Food and Reception Event Information

Reception / Meeting Information Form

Form must be complete in order for Facility Use Agreement to be valid. Fields with an asterisk (*) are required to be filled for the form to be submitted. For questions about your upcoming event at Irving Arts Center or completing this form, please contact Iris Tovar, Booking Coordinator at 972-252-7558, ext 1262. If the form is partially complete, scroll to the bottom of the form and click "Save & Continue Later". The Main Contact email listed on the form will receive a unique link to access the form for completion. The link may also be forwarded to another person to complete and submit.

General Information
Contracting Organization or Individual*
Expected Attendance*
Yes
Event Start Date *

MonthDayYear
Date
Event End Date *

MonthDayYear
Date
Event Description *
Actual event time (do not include setup and removal time)*

:HourMinutesAM/PM Option
Until
until :HourMinutesAM/PM Option
Main Contact / Authorized Agent Name*
Main Contact Title*
Main contact phone *
Format: (000) 000-0000.
Main Contact Email *

Confirmation Email
Parking, Entrances and Exits

Attendees: Enter through North Lobby Suite 200 or front entrance as appropriate - Service Personnel: Must check in with IAC Security or Patron Services staff upon arrival to determine appropriate delivery entrance.
Security

Irving Arts Center has a uniformed Security Officer on duty during all events scheduled during normal operating hours. Additional security personnel required after hours or based on event demands will be scheduled at the client's expense and included in the Use Agreement. Arts Center will be responsible for hiring and payment of the officer(s). The number of officers required is determined by the staff in advance, based on projected attendance and event type.
Cleaning & Restoration

Client and caterer are responsible for cleaning all areas used in food preparation & serving of food & drink. If client's failure to enforce this policy results in extra cleaning, the client will be billed for the labor and supply costs.
Yes

Room ARoom BRoom CSuite 200AnnexRehearsal HallArt LabSculpture GardenOther
Room Setup*
Room Setup Notes

Irving Arts Center has the following tables and chairs available on a first-come, first-served basis. Tableclothes, linens and decorations are not included.
60" round tables (seats up to 10 people)
25 available
48" round tables (seats up to 6 people)
20 available
8'x30" tables
30 available
24" round cocktail tables (adjustable to 29" and 32" height)
22 available
Banquet Chairs (taupe resin, padded seats)
250 available
Folding Chairs (black seat and back, grey frame)
225 available
Plain easels
3 available
Decorative easels
3 available
Limited number of serpentine and half-round tables available.

NOTE: If outside vendor or client is supplying equipment, all items to be used in Suite 200 must have rubber caps on legs in order to protect the wood floors.
CD PlayerPiano (tuning fees apply)Lectern w/ MicrophoneProjector & Screen (additional charges apply)Bluetooth/iPod connectivity

NoYes
List type of food(s) to be served*
If electric warmers are to be used, list type and amperage
Reception Coordinator's name*
Reception Coordinator's Phone*
Format: (000) 000-0000.
Reception Coordinator's Email*

Confirmation Emailexample@example.com
NoYes
NoYes
Caterer Arrival Time*

:HourMinutesAM/PM Option
Name of food service establishment?*
Catering Contact Name*

First NameLast Name
Catering Contact Email*

Confirmation Emailexample@example.com
Catering Contact Phone*
Format: (000) 000-0000.

Alcoholic Beverage Policy

Clients must request permission to serve alcohol by indicating such intent on this form. Service of alcohol is limited to wine, beer & champagne.
NoYes
List date(s) of alcohol service & bar locations*
YesNo
TABC Server names*
Attach Valid TABC Certifications*

upload certification file(s)
.pdf .jpg .png and .zip files accepted. Max size total 5MB Cancelof
We will require the names of your alcohol servers and copies of their TABC certifications no later than 2 weeks before your event.
The client is responsible for upholding all laws and statutes concerning the serving of alcohol. Alcoholic beverages may not be sold nor may donations, including voluntary contributions or tip jars, be used when alcohol is served. Kegs and margarita machines are not permitted. Liquor may not be served under any circumstances. All alcoholic beverages must be served by a licensed TABC server in a professional uniform. Server's certification must be sent to IAC booking staff no later than two weeks before your event. Event guests may not be used as servers of alcohol. Self-service bars are prohibited. Alcohol will be removed to a secure location by a Patron Services representative immediately following cessation of service or when not under the supervision of a TABC server.
Yes

NoYes
Use this area for any additional information or details regarding your event.
Notes*

I have read IAC Event Information Sheet and attachment and understand I am responsible for informing members and volunteers of my organization and vendors hired by me of the policies & procedures governing facility use.

Following approval by IAC staff, the Event Information Sheet becomes part of the Facility Use Agreement, and a copy will be emailed to the Client.
Progress Bar calculation is dynamic based on your input selections.
Signature*

Clear

If you click "Save & Continue Later". You will be given to option of connecting via Facebook, Google or creating your JotForm account. If you'd prefer not to do any of those, you can click "Skip create an account" at the bottom.

If you want to print this form and your responses, you will be given the option of downloading a PDF after clicking "Submit"

Should be Empty:

Reception / Meeting Information Form

Parking, Entrances and Exits

Security

Cleaning & Restoration

Alcoholic Beverage Policy