- The doors are locked and lights are off. What are the office hours?
- Our office is in the two story HFRRF building. Regular office hours are Monday – Friday 7:30am – 4pm. Changes to this schedule will be posted on the website main page www.hfrrf.org
- Do I need an appointment?
- You can stop by during business hours to pick up a brochure/business card or make a payment. If you would like to tour the facility, ask questions, or plan your event, an appointment is preferred. Our team will do their best to accommodate walkins during business hours with a brief tour provided it does not interfere with a client’s event.
- Do I have to be a firefighter to rent?
- No, the facility may be rented by the public.
- My friend is HFD. Can he rent it for me?
- Houston Firefighter Members (active and retired) only receive a discount for events in honor of an immediate family member, but you can rent it at the Non-Member Rate.
- I am a volunteer firefighter. Do I get a discount?
- Only Members of HFRRF qualify for the discount. These are active and retired Houston Firefighters.
- Is there a discount for HPD?
- Only Members of HFRRF qualify for the discount. These are active and retired Houston Firefighters.
- I want a contract. Do I need to make an appointment to pick it up?
- No. Call or email us and we will email the contract via DocuSign.
- Can I drop off my signed contract and deposit or do I need an appointment?
- The contract should be signed electronically via DocuSign. You may leave a payment with the receptionist during business hours after the contract has been signed.
- Can I get a copy of the signed contract?
- When the contract is executed in DocuSign, the signer receives an email to download the document. It is a legal document, so the contract can only be given to the contracted individual.
- Do you accept credit cards for payment?
- Yes – American Express, Discover, MasterCard and VISA.
- When will the rental payment be due? Can I make monthly payments?
- Half of the rental is due 6 months before the event and the remainder is due 60 days before the event. Yes, you may send in monthly payments. Be sure to write the event date on your check. Please allow 2 – 3 weeks for your check to clear. Late fees will apply to any balance not paid by each due date.
- Why does my contract state that I need to pay with certified funds?
- If your due date is within the next 60 days, we require payment in certified funds – no personal checks.
- What are certified funds?
- Cash, cashier’s check, money order, and credit card payments are all certified funds.
- Is security required at all parties? If so, how many officers?
- Yes, security is required at all evening and weekend bookings. Events with no alcohol present and less than 200 guests need one officer. All other events require at least two officers.
- Can I supply my own security? I have police officers in my family and they will be in attendance.
- No. A group of officers, trained in our rules and regulations, are scheduled for all events
- Do we need security for the entire time we are on the premises?
- No. Security is scheduled from the beginning of guest time thru the end of rental when everyone is gone.
- How much is security?
- Please contact your event captain or email cc@hfrrf.org if you don’t have one yet.
- When and how should we pay the security officers?
- Please pay the officer(s) early in the evening at the event with money order or cash.
- What are the security officers’ duties?
- Dressed in uniform, the officers monitor activity in the building, Memorial Garden, and parking lot.
- What about rehearsals?
- Most clients do not hold rehearsals at the facility. You would need to rent the facility for a rehearsal date.
- Can I decorate the night before?
- You would need to rent the facility for an additional day.
- Can we have our ceremony outside?
- No, we do not have an outdoor ceremony area, but the ballroom can be set for ceremony and reception.
- Can we take pictures outside in the garden during the event?
- Yes. You and/or your photographer are welcome to take pictures in the garden.
- Can my vendor(s) pick up their linen/equipment on the next business day?
- No, everything must be picked up before the end of the rental times
- What is a certificate of insurance? Do I need it? Where do I get it?
- A certificate of insurance (COI) is provided by a vendor’s insurance company and lists their coverage. It must specify HFRRF G & L Conference Center, 4225 Interwood N Pkwy, Houston, TX 77032 as additional insured/certificate holder. COI is required for vendors using a ladder or providing heavy columns, drape, a/v equipment, etc. Email the COI to the event captain 30+ days before the event for vendor approval.
- What is the latest my party can end? How late can we stay?
- The latest rental is 2pm – 2am with guest time ending at 1am. Guests must be off-property within 30 minutes so 1:30am. Only a few people may remain until 2am to load out. Everyone must be gone by 2am.
- Do the lights dim? How dark is the room with only the dimmer lights on?
- Yes, there are several lighting options including some dimmers. The dimmers create just enough light to walk around and dance, as in a nightclub. We offer uplights for rental which add a colorful accent.
- How much time in advance should we work on the seating arrangement?
- Select a diagram at least 60 days before the event. During the next 30 days, keep your event captain updated as you receive RSVPs. All details will be final two weeks before the event.
- Is there a charge if we make any last-minute changes to my floor plan?
- Yes. There is a $250 fee for changes within the final two weeks. NO changes allowed on event day.
- Is it possible to see the facility set up with a similar layout?
- Your event captain can look for upcoming events with similar floorplans and schedule an appointment
- What is and is not permitted in the facility? Rice, bubbles, rose petals, sparklers?
- We allow bubbles and the release of butterflies. No bird seed, rice, or rose petals on the floor or ground. We are within the Houston city limit so no fireworks or sparklers. No food coloring. No push pins, nails, etc that puncture the wall. We recommend removable 3M or Command products. Candles must be in a votive cup, hurricane, etc – no exposed flames except the unity candle during a wedding ceremony.
- I have an event already booked, but I have more questions. Who do I contact?
- Please contact your Event Captain for assistance.
- I am interested in learning more about your facility. Who do I contact?
- Please email CC@HFRRF.org or call 281.372.5124 for assistance.