Public Use of Conference Rooms, Lobbies, Atriums, and Plaza Areas

WHAT

TVA may authorize nonpolitical, nonprofit organizations to use TVA Conference Rooms, Lobbies, Atriums and Plaza areas at limited corporate and customer service center locations, when such use does not conflict with TVA's needs.

WHO

Nonpolitical and nonprofit organizations who receive authorization from TVA and who meet the criteria outlined below.

WHY

It is the policy of TVA to implement security controls to protect the confidentiality, integrity, and availability of TVA’s information commensurate with the criticality and sensitivity of the information, and to protect the privacy to which individuals are entitled. TVA shall implement such controls consistent with applicable federal laws and regulations and industry best practices.

HOW

Specific requests for locations should be forwarded to the appropriate Partner Alliance or Space Manager for that area. Authorization to use the Conference Rooms, Lobbies, Atriums, and Plaza areas may be granted under the following circumstances:

A TVA organization must agree to sponsor the user group and obtain written approval from an Executive Vice President level or higher.
The sponsor organization/user group is responsible for any expenses above normal operating expenses incurred by TVA, including contract security costs.
Normal Conference Rooms, Lobbies, Atriums, and Plaza areas available are those which are generally accessible to the public.
Conference Rooms, Lobbies, Atriums, and Plaza areas may be made available outside normal business hours if these conditions are met:
1. A TVA employee representing the sponsor organization must be present.
2. The sponsor organization/user group will reimburse TVA for security, setup, operation, and cleaning expenses. Security will be charged at $45 an hour per officer (one officer minimum). An estimated cost for setup, operation, and cleaning will be provided by the area Operations and Maintenance (O&M) manager. (NOTE: A minimal 24-hour notice to Facilities Management O&M is required for setups in outlying areas.)
3. The sponsor organization/user group will pay for any additional costs TVA may incur in order to respond to any special requests.
Reservations should be made 30 days in advance and will be granted on a first-come, first-served basis, if approved. (Note: All required documents must be received before approval can be given. Rooms will be reserved temporarily until Executive Vice President level or higher approves sponsoring the event.)
TVA has the right to rescind any authorization. Another location and/or time may be offered. TVA will strive to notify the sponsor organization/user group within a reasonable time.
Each user group must inform TVA in advance of the activities it plans to conduct, the approximate number of participants, and any special setups which are required.
TVA reserves the right to deny access to its facilities to any applicant or person, in its sole discretion.
No political activities are allowed at any TVA location.
TVA audio-visual equipment may be made available only if a TVA O&M employee or a TVA employee trained in the use of the equipment is present for operation.
TVA auditorium control rooms or videoconference rooms will require a TVA Information Services (IS) employee onsite prior and during the event (one IS Network employee minimum). An estimated cost for setup and operation will be provided by IS Network Management. (NOTE: A minimal 24-hour notice to IS is required.)
All fire and safety regulations are applicable and must be complied with.
Use or possession of alcohol, drugs, firearms, or tobacco products is prohibited.
Animals, other than seeing-eye dogs and similar animals trained to assist people in dealing with special needs, may not be present on TVA premises.
TVA, by providing access to these facilities, does not endorse or warrant any service or goods which may be provided by any user group. TVA and the United States Government assumes no liability for any opinion expressed by a user group or activity of that group.
No organization will be allowed to offer catered food and beverage service, unless provided by TVA's Knoxville or Chattanooga in-house caterer. This link will provide information on TVA's Catering Services. All foods and beverages beyond ordinary snacks, as well as any outside caterers in other locations, must be approved prior to the event by the Partner Alliance or Space Manager for that region.
Agencies of the Federal, State, and local Governments may use TVA facilities on the same conditions as other outside user groups.
Each user group shall comply with the requirements of Title VI of the Civil Rights Act of 1964, Section 504 of the Rehabilitation Act of 1973, the Age Discrimination Act of 1975, and TVA regulations thereunder issued at 18 C.F.R. pts. 1302, 1307, and 1309 (1989). In carrying out the obligations under this section, each user group shall comply with the provisions of Appendix I to Exhibit A, titled the “PERMIT FOR USE OF TVA FACILITIES.”
A user group which violates any terms of this policy may be removed from the premises and/or denied future access to TVA facilities.
Each user group will be required to sign a “PERMIT FOR USE OF TVA FACILITIES,” a copy of which is attached as Exhibit A (NOTE: When executing make sure to remove the “Exhibit A” heading from the document).
All requests for public use of conference rooms, lobbies, atriums and plaza areas should be directed to the Facilities Management (FM) Partner Alliance or Space Manager for proper and consistent handling, including internal coordination with the sponsor organization, TVA Police (TVAP), and others as appropriate.
Security and access control issues will be handled by TVAP, FM, and/or the sponsor organization as described below:
1. Identification badges may not be issued to visitors attending public use events in TVA auditoriums only. If a visitor requests access to any other areas, TVAP will, upon granting entry, issue a badge to the visitor.
2. TVAP will issue an identification badge to each visitor who is being granted entry to a controlled access area.
3. At buildings where TVAP does not normally have an attendant at the main entrances, the sponsor organization is responsible for identifying visitors and controlling/providing access for those visitors.
4. The sponsor organization is expected to limit visitor access to the public use areas (conference rooms, rest rooms, entryways, and break areas and hallways connecting these areas). Other areas should be off limits to the visitors.
5. The FM Partner Alliance or Space Manager will request the appropriate TVAP Sector Supervisor to modify door locking schedules when required for specific public use events.
6. TVAP will identify any special security needs that apply to specific public use events (including searches of hand-carried items).
7. TVAP may deny access and request immediate evacuation in the event of any security threat level increases.
Each user group shall provide TVA a certificate of insurance evidencing coverage and naming TVA as an additional insured and/or loss payee.

ROLES

Facilities and Realty Management

Ensure guidelines and approvals are complied with.

TVA Police

Maintain access control permit compliance.

Information Services

Provide Technical Services as needed.

TVA Business Unit

Inform employees of conference rooms, lobbies, atriums, and plaza use guidelines.

Human Resources Information Services

Provide guidelines for public use of TVA facilities.
Advise TVA management of policies and legal requirements which relate to public use of TVA facilities

RESOURCES

Facilities and Realty Management
Human Resources Information Services
Information Services
TVA Police

BUSINESS
PRACTICE 30

Public Use of Conference Rooms, Lobbies, Atriums, and Plaza Areas

Last Revised 09/2007