“Historic Freight Shed Operational Procedures”
                    
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*Only one event will be held per day

 A.     Available Facilities

The Historic Freight Shed facilities that may be scheduled and reserved for functions/events consist of the main building, an ancillary catering kitchen, and an outdoor plaza. The outdoor plaza may be covered with a tent available for rental on a separate fee basis. Public restrooms are available in an adjacent structure, easily accessible via an open-air walkway. Public parking (free of charge) is available across Water Street in the Riverwalk Landing parking terrace and in other locations within the Village. Users are advised that the parking terrace may be filled to capacity at certain peak times, particularly when other special waterfront events such as outdoor concerts are scheduled. In those situations, Users may need to park in other lots within several blocks walking distance.

1. Historic Freight Shed. The Historic Freight Shed is a single level facility consisting of approximately 1,950 square feet of floor area. Maximum Building /Fire Code occupancy limits are:
   * 390 persons standing
   * 275 persons seated in presentation format; and,
   * 130 persons seated at tables and chairs for reception/banquet functions.
    

2. Riverwalk Plaza. The Riverwalk Plaza is an open-air brick plaza encompassing approximately 2,000 square feet and situated between the Historic Freight Shed and the York River shoreline. The Plaza can be cordoned off from the remainder of the public plaza and open space areas in Riverwalk Landing with portable bollards and designated for the exclusive use of the scheduling party.
    

3. Riverwalk Plaza Tent. Subject to availability, the Riverwalk Plaza will be covered with a 2,000 square-foot tent, during the months of May through October. The tent is not heated or air-conditioned. During the November through April period, the tent may be used, subject to availability and to payment of a set-up/take-down fee.
    

4. Catering Kitchen. The catering kitchen offers counter space, a sink, refrigerator, ice-maker, warming oven, and two microwave ovens to support functions scheduled in the Historic Freight Shed.
    

5. Freight Shed Management. The County of York has been designated to provide management services and to administer and implement the procedures set forth in this document..
    

B.      Permitted Uses.

1. Special Events such as weddings, receptions, private banquets and parties.
    

2. Special meetings of groups or organizations occurring on a periodic basis, but not to become the regularly scheduled meeting place for such groups or organizations.
    

3. Arts and Educational Activities such as recitals, art shows, cultural performances, lectures, demonstrations, or other similar programs. 
    

4. Other appropriate uses as approved by the Freight Shed Management.

C.     Prohibited Uses

1. Open invitation parties or similar events where alcoholic beverages are being served

D.     Hours of Availability

1. Regular hours of availability shall be 10 a.m. to 5 p.m., Monday through Friday
    

2. Extended hours of availability shall be 5 p.m. to 11 p.m., Monday through Thursday and 12 noon until 11 pm on Sunday.
    

3. Premium hours of availability shall be Friday, 5 pm to 11 pm and Saturday, 8 am to 11 pm.

E.    Policies Governing Use and Conduct

The following rules of use and conduct shall be observed by all users of the Historic Freight Shed, the Riverwalk Plaza, Riverwalk Plaza Tent and the Catering Kitchen, hereinafter referred to as the Facilities. The User (defined as individual or group renting the facilities) is responsible for ensuring that these guidelines are observed at all times by participants or guests.

1. The User is responsible for ensuring lawful and orderly conduct during the period of use.
    

2. The User is responsible for all damages to the building or grounds occurring during use.
    

3. All Users of the Facilities must limit participation to the posted maximum "allowable" persons in the space per building/fire code regulation.
    

4. Riotous, boisterous, threatening, or indecent conduct, or the use of the abusive, threatening, profane, or indecent language shall not be permitted.
    

5. The User shall not be engaged in advocating social or political change by violence or by other illegal means. This restriction does not prohibit the discussion of controversial subjects in public forum. In the case of Users wishing to use the Facilities for an event that will be open to the general public (i.e., attendees other than individual Users or members of the using group, their specially invited guests, or prospective members), the purpose and/or content of the event  shall be of a cultural, historical, educational, governmental or political nature. Examples would include: recitals, art shows/exhibits, lectures, children and youth programming, historical re-enactments, historic/interpretive exhibits/demonstrations, etc.
    

6. The Facilities shall not be used for any other purpose described and identified as an obscene exhibition or performance by any applicable law, including but not limited to Chapter 15.5 of the York County Code. Displays of art shall not include material that is obscene as defined by Section 15.5-2 of the York County Code or any other applicable law. Users of the Facilities are responsible for ensuring that the content or subject matter of meetings, performances, displays, and exhibits are consistent with the terms of said Chapter.
    

7. No drugs or controlled substances shall be brought onto our used on or within the Facilities property except in accordance with a medical prescription or otherwise allowed by law. Persons under the influence of illegal drugs shall not be allowed on the premises.
    

8. Smoking is prohibited in the Historic Freight Shed, the Riverwalk Plaza Tent and the Catering Kitchen.
    

9. Weapons, reproductions of weapons, and any items capable of being conceived as a weapon (except those carried by law enforcement official on duty and previously coordinated props [e.g., re-enactment weapons] for approved theater/performing groups) are forbidden from being brought into the Facilities.
    

10. Betting or gambling in any form is prohibited. This shall not be deemed to prohibit live or silent auctions or raffles conducted in conjunction with an otherwise authorized function.
     

11. No pets or animals (with the exception of service dogs) are allowed in the Historic Freight Shed, Riverwalk Plaza Tent or Catering Kitchen.
     

12. Celebratory throwing of confetti, rice or birdseed shall not be permitted in the Historic Freight Shed, Riverwalk Plaza Tent or on the Riverwalk Plaza.
     

13. No open flames, including without limitation decorative candles on tables unless shielded by a glass bowl or bulb, shall be permitted in either the Historic Freight Shed or the Riverwalk Plaza Tent.
     

14. No barbeque grills, whether charcoal, wood, gas, or other fuel, shall be permitted to be used in the facilities.
     

15. Collection of donations or admissions shall be permitted for those activities that involve displays, exhibits, or performances, provided that the intention to do so is indicated on the Historic Freight Shed Use Agreement. Upon specific approval of the Freight Shed Management, the Economic Development Authority and the County, a ticketed event such as a wine festival may be scheduled for the facilities. Sales of exhibited items, such as artwork, shall be permitted providing that all applicable business license requirements are observed.
     

16. No signs, emblems, symbols, or similar items may be erected on the Historic Freight Shed grounds or affixed to the interior or exterior of the building by any User without specific authorization from the Historic Freight Shed Manager.
     

17. All publicity (e.g., posters, brochures, information flyers, radio or television announcements, etc.) must carry the name of the organization sponsoring the meeting. Neither Yorktown General Partner, Inc., Yorktown Freight Shed L.P. or any of its partners, the Economic Development Authority of York County, Virginia (hereinafter "the EDA") or the County of York may be identified as a sponsor or co-sponsor without prior written approval from the respective entity.
     

18. It is expressly understood that permission to use the Facilities does not in any way constitute an endorsement of any organization or group by Yorktown General Partner, Inc., Yorktown Freight Shed L.P. or any of its partners, York County or its officers, agents or employees, or the EDA, its officers, agents and employees, of: the beliefs of any organization or group; the expression of any opinion regarding the nomination, retention, election, or defeat of any candidate; or the expression of any opinion regarding the passage or defeat of any issue or referendum.
     

19. Authorizations for use of the Historic Freight Shed shall not be approved for, nor be construed to accommodate, a regular meetings schedule for groups and organizations.

F.     Food and Beverage Policies:

1. Upon the specific approval by the Freight Shed Management the serving of alcoholic beverages may be allowed in conjunction with receptions and similar events conducted by an authorized User.
    

2. In order for a User to serve alcoholic beverages, a beverage license from the Virginia ABC Board is required, which the User shall obtain at the User's sole cost. User shall comply fully with all conditions of any such license. Use of a caterer with an ABC license is recommended. The ABC license must be posted on the premises before the start of the event.
    

3. The sponsoring User accepts full responsibility for maintaining control of consumption and enforcing moderation. Any behavior which indicated intoxication of any participant shall be cause for consumption to immediately cease, and  shall also be cause for future denial of permission for the sponsoring User to serve alcoholic beverages at its functions in the Facilities.
    

4. No alcohol may be consumed in any other area except the designated area of the event. No alcohol may be carried outside the Historic Freight Shed or Riverwalk Plaza Tent, except within the posted/delineated limits of the Riverwalk Plaza, if applicable.
    

5. Use of a caterer is recommended for food and alcoholic beverage service. Caterers must be appropriately licensed to do business, unless accepted from licensing requirements under applicable law, and must have all applicable Health Department and ABC Board permits.
    

6. If use of the kitchen facilities is desired, the request for this space must be made submitting along with the original Facilities request. The User is responsible for provision of all necessary serving utensils, paper goods, silverware, beverage containers or servers. The use of deep-fat-fryers is prohibited, whether in the Historic Freight Shed, Caterer's Kitchen or anywhere on the brick plaza surrounding the facilities. Failure to leave the kitchen area in a clean and sanitary condition, as determined by the Freight Shed Management following use, can result in the assessment of "extraordinary clean-up" fees and denial of facility use in the future.
    

7. Potholders, protective plates or trivets shall be required for hot dished to be set on any of the tables inside the Historic Freight Shed. Any damage to tables or furnishings due to neglect, the placement of hot dishes/containers or food/beverage spillage, and the cost of any necessary cleaning/repairs, shall be the responsibility of the User.

G.       Set Up:

1. The authorized User is responsible for supplying information on the Freight Shed Use Agreement form concerning the desired set up of the facilities including the number and placement of chairs and tables. Unless otherwise arranged between the User and the Freight Shed Management all set up and take down of Facility-supplied tables/chairs/etc. will be the responsibility of the Freight Shed Management. In no case shall the User be allowed to arrange or rearrange any of the permanent fixtures or furnishings in the facility. The User is responsible for supplying such items as easels, display boards, and other equipment needed for their function. Equipment located in the facility (e.g., the podium with amplifier/speaker) may be used, subject to approval by the Freight Shed Management.
    

2. Set-up of furniture and equipment by the Freight Shed Management will occur and be complete one hour prior to the scheduled event, unless other arrangements are requested at the time of the reservation. The User may gain access to the facility during this one-hour period and such time will not be charged to the User. Requests for earlier set up will be considered and the User will be charged 25 percent of the normal hourly fee for each advance hour over.
    

3. The User's or Caterer's delivery vehicles shall be permitted to park temporarily at curbside on Water Street in front of the Historic Freight Shed during the process of loading or unloading equipment or supplies for a scheduled event. Upon completion of unloading/loading, the vehicle shall be moved off the street and parked in an authorized parking space. Driving or parking vehicles on the brick plazas or walkways adjacent to the Historic Freight Shed and Caterer's Kitchen is strictly prohibited. Vehicles in violation of this regulation shall be subject to towing and/or the caterer responsible for the vehicles may be barred by the Freight Shed Management from servicing future events.
    

4. Any equipment or building malfunctions or damage discovered by the User or Caterer during set-up/preparations for an event shall be reported immediately to the Freight Shed Manager.

H. Clean Up:

1. User shall be responsible for all clean up following the conclusion of the use of the facility. All trash must be removed from the premises at the User's expense, with the exception of closed bags of non-toxic trash that can fit cleanly and neatly into the five (5) trash receptacles provided (four (4) in the Freight Shed and one (1) in the Caterer's Kitchen). Loose trash or bags full of trash shall not be left inside or outside either of the buildings and shall be disposed of by the User. Everything brought to the facilities by the User, caterer, rental company or guests shall be removed after and on the same day of the event. Subject to advance arrangements made with and approved by the Freight Shed Management, delayed removal can be authorized.
    

2. Upon completion of any event where food or drink was provided to event guests, the following clean up shall be performed by the Caterer and/or User:

   • All spillage and sticky residues caused by the use of punch bowls and/or fountains shall be thoroughly cleaned from the surfaces of cabinets, tables and the floors.
      

   • Microwaves and food warmers provided for use in the kitchen shall be checked for any remaining food items, and such food items shall be removed and properly disposed. The insides shall be wiped out and thoroughly cleaned of any food spills that occurred during the event.
      

   • The refrigerator in the Caterer's Kitchen shall be checked for remaining food items and flowers, and such items shall be removed and properly disposed. The inside shall be wiped our and thoroughly cleaned of any food spills that occurred during the event.
      

   • All dirty rental dished and/or silverware that will be picked up later by a separate rental company shall be completely enclosed in sealed plastic bags and neatly placed on the floor of the Caterer's Kitchen. Dirty dishes or flatware shall not be left out, either in the Freight Shed or in the Caterer's Kitchen.
      

   • Tables and counters in the Freight Shed and Caterer's Kitchen shall be wiped clean of food spills and debris and the sink in the Caterer's Kitchen shall be cleaned of all food remains and rinsed. All food remains or other such items collected by these operations shall be properly disposed.
      

   • Event-related food spills and/or trash on the floor of the Freight Shed, the floor of the Caterer's Kitchen, or on the exterior brick plaza areas surrounding the buildings shall be thoroughly cleaned up and properly disposed.
      

   • NOTE - Normal cleaning supplies (e.g.; rags, spray cleaners, paper towels, etc.) shall be the responsibility of the User or Caterer. Neither the Freight Shed Management nor the County of York will provide such cleaning supplies. A broom and dustpan is provided in the kitchen for use by the Caterer, but shall remain in the kitchen for use by others.
      

3. The cost of any clean-up by Freight Shed Management required as a result of the User's failure to do so, including the disposal of any trash above and beyond the allowable four (4) bags, shall be charged to the User at the rate of $35/hour and shall be deducted from the Damage Deposit. The User shall be responsible for any costs in excess of the Damage Deposit amount as may be assessed by the Freight Shed Management upon post-event inspection of the Facilities.

I.  Fees:             Fees for use of the Facility will be as follows: 

Payment: Payment shall be made by check payable to the Yorktown Freight Shed, L.P. and will be accepted at 102 County Drive (General Services) or by mail addressed to: P.O. Box 51, Yorktown, VA, 23690. Reservations may be requested up to one year in advance of the proposed event date. Full payment of the Reservation Deposit is necessary to finalize a reservation. Balance of payment (full payment for event minus deposit) is due two weeks prior to the event.
 

Damage Deposit: The Damage Deposit will be returned to the user after the event provided there is no damage to the facilities or furnishings and that there is no extraordinary clean-up required. The Freight Shed Management shall have sole responsibility and authority to assess repair or clean-up charges and to deduct those amounts from the Damage Deposit. 
 

Cancellation: Reservation Deposits are non-refundable.

J.          Miscellaneous 

1.  Authorized Users shall provide, at their own expense, any security which is desired or which the Freight Shed Management requires in addition to the normal security provided by the EDA or County for purposes they may deem appropriate.  Unless specifically waived by the Freight Shed Management private security shall be required for any function that involves the serving of alcoholic beverages other than beer, wine or champagne or that will accommodate more than 200 attendees. 

2.   The Yorktown General Partner Inc., Yorktown Freight Shed, L.P., or any of its partners, the Economic Development Authority "EDA" or County of York are not responsible for property placed in or on the premises.   

3.   The Freight Shed Management shall have the right to cancel approved reservation dates due to unforeseen circumstances such as inclement weather or electrical outages.  In such cases, the Users will be given the opportunity to re-schedule the event to another available time or, at the User’s request, will be entitled to a full refund of the reservation deposit. 

4.   The Freight Shed Management shall have the right to limit or prohibit the use of amplified sound or music on the Plaza or in the Tent (e.g., bands or DJ’s) when such activity would present potential conflicts with other activities or events scheduled at Riverwalk Landing. 

5.  The Freight Shed Management shall have the right to request any person or persons failing to abide by the Freight Shed rules to leave the premises, and to request the assistance and intervention of the York County Sheriff’s Department as necessary. 

6.  This policy shall apply to all prospective Users applying to use the Historic Freight Shed.  No group or individual shall be excluded from equal access to the Freight Shed because of considerations of race, sex, religious or political persuasion, or because of the political, religious, or social aims expressed by the individual or group, or by any group’s members. 

7.  The use of the Facilities may be denied to any individual or group which has, at any time prior to any requested use, been responsible for, or caused, any damage to the Freight Shed or to property owned by the County of York, Yorktown General Partner, Inc., Yorktown Freight Shed L.P., the EDA, or any other tenant of Riverwalk Landing through or because of acts of vandalism, violence, or rowdiness, or which has failed to clean up facilities, whether such damage was caused by any members of such group, or by any invitees to any approved meeting.  Subsequent approval for use of the Facilities may, in the Freight Shed Management’s discretion, be conditioned upon a higher insurance level than is set forth above, or additional security and custodial charges.  However, no individual or group shall be denied access under this section to the use of the Freight Shed building or facilities because of damages not caused directly by the group or individual group members, or invited guests.

 Approved By:

 Yorktown Freight Shed L.P. and Yorktown General Partner, Inc.

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Contents/2007 York County, Virginia