County has finalized policies and rules for use of the Ag Center

ASHEBORO — The cost to use the Agricultural Center, what’s allowed or not allowed on the premises, and other policies have been set by Randolph County.

Commissioners approved the new Facility Use Guide and the Randolph County Agricultural Center Internal Partners Policy during their meeting on Aug. 4.

“The goal of these policies is to ensure the facility remains accessible, safe and well-maintained for all users while aligning with county standards,” Agricultural Center Coordinator Taylor Wright said in the memo to commissioners.

Reservations

The center’s tiered scheduling timeline gives priority to the Randolph County Cooperative Extension and the Soil & Water Conservation District, both located in the center, followed by county offices, and then the general public. Here’s how far in advance reservations can be made:

■ CoOp and Soil & Water: Up to 15 months in advance.

■ County departments: Up to 12 months in advance.

■ General public: Up to nine months in advance.

■ Annual events: May be booked 13 months in advance.

NOTE — The center cannot be used for weddings, bridal showers or birthday parties.

NOTE — The Randolph County Agricultural Center is not available for rental on County holiday closures, including but not limited to: 

■ New Year’s Eve & New Year’s Day.

■ Good Friday through Easter Sunday. 

■ Thanksgiving Day & the day after. 

■ Christmas Eve & Christmas Day.

NOTE — Reservations may be submitted on the website. Then event staff will reach out to confirm and discuss the organization’s needs. To finalize a reservation, the submitter must sign an electronic licensed agreement, pay a refundable security deposit, and pay a non-refundable 50 percent of the total rental fee.

NOTE — Renters must do a walk-through before and after their event to make sure everything is left in good condition. Wright said that set-up and clean-up will be factored into the total rental cost.

NOTE — Proof of tax-exempt status (501(c)(3) documentation) must be provided at the time of reservation to be eligible.

Rental fees

The user guide lists base fees, not including set-up and additional charges:

Event Center

■ Half a weekday: $300 standard, $240 nonprofit/discount rate.

■ Full weekday: $450 standard, $360

nonprofit/discount rate.

■ Full weekend day: $675 standard, $540 nonprofit/discount rate.

Arena

■ Full weekday: $350 standard, $280 nonprofit/discount rate.

■ Full weekend day: $450 standard, $360 nonprofit/discount rate.

Event Center and Arena

■ Full weekday: $675 standard, $540 nonprofit/discount rate.

■ Full weekend day: $950 standard, $760 nonprofit/discount rate.

Education Resource Center

Room bookings in the Education and Resource Center range from $28 to $75 for a Weekday Half Day, $40 to $110 for a Weekday Full Day and  $52 to $140 for a Weekend Full Day. 

Each of the rentable spaces — Boardroom A, Meeting Room A, Meeting Room B, Meeting Rooms A &B, and General Classroom — also have standard rates and discount (nonprofit) rates. 

NOTE — Defining the time blocks:

■ Weekday Half Day: A 4-hour block of time between 7 a.m.-11 p.m. Monday-Thursday.

■ Weekday Full Day: An 8-hour block of time between 7 a.m.-11 p.m. Monday - Thursday.

■ Weekend Full Day: An 8-hour block of time between 10 a.m.-11 p.m. Friday – Sunday

■ Options to purchase additional hours are available. 

NOTE — The five internal partners may use the center at no cost for mission-aligned, educational or community outreach events, although additional fees may still apply. Those partners are:

■ Extension Community Association. 

■ 4-H Youth Development Program.

■ Randolph County Livestock Association.

■ Randolph County Beekeepers Association.

■ Future Farmers of America.

NOTE — During the Aug. 4 meeting, Commissioner Chair Darrell Frye asked how the staff set these rates. Wright said they compared those of agricultural centers with similar layouts, including Union, Johnston and Stanly counties.

Other rental rules to know

Security Services

In addition to rental fees, some events require security services:

■ Events with over 150 guests. 

■ Fundraisers or auctions. 

■ Political events.

■ Events involving weapons displays or sales.

■ When deemed necessary by the Agricultural Center or Randolph County Sheriff’s Department.

If needed, security will be coordinated with the Randolph County Sheriff’s department and/or a preferred contract service. Costs and contractual agreements with said service are the responsibility of the renter.

Pre- and Post-Access

No access is allowed before or after your reserved time. That includes early deliveries or post-event pickups.

Walk-Throughs (required)

A brief walk-through with staff is required both before and after your event. During this time, staff will review a simple check-in/check-out sheet to ensure the facility is left clean and in good condition (e.g., trash removed, furniture reset, etc.). Please note: These walk-throughs are part of the reserved rental time, so plan accordingly when scheduling setup and cleanup.

Supplies

Event organizers must bring their own laptops and devices for presentations, cords and tape or rugs to cover cables, as well as supplies for setting up such as scissors and tape.

Banned items

The center will not allow the following without written consent from the staff or county management:

■ Alcohol and smoking or tobacco products.

■ Open flames (including candles).

■ Pyrotechnics, cold sparks, fog or smoke machines.

■ Fuel-powered equipment or vehicles inside the facility or on the terrace.

■ Inflatable rides or attractions.

■ Animals (except certified service animals).

NOTE — Wright told commissioners that they elected to allow gun and knife trade shows, auctions and sales, but those will require extra security. The center follows the countywide policy banning concealed weapons in government buildings.

Catering

The center allows an open catering process but only with approved vendors by a Qualified Caterer. 

They may use the 459 square feet of workspace, commercial refrigerator and freezer, and the microwave and sinks for preparing the food. 

The caterers will be responsible for cleaning the area.

Commissioner Lester Rivenbark asked Wright how a vendor can get on the qualified list. She said they can apply and sign a contract.

The county has a link to booking and the Facility Use Guide at https://randolphcountync.gov/651/Event-Booking.

Ag Center contact points

Contact Randolph County Agricultural Center Event staff during business hours (Monday-Friday, 8 a.m.-5 p.m.) for support or guidance.

Phone: 336-318-6100.

Email: www.randolphcountync.gov/ag-center. 

Location: 1800 US Hwy 64 East (also known as east Dixie Drive), Asheboro.