• Designate one person from your organization to be your Stasney's Cook Ranch contact and decision-maker.
• Contact the events coordinator at 888-762-2999 or 915-762-2313 during regular business hours to check the availability of your requested date.
• Reserve your tentative date in writing via fax (915) 762-3312 (no emails please).
• Confirm the date with a signed Agreement and deposit of ½ the Estimated Agreement Total.
• Contact our Events Coordinator for food and beverage arrangements.
• Contact our Events Coordinator for audio/visual equipment arrangements. 
• Make sure all outside service vendors and arrangements are approved by Stasney's Cook Ranch.
• Coordinate all deliveries and pickup to be made only on your contracted date(s).
• Confirm all finalized schedules and arrangements through the Events Coordinator.

Alcoholic Beverages
All Texas Alcoholic Beverage Commission (TABC) laws must be followed while on the premises. Any person under the age of 21 will not be served alcohol under any circumstances. Licensee is not permitted to bring alcohol. Alcohol-only events will not be permitted at Stasney's Cook Ranch. Events using donated alcohol are prohibited at Stasney's Cook Ranch.

Animals
With the exception of guide animals, animals are prohibited in the Stasney's Cook Ranch.

Audio/Visual
Licensees holding events requiring audio/visual setup must coordinate through our Events Coordinator.  All cords and cables must be visibly secured and equipment grounded. 

Banners/Hanging Items
Event-related banners may be hung only with prior approval from the Stasney's Cook Ranch and only by Stasney's Cook Ranch personnel.  Banners that cannot be hung safely and without causing damage to Stasney's Cook Ranch will not be approved.

Billing
Full payment is due on rental space and minimum group packages, if applicable, at least 5 business days prior to the event. Any other charges incurred during the event will be billed to the Licensee. Payment will be due within 30 days of the invoice date. Checks may be made payable to Stasney's Cook Ranch.

Cancellation
Cancellation of the event less than three months before the contracted date will result in a forfeiture of any deposit. Events booked into the Stasney's Cook Ranch within three months of the event date are not eligible for any refund of the deposit on cancellation.

Casino Functions
Casino functions and other gaming events are not allowed on Stasney's Cook Ranch property.

Children
Children must remain under the direct supervision of an adult at all times.

Cleanup
Facility rental includes general trash removal at the end of the event. In the case of excessive trash, a cleanup fee will be added to the final bill. No items may be stored overnight. All leftover decorations and other items will be regarded as trash. Food and drink trash will be collected and removed by the caterer immediately at the close of the event.

Date Confirmation
A signed Agreement and deposit of one-half the Estimated Agreement Total are required to confirm the event date. The Agreement and deposit are due no later than three months prior to the event date. For any event booked into the Stasney's Cook Ranch within three months of the date of the event, a signed Agreement and non-refundable deposit are required immediately. Until a deposit and signed Agreement are received, the hold will be regarded as tentative.

Decorations
Because of clean-up issues, items such as glitter, confetti, cascarones and streamers are discouraged for indoor use and prohibited for outdoor use.   Should cleanup of these items be necessary, a fee equal to the amount of the cleanup or $300, whichever is greater, will be added to the final bill. Fee will be determined by the Event Coordinator.

The use of candles (only votive candles in a hurricane lamp and floating candles may be approved) requires pre-approval. Approval is given on a case-by-case basis from the Events Coordinator. No open flame candles will be approved.

The use of tape, wire, staples, tacks, glue, and similar items are discouraged.  Absolutely no items may be attached to Stasney's Cook Ranch surfaces without approval of the Events Coordinator.

The Stasney's Cook Ranch can provide table clothes and center pieces for an additional charge.   Outside decorating companies may be used with prior coordination with the Events Coordinator.  All arrangements must be approved by Stasney's Cook Ranch staff. No setup/tear-down will be allowed without prior consent of Stasney's Cook Ranch.

Delivery
Unless it is from a local Albany, Tx. vendor, Stasney's Cook Ranch will not accept any freight or other delivered items on behalf of the Licensee. Items may not be delivered prior to the contracted event date.

Deposits
A deposit of one-half of the Estimated Agreement Total is required at the time of contract. All deposit monies will be forfeited in the event of a cancellation less than three months from the event date, including events booked within three months of the date. The Estimated Agreement Total includes the space rental rate and the minimum per person packages, if applicable.

Equipment/Supplies
The Stasney's Cook Ranch can provide tables and chairs for 150 people.  Additional tables and chairs can be provided for an additional charge.  A/V requirements should be arranged with our Event Coordinator.  Decorations and office needs (fax, copier, telephone) must be handled by the Licensee.  The Licensee must provide their own dollies, carts, etc., for loading and unloading larger items.  Stasney's Cook Ranch reserves the right to deny use of unsafe dollies or carts.

Event Information
Stasney's Cook Ranch is not responsible for providing event information to the public.  Upon approval by its webmaster, Stasney's Cook Ranch can include a limited amount of event information on its web site calendar.  Stasney's Cook Ranch reserves the right to deny use of its web site.   A telephone number for your organization should be included on all of your event literature and promotions.

Other Areas and Activities
No other part of the Ranch or other Ranch activity is included in the facility rental rate. Other facilities, areas and activities may be included in Facility Rental Agreement for an additional charge.

Fundraisers
All fundraising events must be by invitation only and have prior approval from the Stasney's Cook Ranch. Fundraisers for political parties, political action committees and candidates are permitted; however, Stasney's Cook Ranch reserves the right to refuse fundraisers for any group or individual.  

Insurance
An original certificate of insurance (Acord 25-S) is required on all events at least sixty (60) days prior to occupancy and shall meet the following requirements:

The policy will require that the insurance company give the Stasney's Cook Ranch at least thirty days advance written notice of any reduction or cancellation of the coverage during the term of the Agreement.  H.R. Stasney & Sons d/b/a Stasney's Cook Ranch shall be named as additionally insured. The Licensee may not occupy Stasney's Cook Ranch without sufficient proof of coverage. Events contracted by individuals must supply all of the above requirements minus Workers' Compensation and Business Automobile Liability. Individuals hosting events (wedding receptions, etc.) must request the appropriate insurance requirements from the events office.

Invitations
Invitations for non-Stasney's Cook Ranch sponsored events may not use the name of the Stasney's Cook Ranch except as the designated location of the event without prior written approval.  A Licensee may not use the name or likeness of the Stasney's Cook Ranch to promote any event without prior written approval.  Stasney's Cook Ranch must view any invitation copy before its release.

Media
All event media promotions must be approved by Stasney's Cook Ranch. Use of the Stasney's Cook Ranch name to promote, advertise, or sell tickets to an event (other than as the location of the event) is prohibited unless the event is expressly hosted or sponsored by the Stasney's Cook Ranch.   Stasney's Cook Ranch reserves the right to review all promotional copy before its release. Media coverage of an event must be approved by Stasney's Cook Ranch in advance.

Messages
Stasney's Cook Ranch is not responsible for taking messages for event attendees, but will try to accommodate its guests as much as possible.  A telephone number for your organization should be included on all of your event literature and promotions.

Music/Entertainment
The band, disc jockey, or other entertainment will be required to notify Stasney's Cook Ranch event staff in advance of their equipment type, electrical setup, and requested delivery schedule. Stasney's Cook Ranch will not provide equipment or any setup of equipment for bands or DJs, such as microphones, electrical tape, and stages.

It is the responsibility of the band or DJ to use floor protection approved by Stasney's Cook Ranch under their equipment during load-in, performance, and load-out.  Absolutely no fire, sparklers or fire works shall be used on Stasney's Cook Ranch by Licensee.  

The Stasney's Cook Ranch reserves the right to prohibit any equipment needing more power than the standard electrical outlet provides or any equipment that Stasney's Cook Ranch believes is inappropriate.

Noise
During normal Stasney's Cook Ranch hours, it is the responsibility of the Licensee to maintain a noise level respectful of other Stasney's Cook Ranch visitors.

Overtime Policy
An hourly charge of $100.00 will be added to the final bill for every hour or portion thereof after the contracted end time of the event. (For example, a 7 P.M. move-in and 8 P.M. start time entails the event will conclude at 12 midnight with a move-out to end no later than 1 A.M. Should the event continue past midnight, a $300 charge will be assessed.) Late-night events must conclude by midnight. One hour will be allowed for move-out.

Parking/ Drive-in
Licensee is responsible for parking vehicles.  Stasney's Cook Ranch is not responsible for damage to any vehicle moving on or parked on Stasney's Cook Ranch. 

Posters/Signage
Posters and signs are to be mounted on easels or other individual displays. They may not be affixed in any way to Stasney's Cook Ranch surfaces unless approved by the Event Coordinator.   It is the Lessee's responsibility to bring easels.

Private Parties & Receptions
Privately-given parties and receptions must contact the Events Manager for insurance requirements.

Security
The Stasney's Cook Ranch employs on-site security to protect its property and visitors. Basic event security is included in the rental rate. If an event needs additional security, the number of additional security officers will be determined at the Stasney's Cook Ranch's discretion, and will be provided at the Licensee's expense. The Stasney's Cook Ranch is not liable for any loss, theft, or vandalism that occurs during Licensee's rental of the facility.

Smoking
Smoking is not permitted inside ranch facilities.  Smoking is permitted outside on concrete or gravel surfaces.  To avoid prairie fire, outdoor ashtrays must be used at all times and cigarettes, cigars or pipes must be fully extinguished in the outdoor ashtrays. 

Tentative Holds
A tentative hold may be placed by submitting a letter or fax (no emails) to the Events Coordinator, indicating the date, time, nature of, and estimated attendance at the event. The hold must be confirmed with the deposit and signed Agreement no later than three months before the event date. If another party is interested in a tentative date, the current holder will have 2 full business days from contact to submit the deposit and signed Agreement; otherwise, the tentative hold will be released on the third business day.

Vendors
All service vendors (outside caterer, decorator, music/entertainment, etc.) must be approved by the Stasney's Cook Ranch at least two weeks in advance of the event date. Vendors who fail to follow Stasney's Cook Ranch guidelines for load-in/load-out, clean up, and all other policies will not be allowed to provide service at Stasney's Cook Ranch.

updated 3/15/04