1. (a) At least 30 days prior to an event requiring a group reservation, an individual, business, organization, or group, herein after referred to as the “applicant,” shall complete a “Group Use Reservation Request,” (June 2025) or contact the department authority directly.
2. (b) Where the proposed group reservation is noncommercial activities solely involving the expression of views occasioned by events coming into public knowledge within one month prior to the planned event, an applicant shall request to book a group reservation at least 72 hours prior to the event.

3. (c) An applicant shall supply the following information:

   1. (1) Name, address, day-time telephone number, and email address of the individual, or in the case of group use, the name of organization and the name, address, and day-time telephone number of the contact person for the organization;
   2. (2) Name of the department property and the facility or group use area within the property where the event is requested to be held;

   3. (3) The following information about the proposed event:

      1. a. Type of event and brief description of the event;
      2. b. Proposed activities, programs, services, music, and entertainment;
      3. c. Number of guests, participants, and attendees;
      4. d. Date(s) and beginning and ending time(s) of the event, including setup and dismantling; and
      5. e. Any equipment, tents, or third-party vendors or contractors that will be brought onsite;
   4. (4) Any additional needs or special considerations, such as but not limited to style set-up of the function space, access to utility services such as electrical, phone, and water, traffic control, police detail, or additional parking; and
   5. (5) Whether alcohol will be served at the event, and if so, whether by licensed bartender or caterer. If alcohol will be served, provide proof of a valid Host Liquor Liability Insurance in amounts not exceed the limits on actions and claims pursuant to RSA 541-B:14.
4. (d) All information submitted with and on the application shall be legible.
5. (e) General liability insurance coverage shall be required from all third-party vendors so as to reasonably protect the state against actions and claims arising from the event. The amount of liability insurance coverage shall be determined by the department based upon the type, extent, and risk to persons and property associated with the event, but shall not exceed the limits on actions and claims against the state pursuant to RSA 541-B:14.

6. (f) Should the applicant hire third-party vendors, such as but not limited to a tent rental company, rental of tables and chairs, caterers and bartenders, and DJs and bands, the applicant shall include the following:

   1. (1) Name and phone number of the third-party vendor; and
   2. (2) A certificate of insurance as proof of liability insurance coverage held by the third-party vendor, valid on the date of the event, and listing the vendor as the insured.

7. (g) The applicant shall:

   1. (1) Sign and date the group reservation form for group reservations that occur at the seacoast facilities;

   2. (2) Certify by the applicant’s signature or by selecting the online reservation confirmation check-box, their agreement to:

      1. a. The use of the department lands, facilities, and resources, and specified areas as required under Ncr 746 and as stated in the group reservation form;
      2. b. Fulfill all requirements requested by the department, including but not limited to any conditions, stipulations, or restrictions of the group reservation form, the final payment of fees, and the submission of any required information; and
      3. c. The information provided as complete and accurate, and no willful misrepresentations or omissions are made;
   3. (3) Agree to indemnify and hold harmless the state with respect to liability for bodily injury or property damage caused in whole, or in part, by the applicant's acts or omissions, or the acts or omissions of those within the applicant's party, or the acts or omissions of those acting on the applicant's behalf, to the extent RSA 99-D:1 and 2 do not apply; and
   4. (4) Obtain any and all federal or state permits and licenses, if applicable.
8. (h) The applicant shall include a reservation and rental fee, as established in accordance with the department’s fee package pursuant to RSA 216-A:3-g. If payment is by check or money order it shall be made payable to “Treasurer, State of New Hampshire.” For events solely involving the expression of views, the applicant shall pay all fees generally charged to the public such as but not limited to day-use fees, reservation and rental fees, and parking fees.
9. (i) The applicant shall mail, hand-deliver, or submit online if such online service is available, the completed group reservation request, fees, and attachment(s) to the appropriate department authority of the department property at which the applicant wishes to reserve a facility.

Source. #14056 EMERGENCY, EXPIRED: 2-15-25 New. #14292, eff 6-25-25, EXPIRES: 6-25-35