Capitol Use Policy

22nd Floor Usage and Security Policy

Purpose

The primary purpose of this policy is to provide security conscious guidelines for the utilization of the Capitol buildings 22nd Floor space.

Scope
The usage of the 22nd Floor facilities after regular Capitol Complex business hours will be limited to official functions authorized by the Governor, Speaker of the House, President of the Senate, any member of the Florida Cabinet or Chief Justice of the Supreme Court.

Intent
While making State property available for the utilization of those who have reserved the space, it is the intention of the Department of Management Services and the Florida Department of Law Enforcement's, Division of Capitol Police, to provide a safe and secure Capitol Complex.

Definitions

• Authorized Person - Those persons possessing or authorized to possess a current Capitol Complex Access Card.
• Visitor - Those persons not possessing or authorized to possess a current Capitol Complex Access Card.
• Capitol Complex Business Hours - From 8:00 a.m. to 5:00 p.m., Monday through Friday, excluding official state holidays.

Reserving Space
Scheduling use of the 22nd Floor space shall be coordinated through the Department of Management Services, Facilities Program. For assistance call (850) 488-5332.

Relocation or Disruption of Event
The Florida Department of Law Enforcemant, Division of Capitol Police, in consultation with the authorizing entity, reserves the right to cancel or alter reservations based on any unforeseen security or safety concerns. In such cases, the State of Florida, its agencies, employees and agents, are not liable for any claims or expenses your organization may incur, or any third party associated with the event may incur, as a result of the cancellation of the work hereunder, including but not limited to, the cost to publicize the event, equipment rental fees and deposits, personnel costs, transportation, hotel accommodations, and the like.

Capitol 22nd Floor Use Regulations
Capitol Police is responsible for the safety of visitors and tenants and the security of the Capitol Complex. With these concerns in mind, the following security measures are in place until amended.

1. Capitol Police shall be advised at least 14 days in advance of all after-hours functions approved for this space.
2. All persons attending after-hours functions within the Capitol Complex, who do not possess a current Capitol Complex Access Card, must be screened at the East Plaza security screening points.
3. All caterers, vendors and organizers of such functions shall be screened at the appropriate established screening points.
4. Those persons or entities involved in the set-up and preparation of daytime events may request access to the area before business hours, with appropriate notice. No guests will be permitted access to the event or Capitol prior to regular business hours.
5. All packages in possession of visitors, sealed or unsealed, entering the Capitol Complex shall be screened as deemed appropriate by security personnel.
6. All visitors attending after-hours functions shall enter the Capitol Complex at the East Plaza security screening point and proceed directly to the 22nd Floor. Any visitor found by security personnel in any area of the Capitol Complex other than the 22nd Floor or point of access/egress will be asked to leave the complex and not be allowed to return to the function.
7. The event sponsor is responsible for ensuring compliance with all applicable laws, and bears sole liability resulting from any violation or misuse of alcoholic beverages.
8. No visitor of a function will be allowed to enter the Capitol Complex with any type of alcoholic beverage sealed or unsealed that is intended to be consumed during the function. (No - B.Y.O.B.)
9. Two Capitol Police Law Enforcement Officers shall be assigned during after-hours functions on the 22nd Floor
10. Police Officers will be provided by the Capitol Police for security of all legislative and state government events. If the event sponsors are required to pay a fee for the usage of the 22nd Floor reception area, it will be necessary to arrange for Capitol Police security through private off-duty pay. These arrangements can be made by contacting the Capitol Police Operations Lieutenant at (850) 488-1790.

Capitol Grounds Security Policy

Purpose
The primary purpose of this policy is to provide a standard for utilizing state grounds or public space within the Capitol Complex.

Scope
This policy will apply to all persons/organizations seeking to reserve and use the grounds of the Capitol Complex for special functions or gatherings. These procedures will be instituted in conjunction with the Florida Administrative Code (FAC) Chapter 60H-6 policy regarding "Use of State Buildings."

Intent
It is the intention of the Department to provide a safe and secure Capitol Complex, while making State property available for the utilization of those who reserve space.

Reserving Space
Completed applications to reserve a location and date are available by the Department of Management Services by calling (850) 488-5332. Applications must be received for processing at least 14 days prior to a planned event. Capitol Police will be consulted regarding any security concerns prior to the confirmation of any application.

Relocation or Disruption of Event
Special functions by State officials will take precedence over all final approvals. This could VOID approvals or require temporary relocation or disruption of an activity. The Capitol Police, Department of Management Services, House Sergeant at Arms and the Senate Sergeant at Arms also reserve the right to cancel or alter reservations based on any unforeseen security or safety concerns. In such cases, the State of Florida, its agencies, employees and agents, are not liable for any claims or expenses your organization may incur, or any third party associated with the event may incur, as a result of the cancellation of the work hereunder, including but not limited to, the cost to publicize the event, equipment rental fees and deposits, personnel costs, transportation, hotel accommodations, and the like.

Courtyard Use Regulations
Capitol Police is responsible for the safety of visitors and tenants and the security of the Capitol Complex. With these concerns in mind, the following security measures are in place until amended.

1. A Capitol Police officer will be assigned to the Courtyard to search any vehicles for hazards prior to entry. A contact person will be provided prior to the event to remain with this officer to ensure that only approved individuals gain access. Vehicles not utilized for static display will be off-loaded and removed from the Courtyard. Parking is available in state parking lots in metered spaces and in Kleman Plaza on Duval Street.
2. All displays will be arranged so that there is a 20' wide emergency lane available from the Monroe Street Chain Gate to the East Side of the Plaza Level should an emergency arise.
3. Any cooking devices requiring compressed gas cylinders or other combustible substances will be arranged in an area outside of the Courtyard (east of the planters and/or security bollards). Charcoal, Sterno fuel canisters or wood burning devices would be acceptable in the Courtyard.
4. Displays or reenactments that typically include weapons (swords, large knives, guns, etc.), whether authentic or imitation, will not be permitted without express written consent from the Director of Capitol Police. All requests should be directed to: Director, Capitol Police, P.O. Box 20899, Tallahassee, Florida 32316

Plaza Level Rotunda

1. Due to current security procedures that include the screening of all guests in the Capitol, and the space required to complete these searches, the use of the Rotunda is restricted to ten, six foot tables, and must have a specific configuration (see attached diagram). Space for only two tall displays (those exceeding 6' tall) is outlined in the diagram. Any additional displays will be referred to the Waller Park area or in the Courtyard if space is available.
2. Events taking place in the Rotunda during hours of operation, (typically Monday - Friday, 8:00 a.m. - 5:00 p.m.) shall be limited to 75 participants.
3. No part of a display will be hung from the ceiling, affixed to the walls, or protrude higher than 6' tall on the Plaza Level.
4. No display will be hung from the Rotunda railings that extend below the floor level.
5. No amplified sound, choirs or musical instruments will be permitted in the Rotunda. These activities should be planned for the Courtyard, if space is available. This stipulation shall not impede any official Legislative or Governmental function.