Section 5000.950  Exhibits and Special Events

a)         All organizations or individuals that are permitted to use the buildings shall be required to execute an agreement to indemnify and hold harmless the State from any injury or damage caused by their members' or participants' negligence or willful misconduct.  The organization or individual shall restore the used areas to their pre-use appearance and condition, less reasonable wear and tear, and the Building Manager shall be the final decision-maker on the clean-up of the used area.  Only the requesting organization or individual is permitted to rent space in the buildings for a special event or exhibit.  No State agency or State employee may sponsor or make a request on behalf of any organization or individual.

b)         Special events and exhibits at the buildings may be requested up to two years in advance of the date for the special event or exhibits. Requests must be in writing and submitted to the Special Events Office or Building Manager.  All requests for special events and exhibits will be filled on a first-come first-served basis.  A letter of confirmation or rejection will be issued within 10 working days from receipt of the request.

c)         The areas available for special events at the JRTC are located on the concourse level, atrium level, assembly hall, outdoor plaza and covered arcade, second floor conference/hearing rooms and State agency office areas upon prior written permission from the respective State agency. Exhibits are allowed only in the atrium lobby level of the JRTC unless permission is granted by the Department to use another part of the JRTC. 

d)         Organizations wishing to use the buildings should contact the Special Events Office or Building Manager for the applicable fee for the space they intend to use at a building. Minimum and maximum rental fee ranges and conditions for the JRTC and all other buildings are in Appendix B of this Part.  An increase/reduction from the minimum/maximum rental rate may be required or granted, based on the following factors: whether the scheduled event is conducted during government business hours or with another event; relative anticipated safety considerations of the scheduled activity; and market prices for competing facilities in the nearby metropolitan areas.  The Building Manager or office will maintain a fee schedule for the building.  All payments are due prior to the special event or exhibit, with the exception of clean-up fees that are due within 10 calendar days after billing, unless prior permission is granted by the Special Events Office or Building Manager.  All requests for delayed payment must be submitted in writing on the requesting organization's letterhead.  All payments shall be made to the Office of the Building or Special Events Office within 10 days after the event.  If payment for services is not received within 10 days after the event, or within the specified time as outlined in the lease agreement, a reminder notice will be sent to the event sponsor.  If after the reminder notice, payment has not been received, the CMS Legal Department will be notified and legal action will be taken to secure full payment for services.

e)         Film crews and photographers for commercial purposes are permitted at the JRTC with permission of the Special Events Office.

f)         Any user (excluding State agencies) conducting a special event must provide prior to the special event an estimated number of attendees and a certificate of insurance in the minimum amount of $1,000,000 identifying the Department as an additional insured.  Failure to provide proof of insurance shall serve as grounds for termination of the lease agreement.  Further information on any insurance requirement is available from the Special Events Office or Building Manager.

g)         Any user (excluding State agencies) shall provide evidence of insurance coverage prior to an event or exhibit, if requested  by the Building Manager. A signed copy of the lease agreement, evidence of insurance coverage, if requested for an event or exhibit, and base rental fee are due prior to the special event or exhibit. All leasing arrangements shall be confirmed by the JRTC Office.  Confirmation shall be by letter, fax or telephone call, a copy of which will be maintained by the Office.

h)         A minimum of one planning meeting, either by phone or in person, must be held with the Building Manager or the Manager's representative at least one week prior to the special event.

i)          All food and beverage services for special events conducted in the JRTC must be provided in accordance with the terms of the Department's commercial lease with its master tenant.  Further information is available from the Office of the Building.  Food and beverage service at the buildings must be coordinated with the Building Manager.

j)          Exhibits may not exceed 8 feet in height or block entrances, fire exits and hallways and must comply with all fire codes regulations.  Exhibits also may not obscure the view of Atrium Mall shops at the JRTC during business hours.

k)         The State does provide some audio/visual equipment.  This service is available on a first-come, first-served basis.  Rental fee will vary based on the type of equipment requested.  Limited set-up assistance is provided.  The State accepts no responsibility for loss or damage to any part of an exhibit.

(Source:  Amended at 30 Ill. Reg. 14094, effective August 10, 2006)