February 2018 - New York

[Pages:176]COMPREHENSIVE EVENT PERMITTING GUIDE FOR THE CITY OF NEW YORK

February 2018

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The Mayor's Office of Citywide Event Coordination and Management (CECM) would like to thank the following agencies for their valuable assistance in producing this guide: Department of Citywide Administrative Services (DCAS), Department of Parks and Recreation (DPR), Mayor's Office of Media and Entertainment (MOME), New York City Police Department (NYPD), Department of Buildings (DOB), Department of Consumer Affairs (DCA), Department of Environmental Protection (DEP), Department of Health and Mental Hygiene (DOHMH), Department of Sanitation (DSNY), Department of Small Business Services (SBS), Department of Transportation (DOT), Fire Department of New York City (FDNY), Human Resources Administration/Department of Social Services (HRA), New York State Department of Health Bureau of EMS and Trauma Services (State DOH), New York State Department of Transportation (SDOT), New York State Liquor Authority (SLA), Brooklyn Bridge Park (BBP), Hudson River Park Trust (HRPT), and New York City Emergency Management (NYCEM).

This document was compiled by Vicki D'Angelo, Deputy Director of Events, under supervision of Ellyn Canfield, Acting Executive Director of CECM/SAPO.

Cover Photo: Panorama of the Lower Manhattan Skyline and Waterfront Credit: Mikael Amar

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TABLE OF CONTENTS

Foreword........................................................................................................................................2

Primary Agencies................................................................................................................ 4 Department of Citywide Administrative Services (DCAS)....................................... 5 Department of Parks and Recreation (DPR) ......................................................... 10 Mayor's Office of Media and Entertainment (MOME) ......................................... 16 New York City Police Department (NYPD) ............................................................ 38 Street Activity Permit Office (SAPO) ..................................................................... 43

Support Agencies.............................................................................................................. 53 Department of Buildings (DOB) ............................................................................ 54 Department of Consumer Affairs (DCA) ............................................................... 74 Department of Environmental Protection (DEP) .................................................. 76 Department of Health and Mental Hygiene (DOHMH) ........................................ 79 Department of Sanitation (DSNY) ......................................................................... 83 Department of Small Business Services (SBS)....................................................... 96 Department of Transportation (DOT) ................................................................... 99 Fire Department of New York City (FDNY).......................................................... 117 Human Resources Administration/Department of Social Services (HRA)............119 New York State Department of Health Bureau of EMS and Trauma Services.....125 New York State Department of Transportation (SDOT) ..................................... 129 New York State Liquor Authority (SLA) ............................................................... 130

Additional Locations....................................................................................................... 132 Brooklyn Bridge Park (BBP) ................................................................................. 133 Hudson River Park Trust (HRPT) ......................................................................... 147

Guide to Weather Safety for Special Events .......................................................................151

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PRIMARY AGENCY GUIDELINES, RULES, AND REGULATIONS

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DEPARTMENT OF CITYWIDE ADMINISTRATIVE SERVICES

The Department of Citywide Administrative Services (DCAS) ensures that City agencies have the critical resources and support needed to provide the best possible services to the public. Specifically, the agency: provides overall facilities management for 55 public buildings; purchases, sells, and leases real property; establishes, audits, and pays utility accounts that serve more than 4,000 buildings; purchases, inspects, and distributes supplies and equipment; implements energy conservation programs throughout City facilities; and supports City agencies' workforce needs in recruiting, hiring, and training City employees.

Overview of Permits:

PERMIT

DESCRIPTION

Event Event fees include event space appraised values

Fee

plus the cost of custodial services, fire safety

Rentals protection, and security up to 8 hours on the day of

the event. Rates are standard and subject to

change. DCAS provides discounted rates to not-for-

profit organizations.

A daily fee of $1,000 will be applied to For-Profit Organizations and $500 to Not-for-Profit Organizations when the space is not useable by other entities on days leading up to and after the event by reason of the hosting entity's set up or unfinished removal of its personal property from the event space. The use of space for the conduct of events requires a one-time Security Deposit of $3,000/$1,500 (For-Profit/Not-for-Profit). This is refundable provided all terms of agreement have been met.

Additional fees will be imposed by the Office of Court Administration for events in court buildings.

DEADLINES

Paperwork must be submitted 6 weeks prior to the Event. The bill must be paid as soon as possible or no later than 2 weeks prior to the event.

FEE 52 Chambers St For-Profit: $8,100 Non-Profit: $5,700

31 Chambers St For-Profit: $10,800 Non-Profit: $7,200

60 Centre St* For-Profit: $7,900 Non-Profit: $5,300

80 Centre St For-Profit: $7,900 Non-Profit: $5,400

851 Grand Concourse* For-Profit: $5,100 Non-Profit: $4,100

209 Joralemon St For-Profit: $9,700 Non-Profit: $6,600

89-17 Sutphin Blvd* For-Profit: $7,200 Non-Profit: $5,200

88-11 Sutphin Blvd* For-Profit: $9,200 Non-Profit: $6,300

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PERMIT

DCAS Film Permit

DESCRIPTION

The Department of Citywide Administrative Services (DCAS) oversees various City buildings, such as the Manhattan and Brooklyn Municipal Buildings, all Borough Halls, and City and State Courts, that are available to productions as filming locations.

DEADLINES

At Least 2 Weeks Prior to Film Date with Approval from DCAS

FEE $300 Application Fee + $3,200 Site Fee

How to Obtain a Permit/Instructions on How to Apply For Each Permit:

Event Space Rental:

o The DCAS Office of Special Events coordinates all event-related activity in DCAS-managed buildings. Events vary and can range from an opening ceremony for a New York City arts festival to a government employee recognition affair. DCAS venues vary in design and layout, and they are spread throughout Manhattan, Brooklyn, Queens, and the Bronx. The Halls of the City brochure provides information and pricing for each venue. The DCAS Office of Special Events will work with you to meet your space needs.

Film with DCAS:

o The DCAS Film Office works closely with the Mayor's Office of Media and Entertainment, production teams, and photographers to coordinate filming in and around DCAS-managed properties. DCAS's office and court buildings are among the most popular filming locations in New York City. DCAS-managed buildings are a resource for all types of productions, from major feature films and television series to commercials, music videos, documentaries, still photography, and student films.

o In order to conduct film or photography shoots in DCAS properties and facilities, DCAS approval must first be obtained prior to obtaining a required permit from MOME.

o Upon approval, a non-refundable fee of $3,200 shall accompany any application submitted to MOME for a required permit for filming or photography in DCAS properties and facilities. The fee shall be in the form of a certified bank check or money order, payable to the New York City Department of Finance.

o The required fee shall be imposed for each instance in which prepping or rigging commences, is followed by shooting and/or photography for such production, and then is concluded by wrapping, de-rigging, and/or related activities.

Application Timeline/Approval Process:

Event Space Rental:

o Paperwork must be submitted 6 weeks prior to the Event.

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o You will be notified of the total amount due after you have submitted information regarding any special needs you may have, and after your application has been approved. The bill must be paid as soon as possible or no later than 2 weeks prior to the event.

Film with DCAS:

o Forms and documents required for DCAS review and approval must be submitted to the DCAS Film Office no later than 4 business days prior to the date on which prepping or rigging for shoots is set to commence.

o Paperwork should be filed within a week prior to the activity. All required forms and supporting documents should be submitted to the DCAS Film Office no later than 4 business days prior to the day of prepping/rigging.

o You will be billed 4 to 6 weeks after your activity is completed. Accurate and updated information concerning an Applicant's forwarding postal address and, if available, an e-mail address, telephone number, and facsimile number for purposes of receiving reimbursement notification from DCAS should be supplied.

Rules and Regulations:

Event Space Rental:

o The disclosure questions in the application require answering so that DCAS can perform a background check on the entity/individual submitting the application.

o The amount of DCAS staff required for your event is determined by DCAS based upon the size of the event and whether or not there are any special requirements.

o DCAS requires general liability insurance in the amount of $2,000,000 and $4,000,000 aggregate. The following language must appear in the Description of Operations portion of the certificate: "The City of New York is named as an additional insured pursuant to ISO form 2026 or the equivalent thereof, for the property described as Block ___, Lot ___ in the borough of _______."

o Please supply proof of worker's compensation or a worker's compensation waiver as required by the laws of the State of New York. Please note that DCAS cannot accept ACORD certificate general liability insurance as proof of worker's compensation.

o You will be required to obtain a liquor license, issued by the State of New York, in order to serve Alcohol.

o You are required to find parking on your own.

o Dependent upon location, in most spaces we only have running water.

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o The permitted weekday event hours: Monday through Friday: You may access the property after 5pm and the event must conclude by 12am. This does not include your preparation or break down.

o The permitted weekend event hours: You may access the property as early as 7am on Saturday and Sunday. The event must conclude by 1am. This does not include the time it takes to break down your event.

o Prep before 5pm during the week: Upon request, you may be able to prep before 5pm as long as it does not prevent pedestrians from entering into the building.

o Breakdown of event: 1 hour is included in your fee. Additional time will result in an additional fee.

Film with DCAS:

o The staff is determined by DCAS based upon the size of production, location, and other complexities.

o DCAS requires a general liability insurance of $1,000,000 and aggregate of $2,000,000. The Department of Citywide Administrative Services must be named as additional insured. In addition, worker's compensation insurance is required by the NYS Worker's Compensation Law.

o A Department of Investigation form must be on file with DCAS prior to permission being granted by DCAS for filming on City property. This form serves as a reminder to all companies and persons seeking to film on City property or in City buildings that the offering of gifts or gratuities to City employees is strictly prohibited. The prohibition on offering gifts or gratuities to City employees does not prevent production companies from making charitable donations to DCAS. Donations to DCAS's "Historic Preservation of City-Owned Buildings Fund" can be made in recognition of DCAS's efforts to promote and assist the film industry. For information regarding donations, please contact DCAS's Film Office at (212)-669-7285.

o Office space is very limited; most of our office space is occupied by senior staff which in some cases can make it very difficult to schedule a shoot. Smaller offices are very challenging to film in, because it is hard to find the right angle for the camera. Cubicles are very rare and restrictions vary. Available office space can be used only nights and weekends for filming.

o Cranes and heavy equipment are permitted in or around a DCAS building, but you must present us with the weight, height, and width of equipment, including distance between wheels and how you will balance the weight. It is preferred that you submit a packaging slip. All floors must be protected from production equipment. Depending on the location, plywood or other types of coverings may be required.

o Our roofs are generally used for panoramic shots and photo shoots and are subject to various load capacities.

o Filming on a sidewalk adjacent to a DCAS property: DCAS's jurisdiction often ends at the end of the last step of our buildings; to obtain accurate information for a specific building, please contact us. 8

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