Additional fees are assessed for the disposal of excess or display materials left on-site.
  • Costs for damages to the facility or for clean up of the facility are billed to the FC.
  • Equipment is maintained to accommodate simultaneous events and is assigned on a first-come first-serve basis. Equipment and furnishings beyond the inventory of the MCC are the responsibility of the FC to obtain and provide labor to set and dismantle.

Alcohol

  • Alcoholic beverages may be served within the facilities during certain events (i.e. dances, receptions).
  • Centerplate, the exclusive caterer and concessionaire, must provide the service and sale (concession) of food and beverage, including alcohol, for all events in the Convention Center. Contact a Centerplate representative for more information at (956) 681-3863.
  • MCC clients are responsible for security comprised of off-duty McAllen Police Department officers at any event in which alcohol is being served or sold. The final number of officers is determined solely by the McAllen PD based on event requirements. MCC clients can contact the McAllen PD directly at (956) 681-2203 for more information or to make arrangements.
  • BYOB (Bring You Own Bottle) functions are strictly prohibited.

Dance Floor

The standard dance floor is 30’ x 30.’ The Facility Contractor can request a larger dance floor are and will be invoiced the appropriate cost of $10 per three foot by three foot (3’ x 3’) section.

Decor

  • Nails, screws and/or any type of tape or adhesive may not be used to hang signs, banners, or decorations on walls, ceilings or any painted surface.
  • Helium balloons are not allowed in the MCC
  • Candles are not allowed in the MCC
  • Glitter is not allowed in the MCC
  • Streamers are not allowed in the MCC.
  • Confetti is not allowed in the MCC.

Move In / Move Out

Access to the facility for move-in and move-out is allowed on the date(s) and time(s) listed on the contract. All move-in and move-out of exhibits must be through the designated loading dock, freight doors, and service doors. The lobby areas, ballroom doors, and side doors are not to be used for this purpose.

Abandoned Property

The Department shall have the right to collect and have custody of articles, fixtures, materials, displays or other personal property left in the facility or parking lots of the MCC if not claimed within forty-eight (48) hours following the last contract day. Such property is considered abandoned. The Department is not liable for any loss of or damage to property left on premises.

Fire Code

  • All events are subject to posted City of McAllen occupancy figures. The Director maintains the right to determine the need for police and/or fire security at an event.
  • All event floor plans require MCC and Fire Marshal approval.
  • Fire hose cabinets, fire pull stations, aisle ways and exits may not be blocked or obstructed.
  • Covered displays exceeding 300 square feet must meet specific regulations.
  • Open flames are not permitted in the facility.
  • Toxic or hazardous materials are subject to immediate removal if the required information is not received and Fire Marshal instructions are not followed.
  • All costs associated with safe handling of materials, including insurance, are the responsibility of the Contractor.
  • For more information, consult the Fire Safety Guidelines

Catering

  • Alcoholic beverages and catering services are exclusive to the in-house food and beverage management company, Centerplate. For more information, call (956) 681-3863.
  • No food, beverage, or alcohol may be brought on to the property, except by Centerplate.
  • No food or alcohol may be removed from inside the facility at any given time.
  • For more information consult the Catering Guidelines

Audio / Visual

  • The MCC’s exhibit halls and meeting rooms are equipped with state-of-the-art digital sound systems.
  • Room rental does not include the use of microphones, sound system, visual aides or other equipment you might need.
  • A/V requirements need to be coordinated and rented through your Event Coordinator.

Utilities

  • Utility services (electrical, water & drain, gas, and telephone services) are exclusive to the McAllen Convention Center.
  • A three (3) hour minimum is charged for labor unless otherwise specified.
  • Credit will not be given for services ordered and not used. An hour minimum may be required.
  • Department determines the number and type of personnel required for an event. Overtime fees may apply.
  • Social events will incur additional electrical costs to meet their band or DJ’s electrical requirements.
  • The electrical charge for a DJ is $200, and the charge for a band is $300. These charges are not negotiable.

Security

  • Unarmed security is an exclusive service to the MCC.
  • The MCC maintains twenty-four (24) hour building monitoring in the public space and grounds.
  • The MCC determines the number and type of personnel required for an event and may require additional personnel to manage specialized move-in and move-out requirements.
  • A four (4) hour minimum for labor is charged unless otherwise specified.
  • Credit is not given for security services ordered and not used. The MCC determines the number and type of personnel required for an event.
  • Overtime fees may apply.

Signature Events

The Palms
Fiesta De Palmas
South Pole Illuminated Festival
McAllen Car Fest
Sunset Live
Administrative Professional’s Day