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Hosting Events In-Suite

Rules & Regulations for In-Suite Events 

These are some guidelines that all hosting groups are required to follow.

  • Any event with over 100 persons need to be approved by the Property Manager. Failure to do so may result in additional fees, cost borne to the Tenant. Any event not approved is subject to cancellation.

  • Events held in a Tenant's own suite should be covered by the Tenant Companies basic policy as required by their lease. 

  • When lending a Tenant's suite for an event hosted by an outside party, the event must be covered under the Tenant's COI that is on file at the given time, and all parties must adhere to the event Rules and Regulations and Event License. 
  • An approved Event License form is required for events held in or significantly impacting common space (e.g., basement, hallway, exterior of the property). The Event License outlines the insurance coverage required and details the responsibilities of the host company, its suppliers, caterers, etc. Any questions regarding event license agreements, please contact the Property Manager Esther Ingrao via   e-mail at [email protected]
  • All events must be posted in the 5M Intranet Calendar no later than one week in advance. The event posting must include the location of the event, number of people attending, event time, if additional Security and Custodial services have been requested, and any other additional GCA requests, i.e. chair and table rentals. 

  • Provide at least 96-hour notification of event to the Property Manager for Security and GCA support. This allows the Security to be briefed so they can assist in providing appropriate access to suppliers, event staff and attendees. 
  • Provide the appropriate level of janitorial and security services to assure the health and safety of the staff and attendees. It is strongly recommended that additional janitorial support be requested for events with more than 50 attendees and support staff where food and/or alcohol are served. Additional security is recommended for events with more than 100 attendees and support staff, this allows the security staff to assist in providing appropriate access to suppliers, event staff and attendees. These requests must go through GCAware. (See Janitorial/Security)
  • A 4-hour minimum is required for all GCA service requests for all in-suite events Monday - Friday. Saturday and Sunday minimum is set at 4 hours. Once GCA service exceeds stated minimum, tenant will be billed on the hour or fraction thereof.
  • Events must end no later than 10:00 PM Sunday through Thursdays and 11:00 PM Friday and Saturday. All attendees must vacate the premises as soon as possible (within 20-30 minutes of event strike time as this allows our security company to do their final sweep and for janitorial to begin clean up)
  • We require you to provide a Host Liquor Liability insurance policy for events where alcohol is served, unless this coverage is incorporated into the Tenant’s insurance coverage for their suite and the event is confined to the Tenant’s suite. (See Serving Alcohol at Events)
  • For large events, it is highly recommended that Tenant Companies engage a professional bar-tending or catering service to limit their exposure to legal and liability issues that could arise. (See Lease)
  • No sign, placard, picture, advertisement, name or notice shall be inscribed, displayed, printed, painted or affixed by any person to any part of the property affecting common areas (i.e. basement, hallways, gallery space) without prior consent of the Property Manager. Property Manager has the right to remove any such sign, placard, picture, advertisement, name or notice without notice to and at the expense of the person or user. Request must be submitted 48 hours in advance. (See Signage)
  • Unless otherwise approved by the Property Manager, the selling of alcohol, food or goods during programming of event is prohibited.
  • Event Load-in must be scheduled and approved by the Property Manager and Security. All caterers and large items must be loaded into the building through the designated Minna St. Loading Dock. This must be scheduled 24 hours in advance. Smaller items may be loaded into the building via the 910 or 925 Mission St. Entrance. If entrance door needs to be propped open for loading times, a staff member must be present for assistance. At no time may the door be left open. If security need to come off their post to manage the entrance then security charges will be applied. 


Insurance Requirements

For any event impacting a common area(s) of the building and property, Tenant agrees to provide the Property Manager, no later than 48 hours prior to the event date, a Certificate of Insurance that names Hearst Communications, Inc., as additional insured. 

All User’s vendors and contractors performing work for the above said event, shall at their own expense obtain and carry throughout the duration of work their own the Certificate of Liability Insurance, Workman’s Compensation, AND the Additional Insured Endorsement. It is important that we receive BOTH the Certificate of Liability Insurance AND the Additional Insured Endorsement with in 48 hours prior to the event.  

Tenant agrees to provide and maintain, at its sole cost and expense, the following required policies of insurance:

(i)             Commercial General Liability: $2,000,000 Each Occurrence; $3,000,000 General Aggregate for death or injury to any person and/or damage to any property or interest, including Products/Completed Operations and Contractual Liability coverages. Coverage shall be written on an Occurrence form, and shall at all times provide coverage on a primary basis, and not be contributory to or excess over any other insurance available to Hearst and shall name Hearst, its parents, building ownership and building management, subsidiaries, related and affiliated entities as Additional Named Insureds. There shall be no exclusion, limitation nor endorsement contained in the policy that serves to restrict or limit Contractual Liability coverage or Completed Operations coverage.


(ii)            Worker's Compensation and Employer's Liability:  Worker's Compensation coverage in accordance with the statutory requirements and Employer's Liability coverage limits of $500,000 (per accident), for bodily injury by accident, and $500,000 per each employee for bodily injury by disease.


(iii)           Automobile Liability:  $1,000,000 Combined Single Limit, including liability arising out of Hired & Non-Owned Autos. 


(iv)          Host Liquor Liability insurance, in an amount of not less than one million dollars ($1,000,000) per occurrence  (See Serving Alcohol)


Certificate Holder Requirements

All certificates issued to Hearst Communications, Inc. must contain at least the following wording:

Hearst Communications, Inc.

901Mission Street
San Francisco, CA 94103

Attn: Esther Ingrao – Property Manager 

Additional Insured Wording

The following is the only acceptable wording for certificates of insurance issued by contractors and sub-contractors conducting business in and around the Chronicle Building in San Francisco, located at 901 Mission Street:

Hearst Communications, Inc., its agents, affiliates, subsidiaries, its directors, officers and employees (“Company”) are Additional Insureds with respect to the activities conducted by or on behalf of the named insured. The policies listed above are considered primary and non-contributory. Any other coverage available to the Hearst Communications, Inc. shall apply on an excess basis. The insured listed above is solely responsible for any and all applicable deductibles and/or self-insured retentions, with no contributions to be made by Hearst Communications, Inc.


Any signage pertaining to an event outside the property or inside the property in a common area must be submitted in a request to the Property Manager 5 (FIVE) days prior to event for approval. Signage must not harm, damage, or disfigure the walls of the property. For signage outside the building, appropriate city permits may apply, and must first be approved by the Property Manager. 


Serving Alcohol At Events

Tenants must supply the Property Manager with Host Liquor Liability Insurance, in the amount of not less than one million dollars ($1,000,000) per occurrence, no later then 48 hours prior to event. If you plan to have multiple events over the course of the year you may submit a year term Host Liquor Liability endorsement for all In-Suite event programs.

It is advised that any event serving alcoholic beverages use a licensed, insured vendor. Any event impacting a common area(s) of the building and property, it is the responsibility of the Tenant to obtain all necessary ABC permit(s). Tenant is required to provide the Property Manager, with a copy (or copies) thereof. If the required ABC permit is not obtained, or not adhered to, Hearst Communications Inc. shall not be responsible for any activity that is cancelled and any fees, which may be due or have been paid by a Tenant, shall not be reimbursed. Tenant and all of their agents or contractors agree that any such failure to obtain or adhere to ABC permits is their responsibility and not the responsibility of Hearst Communications Inc. and they will make no claim whatsoever against Hearst Communications Inc. for any consequences which may result from such failure to obtain/adhere to said permit.  If planning to serve alcohol at an outdoor event an Alcohol Plan will need to be submitted to the Property Manager 48 Hours prior to the event date and the City for approval.  Please note is takes 10 (TEN) business days to obtain a permit from the ABC.

Please visit the following website for further information on Special Daily Licenses and Event Permit Applications:


In-Suite Security Event Support

For any In-Suite event over 100 attendees and support staff an additional security officer will need to be present.  Events with over 250 attendees will be require two Security Guards present. The number of security personnel required for your program will vary depending on program content and number of attendees. 

For tenants, once security staff is confirmed the request must be made through GCAware.

  • Cost per officer:  $28.95/hr
  • Cost per officer:  $43.43/hr  (OT)
  • Cost per Security Supervisor:  $56.95/hr
  • Cost per Security Supervisor:  $85.43/hr  (OT)
All Security requests require a 48-hour cancellation policy. Failure to give 48-hour notice of cancellation will result in a charge at OT rate. 


In-Suite Janitorial Event Support

The scope of the janitorial service is to provide trash removal before, during and after the event in addition to event cleanup maintenance during the event.

Janitorial service is offered through GCA Janitorial, available at standard billing price.

Requests must be made at least 72-hours prior to event. 

All GCA Janitorial requests require a 48-hour cancellation policy. Failure to give 48-hour notice of cancellation will result in a charge at OT rate.

GCA Rates for Event Support:

  • Weekday rates @ $43 HR (4 hour minimum)
  • Weekend rates @ $55.00 HR (4 hour minimum)

All GCA requests should be submitted as separate requests, regardless if items are related to the same event. For example: Janitorial and Security Requests for the same event should be separate requests through GCAware. 

When a Tenant requests janitorial support for certain types of events, GCA will do their best to work with tenants on reducing costs by trying to manage the cleanup with the existing night staff by requesting they could stay an additional hour or two after their normal shift ends to focus on cleaning the areas impacted by the event. It is understood that this service is based on an employee volunteering to stay after their normal nightly job assignment is completed and that this service will be at an overtime rate. This applies to certain events - other events may require a dedicated janitor.

We encourage event organizers to load the bulk of the time for cleanup towards the last half of their event to allow for a thorough cleaning that includes sweeping, mopping, vacuuming and deep restroom cleaning which is necessary to bring the area back to a clean state as for all practical purposes this level of cleaning is not possible while there are people in the area.

Janitorial essential job functions for In-Suite events are as follows:

  • Assists with setting up displays and tables for conferences and events
  • Responsible for making sure that all affected recycling, compost, trash bins and totes are kept from overflowing and emptied regularly before, during and after the event. This also includes replacing all of the plastic liners in these bins and totes.
  • Responsible for keeping all affected hallways and floors free of trash and debris including all spills. Before, during and after the event.
  • Strive to keep all affected restrooms clean and restroom floors free of debris and spills. Before, during and after the event.
  • Strive to keep all restroom dispensers stocked before, during and after the event.
  • Available to assist with additional requests for cleanups and spills such as broken glass, as needed.

Available Hearst Inventory to rent for in-suite event services:

  • 240 Chairs
  • (11) 6’ round plastic tables
  • (6) 5’ round wood tables
  • (10) 6’x30” rectangular tables