Illinois Administrative Code › Title 44 - GOVERNMENT CONTRACTS, GRANTMAKING, PROCUREMENT AND PROPERTY MANAGEMENT › Part 5000 - ACQUISITION, MANAGEMENT AND DISPOSAL OF REAL PROPERTY › Subpart H - USE OF OFFICE BUILDING › Section 5000.950 - Exhibits and Special Events

Current through Register Vol. 48, No. 28, July 12, 2024
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.