Booking Policies and Procedures
Facility and date scheduling commitments for events and activities made more than twelve (12) months in advance are subject to change.
Scheduling
In order to hold a date(s), the licensee must indicate the exact name of the act/activity involved. Substitutions of acts/activities for a date(s) voids the hold. Civic Center Management reserves the right to determine which events are in the best interest of the facility when the same dates and/or similar events are being requested by more than one promoter. Regardless of the hold sequence, the Civic Center may reject a tentative hold after it has been placed.
In the process of scheduling facilities and dates, the following terms and definitions shall apply to scheduling commitments:
Tentative 
Hold – Requests for tentative dates that are made inside twelve (12) months of the event are held for two (2) weeks. If the date is not confirmed, within this time period, the Roanoke Civic Center management reserves the right to book another event on the date(s) being held, without notification to the potential licensee. Those desiring date(s) to be held more than two (2) weeks without an executed license agreement should make a request to the Civic Center management and with mananagement’s approval, will be granted up to a two (2) week extension.
Requests for dates for events held on an annual basis are held more than 12 months out. However, the same date or time period in future years is not guaranteed and is subject to change or cancellation.
Potential licensees shall not assign or transfer any right or interest in tentative hold dates, including, without limitation, the right to receive any payment, without Roanoke Civic Center management’s approval of such assignment. Any such assignment without approval of the Roanoke Civic Center management shall be null and void.
When a license agreement is fully executed and appropriate deposit is received, tentative dates then receive the status of confirmed.
Confirmed
Upon confirmation of a date(s), the Roanoke Civic Center will prepare the license agreement. The original and one copy indicating the portion of the Civic Center to be leased [details of the event] and a cover letter detailing instructions will be mailed to the event sponsor. From the date of the cover letter, the Civic Center will continue holding the date(s) without a properly executed license agreement for fourteen (14) days. If the properly executed license agreement is not returned within this time limit, the Civic Center may contract with other parties for the use of the space on the same date(s) without notification to the potential lessee. The original as well as the copy must be signed and returned to the Civic Center along with the required deposit. The Civic Center Manager will then sign and return the fully executed copy to the licensee.
The properly executed license agreement, deposits and insurance certificate must be in he office of the Civic Center manager seven (7) working days prior to the event or the Civic Center reserves the unqualified right to cancel the events. Persons booking events less than seven days out must provide the aforementioned materials upon booking the date.
Tickets for events will not go on sale until the license agreement has been properly executed and deposits received at the Civic Center.
Deposit Schedule
Deposits are required for all activities upon execution of the license agreement. Licensee shall pay to City the initial required deposit of 100% of the required basic facility fee for one event day with the return of the license agreement. The balance of the rent shall be paid prior to occupancy.
If multiple events are held in one year, the licensee may opt to roll over the deposit from the previous event in lieu of making multiple deposits. Licensee also has the option of providing a standing deposit for the year.