SCHEDULING AND CONTRACTING PROCEDURES

  1. The Jacksonville Fairgrounds and the Expo Center at the Fairgrounds maintains a three-year master event calendar.  Inquiries about availability and prices should be directed to Gayle Hart, Director of Marketing.  The Director of Marketing will act as liaison between the client and the Jacksonville Fairgrounds.
  2. A request that a date or dates be put on hold will be accommodated only with the understanding that the client requesting the hold intends to enter into a contractual agreement for rental of the Jacksonville Fairgrounds within thirty days.  Jacksonville Fairgrounds and the Expo Center at the Fairgrounds dates not contracted within 30 days of a hold request will be RELEASED AUTOMATICALLY.
  3. Should a requested date or dates already be on hold, a potential rental client may request a second hold, which guarantees first right of refusal should the date or dates become available.  A date or dates on hold may be challenged only when a client is prepared to enter into a rental agreement immediately.  Should a date or dates be challenged, the first client having the date(s) on hold will be given the opportunity to sign a rental contract within two business days or forfeit the date(s) to the second client.  In that event, the second client will be expected to sign a rental contract and pay a rental deposit immediately.
  4. Notwithstanding any of the foregoing, the Jacksonville Fairgrounds and the Expo Center reserves the right to offer scheduling priority to itself and its regular rental clients.
  5. A contract should be requested only when the rental client is prepared to sign it and enter into a legally binding agreement immediately.  A rental deposit is required and due with the return of the signed Jacksonville Fairgrounds and Expo Center Use Agreement.  Should the signed agreement and deposit not be received by the deadline date specified, the date(s) will be RELEASED AUTOMATICALLY, and the contract will become null and void.  All rental deposits are non-refundable.
  6. The balance of the rental fee is due not later than 30 days prior to the first scheduled event.  All estimated facility costs are generally due not later than 14 days prior to the event.
  7. If client wishes to sell food and beverage during a public event, a buy-out contract with Whit's Concessions must be made.  Agreement as well as payment is made directly with and to whit's Concessions.
  8. Before the move-in and after the move-out of the event, the Maintenance Superintendent and the client will inspect the facility for any damages.  All damage and repair costs will be the responsibility of the client.

 

For more information contact:
Gayle Hart, Director of Marketing
904-353-0535

Email Gayle