Non for Profit Guidelines and by Laws

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Non for Profit Guidelines and by Laws Powered By Docstoc
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         301 South Tryon Street, Charlotte, NC 28202 www.ThePlazaUptown.com
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                                The Plaza at Two Wachovia Center
                                      Non-Profit Special Events Guidelines


Guidelines For Use (Exhibit C)
Wachovia is proud to offer The Plaza at Two Wachovia Center for a variety of community and charitable fundraising and
special events. The Plaza will accommodate groups of 100 to 800 for receptions, dinners or special programs.


Booking an Event
Event Holder may book an event by calling or emailing Debra Hall, Assistant Events Manager, at 704.944.1627 or
debra.hall@childressklein.com. Wachovia (through its property manager, Childress Klein Properties) will carefully review
requests to select those events that reflect the purpose for which the venue was created. We reserve the right to reject any
request for any reason. Requests likely to be rejected include requests for events that are overtly political or religious in
nature or that subject us to undue risk or liability. Events must be booked at least one month in advance.




Hours of Availability
Monday – Friday           8am – 6pm (non-exclusive basis)
Monday – Friday           6pm – 11pm (exclusive basis)
Saturday                  10am – 12am (exclusive basis)


Fees
The Event Fee to use The Plaza is $2,500. A security deposit of 50% of the Estimated Event Charges (e.g. event fee,
third party rentals, security, staffing, etc.) is due at the time of booking. The remainder of the Event Fee will be invoiced
immediately after the Event.

The Estimate Sheet is not a guaranty of the actual, final charges for the Event; such charges shall be finalized after
the Event and will be dependent upon the services and items provided during the Event. Payment is due not later than
30 days after the date of the invoice. It may be possible for the Event Fee to be waived. To apply for this waiver, please
visit www.theplazauptown.com/booking/php. All non-profit organizations must provide a copy of their 501(c)(3) form at
time of booking request.




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General Guidelines


Insurance
Event Holder must procure and maintain insurance as provided below (see the Special Events Agreement for more
specific details):
    ■ Commercial General Liability of at least $1 million.


    ■ Workers’ Compensation as required by law and Employer’s Liability of at least $1 million.


    ■ Commercial Auto Liability of at least $1 million.


    ■ Liquor Liability Insurance with a combined single limit of not less than $1 million if alcoholic beverages are to


      be served or sold during the Event.
    ■ Umbrella Liability Insurance in excess of the above coverages in an amount not less than $5 million.




Damages
If the venue is damaged during an Event, we will arrange for repairs to be made at Event Holder’s expense. Event Holder
may file a claim for such damage with its insurance carrier. Upon completion of the repairs, we will invoice Event Holder
for all costs related thereto, including supervisory time. Payment is due not later than 30 days after the date of the invoice.


Special Permits & Procedures
If alcoholic beverages are to be served or sold during the Event, and Event Holder is not using one of the approved caterers
to serve or sell such alcoholic beverages, Event Holder is responsible for obtaining all appropriate permits from the North
Carolina ABC Commission (919.773.2865). Event Holder must ensure that attendees of the Event do not carry alcoholic
beverages outside the boundaries of the Event (e.g., placing trash cans at designated exits for the disposal of alcoholic
beverages, placing stanchions or other barriers to designate the boundaries of the Event, etc.). If Event Holder uses an
approved caterer to serve or sell alcoholic beverages during the Event, the caterer will obtain the applicable ABC Commis-
sion permit for the Event. Beer may not be served or sold from kegs. Beer may be served or sold in plastic bottles only.

Event Holder shall implement a control plan to monitor the serving and consumption of alcoholic beverages during the
Event. This plan should comply with all applicable laws and, at a minimum, address limiting the serving of alcohol to
intoxicated persons. Event Holder is responsible for any liability arising out of or resulting from the serving of alcoholic
beverages at the Event.

If Event Holder plans to serve or sell food at the Event, Event Holder will need to obtain a Temporary Event/Festival Food
Vendor permit from the Mecklenburg County Environmental Health Specialist’s office (704.336.5524) prior to serving any
food, even if the Event is only for one day. However, it is our understanding that 501(c)(3) non-profit organizations may be
exempt from this requirement in limited circumstances, but Event Holder should contact the Environmental Health
Specialist’s office to confirm. Please advise us promptly if the County will not require the permit by sending us the
County’s documentation.




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Deadlines
Event Holder must submit the following no later than one month prior to the Event:
   ■ All printed materials that reference the facility.


   ■ All decorations to be used in the facility, which must be in accordance with applicable fire codes.


   ■ Event entertainment.


   ■ Alcoholic beverage control plan.




Event Holder must submit the following no later than two weeks prior to the Event:
   ■ Arrangements for food and bar setup, tables, other furniture, equipment and musicians.

   ■ Delivery schedule for florists, musical instruments, etc.


   ■ All necessary paperwork (e.g., control plan, ABC permit, vendor list, event logistics).




Failure to meet the above deadlines will result in Event Holder being charged additional fees.


Catering
If catering services are needed, please contact one of our Preferred or Approved Caterers. See the catering list for further
information. Event Holder is required to select a caterer from this list. No exceptions will be made.
The caterer will remove all trash, food and other catering equipment from the facility immediately after the Event.


Setup & Breakdown
Event Holder may begin setup and decorating two hours prior to the Event. Event Holder must begin breaking down the
Event immediately after the Event ends. Additional setup and break down times may be arranged upon request.

Childress Klein Properties will be responsible for removing existing tables and chairs from the facility, general cleaning of
the facility, removing trash from the facility and a complete reset of the facility.

Event Holder is responsible for providing any decorations that may be needed for the Event. All decorations are subject to
prior review as provided above in the Deadlines section. Childress Klein Properties can assist with installation and
removal of any mounted or attached decoration within reasonable limits. All decorations and equipment must be removed
from the facility immediately after the Event.




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Music & Entertainment
All bands must be approved in advance. For bands requiring a dressing room (this may be in their rider), the Hilton
Charlotte Center City hotel has adequate accommodations. It also has direct indoor access to the venue through the
Overstreet Walkway. If Event Holder wishes to use the Hilton Charlotte Center City hotel for dressing room or other
purposes, Event Holder will need to make arrangements directly with the Hilton Charlotte Center City hotel.

The Plaza has access to one 200 amp/3 phase distribution boxes and three 100amp/3 phase distribution boxes. There are
additional 20 amp circuits located throughout The Plaza. All power requirements must be indicated on the layout (due two
weeks prior to the event). All power must be used at the power source; cables cannot be run across The Plaza surface.
Please see Plaza layout for specific power locations.


Security
Childress Klein Properties will provide event security at Event Holder’s cost. The number of guests and activities at the
Event will determine the number of security officers required.


Parking
Parking is located in the Two Wachovia Center Parking Garage. The entrance is on Dr. Martin Luther King Jr. Blvd.,
between College and Tryon streets. Event Holder and guests will be responsible for paying any parking fees charged by
the Garage and complying with any rules and regulations of the Garage. Event Holder may be able to purchase parking
tokens in advance. Please contact the Event Manager directly for such information.

It may be necessary for Event Holder and/or its vendors to use the Loading Dock at Two Wachovia Center for large
vehicles that will not fit in the Two Wachovia Center Parking Garage. Event Holder must make arrangements for such
use at least two weeks prior to the Event.


Deliveries & Storage
Event Holder (or Holder’s representative) must be present on site to accept deliveries. Childress Klein Properties will
not accept deliveries on Event Holder’s behalf. Deliveries will not be allowed earlier than the date of the Event.
Deliveries must enter the venue at the Two Wachovia Center Loading Dock on Dr. Martin Luther King Jr. Blvd. or
directly onto The Plaza via the driveway only. Vehicular traffic is strictly prohibited on the upper Plaza. Vehicular traffic
is allowed from the driveway, south. Neither Childress Klein Properties nor Wachovia are responsible for any items left
unattended after delivery. Refrigeration is not available.




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Lost & Found Items
Generally, items found at the venue will be taken to the lost and found area located in the Childress Klein
Properties Security Office on the Second floor of Two Wachovia Center (704.374.6165; although we assume no liability
if lost items are not located or are not turned in to the Security Office). If the Security Office can determine ownership of
the lost item, and can locate contact information for the owner, the Security Office generally will try to call the owner to
return the lost item. Notwithstanding the foregoing, we assume no liability for items left at the venue, although we will
take reasonable steps to locate and return lost items.

Smoking
While smoking is permitted on The Green, all cigarettes must be disposed of in the proper receptacles.

Handicap Access
The Plaza is handicap accessible from various locations.


The Plaza Rules & Regulations
Activities
    1.1. Event Holder may not sell or give away food / merchandise at the Event without our prior written consent.

    1.2. Except for animals used by the disabled, Event Holder and its attendees may not bring animals or pets onto The
    Plaza without prior written consent.

    1.3. Signs, banners, posters, decorations, etc., may not be attached to metal, glass, stone, painted surfaces, or
    landscaping without our prior written consent.

    1.4. Throwing, slinging, shooting or propelling any object is prohibited at all times.

    1.5. No person is allowed on the top section of The Plaza Pavilion area during an Event without our prior written
    consent. Furniture on the Pavilion may not be removed or rearranged from its location without our prior written
    consent.

    1.6. No skateboards or skates are allowed.

    1.7. No automobiles, delivery trucks or heavy equipment of any kind are allowed in The Plaza without our prior
    written consent.

    1.8. Event Holder, its vendors and its attendees are not allowed to tamper with any equipment, lighting or electrical
    power provided by the venue.

    1.9. Event Holder and its attendees are not allowed to place liquids, food or materials of any kind in the landscaping,
    planters or water features.

    continued...

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    Rules & Regulations continued...

    1.10. Wrestling, fighting and rough activities are prohibited at all times.

    1.11. Fire exits, doorways, handicap accessible ramps, Mimosa Grill entrances, stairways, Atrium access and
    reasonable access paths shall not be blocked for any reason.

    1.12. Event Holder must end the Event at the scheduled ending time unless otherwise approved by our on-site
    personnel. Event Holder will be charged additional hourly fees for use of the venue after the scheduled ending time
    of the Event. Failure to end the Event as scheduled, without consent to extend, may result in Event Holder losing
    the right to use the venue in the future.

    1.13. Event Holder, its vendors or its attendees may not serve alcohol to any person under the age of 21 or to any
    person who is noticeably intoxicated. Event Holder must comply with all applicable laws, rules, regulations and
    ordinances related to alcoholic beverages. Event Holder must display at each bar area the following sign:
    “No person under the age of 21 may purchase or consume alcoholic beverages.”

    1.14. There is no restroom venue located on The Plaza. It may be necessary for the Event to rent portalets at
    Event Holder’s expense.

    1.15. Cooking is not allowed on The Plaza without prior written consent. If allowed, all of the following materials
    must be placed on the pavers: tarp, plywood (or masonite), and cardboard (listed in order from the ground, up).

    1.16. No audio/visual equipment is allowed without prior written consent.


Advertising & Displays
    2.1. Event Holder must obtain our prior written consent for all advertising, displays and invitations.
    We reserve the right to remove any display and/or signage that has not been approved.

    2.2. We reserve the right to display our own banners, advertisements and notices in the venue, whether before,
    during or after the Event.

    2.3. Event Holder may not use photographs of the Event for commercial purposes without our prior written consent.

    2.4. We reserve the right to use photographs of the Event to promote the use of The Plaza.


Other
    3.1. We reserve the right to stop the Event immediately if Event Holder fails to abide by the Rules and Regulations,
    these Guidelines or the terms of the Special Events Agreement.

Event Holder is responsible for ensuring that all its agents, representatives, employees, contractors, invitees,
guests and customers are made aware of The Plaza rules and regulations set forth above.


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