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| BID Programs > Downtown Events Corporation > Usage Guidelines Downtown Events CorporationInformation & Guidelines for Usage of the Old Convention Center SiteThe following Usage Guidelines and Policies shall apply to all applicants wishing to license any portion or all of the old Convention Center Site for use. All applications must be submitted to the Downtown Events Corporation (DEC) (Licensor), licensor of the site, for consideration/approval. DEC has total discretion in granting licenses for the site. Location:The site is located at: Access:There are three metro stations near the site: Criteria for Rentals/ProducersEvents must:
Hours of OperationThe site may be used from 9:00 am - 10:00 pm for events unless otherwise agreed to or prohibited in writing. Each event, its content and its impact on the neighborhood will be evaluated. Load-in and load-out may occur 24 hours per day as long as all applicable rules, regulations, policies, procedures, ordinances and laws are adhered to. Licensee shall, at its sole cost and expense, pay for any and all staffing costs of Licensor outside the hours of 6:00 am and midnight. Any load-in/out that may be potentially disruptive (noise) to the adjacent hotel neighbors must occur between the hours of 7:00 am and 7:00 pm. Adherence to Laws, Regulations, Policies and ProceduresLicensee agrees at all times to comply with any and all applicable policies, procedures, regulations, ordinances and laws of the District of Columbia including, but not limited to those pertaining to health, fire and safety. License/Permits/TaxesLicensee shall be licensed to do business in the District of Columbia. The Licensee shall be responsible for acquiring, at its sole cost and expense, any and all licenses and permits required. Additionally, Licensee shall be liable for paying all taxes required by the District of Columbia. InsuranceLicensee shall, at its own expense, secure and maintain in full force and effect during the term of this Agreement, the following minimum insurance coverages. Said insurance must be with an Insurance Company licensed to do business in the District of Columbia and have an A- rating or higher with AM Best.
Entities to be named as Additionally Insured:Downtown Events Corporation Use of Approved VendorsUnless approved in advance, in writing, Licensee shall use only those vendors that appear on Licensor's Preferred/Approved Vendor List. Payment of FeesA security deposit, amount to be determined based on the scope of the event, is due a minimum of 30 days prior to the event. No event shall be confirmed without the receipt of the security deposit and insurance certificates. Full payment is due a minimum of 3 business days before the event. The security deposit will be returned to licensee after conclusion of event, less any charges for site restoration. CancellationsIf a cancellation occurs less than 90 days prior to the event, all monies previously paid by the Licensee to the Downtown Events Corporation are forfeited unless the event is re-booked within six months. If the prepaid amount does not equal the minimum rental, the balance shall become due at the time of cancellation. Mayor's Special Events Task GroupAny event with an anticipated audience of more than 3,000 participants at any one time must present at the Mayor's Special Events Task Group. This group meets on the second and fourth Mondays of the month. City agencies potentially impacted by the event are present at this task group. Events should schedule this appearance AFTER being approved by the Downtown Event Corporation for use of the site. Police/SecurityLicensee, at its sole cost and expense, shall pay for any and all Police/Security Personnel required for the safe conduct of the proposed event. Licensor shall, at its sole discretion, and in conjunction with the Metropolitan Police Department, determine the number of Police Officers/security personnel required. ElectricityMinimal electrical power is provided on-site. Licensee may be billed for electrical use, if applicable. Licensee shall be responsible, at its sole cost and expense for arranging for all necessary electric power (generators) required. WaterWater is available on site. Licensee may be billed for water usage. Licensee shall be responsible, at its sole cost and expense, for arranging for all necessary equipment to access/transport water required. Trash RemovalThe Licensee must, at its sole expense, make arrangements for the removal of all trash and debris throughout the license period. Further, Licensee shall be responsible for leaving the site and surrounding area impacted by event attendees free and clear of any and all trash and debris at the time the license period ends. DrillingHoles may not be drilled into any surface at the site without the express written consent of Licensor. Access for People with DisabilitiesThe Licensee shall have the responsibility of complying with the Americans with Disabilities Act (ADA) of 1990. The Licensee shall also insure that all activities comply with the ADA for the entire term of the contract. Alcoholic BeveragesThe sale and/or serving of alcoholic beverages is permitted on the site. Licensee, at its sole cost and expense, shall be responsible for obtaining any and all applicable permits and licenses required. A number of caterers have licenses that allow them to work on the site. A list can be provided upon request. AnimalsWith the exception of specially trained assistance animals and animals that are a part of a contracted event, animals are not allowed on the site. In contracted events that include live animals all federal and local laws and regulations must be followed in order to insure the safety of the animals, the public and any other persons. Once approval is received, the following procedures must be followed: 1. Animals must be confined to a specific area by means of a pen, stall, fence, cage, collar or harness. 2. Animals must be attended and held in such a manner that they do not present a danger to the public or themselves. Hoofed animals have a tendency to slip on smooth concrete, therefore rubber matting or some type of bedding material must be used. 3. The animal handler must remain with the animal(s) at all times. 4. Provisions must be made for the sanitary disposal of animal waste. Licensee is responsible for the removal of animal waste from the facility daily. Banners and SignageEvent-related banners may be displayed on the site. Licensor, at its sole discretion, shall have the right to cause the removal of signage it deems inappropriate. No adhesives may be used to place signage on site structures. Site AccessLicensees will be granted access to the site only during their license period. Music Licensing/Copyright FeesASCAP, BMI, SESAC or any other copyright fees applicable to any event are the sole responsibility of the Licensee. The Licensee must make payment of any copyright fees directly to the applicable copyright agency. DrayageLicensor will not accept freight shipments for Licensee. Emergency Medical Technician (EMT's)Based on law and regulation, Licensee may be required, at its sole cost and expense, to provide Certified Emergency Management Technicians (EMTs) on site. NoiseIt is the Licensee's responsibility to control noise levels within the rules, regulations, ordinances and laws of the District of Columbia. Failure to comply may result in applicable fines and/or immediate termination of license. ParkingParking is available onsite. Applicable rates apply. TransportationAccess to the site via public transit (Metro Rail, Metro Bus, Circulator) should be actively included in marketing materials and communication to event patrons. The Downtown DC Business Improvement District will provide temporary bicycle parking at no charge. Contact Claire@downtowndc.org to make arrangements. If the event expects to attract more patrons traveling by car or tour bus than can be accommodated on the site, information about alternate parking should be provided. The web site www.GoDCgo.com is a useful resource for both event planners and patrons. Pyrotechnic Special EffectsPyrotechnic displays of any type are strictly prohibited. Security PlansLicensee must provide a comprehensive plan for securing the site and ensuring public safety throughout the license period. Licensee is responsible, at its sole expense for providing any and all security personnel required. Evacuation PlanLicensee must provide a comprehensive plan for evacuating the site in case of an emergency. Site/Operations PlanLicensee must submit and receive approval of its Event Site Plan. Licensee must provide a comprehensive site and operations plan detailing all aspects of the proposed event. Office of Tax and RevenueIf anything is sold at the event, the event, or its vendors must register with the office of tax and revenue.
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