Rules & Regulations for In-Suite Events These are some guidelines that all hosting groups are required to follow.
| EVENTS THAT IMPACT COMMON AREAS 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. 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. Signage
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: | EVENT SUPPORT 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.
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:
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:
Available Hearst Inventory to rent for in-suite event services:
|
Building Manual >