User/Organization
Name
War Memorial Guidelines
ALCOHOLIC BEVERAGE POLICY – WAR MEMORIAL PLAZA
It is the policy of the Department of General Services that alcoholic beverages may be sold and/or served on the War Memorial Plaza only after a group has met the following conditions:
It must be a bona fide charitable or nonprofit organization or a bona fide political organization:
It must make a written application to the Commissioner of General Services;
It must fulfill the requirements for and obtain a special occasion license from the Alcoholic Beverage Commission;
It must get any necessary approvals from the Metro Beer Board;
It must provide proof of general liability insurance naming the State of Tennessee as an additional insure; and
It must provide proof to the Commissioner of General Services that all the above conditions have been met.
Department of General Services
SECTION I
Organization: _______________________________________________________________________
Address: _______________________________________________________________________
Name of Event: _______________________________________________________________________
Date(s) of event: ____________________ Time of Day: ___________________
____________________ ___________________
____________________ ___________________
Type of Use: Reserved ____________ Non-Reserved ___________________
SECTION II
(Please complete the remainder of this application if your organization wishes to reserve the Plaza.)
1. What is the purpose of the event?
______________________________________________________________________________
______________________________________________________________________________
2. What is the nature of your organization?
If other, please describe.
____________________________________________________________________________________________________________________________________________________________
3. What is the purpose of your organization?
____________________________________________________________________________________________________________________________________________________________
4. Has your group ever used War Memorial Plaza before? Yes_____ No_____
When? _______________________________________________________________________
5. How many people do you expect to attend the event? ________________________________
6. Will you charge admission? Yes _____ No _____
7. Will you collect money? Yes _____ No _____
8. Will you serve alcohol? Yes _____ No _____
9. Do you want security guards? Yes _____ No _____
10. Is there any other information you would like to provide?
______________________________________________________________________________
______________________________________________________________________________
Please return the completed application to Melinda Nelson,
Department of General Services, War Memorial Plaza Building G-23
Nashville, Tennessee 37243
(615) 532-4826 – Phone
(615) 532-7859 - Fax
SECURITY ACKNOWLEDGEMENT
The State may require security based on the size and scope of the event. If security is required, it must be provided by State Troopers at a reimbursement rate of approximately $40.00 per hour per officer. Officers must be on duty ˝ hour prior to event opening until ˝ hour after the event closes.
Organization _______________________________
Authorized Representative_____________________
Print Name and Title_________________________
Date ___________________
USE AGREEMENT FOR WAR MEMORIAL PLAZA
This non-assignable use agreement is entered into by the State of Tennessee, Department of General Services, hereinafter called the “State”, and ____________ hereinafter called the “User.”
For and in consideration of the mutual obligations and covenants herein, the State grants to the User the right to occupy and use War Memorial Plaza for the following and no other purpose: “___________________________________”
Under this agreement, the User is entitled to use said premises for the period:
beginning at ______ on the ____ day of _______, 2007 and ending at ______ on the ____ day of _______, 2007.
The User agrees to pay an administrative fee of $65.00 per day to the Department of General Services.
1. The administrative fee of $65.00 and security fee(s) of $0.00 are required for this agreement. The total fees due are $_______.
2. In rendering said space to the User, the State does not relinquish the right to control the management thereof and to enforce all the necessary and proper rules for the management and operation of same.
3. The use of alcoholic beverages will not be permitted on the Plaza without express, written approval from the State, and all meetings will, in all respects, be conducted as becomes the purpose for which this Plaza was constructed.
4. Any official representative of the Department of General Services may have access at any time to any meeting held on the War Memorial Plaza.
5. The User agrees to hold the State of Tennessee harmless from any claim for damage to persons or property arising out of or resulting from the use and occupancy of the War Memorial Plaza by the User and the User agrees to carry adequate general public liability insurance and other appropriate forms of insurance. The User will cause the State of Tennessee, Department of General Services, to be named as additional insured in said policy, or the User may at its expense, furnish a separate liability insurance policy in the name of the State of Tennessee, Department of General Services. SATISFACTORY EVIDENCE OF THE REQUIRED INSURANCE COVERAGE SHALL BE DELIVERED TO THE STATE SEVEN (7) DAYS PRIOR TO OCCUPANCY of the Plaza by the User.
6. The User agrees not to allow any advertising media in advertising the event for which the User is granted this lease to imply that the State is sponsoring or endorsing such event.
7. The User shall not injure or mar, in any manner deface said premises, and shall not cause or permit anything to be done whereby said premises shall be in any manner injured, marred, or defaced. If said premises, or any portion of said grounds, during the term of this agreement shall be damaged by the act, default, or negligence of the User, or by the User’s agents, employees, or any persons admitted to said premises by the said User, the User will pay to restore said premises to their original condition, ordinary wear and use excepted. The User agrees to cause said premises to be kept clean, orderly and generally cared for during the terms of this lease.
8. The State assumes no responsibility whatsoever for any property placed on the Plaza by the User. In the event that goods, wares, merchandise, and property of any and all kinds and description, are left on the Plaza after the termination due of this lease, the State shall be and is hereby authorized to remove all such property from said Plaza at the expense of the User.
9. Any violation to this agreement or any rules and regulations adopted for control of the War Memorial Plaza will permit the Department of General Services to cause the removal of any meeting from the premises of the War Memorial Plaza.
10. The Department of General Services reserves the right to withdraw, with appropriate notice to the User, the privileges extended by this agreement.
11. If requested by the User in writing and if the State so agrees, the State will provide labor for security and the State shall be paid for such labor at the hourly rate for each individual so utilized according to his/her hourly regular State employment.
The State and User have executed this Agreement on the dates set forth beside their respective names.
Tennessee Department of General Services
By ________________________________________ Date __________________, 2007
Gwendolyn Sims Davis, Commissioner
Department of General Services
Renter _____________________________________
Organization/Agency
By ________________________________________ Date __________________, 2007
Authorized Representative
________________________________________
Name and Title (Please Print)
Lease Agreement, Revised 3/07
WAR MEMORIAL PLAZA CHECKLIST
User/Organization
Name
Security
see security acknowledgement
Electrical
outlets approximately thirty 20 amp outlets
Water
Source you will need to supply
Podium
not available during session
Trash Container(s) you will need to dispose of your own trash
Lighting
Banner(s)
Restroom Access can’t use on the plaza-permit from metro for sidewalk.
Signed Agreement required-if reserved status
Certificate
of Liability required-if reserved status
Fee(s)
$65.00 If user requests security or if it is determined user needs
(approximately $40.00/hr/trooper)
Confirmation Letter copy of approved application is mailed or faxed
Governor’s Office Notification this is sent via email after approvals have been met.
*If liquor or wine is being served they will need to obtain a special permit from the TN Alcohol & Beverage Commission. NO RED WINE PERMITTED.
**If they are serving only beer then they need to contact the Metro Beer Board for a permit.
STATE OF TENNESSEE
PUBLIC USE OF WAR MEMORIAL PLAZA POLICY
THE DEPARTMENT OF GENERAL SERVICES
War Memorial Plaza is State property which is open for use by the public as a place for expressive activity such as, but not limited to, formal and informal political or social gatherings, concerts, rallies, memorial services, educational presentations, festivals and artistic displays. The State encourages the use of the Plaza for this purpose. The Plaza is not intended to be used as a place of business for profit-making organizations. The Department of General Services is charged with the care and maintenance of War Memorial Plaza and has adopted the following policy to provide for fair and orderly use:
I. NON-RESERVED USE OF THE PLAZA
The Plaza may be used free of charge by any person or group for expressive activity on a first come first serve basis. However, a person or group having previously entered into a User Agreement reserving a specific date, time and location on the Plaza shall have first rights for use of the Plaza as provided in the User Agreement.
a) Prospective Users seeking reserved use of the Plaza must complete and return only Section I of the attached application form. When the Department of General Services has received the application form, you will be contacted to confirm your intended use of the Plaza.
II. RESERVED US OF THE PLAZA
a) Prospective Users seeking reserved use of the Plaza must complete and return Section I and Section II of the application form. When the Department of General Services has received the completed application form, a User Agreement is prepared and sent to the User.
b) The prospective user must complete, sign and return the original User Agreement to the Department of General Services.
c) An administrative fee of $65.00 per day is required for exclusive use of the entire Plaza or specified portion thereof. This fee must be paid in advance by cashier’s check or certified check.
d) The Prospective User is required to provide general public liability insurance coverage naming the State of Tennessee as an additional insured. Factors used to determine the amount of insurance coverage required are:
1. the nature of the event, i.e., whether it is for public expression or commercial activity,
2. the number of people expected to attend the event (based on the presumption that risk of property damage and personal injury will increase in proportion to the number attending the event),
3. whether there is a history of damage to the Plaza by a particular User or class of User,
4. proof of inability of the User to pay,
5. whether the User intends to service alcohol, and
6. whether money will be changing hands.
e) Security personnel may be needed under certain circumstances. At the
request of the User, the State will provide personnel at the User’s expense. The current rate is forty dollars ($40.00) per hour, per guard. There may be times when the State will require security guards; this determination will be made using the factors listed in section d.
f) All User Agreement requirements must be completed at least seven
(7) days before the event is to take place. Confirmation will not be made until all requirements are met and the agreement has been approved by the Department of General Services. Immediately upon approval, the User will be sent notice of confirmation along with a copy of the agreement. If the event is not approved, the User will be notified immediately.
g) Any event or date canceled less than seven (7) days before the
scheduled date of the event will result in forfeiture of the
administrative fee.