Security Deposit
Refund Policy: The security deposit will be refunded to the Lessee within 30 days after the event, provided the Lessee, participants, and vendors comply with all rules and regulations of Legends Hall. If any rules are violated or if Legends Hall Terms of Use are not followed, the security deposit may be used to clean, repair, replace, or pay for any damaged or destroyed property. Legends Hall reserves the right to hold the security deposit as long as necessary to assess damages and determine the cost of repairs or replacement.
Additional Charges: If the cost of cleaning, repairs, or damages exceeds the security deposit amount, the Lessee will be billed for the additional balance. The additional balance must be paid within 14 days of receiving the invoice unless otherwise agreed to in writing by both parties.
Cancellation Policy: Security deposits are non-refundable if the Lessee cancels the event.
Cancellations
Event Cancellation by Lessee: If the Lessee cancels the event, the deposit is non-refundable and non-transferable. The Lessee will be responsible for applicable fees as outlined in the cancellation sliding scale policy. All cancellations must be submitted in writing.
The Lessee may reschedule their event once, provided the new date falls within 180 days of the original event date. A new deposit will be required for the rescheduled date, and the full rental fee will be applied to the new date. The new date must be selected within seven (7) business days of cancellation. Reschedule requests must be submitted at least 30 days before the contracted rental date. If a reschedule request is not made at least 30 days prior to the event date, the booking will be treated as a cancellation, and a reschedule will not be offered. Multiple reschedules are not permitted.
Contract Option Period: Lessee has five (5) business days from the date the contract is received to execute and return it. After five (5) business days, the contract becomes null and void.
Force Majeure Termination: If Legends Hall or any part of it is destroyed or damaged, or if an act of God, civil riot, flood, or another uncontrollable event prevents use of the venue, the agreement will terminate. Legends Hall is not liable for damages caused by such termination. Unearned fees will abate or, if previously paid, will be refunded to the Lessee within 30 days of cancellation.
Lessee-Initiated Cancellation While Legends Hall is Operational: If Legends Hall is open and able to host the event, and the Lessee cancels, the Lessee will be responsible for applicable fees as outlined in the cancellation sliding scale policy and will forfeit the deposit.
Guarantees & Finalizing Event Details
All event details, including but not limited to catering information, vendor contacts, timelines, and special requests, must be submitted to the Banquet Specialist no later than forty-five (45) days prior to the event date.
Final layout and setup requirements must be provided no later than thirty (30) days prior to the event date.
Lessees will receive a final email two (2) weeks prior to the event date, containing all finalized event details and the approved floor plan(s). No changes or updates to event details will be permitted after this date.
Legends Hall Staff
Room Setup and Assistance: Legends Hall staff will assist the Lessee with basic room setup, including recommendations for the number and placement of tables and chairs to ensure guest comfort. Staff will handle the set-up and tear-down of venue property before and after the contracted rental time. In the event of an emergency, Legends Hall staff will contact Southlake DPS.
Vendor Requirements: The Lessee is responsible for employing a sufficient number of qualified personnel for the event, such as catering staff, bussers, DJs, florists, etc. All vendors must be approved and authorized by Legends Hall and must maintain a professional appearance and conduct themselves politely at all times. Lessee agrees to immediately replace any vendor who fails to meet these standards upon request by Legends Hall.
Prohibited Gratuities: Legends Hall employees are prohibited from accepting tips, gifts, gratuities, or any other favors from Lessees in accordance with the City of Southlake Code of Ethics.
Management and Oversight: Renting Legends Hall does not relinquish the staff’s authority to manage and operate the facility. Legends Hall staff, City Department of Public Safety personnel, and designated City employees may enter any rented area at any time for purposes related to the operation of Legends Hall, as well as to enforce rules, regulations, laws, and ordinances.
Common Areas
Common Area Use: The Lobby and Gallery are common areas and cannot be leased independently for event use. These spaces will remain open to the public during normal operating business hours. Lessees may add the Lobby and Gallery to their event for an additional fee.
Event Activities: All event activities must be confined to the contracted rental space. Any exhibits planned for the Lobby and Gallery must receive prior approval from Legends Hall.
Registration and Displays: Use of the Lobby and Gallery for registration areas may be considered, depending on other rentals or events in the facility. All registration areas and event-specific displays in public spaces must be pre-approved by Legends Hall. These setups may only occur during times that do not interfere with the activities of other events, ensuring safe and accessible use of the venue.
Rehearsals
Gold Ceremony Wedding Package: This package includes a complimentary one-hour rehearsal.
A La Carte Rentals: Lessees may add a ceremonial fee, which also includes a complimentary one-hour rehearsal.
Scheduling: Rehearsal time and space are subject to availability. Lessees may contact the Banquet Specialist 30 days prior to the event to schedule the rehearsal.
Rehearsal Hours: All rehearsals must take place Monday–Friday during normal business hours (9:00 AM – 6:00 PM).
Catering
On-Site Catering: Legends Hall does not provide on-site catering. Lessees may choose from Legends Hall’s list of preferred caterers or bring in non-preferred caterers.
Catering Kitchen Fee: A flat fee of $500 is required for the use of the catering kitchen. This fee is refundable upon submission of a signed contract with a preferred caterer. The signed contract must be provided to Legends Hall no later than 30 days prior to the event date.
Food Service Requirements: All food served during events must be provided by a licensed caterer or restaurant. Potluck-style meals or homemade food are strictly prohibited, whether provided by the Lessee, guests, representatives, or subcontractors.
Caterers: Lessees may choose a caterer from the Preferred Caterers List and should contact individual caterers directly for menu options and pricing. If selecting a caterer not on the preferred
list, they must provide proof of insurance, a current health permit from their city or county of operation and complete a Legends Hall Catering Agreement no later than 30 days prior to the event date. Preferred Caterers have already met all health requirements and Legends Hall’s standards, and these documents will already be on file. Lessees are encouraged to confirm that their chosen caterer has the necessary qualifications, staffing, and equipment to meet the event’s needs and uphold quality expectations.
Caterer Responsibilities: Caterers are responsible for bussing tables. If they do not provide this service, a staffing company is required. Legends Hall staff will not bus tables. Table coverings are required for all tables used for serving, drinking, and/or eating.
Lessee Responsibilities: Responsible for supplying: Plates, glasses, and silverware. Catering essentials such as chafing dishes, serving pieces, etc. Sufficient staffing for serving, cleaning, and bussing tables.
Cooking and Food Trucks: Cooking on-site is strictly prohibited. Food trucks are permitted with prior authorization and submission of required documents.
Catering Kitchen Amenities: Food preparation area, hot box food warmer, refrigerator, freezer, ice machine, three-compartment sink, and dishwasher.
Alcohol
Provision of Alcohol: Lessees may supply their caterer with alcohol for service, provided it is purchased from a state-licensed liquor retailer. If alcohol is provided by the Lessee, alcohol sales or cash bars are prohibited. Alcohol sales and cash bars are permitted only if alcohol is provided by a bar service provider.
TABC Requirements: All alcohol must be served by licensed Texas Alcoholic Beverage Commission (TABC) bartenders. Self-service of alcohol is strictly prohibited. Lessees or their bar service providers must submit a copy of the TABC license to Legends Hall at least 14 days before the event date.
Alcohol Service Hours: Alcohol service must cease by 12:00 a.m.
Portable Bar Rentals: Portable bars are available for rent at an additional fee. Lessee is responsible for supplying all necessary service items, including glassware and related essentials.
TABC Regulations: Alcohol may only be served to individuals 21 years of age or older. Legends Hall staff reserves the right to refuse alcohol service to any guest who appears intoxicated or is under the age of 21.Legends Hall reserves the right to terminate alcohol service if the Lessee violates these policies.
Unauthorized Alcohol or Substances: Possession of unauthorized alcohol or illegal substances by event attendees will result in the forfeiture of the Lessee’s security deposit. Legends Hall may terminate the event and require attendees to vacate the property immediately.
Legal Compliance: Lessees must comply with all federal and state laws regarding the distribution and consumption of alcohol.
Food Service Requirement: Food service must accompany any alcohol service. Alcohol-only events are strictly prohibited.
Security Requirements: An off-duty police officer(s) is required for events serving alcohol. Legends Hall staff will coordinate with the City of Southlake Police Department to book off-duty officers. The number of officers required will be determined at the discretion of Legends Hall and the City of Southlake Police Department.
Consumption Restrictions: Alcoholic beverages may only be consumed within the rented areas specified in the rental agreement.
Alcohol may not be taken into or consumed in restrooms, parking lots, vehicles, or the surrounding park.
Alcohol Disposal and Removal: All attendees must dispose of their alcoholic beverages before leaving the designated rented area. Lessees or caterers may remove open alcoholic containers only if transported in compliance with applicable laws.
Bar Access: Only bartenders, catering staff, and Legends Hall staff are permitted behind the bar(s). Clients and guests are prohibited from entering this area.
Cleaning & Trash Removal
Custodial Services Provided by Legends Hall: Legends Hall provides standard custodial services, including venue property setup and breakdown, as well as trash removal from provided trash cans during the event.
Lessee Responsibilities: Lessee must leave the premises in the same clean condition as it was found. This includes clearing tables of debris and food.
Damages and Fees: Any property damage, unacceptable conditions, or additional fees assessed after the event will be deducted from the security deposit.
Decorations
Flower Arrangements: All flowers must be arranged prior to delivery to Legends Hall. Flower arrangements must arrive fully assembled and ready to be placed on tables.
Prohibited Decorations: The following items are strictly prohibited for decor or wedding exits: glitter, rice, birdseed, streamer poppers, loose sequins, artificial snow, and confetti. Real or artificial Christmas trees and straw/hay bales are not permitted.
Building Restrictions: Lessees may not damage the building structure. Hanging, attaching, or suspending items using staples, tacks, nails, tape, or similar methods is prohibited. Glue, duct tape, or other high-residue adhesives are not allowed. Floors and carpets must be protected from movable equipment during setup and breakdown.
Dance Floors: Portable dance floors must be removed prior to the
contracted rental end time without leaving any damage or residue. Vinyl decals or adhesive dance floors are not permitted.
Table Decor: Faux or real rose petals are allowed for table decor. Lessees must remove all table decor at the end of the event.
Wedding Exits: Real white rose petals, bubbles, glow sticks/wands, no-mess streamers, and ribbon wands are permitted. Sparklers and paper lanterns are prohibited.
Fireworks and Pyrotechnics: Firework demonstrations and cold spark machines are allowed only when managed by a state-licensed pyrotechnician. Proper permits, specifications, and insurance must be submitted and approved by the City Fire Marshal at least 30 days prior to the event.
Open Flames and Candles: Open flames are prohibited unless used for ceremonial or religious purposes pre-approved by the City Fire Marshal. All candles must be securely supported within glass or metal vessels, with the flame protected by a container that exceeds the flame’s height. Candles cannot be placed in walkways, exits, or where individuals may stand.
Special Equipment: Use of cloud machines requires prior approval from the Banquet Specialist. Compressed gases, flammable liquids, hazardous chemicals, or dangerous substances are prohibited unless approved on a case-by-case basis based on the venue’s activities and type of exhibit.
Tents: Any tent or membrane structure requires prior written authorization from Legends Hall and must comply with the City of Southlake Fire Code.
Venue Safety and Discretion: Legends Hall reserves the right to prohibit or remove any item if it is determined to pose a risk of damage to the venue or create a hazard.
Liability: Legends Hall is not liable for the cost of any item or decoration purchased for an event that is prohibited from use.
Vendor Requirements
Vendor Submission: Lessees must submit a written list of all vendors, including contact information, to Legends Hall no later than 45 days prior to the event.
Catering Requirements: Caterers must provide a current health permit, a Certificate of Insurance to Legends Hall and complete a Legends Hall Catering Agreement no later than 30 days prior to the event date.
Entertainment and Audio/Visual Needs: DJs, bands, and other entertainers must contact Legends Hall in advance to discuss staging needs, audio/visual (A/V) requirements, and entry procedures. Legends Hall cannot guarantee the compatibility of its equipment or the adequacy of power supply. It is recommended that Lessee’s entertainment or A/V provider consult with Legends Hall prior to booking.
Sound Levels and Compliance: Sound levels must comply with City Ordinance No. 778, which restricts sound to 55 dBA during nighttime and on Sundays, and 60 dBA during daytime hours. Legends Hall staff has sole discretion to determine if sound levels are excessive during the event. Failure to comply with sound level restrictions may result in event termination, requiring guests to immediately vacate the venue. Music is prohibited in the parking lot or other outdoor areas of the property except for Aria, the promenade, and the terrace unless pre-approved in writing.
Music Licensing and Fees: All music licensing fees and related responsibilities are the Lessee’s responsibility.
A/V Equipment Testing: All A/V equipment and vendors must
conduct a final run-through with Legends Hall staff no later than one day prior to the event to ensure compatibility and proper functionality with the venue’s systems. Failure to complete the runthrough releases Legends Hall from responsibility if the client’s or vendors’ equipment is incompatible or fails to function properly.
Care of the Venue
Exit and Emergency Access: For safety, exit doors must not be obstructed, locked, or blocked, except by approved devices permanently installed by the City. No items may be placed within 15 feet of any ingress or egress doorway, and exit signs must remain visible at all times.
Fire and Safety Regulations: Lessees, service vendors, and exhibitors must adhere to all federal, state, and municipal fire codes applicable to public assembly venues, as well as Occupational Safety and Health Administration (OSHA) regulations. Fire and emergency equipment must remain unobstructed at all times, including fire hose connections, extinguisher cabinets, fire alarm pull stations, and any audible/visual devices. Chains or locks may not be placed on any facility doors.
Furnishings: Legends Hall furnishings may not be moved, taken outside, or removed from the building. Only Legends Hall staff are permitted to set up, break down, or rearrange venue property.
Equipment and Electrical Safety: All equipment and connections must comply with federal, state, and local safety codes. Extension cords must be three-wire grounded and plugged directly into an electrical outlet or a power strip. Cords must not be piggybacked and, if subjected to foot or equipment traffic, must be secured within cord covers or with low-residue carpet tape (e.g., Venture Tape 576-2” or Polyking 105C-2”) to prevent trip hazards or cord damage.
Animals are prohibited inside Legends Hall, with the exception of service animals. Service animals must be harnessed, leashed, or tethered unless these devices interfere with the service animal’s work or the individual’s disability prevents their use. In such cases, the individual must maintain control of the animal through voice, signal, or other effective means.
Lessee’s Liability & Indemnification
Lessee Responsibility: The Lessee assumes sole responsibility for all individuals on the property in connection with their event.
If any individual is injured on the property during or related to the event, the Lessee agrees to hold Legends Hall and the City of Southlake harmless from any liability for such injury and indemnifies Legends Hall and the City for any damages or expenses incurred as a result.
Definitions: The term “persons” includes the Lessee, their guests, vendors, or employees. The term “property” includes the venue, buildings, structures, and their contents, as well as all grounds, landscaping, statuary, and facades of Legends Hall.
Responsibility for Property and Loss: The Lessee assumes full responsibility for any damage, theft, or loss of personal property during their use of Legends Hall or any property located on the premises.
Indemnification: The Lessee agrees to hold Legends Hall and the City of Southlake harmless and to indemnify them against any damages, expenses, or liabilities resulting from lawsuits arising from the Lessee’s event. This includes, but is not limited to, liability, damages, and expenses related to: Injuries resulting from the sale and/or consumption of alcoholic beverages served to guests. Injuries or accidents occurring during or related to the event.
Event Insurance Recommendation: Legends Hall strongly recommends that the Lessee purchase an event insurance policy to provide additional coverage and protection.
Lost & Found
Legends Hall will make reasonable efforts to ensure lost property is returned to its rightful owner. Items turned in during an event will be kept at the customer service desk until the event concludes. Items of significant value will be securely stored. If an item remains unclaimed, Legends Hall will attempt to contact the Lessee. Any items not claimed within seven (7) days will be disposed of. Legends Hall is not responsible for any lost, stolen, or unclaimed property.
Firearms/Weapons
Request Submission: All event requests to possess, show, or display firearms, ammunition, simulated firearms, simulated ammunition, or dangerous weapons on Legends Hall premises must be submitted in writing at the time of booking, no less than ninety (90) days prior to the first contracted date. The request must include the following details: The organization, public or private, represented. The type and quantity of firearms, ammunition, or weapons to be displayed. The purpose or intent of the possession, show, or display. Any
additional background information requested by Legends Hall or the City of Southlake Police Department. Supporting materials for consideration.
Approval Process: If the request is approved, the requester will be notified, and a pre-event meeting may be scheduled with Legends Hall staff or the City of Southlake Police Department.
Alcohol Restrictions: Alcohol is strictly prohibited during gun shows or any events where firearms, weapons, or illegal knives are possessed, shown, or displayed.
Parking
Complimentary parking is available on-site adjacent to Legends Hall, with overflow parking located within Bicentennial Park.
The Lower Lot is reserved for senior citizen parking from 9:00 AM to 4:00 PM, Monday through Friday.
Large vehicles, including vans, buses, trailers, or equipment that cannot fit within a single parking space, must park in the designated overflow parking areas.
Parking or driving on grass areas, sidewalks, or the Terrace is strictly prohibited.
The porte-cochère is designated solely for drop-offs, pick-ups, and emergency vehicles. Parking in this area is prohibited to ensure it remains clear for its intended purpose.
Lessees are not permitted to drill, bore, punch holes, or apply paint/markings on the parking lot surface. The parking lot must be returned to its original condition after the event, with all trash removed.
Any damage to Legends Hall landscaping caused during or as a result of an event must be repaired or replaced at the Lessee’s expense.
Loading and unloading of vehicles must take place in the parking lot or at designated loading areas only.
Vehicles left unattended in fire lanes or loading areas are subject to towing at the owner’s expense.
All vehicles should be securely locked after parking. Legends Hall is not responsible for lost, stolen, or damaged possessions.
Dangerous, Illegal & Indecent Activities
If any laws are violated during a rental, the City of Southlake Police Department will be contacted, and the rental will be terminated immediately. The Lessee will forfeit the security deposit along with all other fees.
Activities, performances, exhibitions, or entertainment on Legends Hall property must not be potentially dangerous, illegal, or deemed indecent, obscene, lewd, immoral, or offensive to a person of ordinary sensibilities.
Legends Hall reserves the right, at its sole discretion, to demand that the Lessee immediately cease or omit any attractions that violate this policy.
If the Lessee fails to comply, Legends Hall may cancel or terminate the event without refunding the security deposit or other fees.
Accessibility
Legends Hall is committed to ensuring that our venue is as convenient, accessible and enjoyable as possible. While we make every effort to ensure accessibility for all, should Lessee require additional assistance, reasonable accommodations will be made.
Legends Hall is responsible for the permanent building access requirements such as, but not limited to, wheelchair ramps, restroom standards, internal hallways, and doors.
Lessee is responsible for the provision of all auxiliary aids and services such as, but not limited to, seating accessibility, assistive listening devices, sign language interpreters and signage which may be required to accommodate Lessee’s guests.
Intent of Non-Discrimination
Legends Hall does not discriminate against any individual or group based on age, sex, gender, race, religion, sexual orientation, color, or national origin. Additionally, the City does not permit individuals or organizations making reservations to engage in discriminatory behavior.
If Legends Hall determines, at its sole discretion, that this policy has been or will be violated, the Lessee will be required to immediately cease such activity. Failure to comply will result in the cancellation or termination of the event, with no refund of the security deposit or other fees.
Equipment Move-in & Move-out
Lessees may bring in additional furniture and equipment; however, all items must be delivered during the Lessee’s rental hours and removed by the conclusion of the event. Special arrangements for early delivery or overnight storage may be possible under certain circumstances and may incur additional fees. Storage is not available after the rental period.
A cart may be available to assist with move-in, display setup, move-out, or the movement of materials, subject to availability. Carts may only be used in protected areas. Legends Hall is not responsible for any items that are broken or damaged while using the cart.
All equipment must be removed, and all Legends Hall carts must be returned indoors by the contracted end time.
All equipment must be transported through designated loading areas and may not be moved through the Lobby.
Smoking & Tobacco
In accordance with City Ordinance No. 907, Legends Hall is a smoke-free facility. Smoking is only permitted in designated smoking areas.
The use of all tobacco products is strictly prohibited within the venue, including but not limited to chewing tobacco, cigarettes, cigars, cigarillos, little cigars, e-cigarettes, vapor cigarettes, vaping devices, pipes, smokeless tobacco, hookahs, and dip.
Smoking or using tobacco products inside Legends Hall will result in the forfeiture of the security deposit.
Signage
Legends Hall manages all messages displayed on the venue’s electronic signage. Lessees must submit event information for approval and display at least forty-five (45) days prior to the event.
Electronic signage is not available for private advertising.
Plans for all directional and informational signs, as well as banners, special graphics, or decorations in public areas, must be submitted for approval at least forty-five (45) days prior to the event.
In accordance with City of Southlake Landscape Zoning and
Signage regulations, event signage is only permitted on City roads for non-profit organizations or events directly sponsored by the City.
Directional or informational signage is not allowed in City parks.
Media Policy
The Lessee consents to the use of any photographs, film, or video taken of the Lessee, guests, or vendors during the event, or provided by the vendor, for purposes such as publicity, promotion, television, websites, or other media unless otherwise agreed upon in writing by both parties.
Legends Hall, or a third-party marketing agency, may contact the Lessee’s photographer/videographer to request the use of photos or video. The Lessee and photographer must agree on the photos or videos to be released to Legends Hall prior to posting.
Legends Hall will ensure proper credit is given for any shared images or videos.
Safety & Security
All security personnel required for events at Legends Hall must be off-duty police officers hired through the City of Southlake Police Department. The Lessee is responsible for all associated costs. Legends Hall will provide procedures for hiring off-duty officers to the Lessee.
The need for an off-duty police officer is determined at the sole discretion of Legends Hall and the City of Southlake Police Department. An officer is required to be present at Legends Hall from the start of alcohol service until the end of the rental period.
An off-duty officer is also required for events with more than 100 guests or events held after regular business hours. Monday–Friday (9:00 AM – 6:00 PM).
Security cameras at Legends Hall are used solely for monitoring facility security needs and may not be used as event security. Cameras must not be moved or covered at any time.
Large events primarily attended by guests aged 12 to 18 years require security provided by the Southlake Police Department and one adult chaperone for every 20 guests. Failure to meet these security and chaperone requirements may result in event termination, forfeiture of the security deposit, and loss of rental fees.
Packages, cartons, or other containers brought into or removed from Legends Hall are subject to random inspection by staff.
Children must be accompanied by a parent or responsible adult at all times.
Legends Hall enforces a zero-tolerance policy for workplace violence, drug and alcohol abuse, unprofessional or discourteous behavior, and sexual harassment. These policies apply to all employees, vendors, subcontractors, and guests associated with an event. Legends Hall will promptly investigate and address any violations to maintain a safe, friendly, and professional environment.
Abusive language, threats, assault, vandalism, theft, or other misconduct will result in the involvement of law enforcement.
In the event of a fire alarm, emergency personnel will respond. Legends Hall must be fully evacuated until emergency personnel determine it is safe to reenter the building.
The Lessee must comply with all applicable federal, state, city, and local laws, ordinances, rules, and regulations. Any actions in violation of these laws or permit conditions must be immediately ceased and corrected. Failure to do so may result in the immediate termination of the Agreement.
