Booking Guidelines

The Fresno Convention & Entertainment Center is owned by the City of Fresno and managed by ASM GLOBAL, the world’s leading venue management and services company.  The four building complex was originally made up of three main venues when completed in 1966. Expansions were made in 1981 and 1999 to meet the demands of Fresno’s growing convention business and local event needs. 

1. Purpose 

The Fresno Convention & Entertainment Center’s objective is to attract and produce events with significant economic potential for the City of Fresno and to facilitate local events promoting civic and community pride, within a sound financial context.  This policy establishes criteria for evaluating and booking events in accordance with this objective. 

Booking Control: The Fresno Convention & Entertainment Center (FCEC)/ASM GLOBAL exercises booking control of the facility.  

2. Event Booking Criteria 

The FCEC expressly reserves final discretion to accept, modify, refuse or terminate bookings in accordance with this policy.  The FCEC may also solicit, develop or promote any event consistent with FCEC objectives and the interests of the City of Fresno.  The FCEC may consider the following factors in evaluating potential bookings: 

• Projected economic benefit to the City of Fresno 

• Seasonal factors and repeat booking potential 

• Client’s performance with respect to prior events at the Center and/or similar facilities 

• Projected direct revenue to the Center 

• Value of the event to the community 

3.  Facility Use Application 

The FCEC, at its option, may require submission of a Facility Use Application as a condition of accepting a booking and use information gained thereby to evaluate the booking on the basis of a client’s credit history, financial stability, and performance under any prior License Agreement(s), or other verifiable factor(s) which may affect FCEC’s objectives herein. 

4.  Definitions 

First Option: A space hold extended by the FCEC where the group has first right of refusal and is subject to the terms of this policy until the Release Date; at which time holder must either proceed to contract or release the booking. 

Second Option: A space hold accepted by FCEC secondary to a prior (First Option) booking for the same space/dates.  A second option hold becomes first option in the event of release of the first option hold. 

Release Date:  Date at which a prospect hold expires.  At this point, FCEC may release (cancel) the booking; extend it by mutual agreement, or proceed to contract as appropriate. 

Prospect Hold: Holds that reserve space without a commitment of a License Agreement.  Prospect holds can be on first option or second option basis and can be challenged subject to the terms of this policy. 

Tentative Hold: A space hold in which a License Agreement has been issued to the holding party, but the License Agreement has not been executed and a deposit has not been received.  A tentative hold is subject to release or may be challenged if the License Agreement and the deposit are not submitted by the due date. 

Definite Hold: Confirmed space hold with an executed Use License Agreement and initial rental deposit in place.  A definite hold cannot be challenged. 

Use License Agreement: The FCEC’s basic contract is the Use License Agreement, which spells out rights and responsibilities of Licensee (Client) and ASM GLOBAL (FCEC).  This document is legally binding and should be carefully reviewed before execution.  A Use License Agreement will not be executed by the Center without the designated rental deposit. 

License Agreement Due Date: Date by which a Use License Agreement must be signed and deposit submitted to keep a booking in effect.  This protects the Center against loss from sudden or short-term cancelation of an event for which a Use License Agreement has been issued but not executed.  Space holds may be challenged in the event the Use License Agreement and required rental deposit are not returned by the due date. 

Authorized Areas: Space specifically contracted to Licensee as outlined in Exhibit A of the License Agreement. 

5.  Challenges 

Space can be challenged if the challenger is within their booking window as defined in Item 2 of this section.   Space challenges apply to first option/prospect holds and to tentative holds which have not met their License Agreement Due Date. 

A space challenge is initiated when a second option group (challenger) is ready to contract dates and space for which there is already a first option hold in place.  The second option group may challenge the first option hold by posting a deposit, at the Center’s discretion, of up to 100% of the estimated rent for the requested booking and signing a conditional License Agreement with the FCEC.  The FCEC will then inform the first option group of the challenge, and give the first option group an opportunity to, within 3 business days, (A) meet the challenge by posting a deposit equal to that posted by the challenging group and execute a License Agreement or other acceptable binder with the FCEC, or (B) release the space/dates. 

If the first option group meets the challenge, the FCEC will return the requested deposit to the challenger and not proceed in executing the conditional License Agreement.  In the event the challenger is successful in its challenge, the FCEC will move forward and execute the conditional License Agreement and the requested deposit becomes non-refundable. 

Upon the first option group’s decision, the FCEC will promptly notify the parties of the status of the challenge. 

6.  Deposits 

The rental deposit establishes the Licensee’s commitment to license the space on the specified dates and is required to fully execute the License Agreement. The full rental fee is payable in advance and due prior to move-in day. The Center’s standard rental deposit schedule is as follows: 

The FCEC may require a contingency deposit on certain types of events.  This deposit shall be determined by the FCEC’s General Manager based on potential risk assumed by the Center on the event being booked.  Such deposits are due no later than two (2) weeks prior to the move-in day. 

7.  Cancelation 

Cancelations by Licensee of an event covered by the License Agreement will be subject to a Cancelation Fee as liquidated damages, as set forth in the License Agreement as follows: 

8. Center’s Rules and Regulations 

The Center’s Rules & Regulations contains most event-related requirements and is attached to the end of the License Agreement and in this Guide.  This document is part of, and incorporated by reference into, the License Agreement.  Please keep this Event Planning Guide and the Center’s Rules & Regulations as references. 

9.  Rental Period, Payment and Billing 

Rental Period: The rental period is 8:00 AM to 11:59 PM on move-in days, event/show days and move-out days, unless otherwise noted on your License Agreement.  Event hours cannot be scheduled prior to or after this period without the FCEC’s approval. 

Assignment: Licensee may not assign the licensed facilities or any rights under the License Agreement without FCEC’s prior, written approval. 

Payment: The FCEC accepts business/personal checks, major credit cards (American Express, Visa, MasterCard) and wire transfer for payment of fees.  Please make checks and money orders payable to Fresno Convention & Entertainment Center (credit card processing fees may apply).  Certified funds may be required for certain events.