TRC Frequently Asked Questions

How long can I have a date on hold?

We can hold a potential date on the calendar for 7 days without payment or contract. After this time has passed, clients will be removed from the calendar and the date will open back up for availability. However, a hold is not a booking!

When can I book?

Events can be booked up to a year in advance. Large, tourism-friendly events may be booked several years in advance upon approval.

Is there a waitlist?

Yes! We can add your event to a waitlist for any date. Once a date becomes available, we will begin calling clients based on priority and placement on the list. Clients are welcome to call and check the status of dates at any time. Being placed on the waitlist is not a booking!

Can I cancel or move my event day?

Yes. You will forfeit your 25% if you cancel. We can reschedule depending on availability.

If you cancel more than 30 days prior to your event start date, any additional money paid outside of the 25% down payment may be refunded. All monies paid inside of 30 days will be non-refundable.

Clients should communicate all event logistics and needs with our booking team prior to their event to ensure all proper paperwork, pre-approvals and fees are handled.

Approved Representatives

Tyler Rose Complex staff will only discuss event details with the person whose information is listed on the contract or their approved representatives. If client wishes to add approved representatives to their event, they must do so in writing.

Clients utilizing party planners, decorators or committees for their events are highly encouraged to add these people to their approved representatives list in order to streamline event logistics day of. Please note, approved representatives have the ability to make financial decisions for the event such as additional hours & fees without the contracted client's approval. The client will be responsible for these fees.

In order to complete and secure your booking, clients must sign the provided contract and remit a down payment for 25% of the total rental cost when the contract is signed. This fee does not including insurance or other fees and is non-refundable.

In addition, there is a fully refundable damage deposit that is due 90 days prior to the event start date. This fee will be refunded after the event as long as there are no additional fees or damages incurred during the event.

What do I have to clean in order to get my deposit back?

Please leave the room how you found it. All trash needs to go in trash cans and all decorations, food and other items brought in need to be removed.

When do I get my damage deposit back?

Within 4 to 6 weeks after the event after all paperwork and additional fees are handled & client is in good standing with the Tyler Rose Complex.

Basic AV is provided if pre-approved and the equipment is available. Otherwise, clients will more complex AV needs will be required to hire Video Magic Productions. VMP is a third-party contractor for the facility and is a separate charge. Please contact Danny Shephard for pricing at 903-581-0828. Email can be provided upon request.

The W.T. Brookshire Conference Center and Mayfair Building are fully equipped with TVs and/or large screens in most rooms along with theater quality lighting and sound in the main hall. If professional AV services are not required this fee is included with your rental cost, however our Venue Attendants are not able to assist with technical difficulties. It is highly recommended to schedule a quick tech run if using our equipment. You are also welcome to bring in your own AV equipment, but it cannot be hooked up to our system.

The Rose Garden Center has several AV equipment items available at an additional cost for your event. These items are available on a first-come, first-served basis and should be requested prior to your event. Our Venue Attendants will have these items setup according to your approved layout. However, our Venue Attendants are not able to assist with technical difficulties with any outside equipment. It is highly recommended to schedule a quick tech run if using our equipment. You are also welcome to bring in your own AV equipment, but it cannot be hooked up to our system.

Can I come in earlier than my contract time?

No. If you need to come in earlier, we can allow you in the building as early as 6 a.m. for an additional $200/hr. ($400 total for 6-8 a.m.)

Can I stay later than my contract time?

This must be decided before your event. If you stay later without prior approval, there will be an additional fee and possibly a portion of your deposit will be forfeited.

Please speak to your event booking specialist about any food or drinks you are planning to have at your event. These items need to be pre-approved prior to the event and some items require additional paperwork, personnel and/or fees.

Can my event be catered?

Of course! You are welcome to have catering in the building. The caterer must be pre-approved and additional paperwork must be completed prior to the event for the caterer to be able to serve at the event.

Can I bring my own alcohol?

BYOB is prohibited. All alcohol must be served by a bartender from a designated area.

Can I have bottle service on tables?

No. All alcohol must be served as individual drinks by a bartender from a designated area. Alcohol must not be served in large quantities.

Additional rules apply if you are having alcohol. You are required to disclose if you will have alcohol at your event during the booking process. Failure to do may result in you being asked to remove the alcohol or your event being cancelled.

Can I drop off items the day before or pick up my items the day after my event?

No. Clients are only allowed access to their rented spaces during the contracted time. Early drop off and late pickup are not allowed without prior approval.

Can I have items shipped to the facility?

We do not accept packages from vendors, suppliers or clients without prior approval. If packages are delivered to the facility outside of the contract time, they will be declined and sent back to the sender's mailing address.

Security guards are only required at events where alcohol has been approved to be present. However, it is highly recommended to have security present at large events with more than 500 guests and events that are open to the public.

When does my security guard need to arrive?

Before your first guest arrives. If security is required due to alcohol, guests will not be able to enter the rented space until security arrives.

When does my security guard have to leave?

Security should be the last one in the building. This includes clean up time since guests may still be present or event hosts may be intoxicated.

What do I have to clean in order to get my deposit back?

Please leave the room how you found it. All trash needs to go in trash cans and all decorations, food and other items brought in need to be removed.

Can the rental company drop off the day before?

The rental company can only drop off during your contract times. If you need the day before, you can