1. Convention Center
rental rates
June 19, 2012

2. Convention Center rental rates
Staff is requesting a rate increase in the Large Meeting
Room (for non-commercial events) and the North
Meeting Rooms.
• The Convention Center is undervalued compared to
other venues in San Angelo and outside the
community.
• A need to maximize revenues to adequately operate,
maintain and support the facility.
• Costs have increased in the four-plus years since rates
were set.

3. Staff recommendation
• Leave convention rate as is. Other proposed rate
changes effective Oct. 1.
• Saturday bookings in LMR must be for full room.
• Non-commercial non-fundraiser rate rises 25% to
$500 (1/3), $1,000 (2/3) and $1,500 (full room).
(Increases of $100, $200 and $300, respectively.)
• Non-commercial fundraiser rate rises 22% to $550
(1/3), $1,100 (2/3) and $1,650 (full room). (Increases
of $100, $200 and $300, respectively.)

4. Staff recommendation
• NMR rates rise to $200 (1/3), $400 (2/3), $600 (full).
(Up from $150, $300 and $450, respectively.) Half-day
rates of $125 (1/3), $250 (2/3), $300 (full).
• Kitchen fee of $100. Includes ice, water, refrigerator,
warmers, and food prep. No cooking.
• No changes proposed in rates for South Meeting
Room ($100 - $350/day), Upstairs Meeting Room
($200 - $450/day) or entire building ($2,000-$2,500).

5. Convention Center rental rates
• City Council approved in 2008 during renovation. No
adjustments since.
• All rates are TURNKEY. Only additional expenses for
spotlights, linens, dinnerware, security and insurance.
• Rates for 8 a.m.-midnight.

6. CJ Davidson Center rates
• ASU facility seats up to 300 banquet style. No
reservations beyond 6 months. Hours: 8AM –
10:30PM M-F, 10AM – 7PM Sat-Sun.
• Social events = $600. Commercial = $700. (As of
1-1-12).
• Utilities = $17/hour from availability ‘til event’s end.
• Custodial = $21/hour/employee for cleanup.
• Other costs: tables = $15/each, staging =
$15/section, sound = $80 setup + $10/hour/tech,
spotlight and stagelights = $65 + $10/hour/operator,
digital projector = $125, computer setup = $80,
screens = $25/each.

7. Cactus Hotel rates
• Pricing effective 2-1-12.
• Ballroom accommodates up to 350, lobby 200,
mezzanine 160.
• Lobby, mezzanine, ballroom = $1,200 (Fri), $1,600
(Sat), $800 (M-Th).
• Other costs: kitchen = $150-$350, tables = $8,
skirting = $15, chairs = $1-$2, staging = $25/section,
podium = $10, PA = $25, cleanup = $200.

8. LeGrand Alumni Center
• Facility at ASU. Ballroom accommodates up to 168,
courtyard and open-air pavilion up to 400.
• Ballroom = $850 (M-Th), $1,250 (F-Sat). Courtyard
and pavilion = $650 (M-Th), $750 (F-Sat).
• Entire center and WEDDINGS = $1,500 (M-Th),
$2,000 (F-Sat). (10 hours. Additional hours =
$50/hr). Rates include tech assistance, A/V
equipment, set-up and clean-up.
• Other costs: bar servers $25/hour, carpet cleaning
$70-$80, tablecloths $3-$4 each. Vases and table
decorations available for “nominal fee.”

9. Midland Center rates
• Full bay = 12,500 sf. Must rent entire space Fri-Sun.
$700/day.
• 1/3 bays (2 available) = $200 each/day (M-Th).
• Center bay = $250/day (M-Th).
• Meeting rooms (644 sf – 2,138 sf) = $150-$200/day.
• Other costs: video projectors = $75-$100, screens =
$25, A/V cart = $50, mics = $25-$40, mic stand = $10,
portable sound/speakers = $75, booths = $30/each,
pipe and drape = $3/ft., tablecloths = $10/each, risers
= $25/each, podium = $15, gaffers tape = $20-$35,
tablecloths = $10, skirts = $5-$10.

10. Midland Center

11. Midland Center

12. Abilene Civic Center rates
• 3 tiers: non-commercial non-fundraising (lowest rate),
non-commercial fundraising, commerical (highest).
• Daily rates are for 8 a.m.-midnight.
• Conference Center (banquet facility) = 13,400 sf.
$375 - $550 + move-in costs of $150 - $175.
• Exhibit hall (trade show space) = 20,000 sf. $400 -
$600 + move-in costs of $175 - $225.

13. Abilene Civic Center other costs
• Effective 10-1-05.
• Tables = $2/each, chairs = 75 cents/each, staging
$15/section, podiums = $15, sound = $10, mics =
$15-$50, projectors = $10/each, A/V cart = $10,
spotlight = $30 + tech, screens = $15-$120, booths =
$13/each, extension cords = $5/each, kitchen = $75,
catering = 12%-14%, tablecloths = $8/each, skirting =
$15-$22, mirrored ball = $25, place settings = $1.50.

14. Abilene Civic Center

15. Abilene Civic Center

16. Convention Center Large Meeting Room rates
• 1/3 of LMR = 4,059 sf. Can accommodate up to 220
banquet style or 300 theater style.
• 2/3 of LMR = 8,142 sf. Can accommodate up to 500
banquet style or 650 theater style.
• Full LMR = 12,201 sf. Can accommodate up to 700
banquet style or 1,200 theater style.

17. Large Meeting Room rental rates
• 3 rate tiers: non-commercial non-fundraiser (lowest),
non-commercial fundraiser, convention rate (highest).
• Non-commercial non-fundraiser = $400 for 1/3,
$800 for 2/3, $1,200 for full space.
• Non-commercial fundraiser = $450 for 1/3, $900 for
2/3, $1,350 for full space.
• Convention rate = $500 for 1/3, $1,000 for 2/3,
$1,500 for full space.

18. Wedding cost comparison
• Actual wedding w/ 40 tables w/ linens, 400 place
settings, chairs, sound, A/V, screen, space for buffet
setup. (No other venue offers napkins [20 cents each].
Only Abilene has place settings [$1.50 each].)
• Convention Center = $1,916 under current pricing,
$2,471 if proposed rates applied.
• CJ Davidson Center – Not large enough. $2,600.
• Cactus Hotel – Probably not large enough. $3,800.
• LeGrand Center – May not be large enough. $2,630.
• Midland Center – $2,323.
• Abilene Civic Center -- $2,950.

19. Convention Center discounts
• 10% for Monday-Thursday uses of Large Meeting
Room.
• 5% for two or more consecutive days of use.
• 50%-plus for creating 200-plus local hotel room night
stays.

20. North Meeting Room rental rates
• 1/3 of NMR = 1,148 sf. Can accommodate up to 115
theater style. $150/day.
• 2/3 of NMR = 2,131 sf. Can accommodate up to 213
theater style. $300/day.
• Full NMR = 3,279 sf. Can accommodate up to 328
theater style. $450/day.

21. Staff recommendation
• NMR rates rise to $200 (1/3), $400 (2/3), $600 (full).
(Up from $150, $300 and $450, respectively.) Half-day
rates of $125 (1/3), $250 (2/3), $300 (full).
• Kitchen fee of $100. Includes ice, water, refrigerator,
warmers, and food prep. No cooking.

22. Staff recommendation
• Leave convention rate as is. Other proposed rate
changes effective Oct. 1.
• Saturday bookings in LMR must be for full room.
• Non-commercial non-fundraiser rate rises 25% to
$500 (1/3), $1,000 (2/3) and $1,500 (full room).
(Increases of $100, $200 and $300, respectively.)
• Non-commercial fundraiser rate rises 22% to $550
(1/3), $1,100 (2/3) and $1,650 (full room). (Increases
of $100, $200 and $300, respectively.)

23. Convention Center rental rates
2011 Saturday rentals of LMR
• Full space = 36 rentals
• 2/3 = 6 rentals
• 1/3 = 4 rentals
(22% of rentals for less than full space)
• Lost revenue under current rates = $5,600 (5.1% of
budgeted revenue, 4.2% of actual revenue)
• Lost revenue under proposed rates = $7,000 (6.4% of
budgeted revenue, 5.6% of actual revenue)

24. Convention Center rental rates
2012 Saturday rentals of LMR (as of 6/7)
• Full space = 40 rentals
• 2/3 = 3 rentals
• 1/3 = 5 rentals
(17% of rentals for less than full space)
• Lost revenue under current rates = $5,200 (4.2% of
budgeted revenue, 2.7% of projected revenue)
• Lost revenue under proposed rates = $6,500 (5.2% of
budgeted revenue, 3.4% of projected revenue)