Policies and Procedures

Set up hoursUnless prior approval is granted, Rotunda and South Light Court set-up may not begin before 4:00 p.m. and North Light Court set up may not begin before 2:00 p.m. Weekday events may not start before 6:00 p.m. and must end by 12:00 midnight. Vendors must be off the premises by 2:00 a.m. A charge will apply for overtime. (See Event Rental Fees).

 

  Rotunda North Court South Court Second Floor Fourth Floor
Setup/Access
4:00pm
2:00pm
4:00pm
4:00pm
4:00pm
Event Finish
12:00 mid
12:00 mid
12:00 mid
12:00 mid
12:00 mid
Vacate
2:00am*
2:00am*
2:00am*
2:00am*
2:00am*

*Overtime charges at $500 per hour will apply after 2:00 a.m.

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Recycling
A $300 fine will be assessed on all vendors and clients who do not recycle waste produced from their event.

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Weekday Load-In and Load-Out Procedures
There is no entry into the Rotunda for any event set-up until:

  • It is 4:00 p.m. and
  • The Senior Events Manager gives approval.

For evening rentals, the North Light Court may be set-up only after 2:00 p.m, unless the vendor has chosen to rent the facility on an hourly basis prior to this time.

The South Light Court may be set up at 4:00 p.m.

All vendors must use the Grove Street or Van Ness Street entrance to load-in or load-out equipment. Prior load-in of equipment may be arranged with the approval of the City Hall Senior Events Manager. Vendors with oversized equipment exceeding the size of the freight elevators may use the Van Ness Avenue entrance to load-in and load-out. Loading times for the Van Ness Avenue entrance must be pre-arranged through the City Hall Events Department for each event.

City Hall Deputy Sheriff must be present throughout the entire period of the load in/out. This is not included in the Rental Fee.

The Light Court Café is open to the public until 2:00 p.m. The business may be bought out and closed for $800 per day. Set-ups beginning before 2:00 pm cannot impede the conduct of business, unless the business has been bought out.

Please inform the Deputy Sheriff at each entrance if you are parking temporarily to unload equipment for an event.

Use only the freight elevators located on the ground floor/Carlton B. Goodlett Street lobby to load and unload equipment into the building. Freight elevators are marked Freight Use Only .

Vendors must meet with City Hall engineers to receive instructions regarding operation of freight elevators prior to use. Any equipment set up the day before the event needs to be stanchion-ed off and weighted when appropriate. City Hall does not provide carts, hand trucks, dollies, extension cords, and/or approved Permacel KP72 cloth gaffing tape.

. . . . . . . . . . . . . . . . . . . . . . . . . . . .

*Overtime charges at $500 per hour will apply after 2:00 a.m.

. . . . . . . . . . . . . . . . . . . . . . . . . . . .

Recycling
A $300 fine will be assessed on all vendors and clients who do not recycle waste produced from their event.

. . . . . . . . . . . . . . . . . . . . . . . . . . . .

Weekday Load-In and Load-Out Procedures
There is no entry into the Rotunda for any event set-up until:

  • It is 4:00 p.m. and
  • The Senior Events Manager gives approval.

For evening rentals, the North Light Court may be set-up only after 2:00 p.m, unless the vendor has chosen to rent the facility on an hourly basis prior to this time.

The South Light Court may be set up at 4:00 p.m.

All vendors must use the Grove Street or Van Ness Street entrance to load-in or load-out equipment. Prior load-in of equipment may be arranged with the approval of the City Hall Senior Events Manager. Vendors with oversized equipment exceeding the size of the freight elevators may use the Van Ness Avenue entrance to load-in and load-out. Loading times for the Van Ness Avenue entrance must be pre-arranged through the City Hall Events Department for each event.

City Hall Deputy Sheriff must be present throughout the entire period of the load in/out. This is not included in the Rental Fee.

The Light Court Café is open to the public until 2:00 p.m. The business may be bought out and closed for $800 per day. Set-ups beginning before 2:00 pm cannot impede the conduct of business, unless the business has been bought out.

Please inform the Deputy Sheriff at each entrance if you are parking temporarily to unload equipment for an event.

Use only the freight elevators located on the ground floor/Carlton B. Goodlett Street lobby to load and unload equipment into the building. Freight elevators are marked Freight Use Only .

Vendors must meet with City Hall engineers to receive instructions regarding operation of freight elevators prior to use. Any equipment set up the day before the event needs to be stanchion-ed off and weighted when appropriate. City Hall does not provide carts, hand trucks, dollies, extension cords, and/or approved Permacel KP72 cloth gaffing tape.

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