Rental Policies and Guidelines

Hours

Half-day rental: less than five (5) hours
Whole-day rental: five to nine (5 to 9) hours

If you exceed the event hours outlined in your signed rental agreement, you will be charged $100 for each additional hour you remain in our facility.

Any event exceeding nine (9) hours may cause the renter to pay for the next half-day or whole-day increment.
Please note that this also includes setup and cleanup time.

How to Schedule

To schedule your meeting or special event, contact our facility coordinators at 865-POL-LARD (865-765-5273) or fill out the online event request form.

The facility coordinator will provide you with information on availability and rental prices. They can also offer suggestions on the best use of our space to meet your needs.

Sample business and personal use contracts are available in PDF format for you to review.

*Video Teleconferencing: $100 Access Fee, and $75 per hour

A 25% Service Charge will be assessed on all multi-day meetings/events or on those events that require significant audiovisual support.

A 30% Service Charge will be assessed on all events that require the use of catering.

Events may require a addi􀆟onal fee of $500 for damage deposit.

Rates are subject to change without notice.

Application for Reduced Rate or Free Rental

The following are sample contracts. When you schedule an event, our facility coordinators will complete the official contract.

Business contract (pdf)
For use by businesses or other organizations scheduling an event with Pollard.

Personal-use contract (pdf)
For use by individuals renting the facility for a party or other personal event.

The Pollard Center (PC) is a partner with the city of Oak Ridge to serve the city of Oak Ridge and surrounding areas by offering a state-of-the-art center to support technology and economic development initiatives through a facility owned by Oak Ridge Associated Universities (ORAU).

Americans with Disabilities Act

Our facility meets all requirements under the Americans with Disabilities Act (accessible doors, restrooms, parking, etc.) Should your event require interpreters and/or other accommodations, you will need to provide those.

Animals

All live animals are prohibited in PC with the exception of guide and service animals.

Cancellation

Any cancellation of an event scheduled at the PC must be made 10 days in advance. After the cancellation date has passed, user agrees to pay 50 percent of the rental amount. In the event PC is able to rent the reserved space to another user, the amount received by PC will be credited against the canceling user’s obligation.

Catering

If catering is needed for your event, you may select a caterer from our approved list of caterers. If you wish to use a caterer not on this list, you must obtain prior written approval, and the caterer must complete an approved caterer application. No food or beverage may be brought into the facilities without using an approved caterer or without the expressed advance written consent of the Pollard Event Coordinator (EC).

*Caterers, please review our catering information if you would like to become an approved caterer.

Custodial Services

Trash receptacles are available in each meeting room. Any cleaning charges incurred by PC beyond our normal cleaning charges will be assessed to your event.

Damages

If any facility equipment, walls, floors, etc., are accidentally damaged, please call the EC immediately so that we can begin repair or restoration.

Decorations

Decorations are limited to items that can be easily removed without significant cleaning. There shall be no glitter, hay, or other loose items scattered on the floor, walls, windows, or other areas. (See Defacing of Building, below)

Defacing of Building
Painting of any kind within the facility is strictly prohibited. Nothing may be taped, tacked, or in any way affixed to the facility’s glass, walls, doors, or ceilings on any interior or exterior surface of the facility without the approval of the EC. No screws, nails, etc. may be driven into any part of the facility. Exhibitors are responsible for the removal of booth-marking tape, carpet tape, and tape residue left on floors. Failure to remove tape or tape residue will result in labor and materials charges assessed against the user. The EC can assist in locating appropriate placement for all signage; all of the breakout rooms are equipped with tackable surface walls. Building policy prohibits the covering of building signage, art, emergency procedures or other building surfaces without the written permission of the PC.

Emergency Equipment

No emergency exits, phones, alarms, sprinkler valves, or hose connections may be obstructed by booths, stands, signs, displays, or any other items of exhibit.

Event Contact

You or your representative must be onsite at PC during the setup of your event and the event itself.

Event Coordinator

An event coordinator (EC) will be assigned by PC to each event held at the PC. The EC will be your contact person throughout the planning stages of your event as well as the on-site contact during your event, and can be reached at (865) 765-5273 or 865-POLLARD. During the use of the PC, the EC is responsible for activities occurring in the facility. All decisions made by the EC shall be final.

Furniture

No tables/chairs may be removed from other rooms without the permission of the EC.

Hazardous Materials

The use, storage, and introduction or removal of toxic waste or non-biodegradable waste are not permitted in drains. Fluids, chemicals, petroleum-based products, medical and biological waste, hazardous waste, and contaminated materials must be identified and disposed of in the manner mandated by local, state and federal regulations. OSHA requires that all containers of hazardous materials be labeled with the identity of the hazardous materials contained therein, and appropriate hazard warnings.

Hours

A half-day rental is defined as less than five (5) hours. A whole-day rental is defined as five to nine (5 to 9) hours. If you exceed the event hours outlined in your signed rental agreement, you will be charged $100 for each additional hour you remain in our facility. Any event exceeding nine (9) hours may cause the renter to pay for the next half-day or whole-day increment. Please note that this also pertains to set-up time and clean-up time.

Lighting and Climate Control

For assistance with climate control in individual rooms, please contact the EC at (865) 765-5273.

Lost and Found

Any items left at the PC following an event will be placed in the lost and found. To retrieve or turn in lost items, call (865) 765-5273.

Open Flames

No open flame lighting devices may be used in the facility.

Outside Rentals

The EC must approve all deliveries of rented items for your event. See our list of local rental companies below for additional furniture needs.

Rental Companies

If you need to rent a tent for your event or if you need additional furniture, such as round tables, linens, or additional chairs, the following vendors are available:

• Party Rentals
  865-588-1131
• Funtastic Rentals
  865-694-6258
• Event Rentals
  865-531-0269
• All Occasions Party Rentals
  865-690-5668

For tent rentals, please below for our policy and information on the required forms.

Parking

PC provides free parking for all events.

Parties, Reunions, and Personal Receptions

Room reservations for a personal event or by an individual require a $500 damage deposit. If, at the end of your event, everything is returned to proper order, your deposit will be returned to you within seven (7) business days.

Smoking

No smoking is permitted in the facility. Smoking areas are available outside of the building.

Special Utilities

Additional utilities, including telephone services, special computer requirements, and electrical services, must be ordered 30 days prior to the event date. The EC can assist with any special needs.

Storage

Storage for crates, packing material, or freight of any kind will not be provided.

Tent Permits

Tents may be erected outside the PC with a 30-day notice, the expressed written consent of the EC, and coordination with the Oak Ridge Associated Universities (ORAU) facilities department. Guidelines and policy forms regarding tent set-up are available from the city of Oak Ridge.