The 5M Project, Hearst Communications Inc. and
Forest City Enterprises have developed the following criteria to assist with
its management of the 5M Campus and to provide a transparent process for
approving applications for Out Door Events and Permitted Activities. A
Permitted Activity is any event that would normally require a city-issued
permit, such as a DPW- issued Street Closure Permit.
The following criteria will guide 5M Project’s
process for selecting among Outdoor Events/Permitted Activity Applications: - Applicants must carry General Liability Insurance and agree to indemnify Hearst Communications Inc., and Forest City Enterprises from any claims related to activities in the Permitted Area. (See Insurance)
- Applicants must agree to abide by and sign off on the Rules & Regulations for Events and Permitted Activities. (See Event License and Rules & Regulations)
- Applicants for Outdoor Events and Permitted Activities must be received at least 60 (SIXTY) days prior to commencement of the proposed activity or event and will be processed on a first-come, first-served basis. Some applications may be accepted 30 (THIRTY) days prior to activity, to be determined at the discretion of the Property Manager.
- Acceptance of an application is determined, in part, on the availability of space on the dates specified in the application.
- Permitted
activities can and may only be scheduled between the hours of 6:00 am till
10:00 pm, Monday through Sunday. Exceptions can be made to extend scheduling
for weekend events, but must first be vetted through and approved by the
Property Manager.
- 5M
Project will strive to provide a balance between Outdoor Events/Permitted
Activities that are closed to the public with those that are open to the
public.
- Applicants
must demonstrate past experience or the ability to plan, operate and manage
activities or events similar in size and type to the activity or event for
which they are applying.
- Preference
will be given to Outdoor Events/Permitted Activities that are compatible with
the surrounding mixed-use, residential neighborhood.
- Applications
for events that could cause physical damage to the surrounding historic
buildings or the grounds itself, including but not limited to pavers, awning,
planting, trees, etc. are discouraged and may be rejected.
- Applications for activities that could cause a public
nuisance may be rejected.
- All event marketing collateral must comply with the 5M Project Brand Entitlements to be agreed upon with partners prior to event.
- Outdoor Events and/or Permitted Activities are limited to the following Event Areas. (Each of the following “Permitted Outdoor Activity Areas” was designed to allow for 24/7 access to buildings located along the periphery of the buildings and to maintain a 6 foot legal path of travel and emergency exits at all times). Street closures must be approved and permitted through ISCOTT.
- Natoma Street between 411 and Mary Street - 9,360 sq.ft
- Mary Street between Mission Street and Minna Street - 3,040 sq.ft
- Minna Street Tunnel - 10,335 sq.ft total/7,410 sq.ft covered
- Parking Lots - TBD
- Full access to all of the above - 37,532 sq.ft
INSURANCE REQUIREMENTS
User shall provide event insurance for their event. User agrees to provide Property Manager, no later than 30 (THIRTY) days prior to event date, a Certificate of Insurnace that names Hearst Communications, Inc. and Forest City Enterprises as an 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 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 30 (THIRTY) days of the event. User agrees to provide and maintain, as its sole cost and expense, the following required policies of insurance:
(i) Commercial General Liability: $3,000,000 each occurrence with a $5,000,000 Annual 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 parent, building ownership and building management, subsidiaries, related and affiliated entities as well as RA 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 $1,000,000 (per accident), for bodily injury by accident, and $1,000,000 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
The Certificate of Insurance should read as follows:
Hearst Communications, Inc. and Forest City Enterprises, 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 insured. The policies listed in this certificate are considered primary and non-contributory. Any other coverage available to Hearst Communications, Inc. and Forest City Enterprises 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. or Forest City Enterprises.
The Certificate holder should be made out to: HEARST COMMUNICATIONS, INC.
Attention to Esther Ingrao
901 Mission St.
San Francisco, CA 94103
SIGNAGE Any signage pertaining to an event outside the property or inside the property in a common area must submit a request to the Property Manager 15 (FIFTEEN) days prior to event. 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 to the Property Manager. For signage pertaining to the event’s way finding, there must be signage that indicates the path of travel, location of the restrooms, location of drinking fountains, all assessable features, etc, as well as the name and contact information of the individual responsible for the event program.
SERVING ALCOHOL AT EVENTS
User must supply the Property Manager with a Host Liquor Liability Insurance, in the amount of not less than one million dollars ($1,000,000) per occurrence, no later then 15 (FIFTHTEEN) days prior to event. It is advised that any event serving alcoholic beverages use a licensed, insured Beverage Caterer. It is the responsibility of the User to obtain all necessary ABC permit(s) and to furnish the Property Manager with a copy (or copies) thereof. If the required ABC permit is not obtained, or not adhered to, 5M Project, Hearst Communications Inc. and Forest City Enterprises shall not be responsible for any activity that is cancelled and any fees, which may be due or have been paid by a User shall not be reimbursed. User 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 5M Project, Hearst Communications Inc. and/or Forest City Enterprises and they will make no claim whatsoever against 5M Project, Hearst Communications Inc., or Forest City Enterprises or 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 Service Plan will need to be submitted to the Property Manager 15 (FIFTH-TEEN) days prior to the event date and the city for approval. Please visit the following website for further information on Special Daily Licenses and Event Permit Applications: http://www.abc.ca.gov/forms/PDFSpc.html
| SECURITY
Property
Management may require additional Security Officer(s) present for your event.
The number of security personnel required could vary depending on program
content and number of attendees.
All
outdoor events need to be vetted with the Property Manger and Security to determine
number of officers required. For Users outside the 5M Network, User will be
billed separately for these services. - Cost per officer: $28.95/hr.
- Cost per officer: $43.43/hr.
(OT)
- Cost per Security Supervisor: $56.95/hr.
- Cost per Security Supervisor: $85.43/hr.
(OT)
All Security requests require a 48-hour cancellation policy.
Failure to give 48-hour notice of cancellation will result in being charged
full price.
Your security plan should be indicated in your floor plan with
points specifying where the Security Staff will be during the course of the
event.
JANITORIAL Janitorial and Waste Management can be conducted and managed through the Building's Janitorial Service provider at listed billing price. Users may use an outside service for their Janitorial and Waste Management needs. For all Outdoor/Permitted Events, The 5M Project, Hearst Communications, Inc., and Forest City Enterprises require compliance with the city of San Francisco's Mandatory Recycling and Composting Ordinance. 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. 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 - Weekday rates @ $40 HR
- Weekend rates @ $52.50 HR
GCA Minimun Hour Requirements - Weekday: 3 HRS
- Weekend: 4 HRS
Mandatory Recycling and
Composting Ordinance
Events
in San Francisco are required to recycle and compost. That means maintaining
appropriate, color-coded labeled containers placed in convenient locations
(blue for recyclables, green for compostables and black for trash). All
vendors, volunteers, contractors, and clean-up crews must be educated on how to
properly identify and separate materials.
Special Event Ordinance, No.
73-89
All
street closures must have a recycling and composting plan. The San Francisco
Department of the Environment monitors events that fall under this
ordinance.
Please
submit the following with permit application 15 (FIFTHTEEN) days prior to your
event. - Proof of garbage and recycling services and Recycling training
certificate (issued after the completion of a zero waste event workshop with SF
Environment - email [email protected] for an invitation).
OR
- Letter from SF Environment registered Event Greener or Service Provider
Working with
Food Vendors- Insert recycling and composting
requirements into the agreement with vendors
- Require vendors to recycle and compost
all remains at the close of event
- Download this flyer and give it to your vendors so they know which
food ware is acceptable in SF under our Food Service-Ware Ordinance
Food Service Ware Ordinance
Food vendors must use compostable or recyclable to-go containers. Disposable polystyrene foam (Styrofoam) food service ware can no longer be used for food prepared in SF.
Dumpsters
Dumpsters may be required for larger events and need to be ordered
through Recology. Recology
at (415) 621-3841/[email protected]. Best to
order at least 30 days prior to the event (trash, composting, and recycling
collection service, which can include debris boxes, event boxes or containers.)
Placement TBD with
Property Manager and Facilities.
Waste Bins/Totes
The standard formula: 2 totes for each type (compost, recycling, trash) for every 75 people. Note: The general rule of thumb for events is to exchange liners about 2 x an hour.
Street Cleaning
Depending on the event, there may be a requirement to pressure wash the event site before and after the event. The Hearst Property Steam Truck can pressure wash the event site at a cost of $35 an hour (2 hour minimum is required) and will require a fully trained and qualified GCA service operator only. The steam truck operator hourly rate is $52.50. All of the Hearst Steam Truck Operators and Employees meet the Hearst Corporations' requirements for building contractors and are covered under a COI with Hearst.
This service may also be arranged through the San Francisco Department of Public Works. If managing street cleaning through DPW, all services and schedules must be approved by the Property Manager.
Portable Bathrooms
It is required there be 1 portable bathroom, including one ADA compliant bathroom for every 75 to 100 estimated attendees. This must be incorporated into the floor plan and vendor timeline and submitted to the Property Manager for approval.
The 5M Project, Hearst Communications, Inc., and Forest City Enterprises also recommend that if the program includes the consumption of food, there be some hand washing capability available to attendees either through a hand sanitizer dispenser or hand washing station.
APPROVED OUTSIDE WASTE MANAGEMENT ORGANIZATIONS
The following organizations provide composting and recycling services at events. This may include cart monitors, transferring materials from Zero Waste Station to debris boxes, material sorting stations, and post event cleanup.)
- Community Housing Project / www.chp-sf.org
- Green Mary / www.green-mary.com
- SF Conservation Group / www.sfcc.org
- Waste Busters / www.wastebusters.info
- SF Clean City Coalition / www.sfcleancity.com
- Clean Vibes / www.cleanvibes.com
- Revolutionary Green / www.revolutionarygreensolutions.com
PERMITS, APPROVALS & CONTACTS
Other permits or approvals may be required by the following agencies for events given certain circumstances.
Open Flame Permit, Motor-Fuel Operations Permit San Francisco Fire Department Permit Section of the Bureau of Fire Prevention 698 2nd Street, Room 109 San Francisco, CA 94107 (415) 558-3303
Application for Revocable Temporary Occupancy Permit, and use of Public Space San Francisco Department of Public Works Bureau of Street Use & Mapping 875 Stevenson St. Room 460 San Francisco, CA 94103 (415) 554-5810
Alcohol Permit & Insurance Department of Alcoholic Beverage Control 1515 Clay St. Suite 2208 Oakland, CA 94612 (Temporary Address) (415) 356-6500
Public Property Permit San Francisco Police Department Southern Station, Sgt. Anderson 850 Bryant St. San Francisco, CA 94103 (415) 553-9192
Zero Waste Event Regulations & Requirements San Francisco Department of Environment 11 Grove St. San Francisco, CA 94102 (415) 554-3434
Street Closure Permits San Francisco Municipal Transport Association Division of Sustainable Streets 1 South Van Ness Ave, 7th Floor San Francisco, CA 94103 Attn: Cindy Shamban (415) 701-4683
Amplified Sound Agreement San Francisco Entertainment Commission City Hall, Room 453 1 Dr. Carlton B. Goodlett Place San Francisco, CA 94102 Attn: Jocelyn Kane, Executive Director (415) 554--5793
Parking Permits & Insurance Requirements San Francisco Department of Parking & Traffic 11 South Van Ness Ave San Francisco, CA 94103 (415) 701-3000
Special Events Program San Francisco Department of Public Health Tattoo, Body Piercing and Permanent Cosmetics Program (415) 252-3971
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