Below are some Frequently Asked Questions (FAQ) regarding Summit Pointe Conference Center.
When I get to Summit Pointe, where should I park?
Parking is free for our Summit Pointe guests. The main entrance and parking for Apex Ballroom is located on the right side of SPCC (adjacent to the Summit Fountains). For your convenience, there is a designated pick-up and drop-off zone at the main entrance of Summit Pointe Conference Center.
How do I reserve space?
Contact our Event Services Manager to check dates and availability. All requests for dates and use of event space are considered to be tentative until a signed Booking Agreement has been received along with a non-refundable deposit.
What are your hours?
The conference & events center space is available for rent seven days a week from 6:00am to 12:00am.
How much does it cost?
Costs depend on the size of event space being used and the number of hours used. There are additional costs for food and beverage, audiovisual and event rental items.
How do I know what meeting room has been assigned?
This should be noted on your Booking Agreement, however, there are times when we have to reassign our guests to comparable event space, so before printing materials with the event space names or locations, this should be confirmed with your Event Services Manager.
When can I bring in my decorations or materials?
You will be provided with access to your event space ½ hour prior to the scheduled start time of your event to place materials or decorations and ½ hour after the scheduled end of the event to remove materials or decorations. These times are part of your total event hours booked.
Who will setup my decorations or materials?
All decorations or materials must be set up by either you or your event planner. Keep in mind that we do not permit the affixing of anything to the walls, floors or ceiling with nails, staples, carpet tape or any other damaging adhesive. We do not permit signage or decorations that block entrances or exits, doorways or service areas as required by fire code.
Can I bring my own food & beverage?
All food and beverage must be purchased, prepared and served by one of our approved commercial caterers. Caterer contacts are located in the Catering Section of this site.
What about alcoholic beverages?
Alcoholic beverages, whether purchased from the conference and events center or brought in from outside must be served with food and be served by ServSafe Certified bartenders only. Alcoholic beverages must be consumed within the building. Corkage charges do apply for alcoholic beverages brought in from outside.
Do you serve alcoholic beverages on Sunday?
An Alcohol Beverage Permit must be obtained if you are planning on serving alcohol after midnight on Saturday or anytime on Sunday.
When do I decide on the menus?
Menus should be determined 30 days prior to your event.
What if the number of attendees changes?
The conference & events center requires a guaranteed number of attendees seven (7) days prior to your event. Your room will be set and food & beverage prepared for the guaranteed number of guests.
Who cleans up after the event?
Your commercial caterer is responsible for cleaning up any area of use, including the kitchen, service corridor, meeting room and prefunction space and disposal of all trash.
Do I have to share space with another group?
Yes. The main entrance, space outside the meeting rooms and corridors are considered prefunction areas that are open to all guests in the building. Activates in prefunction areas must take into consideration the requirements of other events in the building and cannot restrict in any way other event guests’ flow to and from events.
Can I use my favorite florist?
Yes. Outside vendors such as florists, musicians, ministers, rental equipment companies, wedding or event planners should contact our Event Services Manager 30 days in advance of your event to make arrangements for delivery and setup of their equipment or services. We will let them know when to arrive and where to load and unload. Outside vendors are responsible for removing all equipment immediately after the event. Rental charges will apply if we should have to store outside vendor items for pickup.
What if I need security for the event?
We will be happy to arrange security for your event. The hourly rate is $30.00 per security officer and must be paid at the end of the event to the Security Company. We do reserve the right to assign security to your event and to bill you for security charges.
Why do we have to pay a service charge?
Our service charge is to pay our tipped employees for providing service prior to, during and after your event.
Can I get an estimate of the costs of my event?
We can provide you with an estimate of your costs depending on the type of event you book. Changes you make to meeting rooms, meeting room setups, menus, audiovisual equipment, event rental equipment and the number of attendees may change the original estimate.
Can I cancel my event?
Yes. Cancellation of events must be in writing and cancellation charges do apply as the date of the cancellation determines whether the conference & events center would be able to replace any or your entire event with comparable business. The sliding scale of cancellation charges is noted in your Booking Agreement.
Can we get our deposit back?
Deposits are non-refundable and will be applied to your balance the night of the event.
Who do we make the deposit to?
All payments need to be made to Hampton Inn & Suites as the hotel is responsible for our accounting.
When is payment due?
Payment in full for each event is required ten (10) days in advance of the beginning of your event unless prior credit arrangements have been made. Any remaining balance due to excess attendees, additional equipment needs or overtime charges must be paid by the event’s close. The conference & events center will accept payment in the form of cash, credit card, debit card or company check.
For more information, please download our informational PDF.