N.H. Admin. Code § Res 7404.02

Current through Register No. 50, December 12, 2024

Section Res 7404.02 - Request For Group Reservation

(a) At least 30 days prior to an event requiring a group reservation, an individual, business, organization or group, herein after referred to as the "applicant," shall request a group reservation by contacting the authorized department personnel.

(b) Where the proposed group reservation is noncommercial activities solely involving the expression of views occasioned by events coming into public knowledge within one month prior to the planned event, an applicant shall request a group reservation at least 72 hours prior to an event.

(c) An applicant shall supply the following information:

(1) Name, address, day-time telephone number and email address of the individual, or in the case of group use, the name of organization and the name, address and day-time telephone number of the contact person for the organization;

(2) Name of the DRED property and the facility or area within the property where the event is requested to be held;

(3) The following information about the proposed event:

a. Name, type of event, and brief description of the event;

b. Proposed activities, programs, services, music and entertainment;

c. Number of staff, employees and volunteers that will be onsite;

d. Number of guests, participants and spectators;

e. Date(s) and beginning and ending time(s) of the event including setup and dismantling; and

f. Any equipment or third-party vendors or contractors that will be brought onsite;

(4) Any additional needs or special considerations, such as but not limited to style set-up of the function space, access to utility services such as electrical, phone and water, traffic control, police detail or additional parking; and

(5) Whether alcohol will be served at the event, and if so, whether by licensed bartender or caterer.

(d) All information shall be legible.

(e) General liability insurance coverage shall be required from all third-party vendors so as to reasonably protect the state against actions and claims arising from the event. The amount of liability insurance coverage shall be determined by the department based upon the type, extent and risk to persons and property associated with the event, but shall not exceed the limits on actions and claims against the state pursuant to RSA 541-B:14.

(f) Should the applicant hire third-party vendors, such as but not limited to a tent rental company, rental of tables and chairs, caterers and bartenders, and DJs and bands, the applicant shall include the following:

(1) Name and phone number of the third-party vendor; and

(2) A certificate of insurance as proof of liability insurance coverage held by the third-party vendor, valid on the date of the event, and listing the vendor as the insured.

(g) The applicant shall be sent a group reservation form, rental agreement or facility use agreement, hereinafter referred to as "group reservation form," and:

(1) Sign and date the group reservation form;

(2) Certify by his or her signature agreement to:

a. The use of the DRED lands, facilities and resources, and specified areas as required under Res 7406 and as stated in the group reservation form;

b. Fulfill all requirements requested by the department, including but not limited to any conditions, stipulations, or restrictions of the permit, the final payment of fees and the submission of any required information; and

c. The information provided as complete and accurate, and no willful misrepresentations or omissions are made;

(2) Agree to indemnify and hold harmless the State with respect to liability for bodily injury or property damage caused in whole, or in part, by the applicant's acts or omissions, or the acts or omissions of those within the applicant's party, or the acts or omissions of those acting on the applicant's behalf, to the extent RSA 99-D:1 and 2 do not apply; and

(3) Obtain any and all federal or state permits and licenses, if applicable.

(h) The applicant shall include a reservation and rental fee, as established in accordance with the department's fee package pursuant to RSA 216-A:3-g. If payment is by check or money order it shall be made payable to "Treasurer, State of New Hampshire." For events solely involving the expression of views the applicant shall pay all fees generally charged to the public such as but not limited to day-use fees, reservation and rental fees, and parking fees.

(i) The applicant shall mail, hand-deliver, or submit online if such online service is available, the completed group reservation request, fees, and attachment(s) to the appropriate authorized DRED personnel of the DRED property at which the applicant wishes to reserve a facility.

N.H. Admin. Code § Res 7404.02

(See Revision Note at chapter heading for Res 7400) #10533, eff 3-1-14