Sample Site Owner Permission Letter
Below is sample text for a letter from the site owner agreeing to host the plaque. Depending on how familiar the site owner is with IEEE and the IEEE Milestones Program, you may wish to include a cover letter as well. Here is a link to a sample cover letter to the site owner requesting permission and explaining the IEEE Milestones Program.
SAMPLE LETTER OF PERMISSION FROM SITE OWNER ON SITE OWNER'S STATIONERY FOR HOSTING IEEE MILESTONE PLAQUE(S)
Email the completed letter to: ieee-history@ieee.org
IEEE Milestone Program Administrator
IEEE History Center
445 Hoes Lane
Piscataway, NJ 08854 U.S.A.
Re: Site owner permission to place IEEE Milestone plaque commemorating [name of milestone]
Dear IEEE Milestone Administrator,
[SITE OWNER] agrees to host the proposed IEEE Milestone plaque(s) commemorating [NAME OF MILESTONE] and to permit the plaque(s) to be installed at [ADDRESS OF PROPERTY] in a place where the plaque(s) will be viewable by the public. For the plaque(s) to fulfill the requirements of public accessibility, they must be available to, and permitted to be viewed by, the public in a location in, or visible from, a public, non-restricted right-of-way and open to the general public without payment of a fee. A location that restricts access to customers, tenants, or employees generally does not meet the definition of public access. [In cases where visitors to the plaque must be granted access by security or pass through a secured entrance, please provide instructions for obtaining that access and the conditions under which the public will have access.]
[Provide details of plaque installation, placement, number of plaques, and whether there will be plaque(s) in languages other than English.]
The plaque(s), which will be bronze, will be 12 inches x 18 inches, and carry a citation in English, the official language of IEEE, describing the technical achievement being recognized as a milestone. [Additional plaques carrying a translation of the citation into the local language(s) may also be cast if the IEEE Sponsoring organization and the site owner agree. Note here if there will be translated plaques, and -- if so -- in which language(s)]
The cost of installation will be borne by the IEEE organizational unit sponsoring the milestone, and the plaque will remain the property of IEEE. Should the plaque(s) need to be removed for reasons such as building renovation, [SITE OWNER] will notify the IEEE History Center ieee-history@ieee.org so that IEEE can make arrangements for the care of the plaque(s).
IEEE has agreed to indemnify, defend and hold harmless [SITE OWNER], its officers, directors, employees, agents and affiliates from and against all claims and actions arising out of the Milestone plaque, including, expenses, judgments, fines, settlements and other amounts actually and reasonable incurred in connection with any loss or damage arising from the Milestone plaque (“Claim(s)”), subject to the limitations set forth below. Such indemnification does not apply to any claim or expense resulting from the negligence or fault of [SITE OWNER], its officers, directors, employees, agents, affiliates or any third party that is not under the control or supervision of IEEE.
IEEE shall not be responsible for any Claims in which: a. [SITE OWNER] did not act in good faith and in a reasonable manner; b. The actions or conduct of [SITE OWNER] in connection with the Milestone plaque constitute willful misconduct or gross negligence; or c. [SITE OWNER] will or has received payment under a valid and collectible insurance policy or under a valid and enforceable indemnity clause, bylaw or agreement, except where payment under such insurance policy, clause, bylaw or agreement is not sufficient to fully indemnify such Claim, in which case IEEE will be responsible for any shortfall in payment received.
The [SITE OWNER] agrees that in the event of any Claim, it will promptly provide IEEE with written notice of the Claim, and within five business days of the commencement of any legal proceedings relating to the Claim. [SITE OWNER] will provide IEEE with all available information known to [SITE OWNER] Relating to the Claim or action. Except in the case of willful misconduct or gross negligence on behalf of IEEE, indemnification shall not exceed the actual costs paid or incurred by IEEE in connection with the Milestone plaque. In no event shall IEEE be liable for any indirect, incidental, consequential or special damages, including but not limited to loss of profits or revenue, arising out of or related to the Milestone plaque.
Sincerely,
[Site Owner Signature]
