About the Use of OGS Managed State Property
It is the policy of the New York State Office of General Services to use state property in accordance with Parts 300 and 301 of Title 9 of the New York State Code of Rules and Regulations, which includes:
- Government Activities
- Educational, Cultural or Civic Activities
- Charitable Activities
The Office of General Services reserves the right to decline any application for use of state property when such use would be detrimental to or would adversely affect the condition of the state property, would restrict the normal conduct of state operations, or would present a clear hazard to persons or property.
How to Apply
Applications for Use of State Property must be received no later than 30 days prior to the requested event date. For multi-use dates or larger events (e.g. theater productions, vendor shows, festivals, farmer’s markets, etc.) applications should be received no later than 90 days prior to the event date to ensure date security and ample processing time.
Download and fill out the application accurately and completely. Save and return the completed application following the instructions on page 5. Submission of this application does not constitute approval. Applicant should refrain from marketing/advertising the event until formal approval has been received from the OGS Convention & Cultural Events Office. Providing incomplete, false, or misleading information on the application will result in an immediate denial of the request.
A certificate of Commercial Liability Insurance and proof of Workers Compensation and Employee Disability insurance is required for the use of all OGS managed State property. Insurance requirements are in place to protect the State from all claims of spectator and participant personal injury or property damage resulting from the approved activity arising out of or in any way connected to the use of OGS managed State property. Proof of compliance with insurance requirements, self-insurance or self-retention must be presented once the application for use of State property is tentatively approved. All of the Applicant's vendors, production companies and other organizations using the space must also comply with these insurance requirements.
All insurance requirements are due no later than 15 days prior to the event date unless the event is a multi-date or large event. In these cases, all insurance requirements are due no later than 45 days prior to the event date. Failure to provide insurance documentation within the specified time frames will result in denial of your request and/or revocation of approval.
Please identify and check your organization type below for more information:
- If you are a Commercial Business: A certificate of Commercial General Liability (CGL) insurance is required for use of OGS managed State property. General Liability limits must be a minimum of $1M for each occurrence $2M general aggregate. “The People of the State of NY, its officers, agents and employees” must be indicated as additional insureds on the Certificate of Insurance (COI). Appropriate Proof of Workers Compensation and Employee Disability insurance is also required.
- If you are a New York State Agency/Authority: New York State Agencies are self-retained and are excluded from this requirement. However, State public authorities and public benefit corporations must either provide a letter of self-retention from their corporation counsel or the same documentation required for commercial businesses.
- If you are a Federal or Municipal Agency: Federal and Municipal Agencies must either provide a letter of self-retention from their counsel or the same documentation required for commercial businesses.
- If you are a Not for Profit: The same documentation as specified for commercial businesses is required unless the applicant applies for, and is granted, a waiver from the Commercial General Liability (CGL) requirement. Waivers are not available when food, beverages or high-risk activities will be involved. Waivers are available by request only for limited, qualifying applicants.
- If you are an Individual: The same documentation as specified for commercial businesses is required unless the applicant applies for and is granted a waiver from the Commercial General Liability (CGL) requirement. Waivers are not available when food, beverages or high-risk activities will be involved. Waivers are available by request only for limited, qualifying applicants.
Proof of Workers Compensation and Employee Disability Benefits Insurance compliance or a CE200 Waiver is always required, except for individuals and NYS Agencies.
Automobile Liability and Liquor Liability coverage may also be required in certain circumstances.
Tenant Users Liability Insurance Policy
If any Applicant is unable to provide proof of liability insurance, the Applicant may satisfy the liability insurance requirements through the State’s Tenant User Liability Insurance Policy (TULIP), which provides insurance coverage for the State. As only licensed/insured caterers may serve food and alcohol, if alcoholic beverages are to be sold, distributed, served or furnished, the Applicant must obtain proof of Liquor Liability coverage and Commercial General Liability coverage from the caterer as well as obtain TULIP coverage for itself. The Applicant must make application for the TULIP and pay the appropriate premium to the assigned insurance broker directly. Coverage for the applicant itself may also be available under the TULIP for an additional premium. The broker, upon receipt of the application and premium, and with the approval of the designated insurance carrier, will then issue a Certificate of Insurance to the Applicant. The Applicant must then forward the original copy to the CCE Office.