DMS Guidelines for Use of State Property Page(s)
Authority 2
Use of Courtyard, Front and Back Steps and Area North of Historic Capitol 2-4
Use of Plaza Level Rotunda 4-5
Use of Waller Park and General Information 5
Attachments
1-Chapter 60H-6 6-8
2-Capitol Grounds Security Policy 9-10
3-Diagrams, Courtyard and Front Steps of Historic Capitol 11
4-Diagram, Area North of Front Steps of Historic Capitol 12
5-Diagram, Plaza Level Rotunda (with dimensions) 13
6-Diagram, Plaza Level Rotunda (overview/set up) 14
7-Diagram, Waller Park 15
GUIDELINES
CAPITOL COURTYARD, FRONT/BACK STEPS, WALLER PARK AND PLAZA LEVEL ROTUNDAAuthority of Owner and Responsibility of Applicant/Event Coordinator
1. / Chapter 60H-6, Florida Administrative Code, Use of State Buildings, governs the use of state space (attachment 1).
2. / The Capitol Building is open for events during regular business hours, Monday-Friday, 8:00 a.m. – 5:00 p.m. The building is not open on the weekends (Friday after 5:00 p.m. through Sunday) and official state holidays. The Historic Capitol is open Monday-Friday, 9:00 a.m. – 4:30 p.m., Saturday, 10:00 a.m. – 4:30 p.m., Sunday, 12:00 p.m. – 4:30 p.m. The building is not open on Thanksgiving and Christmas.
3. / Public access to the Capitol Courtyard and surrounding areas cannot be restricted for events.
4. / All event coordinators and participants must comply with the terms of the Guidelines and Security Policy (‘Capitol Grounds Security Policy’, attachment 2) issued by FDLE/Capitol Police.
5. / Activities that create loud or unusual noise, or are disruptive to the performance of official duties or delivery of services may be denied, ceased, or interrupted by the Department of Management Services (DMS) and/or FDLE/Capitol Police.
6. / The Applicant is solely responsible for all costs, expenses, damages, liabilities, claims or suits incurred during or resulting from the use of the building; including damage done by caterer, rental company, or hired staff.
7. / DMS or FDLE/Capitol Police may impose additional limitations or restrictions upon use of the facility as necessary for the protection of the site.
8. / Any violation of the terms and conditions of the Guidelines may be cause for cancellation or interruption of an event, and appropriate penalties, as determined by DMS, may apply.
Courtyard, Front and Back Steps and area North of the Historic Capitol
9. / Use of the Courtyard after regular Capitol Complex business hours is limited to official state, local and county governmental functions and must be authorized by the Governor, Speaker of the House, President of the Senate, any member of the Florida Cabinet or Chief Justice of the Supreme Court. Written authorization is required and shall be provided to DMS no later than 30 days prior to the event date.
10. / Access to the grounds and deliveries will take place at the South Monroe Street entrance. Access may be obtained by calling FDLE/Capitol Police Dispatch at 850/488-1790 approximately 10 minutes prior to arrival at the Capitol.
11. / All vehicles and items delivered to the Capitol will be checked through security.
12. / DMS and/or FDLE/Capitol Police may deny use of displays that may be potentially harmful, offensive or of a threatening nature to the Capitol, employees, and visitors.
13. / No vehicles, tents, tables or displays may be set up in the “20’ emergency access lanes” indicated in the Courtyard diagram (attachment 3). DMS and/or FDLE/Capitol Police have the authority to relocate or remove items that are in violation of the 20-foot emergency access lanes.
14. / All set up preparations for events may begin at 7:00 a.m., unless prior permission is given by the DMS Coordinator and/or FDLE/Capitol Police. Event and clean up must be concluded by 5:00 p.m. Charges may apply if access is needed prior to 7:00 a.m. or after 5:00 p.m.; Applicant will be responsible for payment. An FDLE/Capitol Police officer’s continual presence is required for tent and equipment set up during non-operating hours. Fees are $30.00 per hour, per officer and shifts are a minimum of three hours. Payment is due and payable to each officer at the conclusion of the shift. Off-duty services must be scheduled no less than 30 days prior to the event date. To schedule off duty services, contact FDLE/Capitol Police at 850/488-1790.
15. / The Applicant will provide a designated contact (and telephone number) that will be responsible for working directly with the DMS Coordinator and FDLE/Capitol Police regarding set up, access, security, logistics, etc. Depending on the extent of set up, a walk-through may be required to discuss the details of the event. The contact must be on-site during set up, while the event is in progress and until all clean up and deliveries, i.e., rental equipment, vehicles, are removed from the site.
16. / The Applicant is required to provide the items below no less than 30 days prior to the event date to the DMS Coordinator via e-mail or fax 850/617-6476. The deadline to make changes or additions is seven days prior to the event date if time is adequate for review and coordination. If this information is not provided within the required time frames, your event is subject to cancellation.
· Diagrams of Courtyard (attachment 3) and of the Front and Back Steps and to the North of the Historic Capitol (attachment 4) and/or set up, including:
o static display vehicles
o mobile display units/labs (dimensions must be provided)
o partitions
o free standing display boards
o artwork
o plants
o stage
o sound system
o tents
o port-o-lets
o food and beverage stations
o band
o number of tables and chairs, etc., that will remain in place throughout the event
· A list of all deliveries, including caterers, rentals, exhibitors, etc., and the approximate time of each delivery and departure.
All equipment and/or props brought into the Courtyard must be approved through the DMS Coordinator; approval is at the sole discretion of DMS in consultation with FDLE/Capitol Police.
17. / Any vehicles not used for static displays must park off site at the Applicant’s expense.
18. / If additional utilities or equipment (i.e., electricity, sound equipment, lighting, extension cords, podium, tables, chairs, ladders, etc.) and/or structures of any nature are required, your organization is responsible for furnishing.
19. / Tents must be anchored to prevent collapse. If inclement weather conditions exist or become a factor after tents are installed, DMS and/or FDLE/Capitol Police has the discretion to deny installation or remove in order to protect the safety of the Capitol, employees, and visitors. DMS and/or FDLE/Capitol Police are not responsible for fees associated with cancellation of equipment due to inclement weather conditions.
20. / Staff at the Historic Capitol has requested that tents and equipment (including stage and sound equipment) be placed a minimum of five feet from the front and back steps so that employees and visitors may enter and exit the Historic Capitol with ease.
21. / Displays on the Historic Front Steps and area to the north of the Historic Capitol may not be large in nature and may not take away from the prestige of the Historic Capitol.
22. / No banners or signage may hang from the Historic Capitol or its fixtures.
23. / Banners or signage may hang from the new Capitol if requested in advance of the event. You may attach banners to exterior walls, columns or other parts of the state building with rope, twine, or similar materials; no adhesive materials may be used. Banner installation on the exterior columns must be a minimum of eight feet from the ground. The Applicant is responsible for installation and removal of banners, signage, and all supplies and equipment involved.
24. / Throughout the event, the Applicant is responsible for ensuring protection of the brick paver system from vehicles driven in the area. Any costs incurred by DMS to restore pavers or the paved surface to its original condition will be passed on to the Applicant who is responsible for reimbursing DMS.
25. / If it is necessary to provide port-o-lets for the event, they must be delivered and picked up on the day of the event (no later than 11:00 p.m.), unless permission is given by the DMS Coordinator.
26. / Cooking with propane is permitted in the designated cooking area, outside of the Courtyard and this space must be reserved through DMS. Protective material must be placed under any cooking apparatus used on the grounds. Off-site disposal of all grease/cooking oil is required. Any grease/cooking oil spills must be pressure washed, at Applicant’s expense; pressure washing to be scheduled at a time that will not interfere with other events.
27. / The Facility Manager and DMS Coordinator will inspect the rented area prior to and following the event for any damage or clean up related to its use. The Applicant will be responsible for cleanup of all areas made available for use, including disposal of garbage, food debris, etc., prior to leaving the site. Any costs incurred by DMS to restore the area to its original condition will be passed on to the Applicant who is responsible for reimbursing DMS.
28. / A $100.00 fee will be assessed for failure to remove all equipment and perform housekeeping duties immediately following the event. This includes but is not limited to removal of rental items, garbage removal, cleaning of brick pavers, and all static displays and vehicles, etc. This fee will be invoiced and payment will be due within 30 days following the event.
Plaza Level Rotunda (First Floor of Capitol)
29. / Plaza Level displays are limited to the space between the columns and can be no taller than six feet. Due to the installation of permanent displays, the Large Display Area on the House Side (R2) will not be available after November 2011. This may affect the Large Display Area on the Senate Side (R1), too. The Waller Park area or the Courtyard can accommodate displays over six feet, if space is available.
30. / Delivery of displays, tables, chairs, and bulk items in the Plaza Level Rotunda must be delivered through the Service Drive off of Jefferson Street (north loading zone). The Service Drive opens at 7:00 a.m. and closes at 5:30 p.m., unless arrangements are made in advance with the DMS Coordinator and FDLE/Capitol Police. Small, hand-held items may come through the Plaza Level security checkpoint. All items coming into the Capitol will be checked through security.
31. / Displays in the Plaza Level Rotunda may be placed between the column areas located to the north and south of the Great Seal. They are restricted to 10, six-foot tables with interior displays less than six feet high (attachments 5-6). Displays may be placed on tables, freestanding, or may be affixed on interior walls, columns or fixtures with rope, twine or similar materials; no adhesive materials may be used. All items must be removed following the event. Housekeeping will discard any items not removed.
32. / The House (850/488-8224) and Senate (850/487-5224) Sergeant’s Offices must approve in advance the hanging of banners above the Plaza Level Rotunda and/or space requests for the second, third and fourth floors.
Waller Park
33. / The delivery location for events held in Waller Park is Duval Street (space in front of the new Capitol facing the Florida Supreme Court). If items require transport with a cart/dolly, access is available from the Service Drive. No vehicular access is permitted in Waller Park (attachment 7).
General Information
34. / All garbage must be placed in the dumpster in the service drive immediately following the event.
35 / All person(s) are prohibited from soliciting any individual inside a state-owned building or on its grounds.
36. / Adults must accompany and supervise minor children at all times.
37. / Applicant shall promptly notify DMS if the event is cancelled so that the space can be offered to another organization. Repeated instances of non-cancellation/no-shows may result in denial of future reservations requests.
38. / Only assisted guide or service dogs are permitted on the premises; no other animals are allowed unless prior approval is given by DMS.
39. / Information regarding Capitol ADA Accessibility is available on the DMS website. Click on Capitol ADA Accessibility Flyer under “Helpful Links.”
40. / Visitor parking is available in designated areas only. For additional information, and to view the “Capitol Center Map,” please visit the DMS website. Parking is also available through the City of Tallahassee at Kleman Plaza for a nominal fee.
41. / Physical activities, i.e., dance, games, activities, require a waiver form signed by each participant. The Applicant is responsible for securing waivers and these must be maintained for a period of one year following the event. Waiver forms are available from DMS.
42. / If determined by DMS, the Applicant will be required to furnish a certificate of insurance or another written form of evidence of insurance coverage for liability of personal injury, death and property damage in amounts satisfactory to the state, naming DMS as an additional insured party on the certificate.
Attachment 1
Chapter 60H-6 Use of State Buildings
60H-6.001 Scope of Authority. (Repealed)
60H-6.002 General. (Repealed)
60H-6.003 Applicability.
60H-6.005 Recording Presence.
60H-6.007 Usage of Pool Buildings.
60H-6.009 Freedom of Speech.
60H-6.011 Utility Requirements.
60H-6.013 Placement of Exhibits, Posters, Signs, Displays.