Merchant Welcome Guide . BARRACKS ROAD SHOPPING CENTER
Table of Contents .
INTRODUCTION
GENERAL INFORMATION CONT.
About Federal Realty / 5
Employee Conduct / 28
About Barracks Road / 5
Roof Access / 28
Phone Numbers / 6
Phone/Electric/Sprinkler Room Access / 28
Utility Contacts / 6
Store Emergency Contact / 28
Management Team / 7 Merchant Directory / 8-9 Site Plan / 10-11 Store Hours / 12 Appearance / 13 Store Interior / 14-15 Common Area / 16 Restaurants / 17-21 General Maintenance / 22 Accident & Fire Prevention Tips / 23 Lease Violations / 23 Sustainability / 24 Miscellaneous / 24 Employee Parking / 25
GENERAL INFORMATION Inclement Weather Policy / 27 Crime / 27 Leaking Sprinkler Head / 27 Plumbing Disorders / 27 Power Failure / 27 Use and Care of Premises / 28 Construction/Remodel / 28
MARKETING TOOLS Contact Information / 31 Social Media / 31 Promotions/Events / 31 Common Area Usage & Facility Barracks Road / 32 Website / 33 Merchant Newsletters & Deliveries / 33 Directories / 34 Window Displays / 34 Event Gi Bags / 35 Merchant Meetings / 35 Public Relations / 35
SALES & CONTACT Sales Reports / 36 Contact Information / 37
Introduction. is handbook has been designed to aid you in the day-to-day operation of your business. It should serve as a quick and easy reference for general rules governing the operation of your store. It does not supersede your lease agreement or create any rights or benefits not provided in your lease, but is meant to clarify center policies. Please read the handbook carefully and ask your employees to do the same. is handbook will be updated periodically and items presented are subject to change without notice. In the event a situation arises that is not covered by the handbook or if you have any questions, please contact property management. We are eager to assist in answering your questions and finding solutions to issues that you may encounter.
ABOUT FEDERAL REALTY Federal Realty is a recognized leader in the ownership, operation and redevelopment of high-quality retail based properties located primarily in major coastal markets from Washington, D.C. to Boston as well as San Francisco and Los Angeles. Founded in 1962, our mission is to deliver long term, sustainable growth through investing in densely populated, affluent communities where retail demand exceeds supply. Our expertise includes creating urban, mixed-use neighborhoods like Santana Row in San Jose, California, Pike & Rose in North Bethesda, Maryland and Assembly Row in Somerville, Massachusetts. ese unique and vibrant environments that combine shopping, dining, living and working provide a destination experience valued by their respective communities.
Federal Realty’s 90
properties include over 2,600 tenants, in approximately 21 million square feet, and 1500 residential units. Federal Realty has paid quarterly dividends to its shareholders continuously since its founding in 1962, and has increased its dividend rate for 48 consecutive years, the longest record in the REIT industry. Federal Realty shares are traded on the NYSE under the symbol FRT. For additional information about Federal Realty and its properties, visit www.FederalRealty.com.
ABOUT BARRACKS ROAD Barracks Road Shopping Center is a 497,424 square foot shopping center located at the corner of Barracks Road and Emmett Street in the heart of Charlottesville, Virginia. Barracks Road is a destination shopping location, boasting a perfect mix of well-known national retailers, two regional grocers and unique, locally owned stores and restaurants. Barracks Road is a property of Federal Realty Investment Trust. For more information on Barracks Road Shopping Center visit www.barracksroad.com or follow on Facebook and Twitter.
Contact Information.
Phone Numbers
Utility Contacts
FEDERAL REALTY INVESTMENT TRUST (301) 998-8100
ELECTRIC • DOMINION VIRGINIA POWER (888) 667-3000
AFTER HOURS EMERGENCY (301) 421-4999
GAS • CITY OF CHARLOTTESVILLE (434) 970-3211
EMERGENCY: POLICE, FIRE OR AMBULANCE 911
WATER • CITY OF CHARLOTTESVILLE (434) 970-3211
NON EMERGENCY: POLICE (434) 970-3280
UTILITY BILLING • RESOURCE ENERGY tenantinquiries@resourceenergy.com (443) 393-7592
BARRACKS ROAD MANAGEMENT OFFICE (P) (434) 227-5170 (F) (434) 296-3563
Management Team.
DEIRDRE M. JOHNSON Vice President, Asset Management (703) 776-9676 djohnson@federalrealty.com
PAMELA POLAND Assistant Property Manager (434) 227-5171 ppoland@federalrealty.com
THOMAS FUNARI Regional Property Manager (434) 227-5173 tfunari@federalrealty.com
SAMUEL JONES Maintenance Supervisor (434) 996-0180 sjones@federalrealty.com
JENN DAVIDSON Leasing Associate (301) 998-8344 jdavidson@federalrealty.com
SARAH NORTH Director of Marketing (434) 227-5174 snorth@federalrealty.com
MIKE KELLEHER Specialty Leasing and Sponsorship (617) 684-1502 mkelleher@federalrealty.com
Merchant Directory. SPACE #
TENANT NAME
STORE ADDRESS
PHONE #
M026 M007B N015 M037B M017 I017 M034 M014A M008A M035 I009 M039 M023 I014 M041 M036 N210 N011 M021 N018 M010B M036A M020 N005 I007 M030 M024 N010 I016 I006 M019B M008 I015 M027A M005B I010 N009A M025 M032 M027 M019E M016 M015 N022 M002
Albemarle Angler American Eagle Outfitters Anthropologie AT&T Athleta Banana Republic Bank of America Barnes & Noble Bed, Bath & Beyond Ben & Jerry's Buchanan & Kiguel Chick-Fil-A Chico's Chocolatesville Chipotle Mexican Grill Chop't Club Pilates CustomInk Federal Realty FedEx Office Finks Jewelers First Watch Breakfast Brunch Five Guys Burgers and Fries Folly Home Furnishings Fluffy's Pet Shop GameStop Great Outdoor Provision Co. Green Bean Baby Boutique Greenberry's Coffee & Tea Co. Hair Cuttery Happy Cook Harris Teeter His Barber Shop Hotcakes Indulge Premium Water J. Jill J. McLaughlin Jos. A. Bank Clothiers Kroger Krogers Crew Lo Loulou Madewell Mahana Fresh McDonald's
1129 Emmet St N 945B Emmet St N 2110 Barracks 973C Emmet St N 1041 Emmet St N 1047A Emmet St N 2103 Barracks Rd 1035A Emmet St N 975A Emmet St N 1112 Emmet St N 2116 Barracks Rd 1000 Emmet St N 1123 Emmet St N 1101 Emmet St N 953 Emmet St N 1114A Emmet St N 2140 Barracks Rd 2118 Barracks Rd 1117 Emmet St N 2156 Barracks Rd 1025 Emmet St N 1114B Emmet St N 1119 Emmet St N 2134 Barracks Rd 1108 Emmet St N 1145 Emmet St N 1125 Emmet St N 2120 Barracks Rd 1049 Emmet St N 1106 Emmet St N 1107B Emmet St N 975 Emmet St N 1103 Emmet St N 1137A Emmet St N 1931B Arlington Blvd 1115A Emmet St N 2114 Barracks Rd 1127 Emmet St N 1159 Emmet St N 1137 Emmet St N 1107D Emmet St N 1039 Emmet St N 1037 Emmet St N 2142 Barracks Rd 941 Emmet St N
434-977-6882 434-295-1749 434-242-8900 434-984-0955 434-872-9393 434-963-2907 434-984-0461 434-971-3098 434-244-7438 434-295-3250 434-295-4085 434-872-0212 434-249-5898 434-328-8092 434-202-4219 434-422-5206 434-227-5170 434-296-5000 434-284-4060 434-202-5383 434-975-4897 434-295-0688 434-977-0516 434-995-5669 434-984-0200 434-234-4504 434-977-3509 434-977-2665 434-984-2900 434-284-5174 434-295-6037 434-244-3610 434-202-2290 434-244-0015 434-293-5176 434-295-3232 434-529-8053 434-979-0228 434-284-5846 434-295-6092
SPACE #
TENANT NAME
STORE ADDRESS
PHONE #
M014 M007A M007 M013A M006 I008 M022 M019C I003 N001 N003 N020 I005 I019 M028 N002 N013 N200 M010A I011 N007 M037A M018 N009 M011 M019H M019A N016 M010 M009A M033 I018 M036B M001 M038 M004
Michaels Nike Old Navy Oliva Orange eory Fitness Origins Panera Bread Party Starts Here Penelope Peter Chang's China Bistro Phenix Salon Suites Phenix Salon Suites Poke Sushi Bowl Rack Room Shoes Rebecca's Natural Foods Salon De Nails Scarpa Scarpa - Temp Shoe Fly Simply Mac Skyline Cleaners Smoothie King Spring Street Start To Finish Talbots Tara ai e Vintage Fox Antiques Truist Bank U.S. Post Office ULTA Beauty Virginia ABC Store Virginia Shop Visionworks Wells Fargo Bank Zoe's Kitchen Zoom Cville
1035 Emmet St N 945 Emmet St N 945C Emmet St N 1033 Emmet St N 1935 Arlington Blvd 1115C Emmet St N 1121 Emmet St N 1107C Emmet St N 1100 Emmet St N 2162 Barracks Rd 2148 Barracks Rd 2146 Barracks Rd 1104 Emmet St N 1105 Emmet St N 1141 Emmet St N 2154 Barracks Rd 2114B Barracks Rd
434-971-1072 434-245-0423 434-984-0167 434-975-5432 434-483-5757 434-970-1006 434-245-6192 434-973-7359
1023 Emmet St N 1111 Emmet St N 2128 Barracks Rd 973B Emmet St N 1043 Emmet St N 2124 Barracks Rd 1027 Emmet St N 1107F Emmet St N 1107A Emmet St N 2110 Barracks Rd 1031 Emmet St N 977 Emmet St N 1169 Emmet St N 1047B Emmet St N 1114C Emmet St N 901 Emmet St N 973D Emmet St N 1929 Arlington Blvd
434-977-5811 434-244-9818 434-244-9818 434-245-0390 434-284-5466 434-293-8613 434-977-1965 434-984-3559 434-296-0040 434-245-0208 434-207-5500 434-970-1004 434-295-8502 434-975-1200 434-202-7653 434-218-6230 434-296-3580 434-984-9998 434-977-3857 434-293-4958 434-293-6004 434-977-0080 434-293-3225 434-984-3710 434-995-5334 434-226-2520
Site Map.
Store Hours. All stores must be open during the specifically stated operating hours within the store’s lease. Any late openings, early closings, early openings or closed-for-business days must be pre-approved by property management (Federal Realty Investment Trust).
Appearance. MERCHANT STORE FRONTS All exposed faces of the building contribute to the overall impact of the project as a whole, and in specific locations, Tenants are required to merchandise all open storefront facades of their premises with storefront displays etc. similar to their street-facing storefronts (refer to conditions of individual L.O.D. Package). In some cases at the “service” side of the buildings, provisions have been made for further storefronts or other displays by Tenants, in addition to opportunities for awnings, logos, signage, etc. All of these are aimed at the visual enhancement of these spaces, and the Landlord encourages any proposals from the Tenant in this regard. For optimal visibility into Tenant’s space, at least 60% of the storefront area, not including store entrances, on all facades must be glass.
STOREFRONT SIGNS AND DISPLAY WINDOWS Merchant display windows must be professionally displayed during all hours of operation. All window displays should be completed during non-operational hours. Merchants may not display any signs that have not been approved by property management. Please submit all sign requests in writing to property management. All temporary signage (sales, etc.) must be professionally created and displayed in an approved sign holder or method. Handwritten signs are prohibited. No sign or advertising matter of any nature may be taped to the surface of the display windows or customer doors at any time. e merchant’s storefront, including glass, doors, signs, base molding, awnings and any surface of the storefronts, must be kept clean and in good repair at all times. Merchant will, at its sole cost and expense, maintain, repair and replace any broken, damaged, cracked or vandalized storefront materials within a reasonable period of time. Corrective action must be initiated no later than fi een days a er notification by property management.
Store Interior. Where storefronts occur, from the Lease Line extending 4’-0” into the store interior constitutes the Display Zone. Special lighting and/or design criteria may be imposed by the Landlord in this area to ensure the highest level of quality storefront display. All windows in a Tenant’s premises must be maintained at all times with brightly illuminated and professionally trimmed merchandise displays. Lighting levels within the window Display Zone shall be sufficient to overcome the daylight glare of the storefront glazing. e landlord reserves the right to dictate a er hours lighting levels within the Display Zone. e use of flashing lights or neon of any kind is prohibited. No permanent signs or advertising may be placed within the merchant’s premises without the prior written consent of property management. In conditions where a tenant may request more wall space for internal merchandising than their premises can accommodate, the landlord will only consider the highest degree of creative design proposals which thoughtfully integrate the additional wall space where used as dimensional display to the exterior. e use of a solid wall shall only be considered where it is small enough to allow visibility beyond (above, around, etc.) into the tenant space, or if serving as the backdrop to a creatively merchandised as a unique and dynamic display area. Graphics or walls shall be a minimum of 4’-0” behind the storefront. Window display graphics or walls shall be a maximum of 8’-0” in width and shall have a minimum of 4’-0” clear space between adjacent display walls/panels.
Merchandising within the display zone shall NOT be a part of general inventory or displayed using general inventory shelving. A platform within the 4’-0” display zone may be used, but may not exceed 30” in height. Dropped ceiling tiles shall NOT be permitted within the Display Zone. Digital or electronic displays are prohibited within the Display Zone. No illuminated or mechanical signage or displays are permitted within view of the public without the prior written consent of property management. e street #/address signage (as required by code) shall be well integrated within the storefront design and other storefront signage. Merely applying a numbered sticker in a random location will NOT be approved. Pennants, banners or any other advertising shall not be suspended from the ceiling or interior walls within four feet of the store lease line. e use of balloons as promotional aids is permitted only with the prior approval from property management. Merchant shall not maintain nor permit to be maintained within the premises any vending machines of any nature or video games of any nature except as permitted by the merchant’s lease. Merchant’s shall not store, display, sell or distribute any dangerous material, flammable materials, explosives, or weapons in or about the premises, or conduct any unsafe activities. Merchant must, at its sole cost, install and maintain fire extinguishing apparatus and fire suppression/alarm systems as required by local regulations and the insurance underwriters. Merchant has agreed, per merchant’s lease, to routinely inspect such equipment as necessary. VESTIBULES AND DOORS No merchandise, signage, or displays are to be placed outside of the store at any time without prior written consent of property management. Merchant must, at its sole expense, keep vestibules and other entry/exit areas clean and free of all dirt, rubbish, merchandise, displays and hazards of any nature. Merchant must also, at its sole expense, ensure that all light bulbs servicing the store are lit.
Common Area. SOLICITING e center has a No Soliciting Policy. It is prohibited to approach customers outside of your leased premises or call to them as they pass by. is applies to our retailers as well as individuals not associated with any business operating at the property. Should you observe individuals soliciting on the property, please contact property management.
LEASE LINES Placing items outside of your premises is prohibited, unless otherwise stipulated in your lease or with prior written consent from property management. If your store is interested in conducting an outdoor promotion, you must submit your request in writing to property management. Merchants are not permitted to place their own sign holder, a-frame or sandwich board outside of their store, unless pre-approved by property management.
DELIVERIES AND STOREFRONT/REAR DOORS Deliveries should be scheduled during non-peak business hours. Premises requiring front door deliveries should make arrangements to have this completed prior to 9:00AM. Front and rear doors must not be le propped open at any time, except when receiving or making deliveries. In addition to a positive presentation, this standard is consistent with good security practices and it also reflects an energy conscious attitude.
Restaurants.
GREASE TRAPS AND KITCHEN SEWER LINES Your lease will control the frequency with which you must clean your grease trap, if it is specified. Otherwise, you must clean out your grease trap with sufficient frequency to ensure that it continues to operate properly. While bi-monthly cleanings are typically sufficient for a properly sized and maintained grease trap, your frequency may be different.
EXHAUST FANS Regular maintenance and cleaning of your kitchen hood exhaust system is a primary defense against fire hazards. ese systems should be cleaned regularly (check local requirements as well as manufacturer recommendations for frequency). During cleaning and maintenance service, an inspection of the roof adjacent to your exhaust fan should be done to ensure that grease is not spilling onto the roof membrane causing damage to the roof. In the event of a grease spill, contact the property manager for proper cleaning procedures to prevent further damage to the roof membrane.
EXTERIOR CAFÉ AREAS If a tenant is planning on an outdoor café area, the design must be submitted with the overall design submission package for Landlord approval. All café areas must conform to local building codes and must be reviewed and approved by the landlord in order to assure that the design and quality of the furnishings is consistent with the quality and design of the overall project.
Restaurants.
CAFÉ AREAS GENERAL REQUIREMENTS Use of any Cafe Area must be specifically provided for in tenant’s lease. If not currently approved, Tenant must request and be approved by Leasing for a Lease modification to allow a café area. e tenant must submit a Design Submission Package for Café Area to the landlord for review and approval. is package must contain a complete set of scalable and dimensioned plans and elevations showing all of the following: • e outline of the lease approved outdoor area. • e exact location of all furniture and fixtures scaled accurately. • e total number of chairs and tables. • e location of a minimum 5’ wide pedestrian walk path in a location appropriate for the sidewalk design of the property. • Any and all planting/landscape elements. • Shop drawings for cafe railings, shade structures or related construction including attachment details if required. • Catalog cut sheets of all furnishings and fixtures. • Material samples including but not limited to: wood, fabrics, metals etc. • Landlord approval does not constitute approval by the authority having jurisdiction. All permitting requirements are the responsibility of the tenant. Product advertisements shall not be permitted on awnings, umbrellas or any part of the tenant’s FF&E. Tenant café railing, furniture, fixtures or other tenant items found in the Common Areas outside the approved café area including but not limited to corridors, loading docks, trash enclosures are subject to removal and disposal by the landlord without notice. Service stations and bus stations are not permitted within the Cafe Area. Altering the configuration of the cafe, the number of tables, chairs and/or any of the cafe fixtures and furnishings in conflict with lease agreement or a er the landlord has reviewed and approved the plans is not permitted. All furnishings and fixtures shall be maintained to the highest levels of appearance and functionality. e Cafe Season is determined by the landlord. Tenant shall be responsible for removal and off-site storage of all cafe FF&E.
Restaurants.
CAFÉ ENCLOSURE All enclosure devices shall be decorative in nature and consistent with the overall design theme of the project. Design of boundary enclosure shall be as minimal as possible to reduce the barrier between the cafe space and the sidewalk. Tenant shall be responsible for the repair of any damages to the sidewalk or building. At no time shall any tenant enclosure, planter or other item encroach into the landlord’s clear sidewalk area, impacting travel of pedestrians. All enclosures shall be constructed of durable, finished, exterior grade materials as defined in the storefront section of this Criteria document. Rope/nylon stanchions, chain-link, cyclone fencing, plastic, vinyl, nylon or similar appurtenances are not permitted. Retractable belt stanchions and temporary enclosures will not be accepted. Tenant identification signage will not be permitted as a component of the cafe enclosure system. Railings: • Must be mounted but removable for off-site storage by tenant during landlord-defined Off-Season Periods. • Upon receipt of landlord-approved cafe layout plan and specifications from Tenant, Landlord shall install recessed sleeve within flooring material at Tenant’s expense. • Maximum railing height shall be 30”. • Acceptable materials include decorative wrought iron, aluminum, steel, or similar durable materials. Wood construction must be of a dark color, either painted or stained. Aluminum must be heavy-grade and all joints welded and ground. Planters:
Restaurants.
• Must be integrated with other elements and materials to provide a continuous enclosure, especially at the street edge. ese shall be substantial enough to ensure they will not be easily moved, and shall not exceed 30” in height. • Shall be filled with the appropriate level of quality and type of living plant material, and shall be maintained daily by Tenant • All plantings/landscape elements shall be submitted as part of the design review process. • Maximum planter height shall be 36” above the level of the sidewalk (not including plants contained therein).
CAFE FURNISHINGS: e design of the cafe furnishings shall reflect the overall design intent of the restaurant and is consistent with the overall project image. Furnishings shall be constructed and finished to withstand heavy commercial use. Items such as menu easels, maître-d stands must be shown on the plans. Tables and Chairs: • Plastic tables and chairs are not acceptable. • Seating should not be fixed in permanent locations. No permanent attachments or fastening to the sidewalk/hardscape are permitted. Umbrellas and Shade Structures: • Any fabric shade structures shall be of a durable canvas or other high-quality material. • e Landlord encourages the use of appropriate color and patterning integrated into umbrella fabric. •All proposed colors and patterning shall be part of the overall design aesthetic for the restaurant, as well as being consistent with the overall project image. • e exposed structural members and fastening components must be architecturally integrated with the tenant’s storefront and landlord’s façade, and any metals must utilize a powder coated paint finish. • Any signage or graphics incorporated into umbrella or awning designs shall be limited to Tenant trade name and logo in a single color no more than three times per umbrella. Letters may be no more than 6” high. • Any replacement components must match the design and quality of what was originally-approved. • Umbrellas cannot be placed in locations that will obstruct the visibility of adjacent tenant spaces. Heaters/Fans: • Floor mounted (but not attached), seasonally installed outdoor heaters are encouraged to extend use of exterior space. • All functional fixtures (heaters, lighting, etc.) shall be designed in a way that contributes to the overall design theme of the project. • Outdoor heaters must be metallic finish, UL approved and placed and operated in accordance with local fire ordinance. • Fuel type must be noted on the plans. Lighting: Tenant is encouraged to utilize creative use of lanterns, tivoli lighting, low voltage wire systems etc. Audio: Outdoor music and/or paging systems will not be permitted without approval in advance from landlord.
Restaurants.
General Maintenance. Each merchant, at their own expense, must repair and maintain every part of their premises, including storefronts, vestibules, utility meters, pipes and conduits, plumbing fixtures, lighting fixtures, light bulbs, interior air duct and HVAC systems, storefront signs, locks, window frames, doors, floor coverings, fire alarm & sprinklers and any other fixtures or items within the store or exclusively serving the premises. TRASH PROGRAM All trash should be transported to the appropriate receptacles in an enclosed rolling container. Please do not carry or drag bags of trash to the dumpsters. is helps to prevent spills, which ensures a clean environment. All cardboard must be completely flattened prior to being placed in the recycling dumpsters. e following items may not be placed in the recycling receptacles: trash, wax cardboard, cardboard with food on it, plastic bags, wood pallets and grease. If the recycling bins are contaminated with any of these or other trash items, there will be an additional charge for the disposal of these items which will be passed onto the merchant. Please notify property management of any full/overflowing trash or recycling containers so we can assess and track each building’s needs and assess the need for any changes. If you notice that your dumpsters are full, do not place trash on the ground within the dumpster enclosure – retain the trash within your premises, as stated in your lease, until the containers are emptied. Bulk trash shall not be stored outside of the premises at any time; this includes wooden pallets and plastic storage/shipment bins. It is
encouraged to have bulk pick-ups scheduled for days when shipments of merchandise arrive so that bulk debris items do not linger at the rear of your space. Merchants shall not dispose of any materials in any of the storm drains as it pollutes the water system and can result in a fine. To prevent unsightly stains from forming between the restaurant and the trash/recycling bins, it is recommended that wet trash be double bagged. PEST CONTROL Merchants are required by lease to utilize a pest control service to maintain a pest-free environment for their premises. LEAKS HVAC units may at times be the source of roof leaks. It is the merchant’s responsibility to make repairs to the HVAC units. If you notice any leaks in your store, please contact property management and we will send someone to investigate. e problem will be analyzed and you will be advised if it is your responsibility. If the leak is found to not be your responsibility, property management will take every step necessary to see that it is promptly repaired. All plumbing repairs needed for fixtures that exclusively serve the store’s premises are the responsibility of the merchant. is includes leaks from toilets, sinks, water heaters, etc.
Accident & Fire Prevention Tips. Many accidents can be prevented by using some forethought and common sense. A few basic tips are listed below on how to keep your business more risk free. • Dispose of obsolete or unused flammable materials, fixtures, displays, etc. • Store all items away from electrical boxes, heaters, air handling units, or hot water heaters. • Keep exits, stairways and aisle ways clear at all times. • Maintain at least an 18” (or as required by law) clearance below sprinkler heads with any item. • Keep any flammable cleaning materials, waxes, etc. in a closed metal container at all times. • Keep good housekeeping rules, eliminating dust, trash or debris that may accumulate anywhere in your premises. • Do not overload electrical circuits with extension cords or socket multipliers. • Check for any nonstandard wiring within your store. Check for frayed wiring on all appliances. • Make sure electrically operated equipment is properly grounded. • Do not stock merchandise too high either in stock rooms or on the sales floor. • Do not mix cleaning solutions at any time. • Loose or rickety shelving should be repaired or discarded. • Use only solidly built step stools or ladders, not display units or chairs.
Lease Violations. Property management will monitor merchants for certain violations of their lease. Some of the violations are as follows: • Signage • Distribution of Circulars, Flyers, Handbills, etc. • Operating Hours • Common Area • Parking • Employee Parking
• Safety • Receiving/Loading Areas • Excessive Noise • Lease Line Violations • Trash, Food Waste, Cardboard • Storage
Sustainability. Federal is committed to sustainability at the property level and believe that these business practices are good not only for the environment, but also create positive financial results. e following information contained in this section show our recommendations to tenants to help achieve more sustainable best business practices. GO DIGITAL Offer the option to email a receipt. Use social media to promote sales to avoid sending direct mail. PLASTIC BAGS Consider using compostable bags or a reusable bag with the store’s logo. ENERGY Use LED bulbs. Minimize electric use. For additional information to become sustainable visit LEED at https://www.usgbc.org/leed
Miscellaneous. RESOURCE ENERGY EMS has been contracted to bill retailers for their electricity and/or water/sewer usage. EMS will invoice each merchant on a monthly basis. If you have any questions, please contact EMS. e contact number for EMS is located on your invoice. ON SITE STORAGE OPPORTUNITIES Storage spaces may be available for lease. Merchants interested in leasing storage space should contact Specialty Leasing at the number provided in this handbook.
Employee Parking. Customers are our lifeblood and without them our businesses cannot exist. A major aspect that customers consider in making a decision where to shop is the ease of parking. Employee parking is clearly marked in the parking lot with yellow lines or as otherwise designated by property management. All employees are required to park in the designated spaces to ensure that our customers are not inconvenienced when shopping at our center. Being that the center is in close proximity to UVA and John Paul Jones arena, off-site event parking is of concern. e center is private property and the parking lots are available to customers and employees only. During UVA games/events and John Paul Jones Arena events, the parking lot will be monitored by a private security company for illegal parking. If a vehicle is found to be parked on the lot illegally, it will be towed at owner’s risk and expense. *Please refer to this map that identifies all employee parking locations in the center.
General Information.
INCLEMENT WEATHER POLICY e center will not close due to inclement weather as long as we are able to maintain a reasonably safe environment. Any decision as to store closings, closing businesses early or opening late, and the impact that it may have on a store’s employees, customers, or business shall be le up to the individual owner of each business. As long as severe weather prevails, common sense should dictate your actions as to whether you feel it is safe enough to open or close at any particular time. CRIME Please report any suspicious incidents, crimes and/or suspected criminal activity, no matter how small or o en to the Police and then to property management immediately. You may also need to complete any required paperwork that your individual company requires depending on the type of incident. If you need the Police Department in an Emergency dial 911. Non-Emergency dial 434-970-3280 LEAKING SPRINKLER HEAD Due to the great amount of pressure behind a sprinkler head, and the need to maintain the sprinkler system in good order and repair, any leak must be considered a priority. Contact the property manager immediately at 434-227-5170. For safety reasons, if a leak is seen at a sprinkler head, leave the area immediately a er notifying property management. PLUMBING CONCERNS Plumbing line responsibility for each location includes the entire line until it reaches the mainline. Most of the time there will be several hundred feet. If a problem occurs, check with your neighbor. If they do not have a problem, then more than likely it is localized to your store. Please contact your plumber for repair. If more than one store is affected, immediately contact property management to address the problem POWER OUTAGE In the event of a power outage, check the stores located near you to determine if it is a “center” outage or only a “store” outage. Please contact the power company immediately and notify property management as soon as possible. Proper precautions should be taken in the event of a power outage. In the majority of cases, power will resume full operation in a few minutes. If the outage should continue, it may be necessary to evacuate and secure the store.
USE AND CARE OF PREMISES Merchants must conduct their business on the premises in a dignified manner and in accordance with high standards of store operations. Merchants shall not use, nor permit the premises to be used, for any purpose other than as specified within the merchant’s lease and shall not use or permit the premises to be used in any way which will injure the reputation of the center. Merchants shall not permit the premises to be occupied in whole or in part by any other person, except as permitted under the merchant’s lease. CONSTRUCTION/REMODEL Merchants must contact Federal Realty Investment Trust and obtain approval prior to commencement of any construction, remodeling, or major repairs. EMPLOYEE CONDUCT All employees shall conduct themselves in a professional and businesslike manner at all times while on the premises. ROOF ACCESS A major source of leaks at any facility is from persons working on and accessing the roof area. For building security reasons, we request that merchants contact property management and obtain approval before they or their contractors access the roof. e cost of repairing damage caused to center roof/equipment or other merchant’s equipment will be charged back to the merchant whose contractor caused the damage. All roof access MUST be scheduled with property management at least 24 hours in advance to include during normal business hours Monday-Friday 7am-5pm. Contractors are not able to gain access to the roof during the weekend. PHONE/ELECTRIC/SPRINKLER ROOM ACCESS Should you need access to phone/electrical/sprinkler rooms or other common area rooms, please contact property management. STORE EMERGENCY CONTACT Property management keeps emergency contact information of store management personnel in the event that it would become necessary to contact you a er operating hours. While every effort is made to keep our contact records current, it is your responsibility to notify property management with any personnel or contact number changes. e enclosed form may be used to communicate any necessary updates or contact property management.
General Information.
Marketing Tools. Barracks Road has many marketing programs designed to assist you in the promotion of your business. is package has been prepared to identify selling opportunities and promotional advantages available to the merchants of Barracks Road. Please take time to review this with your district manager and corporate support teams. We encourage you to keep this on hand and participate in those programs that will best benefit your business. Please contact Sarah North to discuss these programs, as well as new opportunities you wish to bring to our attention.
CONTACT INFORMATION Barracks Road Marketing Department 1117 Emmet Street Charlottesville, VA 22903 (Located between Five Guys and Panera) Sarah North, Director of Marketing (434) 227-5174 • snorth@federalrealty.com SOCIAL MEDIA Facebook @Barracks Road Twitter @BarracksRoad Instagram @barracksroad Eblasts Barracks Road Shopping Center has a clean and active list of over 5,000 email addresses. Eblasts are sent out periodically at least once a month. e people on these social media platforms are Barracks Road customers who love to dine, shop and play at Barracks Road. rough the Barracks Road Facebook page and Twitter feed, merchants have the opportunity to list a special sale, event or incentive for these fans and customers. If you would like to list a sale, event or incentive via social media, please email all details to Sarah North at snorth@federalrealty.com. BRANDING OPPORTUNITIES A calendar of events and advertising flight plan for Barracks Road Shopping Center is established to coincide with specific shopping periods, holidays, and community efforts. e following programs are available exclusively to merchants at Barracks Road. PROMOTIONS/EVENTS Promotions/events will be organized throughout the year in an effort to provide a community service or entertainment component, as well as drive customers to the center. Merchants are encouraged to capitalize on this additional traffic via outdoor vending, coupon distribution, sponsorship of programs/activities or in-store promotional offers to coincide with these events. Please note - final approval for participation/activity is at the sole discretion of the marketing department.
COMMON AREA USAGE & FACILITY EQUIPMENT REQUESTS Barracks Road offers an outdoor setting to host a variety of high-profile events. It is our goal to work with you to create high quality events and programs that not only parallel Barracks Road’s brand, but match your company objectives. Should you wish to host an event in the common area (any area outside your lease line), you must acquire prior approval by property management and are required to work directly with the marketing department. Requirements to host a program or event in the common area at Barracks Road: • A written overview of your event must be submitted at least 4 weeks in advance and should include the name of the event, purpose, date, time, number of attendees, desired location for setup and overall description of the planned activities. • Food and alcohol to be served must be provided by a restaurant at Barracks Road. • Shopping Center and all City of Charlottesville permits must be obtained and provided to the Management Office for record. • A signed Event License Agreement, including a certificate of insurance listing Federal Realty Investment Trust as an additional insured, must be executed with Federal Realty and received 2 weeks prior to the event. • Merchants may be responsible for obtaining property security coverage if deemed necessary by property management. Cross Promotional Opportunities Barracks Road Shopping Center encourages retailers and restaurants to host in-store events. In-store events are most successful when cross promotion occurs between two or more retailers. e marketing department is available to assist with your cross-promotional efforts. All requests MUST to be submitted to Sarah North Barracks Road Marketing Director by email at snorth@federalrealty.com at least 4 weeks in advance of your event date(s).
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BARRACKS ROAD WEBSITE Barracks Road’s website, www.barracksroad.com, offers a wealth of information to customers, including directions, store listings, phone numbers, gi ideas, Barracks Road programs, store events, and leasing information. Merchants are encouraged to utilize the Barracks Road website on a daily basis to keep abreast of the numerous events and programs taking place throughout the property. It is important that we receive merchant logo alterations, store description updates and in-store event details as soon as possible so that our website can remain an accurate resource to the public. As soon as you learn about your special promotions and or events, please email all details to Sarah North at snorth@federalrealty.com. We will assist you with getting the word out through our numerous marketing channels. Requirements to be featured on the Barracks Road Website: • Email your store updates, event information and employment opportunities directly to Sarah North at snorth@federalrealty.com. • Event news and information will be posted within 3 business days of receipt. MERCHANT E-NEWSLETTER & DELIVEREIES e Barracks Road Merchant e-Newsletter is a quarterly newsletter produced by the Management Team specifically for Barracks Road merchants. is newsletter is emailed to all merchants and includes events, marketing opportunities, operational updates, merchant annoucements, and articles of interest. Requirements to be included in the Barracks Road Merchant e-Newsletter: • Merchants may submit one article (or offer) per e-newsletter. • Email the flyer/coupon/article to Sarah North at snorth@federalrealty.com. • is is a free service to all merchants of Barracks Road.
Marketing Tools. DIRECTORIES Hand-held Barracks Road directories are available to all Barracks Road merchants for placement on cash counters in lots of 100. e directories are also displayed in over 90 Hotels, Bed & Breakfasts, Wineries and Tourist destinations through VA Welcome. Directories serve as a valuable resource in their ability to educate each store’s customers on the wealth of services and products available throughout Barracks Road. Offering this added information demonstrates quality customer service and attention. Directories are readily available at the Barracks Road Management Office for your convenience. If you are interested in placing an ad within the Barracks Road directories, please contact Sarah North at (434) 227-5174 or at snorth@federalrealty.com. WINDOW DISPLAYS When available, Barracks Road offers its merchants the opportunity to utilize vacant storefronts to create window displays. Available windows can be utilized to feature new product lines or collections, promote in-store events, sales, or simply create brand awareness. Window displays can create significant brand awareness for participating retailers. Availability is on a first come basis. Requirements to utilize store windows: • Contact Sarah North to add your store to the waiting list: (434) 227-5174 or snorth@federalrealty.com. • All window display items or signage must be approved by the marketing department before installation. A signed License Agreement, including a certificate of insurance listing Federal Realty Investment Trust as an additional insured, must be executed with Federal Realty and received prior to installation.
EVENT GIFT BAGS Barracks Road provides gi bags to attendees at a number of Barracks Road events as well as to tour groups and off property events. Merchants may include products or collateral in these gi bags as a way to build awareness and drive traffic back to your business. If you are interested in providing items for event gi bags or gi bags for these programs, please contact Sarah North (434) 977-9234 or at snorth@federalrealty.com.
MERCHANT MEETINGS Merchant meetings are held annually. Store managers, district & regional managers and sales associates are encouraged to attend. ese meetings typically occur during business hours and cover multiple topics such as marketing and promotional opportunities, updates on Barracks Road events, leasing, operations, security, useful retail/sales information and guest speakers. ese meetings are also a valuable time to network with your fellow store managers. Please contact Sarah North at (434) 227-5174 or snorth@federalrealty.com to host a meeting or to attend. Requirements to host a merchant meeting in your store / restaurant: • Contact Sarah North to add your store to waiting list. • Provide meeting area (seating only) for approximately 35 guests. • Provide light appetizers and refreshments. PUBLIC RELATIONS Barracks Road regularly provides the local media with media releases to promote special events, sales promotions and community programs. We also provide press releases to announce new store openings, relocations and stories of interest. We want to work with your store to help promote anything that is positive and newsworthy. If you would like to discuss how you can maximize your PR efforts, please contact Sarah North at (434) 227-5174 or snorth@federalrealty.com.
Sales Reports. Although the term “gross sales” is defined in your lease, the term generally includes all monies received for merchandise sold or service rendered from your store. It is required to report gross sales to Federal Realty monthly or in accordance with your lease. ese reports are due within 15 days a er the end of each month unless otherwise stipulated in the lease agreement. Annually, merchants are required to submit a sworn statement that states the annual gross sales in a month-to-month detailed report. Any exclusion from your sales that are provided for in the lease should be itemized in reasonable detail on your statements. is annual summary report is due within 30 days a er the lease year-end, unless otherwise stipulated. Sales reports are used to determine the percentage rent factor and to assist in the marketing program for the center. If you have any questions, please contact: Federal Realty Investment Trust Attn: Sylvia Korzan - Senior Sales Analyst 1626 East Jefferson Street Rockville, MD 20852-4041
Phone: (301) 998-8261 Fax: (301) 998-3719 Email: salesreporting@federalrealty.com
* e following form is to be used for sales reporting: MONTHLY GROSS SALES REPORT Please mail to: Federal Realty Investment Trust Attn: Sylvia Korzan - Senior Sales Analyst 1626 East Jefferson Street Rockville, MD 20852-4041
Phone: (301) 998-8261 Fax: (301) 998-3719 Email: salesreporting@federalrealty.com
Tenant Name Shopping Center Date I hereby certify that, to the best of my knowledge, gross sales as defined in the Lease for the above location are as follows: Month Sales Amount Signature Name And Title (Print) Phone # Email
Contact Information. Business Name: Business Address: Business Phone Number: Business Fax Number: Emergency A er Hours Contact Number: Store Management/Owner Contact Name & Phone Number: Store Management/Owner E-Mail address: Website: http:// Store Hours: CORPORATE OFFICE CONTACTS Operations Name: Phone: Email: Fax: Address: Marketing Name: Phone: Email: Fax: Address: Accounting Name: Phone: Email: Fax: Address:
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