Policies and Reservations

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Policies & Procedures | Reservations | Catering | Facility Pricing | COVID-19 Policies & Procedures

Policies & Procedures

Hours of Operations

The Annenberg Presidential Conference Center (APCC) is open Monday through Friday from 8 a.m. to 5 p.m. These hours may be extended for special events as needed. Times may vary depending upon the nature of the event. The APCC reserves the right to close during university holidays.

Priority of Users

For scheduling events at the APCC, the following priorities shall apply. These priorities apply to all the rooms administered by the director of the APCC. It should be recognized that the establishment of priorities for facility usage is a necessity, but past experience has indicated that there will always be the need to make exceptions on certain occasions.

Eligibility For Use

All groups requesting the use of the APCC are subject to the approval of the director or his/her designate. In accordance with Texas A&M Policies, Rules and SAPs, the facility cannot be utilized for commercial or political purposes, fundraisers or any event resulting in personal financial gain for an individual or group.

Related to System Policy 34.03, Alcoholic Beverages, this SAP provides guidance on processes, responsibilities, what information is required to host an event involving alcohol, and how this information should be submitted for approval. https://rulesadmin.tamu.edu/rules/download/34.03.99.M0.01

Possession or consumption of alcoholic beverages on property under the control of the university is not permitted except in special use buildings and facilities as designated by the president, approved by the chancellor, and subsequently reported to The Texas A&M University System Board of Regents on an annual basis. A listing of locations approved for possession or use of alcohol can be found here. Approved, non-restricted locations are not subject to approvals or contracted vendor requirements. These approved locations include private residences and/or leased facilities. See the approved list of locations for more details. The University prohibits the use or possession of alcoholic beverages on campus by any individual under the age of 21.

General Policies:

• All groups are responsible for leaving APCC facilities clean and orderly after use and are responsible for any damages incurred.
• All items brought in must be removed at the end of the event, including but not limited to trash. 
• Decorations may not be affixed to walls, ceilings, or stairways of the APCC. No confetti, glitter or glue may be used.
• The use of candles is not permitted inside the APCC.
• The APCC will not provide laptops for events within the facility.
• All Vendor drop off/pick up must be pre-approved by facility management, occurring within the agreed-upon time and the same day as the event.
• Clients and/or guests are not permitted in the kitchen, before, during, or after the event. Deliveries are allowed through kitchen area when not in use by catering with prior approval.

Full policies & procedures are available upon request.

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Reservations

Availability and Scheduling

Please call (979) 862-3488 or email the APCC.

Reservation Request Form

Reservation Request Form

Parking

Directions and Parking Info
Texas A&M University Transportation Services should be contacted for each event held at the APCC, as there is no free parking available for guests. Lot 43 and Fan Field are available for guests with valid Texas A&M parking passes only. Lot 41 is available for visitors to the George Bush Library and Museum during business hours only and is not available to guests visiting the APCC. The Transportation Services Special Event unit provides scheduling for parking, traffic devices and officer support for all your special event, conference and department guest needs. Requests are fulfilled based upon availability. For questions, please contact the Transportation Services visitor conference coordinator at (979) 862-2551.

What services & amenities do we provide?

• Date Availability, Facility Tours, Facility Coordination
  • Provide available and appropriate dates for conferences, workshops, banquets and lectures
  • Provide recommendations for best use of facility including room layouts, event flow, and audio-visual requirements
  • Provide facility tours for clients and event organizers

• Budgeting and Accounting
  • Cost Estimates provided on request
  • Contract Previews
  • Final Contracts
  • Final Invoices provided for event records through business services
  • Invoices paid through I-payments

• Vendor Coordination
  • Client contacts and preferred food vendor, florist, photographer, videographer, linen, etc.
  • Coordination with vendor based on client needs
  • Coordination with vendor for arrival, setup, cleanup and departure
  • Coordinate with vendors to address any miscommunications

• Event Management
  • Manage onsite logistics & supply sufficient staff for event management, audio-visual needs, and house management
  • Offer presenter and client green room for last minute preparations
  • Be available to answer questions, solve last minute problems, etc.
  • Crowd Control Management
  • All CPR Certified

• Audio/Visual
  • Provide in room audiovisual tech for all events
  • Audiovisual Consultation support
  • In-House Audiovisual equipment including Zoom cameras in auditoriums
  • Day of audio and assistance with visual support
  • High Quality equipment in all spaces, meeting industry standards

• Marketing & Promotion
  • Promote event via facility social media
  • Display event signage in lobby; recommend best locations
  • Event calendar on the facility website

• Other Facility Amenities
  • Guest WiFi
  • Greenroom for Speakers & Clients with Keurig® coffee maker
  • Lactation & Quiet Rooms
  • On-site Kitchen for caterers
  • Kulture City Sensory bags

Catering

• Full Service Catering
  • The APCC allows customers to use caterers from the facility approved catering list. All caterers have been preapproved by TAMU and provided proper information to ensure all food safety guidelines and practices are met.  The APCC does not allow any non-approved caterers to support any events within the facility without written approval from the APCC Director. 
    • All Banquet food must be setup within the reserved banquet space the meal is occurring in.
    • Food must be served on china, including all smallwares, tablewares, etc.
    • Drinks must be served in glassware, disposable not allowed
    • Floor length cloth table linens are required to cover all tables
    • Breakdown or movement of furniture will be taken care of by the APCC staff. Vendors, clients, and guests are not to move any furniture within the facility. 

• Casual Catering
  • Catering of small events, equaling 75 people or less or with Director’s approval. Box lunches or prepackaged individual meals available for drop off for events w/25 attendees or less. It is important to note all requirements and policies are followed to ensure the safety of clients, patrons, staff, etc. The APCC allows customers to use caterers from the facility approved casual catering list.  The APCC requires notification 30 days prior to the event date when utilizing casual catering.
    • Caterer required to deliver to PCC and drop off with client in appropriate room
    • All Banquet food must be setup within the reserved banquet space the meal is occurring in.
    • Delivery drop off time must be coordinated with client, facility representative, and caterer 3 days prior to the event date
    • Client must be accessible to sign delivery contracts and assist with setup
    • Cloth Linens are required for all tables
    • All trash accumulated by this service is the responsibility of the client to properly dispose of. – Trash receptacles will be provided during your event.

Full catering guidelines and approved caterers are in the policies & procedures and available upon request.

Facility Pricing

See Policies and Procedures for definition of pricing structures.

Flat Rate Facility Usage (4 hours)

Room	Academic	Student	Affiliated	Non-Affiliated
Frymire	$0	$925	$1540	$2310
Hagler	$0	$660	$1100	$1650
Presidential Dining Room	$0	$990	$1650	$2475
1011B	$0	$660	$1100	$1650
1011C	$0	$925	$1540	$2310
1011B&C	$0	$990	$1650	$2475
Lobby (2 hours)	$0	$330	$550	$825

After Hours & Weekend Charge (Applied after 4 hour flat rate fee reached)

	Academic	Student	Affiliated	Non-Affiliated
Monday-Friday between 8 a.m. and 5 p.m.	$0/hr	$150/hr	$150/hr	$200/hr
After hours and weekends	$200/hr	$200/hr	$200/hr	$250/hr

*All equipment and rates are subject to change without notice.*

Meeting & Banquet Setups Include

• Room rental.
• Projector.
• Event Staff: event manager, audiovisual tech and staff assistant/s.
• Tables (6’x30”, 6’x18”, 60” round tables, & bistros).
• Chairs.
• Podium or lectern with microphone.
• Stage sections (banquet rooms only).
• Portable sound system (lobby only).
• Wireless microphones (handheld and lavaliere).
• Zoom cameras (auditoriums only).

Rental Options Include

• Linen (6×30, 6×18, Bistro, Round)
• Uplighting
• Batteries
• Piano Tuning
• Special audio/visual equipment not available in-house  at the APCC (APCC will coordinate ordering & delivery)

**All equipment and rates are subject to change without notice.**