Our general policy offers detailed information about guidelines for an event in our conference center. Our goal is to ensure the most seamless, enjoyable, and safe function. Please contact us with any questions. We have the policy here in its entirety and also available to read by section.
Fire Safety
CCACC enforces fire protection safety codes and is subject to inspection by the Fire Marshal. No pyrotechnic devices or cold spark machines are permitted. All fire aisles and exits must be kept clear of equipment and people. Failure to follow these rules will result in the immediate suspension of the event until the conditions are corrected. If they are not corrected, the event will be cancelled without refund to the Event Host. Use of open flame is only permitted as a part of religious ceremonies when Event Host identifies, by name, the individual that will serve as “fire watch” as defined by the North Carolina Fire Code as such: A temporary measure intended to ensure continuous and systematic surveillance of a building or portion thereof by one or more qualified individuals for the purposes of identifying and controlling fire hazards, detecting early signs of unwanted fire, raising an alarm of fire, and notifying the fire department and whose duty it is to monitor any use of open flame during a religious ceremony. The CCACC reserves the right to require an additional deposit if open flame during a religious ceremony is included in the event. Proof of liability insurance is required, and Chatham County Fire Marshal’s Fire Watch Packet must be completed and approved prior to event.
Insurance
- The Event Host is required to maintain a $1,000,000.00 liability insurance policy (general liability coverage, for bodily injury and property damage claims, including contractual and personal injury liability coverage) for any event that is open to the public. Umbrella or excess liability insurance may be used to meet limit of liability requirements.
- The caterer is required to maintain a $1,000,000 liability insurance policy (general liability coverage, for bodily injury and property damage claims, including contractual and personal injury liability coverage) any time food is served.
- The caterer shall also carry an additional Liquor Liability Insurance coverage with coverage limits of no less than $1,000,000 any time alcohol is served. The Event Host will provide to Chatham County duly executed certificates of insurance evidencing this coverage.
- Each certificate shall specify that the policy cannot be cancelled without providing Chatham County at least 30 days prior written notice, that Chatham County is named as an additional insured, and that the insurer waives any subrogation rights against Chatham County.
- Vendors and Contractors: All vendors and contractors providing services at CCACC must carry adequate liability insurance. Any approved food vendor must be permitted with the Chatham County Health Department. No homemade items may be sold or served at this facility. If requested, Event Host must be able to provide verification of license and/or liability insurance. The Event Host/Caterer has the full responsibility for obtaining any and all licenses/permits necessary for providing any alcoholic beverage at the event. The Event Host and caterer jointly assume all liability associated with the consumption of alcohol and each agrees to defend, indemnify, and hold harmless Chatham County and all associated personnel from and against any and all claims, demands, suits, judgments or other liabilityof any nature whatsoever resulting from the presence, serving, and/or consumption of alcoholic beverages during the event.
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Each policy required under this agreement shall contain a severability of interest clause and shall state that Event Host’s coverage shall be primary to any other insurance available to or maintained by Chatham County.
OSHA Adherence
CCACC is committed to providing a safe, clean environment for patrons and staff. All individuals are expected to conduct their event in a manner that keeps CCACC staff and patrons’ safety as the highest priority. Adherence to standards set by the Occupational Safety and Health Administration (OSHA) are observed by our facility, and we mandate the same high standards for all of our contractors and service providers.
Security
- All events are subject to required or waived security at the discretion of the Chatham County Sheriff. Event Host may be required to contract security for the duration of the event. Contact Chatham County Sheriff’s Office for off-duty officers.
Treatment of Animals
- All aspects related to the use or care of domesticated or wild animals by renters or events guests must be in compliance with N.C.G.S. §14-360, 14-363.2 and the Chatham County Animal Control Ordinance, adopted September 2017 and codified at codelibrary.amlegal.com/codes/chathamcounty/latest/overview.
- Failure to adhere to the above-mentioned statutes and ordinances by renters or event guests is grounds for immediate cancellation of the event and forfeit of security deposit and rental fee paid.
Inclement Weather Policy
If the PROPERTY is rendered unsuitable for the conduct of the Event Host’s activity by reason of force majeure, Chatham County and the Event Host are released from their obligations under this contract. Force majeure is defined as fire, earthquake, hurricane, flood, act of God, strikes, work stoppages or other labor disturbances, riots or civil commotions, war or other act of any foreign nation, power of government, governmental agency or authority, or any other cause like or unlike any cause mentioned which is beyond the control of Chatham County.
