Table of Contents
Welcome and Facility Hours 3
General Rules of the Facility 4
Facility Charges 5
Deposit and Payment Schedules 6
Audio Visual 7
Damage Policy 7
First Aid/Emergency Services 8
Food and Beverage 8
Meeting Space 8
Meeting Room Capacities 9
Noise Levels 9
Park Pavilion Rental 10
Scheduling and Event Times 10
Shipping and Receiving 11
Tax Exemption 11
Utility Services 11
Young Adult Events 13
Event Manager: Melinda Burnett 205-655-9486
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Trussville Civic Center
5381 Trussville-Clay Road
Trussville, Alabama 35173
205-655-9486 Fax: 205-655-7460
Trussville Park & Recreation Staff
David Vinson Director
Jay Miller Fitness Manager
Melinda Burnett Event Manager
Suzy Hammons Membership
Zack Manning Aquatic & Athletics
Julie Morgan Administrative Assistant
City of Trussville
Gene Melton, Mayor
Wayne Taylor, President
Trussville Park & Recreation
Gayle Skipper, President
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Trussville Civic Center
The Trussville Civic Center is excited you are considering our facility for
your event. We are dedicated to providing the highest quality of service
to make your event successful. In creating a partnership for the success
of your event, we have compiled information designed to assist in your
planning. If you have any questions or concerns, we encourage you to
contact our Event Manager.
The Trussville Civic Center opened in October, 2008. The facility has
approximately 16,000 square feet of meeting space. The Exhibit Hall
accommodates approximately 1,000 theater style and 300+ banquet
style. There are 6 individual meeting rooms with internet capabilities
and state-of-the art audio visual. Banquet service is provided by The
Happy Catering Company.
The Civic Center is conveniently located at the corner of Trussville-Clay
Road and Service Road.
The facilities hours are:
Monday – Thursday 6:00 am – 9:00 pm
Friday 6:00 am – 6:00 pm
Saturday 8:00 am – 6:00 pm
Sunday 1:00 pm – 6:00 pm
The Civic Center is closed for the following Holidays:
New Year’s Day Martin Luther King Day
Good Friday Easter Weekend
Memorial Day Independence Day
Labor Day Veterans Day
Thanksgiving Day Friday after Thanksgiving
Christmas Eve Christmas Day
The Facility is open 6:00 am to 6:00 pm on the following days:
The Wednesday before Thanksgiving
New Years Eve
Hours and days of operation are subject to change at the election of the City of
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General Rules of the Facility
The Trussville Civic Center is committed to accommodating the needs of individuals with
disabilities. The Facility is accessible to disabled patrons as required by the ADA and applicable
Animals or pets are not permitted in the Civic Center, except for Seeing Eye dogs.
All rules and regulations of the Civic Center must be followed at all times. The City of
Trussville reserves the right to require any lessee, guest, attendee or other person to vacate the
premises, in its sole discretion, in the event of any conduct which is inconsistent with Civic
Center rules, regulations, policies, or the purpose of the community facility.
The Facility has 350+ parking spaces for use at no charge.
The Trussville Civic Center is a smoke-free facility. No smoking is permitted at any event or in
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Meeting Space Use Agreement Terms and Information
There will be a basic Facilities Charge for each event utilizing the Civic Center. The rates are as
Meeting Space Rental Rates:
MEETING ROOM 4 HOUR 4 HOUR 8 HOUR 8 HOUR
RESIDENT RES. RESIDENT RES.
Cahaba Fireside (I)* $150.00 $200.00 $250.00 $350.00
Cahaba II $125.00 $175.00 $200.00 $300.00
Cahaba III* $150.00 $200.00 $250.00 $350.00
Cahaba Suite (all 3 * $375.00 $475.00 $650.00 $950.00
Cahaba Lily I $125.00 $175.00 $225.00 $325.00
Cahaba Lily II $125.00 $175.00 $225.00 $325.00
Cahaba Lily Suite $200.00 $300.00 $350.00 $450.00
Exhibition Hall $1,000.00 $1,200.00 $1,800.00 $2,000.00
A $100.00 rental rate per hour is charged for each hour past 10:00 PM. All events exceeding
regular Civic Center hours must conclude by 11:30 PM and all guests and equipment cleared by
A $100.00 fee will be added for each additional hour over the scheduled event time.
* Civic Center staff will light the fireplace.
The basic Facilities Charge includes the following:
1. Equipment such as tables, chairs and podium for the setup of the meeting space.
2. House lighting, heat or air conditioning, and one 20 amp electrical circuit.
The basic Facilities Charge does not include any of the following which shall result in additional
1. Event Security
2. Decorator Services
3. Special Lighting
4. Electrical power in excess of the minimum provided
5. Internet or telephone service
6. Audio Visual Equipment or Operation
7. Event Staff
8. Water service
9. Cleaning of any exhibit booths
10. Emergency medical staff
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The following services must be arranged and provided through the Trussville Civic Center at an
Catering Services/Food & Beverage Service
Emergency Medical Staff
Additional charges will be incurred for all exclusive services. Rates for these services are
available upon request.
A $100.00 reservation deposit, or the full rent if under $100.00, is due upon signing of the
Agreement. A $250.00 reservation deposit is due for the Exhibit Hall. This deposit will be used
to secure the event. The deposit will be applied toward the rental charges for the event. The
Facilities Charge is due in full thirty (30) days prior to arrival. The guarantee is due on the food
and beverage three (3) business days prior to the event. At that time, the balance is due for the
food and beverage.
Payment must be rendered by cash, check or credit card. The Civic Center accepts Visa,
Mastercard, and Discover. There is a $50.00 charge for any check returned for insufficient
A credit card will also be required to secure each event and to serve as a means of payment for
damage to the Facility. The credit card must be provided thirty (30) days prior to the scheduled
event. The City of Trussville may place a hold on any credit card as security toward any damage
to the Facility, and will be authorized to charge the provided credit card any amount necessary to
repair any damage incurred as a result of the event.
Submission of a deposit and full payment of the Facilities Charge reserves applicable space for
an event. Cancellations are sometimes necessary but are subject to the following conditions:
More than thirty (30) days prior to event. An event may be cancelled without
forfeiting the applicable deposit more than thirty (30) days prior to the event, if made in
writing delivered to the Civic Center. In such case, the deposit will be refunded by check
and mailed to the address of record as soon as is practicable under City of Trussville
Within thirty (30) days prior to event. An event may be cancelled for good cause
within thirty (30) days of any event upon immediate written notice to the Civic Center.
In such event, the deposit will be forfeited, and any charges incurred by the Civic Center
in connection with the event will be the responsibility of Lessee.
Within fourteen (14) days prior to the event. An event cancelled within fourteen (14)
days of the event date will result in the forfeiture of the Basic Facilities Charge and the
imposition of additional charges incurred by the Civic Center in connection with the
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By Civic Center. The Trussville Civic Center reserves the right to cancel and/or
postpone any event due to force majeure or any other factor beyond the control of the
City. In the event of a cancellation by the City, the event may be rescheduled at no
additional cost, or Lessee may elect not to reschedule and receive a refund of all amounts
paid to the City, which shall constitute the sole recourse for cancellation of that event.
Any refund will be by check and will be mailed to the address of record as soon as is
practicable under City of Trussville procedure.
Contract signee must attend event they have signed the contract for. The contract signee
must be in attendance from start to finish. Contract signee is responsible for all damage
The Trussville Civic Center is equipped to accommodate most audio visual and technology
needs. Please contact your Event Manager for additional information.
The City of Trussville Business License Ordinance states:
Any person, company principal or agent who conducts business in the Trussville Civic Center or
other municipal building or area surrounding such building who has no fixed place of business
within the corporate limits of the City of Trussville shall be required to purchase a business
license and to remit sales tax or any other applicable city tax.
Note: Any business entity holding a current City of Trussville Business License shall include all
gross receipts from such special event with the total gross receipts reported for their permanent
location in the City of Trussville for taxation purposes.
Cost of License:
Valid for 1 day $ 50.00
Valid for 2-7 days $100.00
Valid for up to 30 days $150.00
An application for a City of Trussville Business License & Taxes can be obtained by contacting
the City Administrative Office at 205-655-7478. Down loadable forms may be found a
Trussville.org under the Business section.
The Civic Center does not provide security for valuables or personal property in the meeting
space. Attendees are solely responsible for safeguarding any valuables, and the Civic Center
shall not be responsible for any loss whatsoever.
In addition, the Civic Center shall not be responsible for any damage or injury whatsoever
connected with an event. The Lessee shall be responsible for inspection of the premises prior to
the event and for determining suitability for his or her intended purposes. The City of Trussville,
its employees and officials, shall not be responsible for any damage to property, injury or other
harm to Lessee, attendees of any event, or any third party for any reason or under any theory of
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liability whatsoever. The Lessee will indemnify, save, and hold harmless the Civic Center from
actions or proceedings to recover the damages for injuries to persons or property arising from the
Lessee’s occupancy or use of the premises or the Lessee’s activities thereon. The Lessee agrees
to pay for all damages to the Facilities incurred in connection with an event, whether caused by
attendees, vendors, contractors, agents or others connected with the event. The Civic Center
shall not be liable to the Lessee for any damage, loss, theft or expense of any kind sustained by
the Lessee as a result of vandalism or malicious mischief.
1. Floor plans must be submitted to the Trussville Civic Center’s Event Manager for review
at least thirty (30) days prior to the event date.
2. All floor plans must have the following information clearly indicated:
a. Name and dates of event
b. Name of area to be used
c. Name and Contact information for Show Decorator
d. Location of all exits, fire hoses and extinguisher cabinets.
e. Aisle widths with the number and dimensions of booths. (Aisles must be a
minimum of 8 feet in width)
f. Registration location
3. Insurance must be obtained for all Exhibit shows. The City of Trussville shall be named
as an additional insured on all such policies, and a Certificate of Insurance must be
submitted to the City in conjunction with the floor plans.
First Aid/Emergency Services
The City of Trussville’s mass gathering ordinance requires Emergency medical personnel as
Under 300 persons No coverage required
300 to 399 persons attending 1 EMT required at a rate of $25.00 per hour
400-499 persons attending 2 EMTs required at a rate of $60.00 per hour
Over 500 persons attending Requirements determined by plan submitted prior
To the event.
All emergency personnel will be ordered by the Event Manager and shall result in additional
charges. No outside emergency personnel will be allowed.
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Food & Beverage
The Trussville Civic Center is pleased to use The Happy Catering Company as our exclusive
provider of all catering/food & beverage service. If service of food or beverage is a part of any
event in Cahaba Fireside, II or III or Exhibit Hall that service must be arranged through The
Happy Catering Company. Please contact The Happy Caterer at 205-251-8925 for menus and
pricing. Menus and prices are guaranteed thirty (30) days prior to the event from the Caterer.
In order to provide the highest quality of service, Caterer requires a final non-refundable
guarantee no less than three (3) business days, by 12:00 Noon, prior to the event.
Event Day Guarantee Due Day
A nine percent (9%) tax and twenty percent (20%) gratuity will be added to all catering services.
Food and beverages are not allowed in any of the public areas of the Facility.
The Trussville Civic Center will allow NOT FOR PROFIT events to bring in home cooked food
items to events utilizing Cahaba Lily I & II. Examples of this type of event include: family
reunions, showers/teas and birthday parties. There is not a kitchen for use for these events.
Linens are not provided for these events. We will be happy to provide ice as long as the
customer provides the equipment to place the ice in.
We have specific guidelines for the sale and distribution of Alcoholic Beverages. These are
1. Alcohol will be allowed for private parties only. No alcohol will be served at public
2. All events wanting to serve alcoholic beverages must use The Happy Catering Company.
The Happy Catering Company is the sole provider of alcoholic beverages for the
Trussville Civic Center. We do not allow anyone to bring alcohol onto the premises.
3. Alcohol will not be permitted in any public areas of the building. It will be allowed
indoors in the rooms provided for the event.
4. All events with alcohol are required to have a Trussville policeman on duty for the
duration of the event. The policemen are booked by the Civic Center for the event. The
cost is $40.00 per hour for a minimum of 4 hours.
5. The Trussville Civic Center will only serve beer and wine.
6. Alcohol will only be served during the following hours:
Monday – Friday – After 5:00 PM and Saturday – After 12:00 Noon.
No alcohol will be served on Sunday.
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Final meeting space requirements must be submitted at least thirty (30) days prior to the
first day of the any event. Event space information should include: name of meeting,
time of event, expected attendance, setup and teardown time needed before/after the
event, style of room setup (ex: banquet, theater, classroom), head table information, A/V
needs and food & beverage needs.
The Facilities Charge includes all initial setup of tables, chairs and podiums.
Modification of the room layout during an event will result in additional charges.
Air conditioning or heat, one 20 amp electrical outlet, and house lighting are included in
the Facilities Charge. Air conditioning and heat will be turned on one hour prior to event
and will be turned off one hour after the scheduled end time of the event.
The use of tape, staples, stick pins or Velcro on any wall or door is strictly prohibited.
Signage must be displayed on an easel or on pipe and drape. Damage occurred from the
use of these products will be charged to the Lessee.
The use of confetti, bird seed, rice, or other similar items is prohibited. Balloons are
prohibited for use in the Exhibit Hall. Additional cleanup charges will be incurred if
confetti or similar material is utilized.
If candles are utilized on tables as part of any event, they must be enclosed in glass or
metal containers 3” above the flame.
All fire codes must be adhered to in all meeting space and all events are subject to the
inspection and approval of the Fire Marshall.
Wedding Receptions are required to lease space for 8 hours to include all setup and tear
MEETING ROOM CAPACITIES
MEETING ROOM THEATER CLASSROOM* BANQUET **
Cahaba Fireside (I) 72 32 48
Cahaba II 90 44 64
Cahaba III 72 32 48
Cahaba Suites (I,II & III) 250 108 160
Cahaba Lily I 72 32 48
Cahaba Lily II 72 32 48
Cahaba Lily Suite (I & II) 144 64 96
Exhibit Hall 635~ 228 * 304
Exhibit Hall + Cahaba Lily 780~ 354 472
*Classroom style has 6’ x 18” tables. Classroom number listed is with 2 seats per table. The
Exhibit Hall is setup in crescent rounds with 6 seated to 66” round tables.
**Banquet style has 66” round tables that seat 8.
~There are 182 additional stadium seats in the Balcony of the Exhibit Hall bringing the total
number for theater style seating to 1082.
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All events must be conducted in an orderly manner so as to prevent disruption to other events
and activities at the Civic Center. Trussville Civic Center staff may monitor noise levels, and
may require disruptive or excessively noisy activities to be ceased.
The Facility has 350+ parking spaces for use at no additional charge to your attendees.
Park Pavilion Rental
Masonic Pavilion $50.00
Scout Pavilion $25.00
Rotary Pavilion $25.00
Pit Pavilion $50.00
Mall $25.00 per hour Resident/$100.00 per hr. Non Resident *
Magnolia Park N/C - Reservation required
Civitan Park N/C – Reservation required
Permit may be required. Please check with the City of Trussville.
Rules for Park Usage:
1. The Park pavilions are rented in 2 hour time periods. Please be mindful there will be a
group using this pavilion when your time period has expired.
2. The renter of record of the park is responsible for all garbage. Please bring your own
garbage bags. A dumpster is provided beside the park for disposal of your trash.
3. Full payment is due when the pavilion is reserved. Payment is to be made at the
Trussville Civic Center.
4. Rental fees will be refunded only if the person or organization cancels the event within
30 days of the event.
5. Damages: The renter of record is responsible for any damages that occur while the
facility is entrusted to their care.
6. No alcoholic beverages are allowed on the premises at any time.
7. Parks are available for rental from 9:00 am until 6:30 PM. Parks may be rented at the
following times: a. 9:00-11:00 b. 11:30-1:30 c. 2:00-4:00 d. 4:30-6:30.
8. Animals or pets are not allowed inside the fenced area in the park..
9. Moonwalks are allowed in all parks except the Masonic Park.
10. It is understood that persons or groups using the park will abide by the Laws and
Ordinances of the City of Trussville.
Setup, starting and ending times will be strictly adhered to by the Civic Center. Event times
should be examined closely before executing the Agreement. Additional charges will be
incurred for any event that exceeds the scheduled time frame.
The Civic Center is intended to provide space for special meetings and events for the
community. It is not intended to provide a regular place of business for any organization or
group. Accordingly, no group, entity, person, organization or affiliate of any of them shall be
permitted to reserve the Exhibit Hall more than once per calendar quarter. Calendar quarter
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means January through March, April through June, July through September, or October through
December of the year. Provided, however, events hosted or sponsored by the City of Trussville
will not be subject to any limitation on facility usage.
Security will be required at all events where alcohol is served and any other event deemed
necessary by the Civic Center staff. All parties for young adults between the ages of 13 and 21
will be required to have security. Security must be arranged through the Civic Center, and shall
result in additional charges. No private security services or security other than that arranged by
the Civic Center will be allowed.
In the event your organization needs to have items shipped, the shipping address is:
Trussville Civic Center
Attn: Event Manager – [Your group name]
5381 Trussville-Clay Road
Trussville, Alabama 35173
The Civic Center will only accept packages within five (5) days of your scheduled lease
COD deliveries will not be accepted by the Civic Center.
Exhibitor freight must go through the Decorator.
Signage for events is to be provided by the Lessee. Signage must be displayed on an easel, on
pipe and drape, and must be an acceptable size, as determined by the Civic Center. The use of
tape, staples, stick pins or Velcro on any wall, door or other portion of the Civic Center is
The Trussville Civic Center will collect sales taxes in accordance with state law. If a person or
organization is exempt from the payment of sales taxes, the Civic Center will forego the
collection of sales taxes, but only upon receipt of the State letter of exemption from the Lessee.
Any event involving the generation of taxable revenue is subject to additional rules, regulations
and procedures involving tax collection. Additional information concerning tax procedures is
available from the Civic Center Event Manager.
The Civic Center shall provide utilities for events. The Facilities Charge includes power for the
event, as specified in the section styled “Facilities Charge.” If additional service is required, it
must be arranged through the Civic Center. The cost for additional services will be the
responsibility of the customer. All utility services are to be ordered through your Event
Young Adult Events
All events for young adults aged 13 to 21 require security (please see above). We also require
adult supervision in the event room with 2 adults per every 50 youth. If we do not have the
proper amount of supervision, the event is subject to termination.
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Music for young adult events is to be clean and free of offensive language. We request
DJ’s/Bands refrain from playing music if it has a Parental Advisory label. Event is subject to
termination if offensive music is being played. INITIAL:_______________
All matters, rules, regulations or deviations, not expressly provided for herein, shall be
decided upon by the Director of Park and Recreation.
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