Rental Policies and Guidelines
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Hours
Half-day rental: less than five (5) hours
Whole-day rental: five to nine (5 to 9) hoursIf 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.
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Room 1/2-day Rate Full-Day Rate Auditorium $500 $800 Dogwood or Iris Room $150 $200 Dogwood and Iris Room combined $250 $400 Mockingbird Room (videoconferencing)* $100 $150 Lobby Area Only $400 $750 Entire Facility $1000 $1500 Multimedia Training Room $150 $200 *Video Teleconferencing: $100 Access Fee, and $75 per hour
A 15% Service Charge will be assessed on all multi-day meetings/events or on those events that require significant audiovisual support.
A 20% Service Charge will be assessed on all events that require the use of catering.
Rates are subject to change without notice.
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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.
Usage Guidelines
The Pollard Technology Conference Center (PTCC) 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).
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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.
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All live animals are prohibited in PTCC with the exception of guide and service animals.
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Any cancellation of an event scheduled at the PTCC 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 PTCC is able to rent the reserved space to another user, the amount received by PTCC will be credited against the canceling user’s obligation.
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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.
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Trash receptacles are available in each meeting room. Any cleaning charges incurred by PTCC beyond our normal cleaning charges will be assessed to your event.
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If any facility equipment, walls, floors, etc., are accidentally damaged, please call the EC immediately so that we can begin repair or restoration.
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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 PTCC. -
No emergency exits, phones, alarms, sprinkler valves, or hose connections may be obstructed by booths, stands, signs, displays, or any other items of exhibit.
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You or your representative must be onsite at PTCC during the setup of your event and the event itself.
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An event coordinator (EC) will be assigned by PTCC to each event held at the PTCC. 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) 576-3169. During the use of the PTCC, the EC is responsible for activities occurring in the facility. All decisions made by the EC shall be final.
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No tables/chairs may be removed from other rooms without the permission of the EC.
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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.
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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.
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The user has the ability to control the lighting for each rented room. The climate for individual rooms may also be adjusted by the user five degrees below or above the preset temperature.
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Any items left at the PTCC following an event will be placed in the lost and found. To retrieve or turn in lost items, call (865) 765-5273 or contact the EC.
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No open flame lighting devices may be used in the facility.
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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
865-588-1131Funtastic Rentals
865-694-6258Event Rentals
865-531-0269All Occasions Party Rentals
865-690-5668For tent rentals, please see the Usage Guidelines for our policy and information on the required forms.
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PTCC provides free parking for all events.
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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.
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A very limited number of phones are available for local and credit card calls. If your event will need continual access to more than one phone or for long distance calls for its participants, your rental of a cellular phone may be appropriate. You may contact the cellular company of your choice.
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No smoking is permitted in the facility. Smoking areas are available outside of the building.
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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.
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Storage for crates, packing material, or freight of any kind will not be provided.
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Tents may be erected outside the PTCC 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.