Fillable Commonwealth of Massachusetts Events Held During Regular Business Hours Form B

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Commonwealth of Massachusetts Events Held During Regular Business Hours Form B

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EVENTS HELD DURING REGULAR BUSINESS HOURS
(Form B)
Dear Applicant:
Thank you for your recent communication to the Bureau of the State House requesting the use of the State
House during business hours (9 a.m. to 3 p.m., Monday-Friday) for an event. The application form and
associated floor plan must be completed and returned to Room 1 in order for your request to be considered.
Please note that this form must be signed by the contact person as well as the state agency head or
elected official.
All applications must be faxed to (617) 727-7700. Any individuals requesting use of the loading
dock must be listed on the event application, otherwise access will be denied.
This form is enclosed along with the Terms, Conditions and Policies for events. Completed applications and
floor plans for all events/exhibits held during regular business hours must be submitted at least two weeks prior
to the date requested for the event. You may call in advance (no more than 6 months prior to an event) to check
on the availability of space and reserve a date.
Please keep in mind that the State House is first a seat of government and second a historic structure. Therefore,
its use for social events can only be considered when its governmental and historical functions are well served.
There is a possibility that your event will be considerably altered or relocated with little notice.
If you have any questions regarding these policies and procedures, please contact Ayanna Clark, State House
Events Coordinator at (617) 727-1100 x35532.
Sincerely,
Tammy E. Kraus
Superintendent
The Commonwealth of Massachusetts
Bureau of the State House
State House, Room 1
Boston, Massachusetts 02133
TAMMY E. KRAUS
SUPERINTENDENT
PHONE (617) 727-1100
FAX (617) 727-7700
INTERNET: http://www.mass.gov/bsh
The Commonwealth of Massachusetts
Bureau of the State House
State House, Room 1
Boston, Massachusetts 02133
TAMMY E. KRAUS
SUPERINTENDENT
PHONE (617) 727-1100
FAX (617) 727-7700
INTERNET: http://www.mass.gov/bsh
TERMS, CONDITIONS AND POLICIES FOR EVENTS
SAFETY / SECURITY PROCEDURES
1. Events are limited to selected areas of the second floor of the building and applications for events for
more than 750 guests will not be accepted. Room capacities will be strictly enforced.
2. Event/promotion businesses and event coordinators must identify their clients and obtain the signature
of an officer of any corporate client on the after-hours application.
3. After-hours event entrances/exits are limited to Ashburton Park (door #16) – no exceptions.
4. Event set-ups must not block doorways, staircases, corridors or any artwork. Event equipment must not
obstruct pedestrian foot traffic or paths of egress.
5. OPEN FLAMES are not permitted (sternos, candles etc.)
6. Guests are not permitted to sit or stand on stairs of the Grand Staircase or on its landing at the top of the
staircase itself.
7. Caterers are not permitted to set-up prep tables in the hallways outside of any event space during normal
business hours.
8. Balloons are not permitted in any event space.
9. Ice sculptures are not permitted in any event space.
10. Rented event equipment cannot be stored overnight in the State House or on its grounds.
11. Smoking is prohibited in the State House.
12. Food and drink are prohibited in Memorial Hall of Flags, the lobby of the Gardner Auditorium, and the
Auditorium itself.
13. Collecting money at events held at the State House is prohibited (this includes the selling of merchandise,
gambling, tipping etc).
14. Event applicants are responsible for providing electrical cords and or power strips, if needed.
15. All after-hours events are subject to additional security personnel. Due to the varying types of
circumstances of events, the exact number of additional security personnel and/or State Police Troopers
will be determined on a case by case basis by the DCR Ranger Captain, the MA State Police Lieutenant in
consultation with the Bureau’s Director of Security. Circumstances that may affect the security personnel
assigned include but are not limited to the size of the event, whether alcohol is served, any special security
issues at the building and the nationwide terrorist threat assessment level. The cost for additional security
is the responsibility of the applicant and must be paid directly to the agencies providing the security
services.
PRELIMINARY MATTERS (additional safety and security rules included)
1. Completed and signed applications (Form B) for the use of the State House for an event to be held during
regular business hours (9 a.m. to 3 p.m., Monday through Friday) must be submitted at least two weeks prior
to the date requested for the event. Floor plans must also be submitted to ensure proper set-up.
2. Completed and signed applications for the use of the State House for an event to be held after hours (6
p.m. to 11 p.m., Monday through Friday) must be submitted at least 30 days prior to the date requested
for the event. Floor plans must also be submitted to ensure proper set-up. Upon receipt of the
completed after-hours application, the Coordinator of State House Events will provide an estimated quote
of State House event fees.
3. Upon approval of the application, the State House Events Coordinator will arrange a walk-through of the
area with the applicant and caterer. The Superintendent reserves the right to make the final decision to
accept or deny any event application.
4. Event space in the State House cannot be reserved any more than 6 months prior to the desired event
date – no exceptions.
5. All events held in the State House require sponsorship from a State Legislator, Constitutional Officer,
Secretariat head or State Agency head.
6. The Bureau does not provide parking for caterers, florists, coat checks, entertainment groups or event
attendees.
7. Valet parking is not allowed on any Bureau grounds.
8. The Memorial Hall of Flags is only available to Veterans’ groups with special conditions, or for Memorial
Services, official Executive business or visits by foreign dignitaries. Access to the Memorial Hall will not
be granted during after-hours events.
9. The 4
th
floor display area is used as exhibit space and is not available for events. Exhibits are one week in
duration and all artwork must be affixed to the display boards. In accordance with the building safety
restrictions, easels, tables or standalone displays are not permitted in the area. Exhibitors are responsible
for hanging their own artwork. Acceptable methods of hanging artwork include picture rail
hangers/molding hooks with cables or Velcro for lighter pieces. Tacks, nails, staples, pushpins or similar
hardware may no longer be used.
10. Copies of written, video or audio materials that will be disseminated during or prior to the event must be
submitted with the completed application.
11. Legislative hearings may preempt ANY event held in Gardner Auditorium. Other event locations are
subject to cancellation or change to meet the needs of the Executive Office, Legislature or Constitutional
Officers.
12. The Superintendent may at his discretion postpone or cancel any event if the security and safety of the
State House, or its occupants or visitors may be compromised or conflict with any security measures in
place.
13. Attendees of State House events during and after regular business hours are required to enter and exit
through set checkpoints staffed by security personnel.
14. Attendees of State House events during and after regular business hours must submit to security screening
of themselves and personal affects.
15. Attendees of after-hours events are limited to the physical space in which the event is reserved. Attendees
may not tour the facility.
16. No smoking is allowed in state buildings. Attendees who leave the event for any purpose, including
smoking will be subject to screening at the security checkpoint upon re-entry.
17. Any attendee who purposely or inadvertently compromises the security or safety of the building or its
occupants will be removed from the event and subject to prosecution.
18. Events are limited to the attendance level requested during the application process. Under no
circumstances may the maximum attendance limit be exceeded. Security personnel will shut the door and
bar further entrance when the maximum attendance number has been reached.
19. All fees must be paid no less than 2 weeks prior to the event, with no exceptions. The Coordinator of
State House Events may cancel any event not paid in full by the payment deadline.
20. The legislative sponsor or a member of his/her staff must be available and directly involved with the set
up of all events and be in attendance during the event.
21. Activities in support of political candidates or ballot questions are not permitted on any Bureau grounds.
22. The form and content of event-related displays or exhibits must be in a manner consistent with the
decorum of the building. Event displays or exhibits intended purely for recreational purposes are
prohibited.
23. Alcohol may not be served in any event area prior to 6:00pm.
24. No animals are allowed within the State House. The only exception is working service animals.
SETTING UP THE EVENT
1. The building is open to the public from 8 a.m. to 5 p.m., Monday through Friday. Events must start no
earlier than 9 a.m. and end no later than 3 p.m. The loading dock is open for daytime event access from 8
a.m. to 5 p.m., Monday through Friday and is available for after-hours event access from 4 p.m. to
midnight, Monday through Friday.
2. The applicant may park no more than one vehicle at the loading dock at any time for the purpose of
unloading. As each vehicle is unloaded, it must be removed and parked elsewhere at the applicant’s
expense. Any vehicles requiring access to the loading dock must be listed on the application.
3. The applicant must not use the passenger elevators to transport event materials. All equipment, displays,
trash, etc. must be transported in the freight elevator.
4. Food preparation may occur only in the kitchen on the second floor. The applicant is prohibited from
setting up temporary ovens, microwaves, etc. in the corridors or other halls during daytime events.
5. NO OPEN FLAMES are permitted in the State House (this includes sternos and candles). Electric
warmers are recommended for keeping food warm.
6. The applicant may not set up buffet and/or other food service tables in the corridors, between the fire
doors on either side of the Great Hall, or in front of any staircases on the second floor during normal
business hours.
7. The applicant must not set up buffet or other tables, decorations including display panels, plants, drapery
or vertical displays along any wall containing artwork (including wall plaques).
8. Coat racks may only be placed in the Great Hall, Nurses Hall, Bartlett Hall or the Grand Staircase.
9. The applicant may only set up information tables and easels in event areas located on the second floor.
No information and or food tables or easels are permitted in the corridors of the building.
10. Food/drink is not permitted in the lobby of the Gardner Auditorium or in the Auditorium itself.
11. Food/drink is not permitted in Memorial Hall at any time.
12. The caterer must provide an adequate number of workers to ensure that glassware, dishes and trash are
cleaned up and removed during and after the event.
13. The event applicant or caterer must provide linens for all tables.
14. No paper, cardboard, foam core, wooden etc. event related signs shall be displayed on walls, pillars, floors
and or ceilings. All event-related signage must be displayed on easels in approved space. Handheld signage
must be made of paper materials and cannot be supported on or by sticks and or poles of any sort.
15. Grand Staircase setups are limited to speaking programs only. No more than four banquet tables may be
placed in the area. Events requiring more than four tables for food, displays, information, etc. must be
held in Great Hall.
CLEAN UP
1. The applicant will be responsible for the entire cleanup of the event space(s), and kitchen area.
2. All event-related equipment and materials must be removed by the end of the event. NO overnight
storage is permitted in the public areas of the State House.
LIABILITY
1. By signing the application, the applicant and its sponsor accept the responsibility to indemnify the
Commonwealth against any claims for casualty liability.
2. The Commonwealth does not assume responsibility for any property brought to the State House for any
event.
INSURANCE (required)
1. General Liability Policy of not less than $500,000 – Combined Single Limit for bodily injury and property
damage
2. Liability Coverage of $500,000 for damages to public property
3. Liquor Liability Policy for not less than $500,000 (applies to after-hours events only)
ROOM CAPACITY (strictly enforced)
Great Hall Seated – 240 guests
Standing – 400 guests
Grand Staircase Seated – 100 guests
Standing – 250 guests
Nurses’ Hall Seated – 50 guests
Standing – 100 guests
B
Bureau of the State House (FORM B)
State House Event Application: Regular Business Hours
Application and floor plan must be received in Room 1 at least 14 days in advance.
Email: sh.events@state.ma.us Fax: 617-727-7700
Applicant Information
Legislator/Agency Sponsor Name
Today’s Date
Organization Name
Contact Person
Address
City, State, Zip Code
Phone Number
Email Address (to receive confirmation)
Event Information
Requested Date
Start Time
End Time
Event Hours: Monday-Friday, 9:00 a.m.-3:00 p.m. See page 5.
Number of Attendees
Event Name
Event Description
Please see the next page for information on accommodations for your event attendees with disabilities.
Room Selection
Great Hall Nurses Hall Grand Staircase Gardner Auditorium 4
th
Floor (Exhibition Only)
Equipment Requested
Flags
(Commonwealth and
US only)
Podium Sound System/Mic Trash Receptacle
Stage (Great Hall only)
Ramp available
Please indicate the number of each item requested below (available on first come, first served basis)
8’ Rectangular Tables
60” Round Tables
Chairs
Loading Dock Access (Required)
Names and telephone numbers of outside vendors must be listed below or vehicles will not gain access to the
loading dock. Attach separate sheet if necessary.
Caterer Name
Contact Person
Phone Number
Equipment Rental Name
Contact Person
Phone Number
Other Vendor Name
Contact Person
Phone Number
Signature
By signing below, the applicant agrees to abide by the Policies, Terms and Conditions of the Bureau
Signature of Contact Person (Applicant Organization) and Date
Signature of Legislator/State Agency Head Sponsor and Date
Bureau of the State House Accessibility Services
Equipment
Accessible staging (Great Hall only)
Our stage system can be set up with an ADA compliant ramp
Assistive Listening Devices
Assistive listening devices and systems provide both amplification and a direct link between speaker and
listener. The devices use Bluetooth, FM, infrared, wiring, etc. to transmit what is spoken to receivers
equipped with the direct audio input device that is appropriate for the user. The system can be portable or
fixed.
Mobility aids
Wheelchairs and walkers are available at the Ashburton Park Entrance. Visitors must fill out a form to
borrow a mobility aid.
Organizations outside the State House should contact the Massachusetts Commission for
the Deaf and Hard of Hearing (617-740-1600) to book the following services:
CART (hourly fee paid by applicant)
CART, communication access real-time translation, is provided by a certified provider who listens to
everything that is spoken and, using a stenography machine and laptop, provides a verbatim transcript
available on the laptop screen for an individual or projected to a large screen for a group.
https://www.mass.gov/how-to/request-an-interpreter
Please notify the State House ADA coordinator after you have booked CART services
ASL Interpreters (hourly fee paid by applicant)
ASL interpreters are specially trained and certified professionals who provide accurate communication access
between people who can hear and people who are Deaf or hard of hearing. Interpreters voice for everything
that is signed and sign everything that is spoken.
https://www.mass.gov/how-to/request-an-interpreter
The Ashburton Park Entrance on Bowdoin Street is the accessible entrance to the State House. Visitors using
The RIDE should use the Capitol Coffee House at 122 Bowdoin Street as the drop off point. This is directly
across the street from the Ashburton Park Entrance. Please notify the State House Events Coordinator in
advance if shared transportation is being arranged for large groups of mobility impaired visitors.
For more information on accessibility for events please contact:
Carl Richardson, State House ADA Coordinator
State House, Room 1
Phone: (617) 727-1100 x35502
carl.richardson@state.ma.us
Ayanna Clark, State House Events Coordinator
State House, Room 1
Phone: (617) 727-1100 x35532
sh.events@state.ma.us
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Completed 22 May 2020

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