1.Introduction
The Legislative Assembly building has two rooms that are available for use by external organisations (including ACT Government Directorates and other Territory agencies) and individuals, when not being used for parliamentary or government functions. These rules have been established to assist external organisations or individuals when booking areas within the Assembly building.
2.Acceptable purposes for use of facilities
The reception room and exhibition area are available for community and other events including public meetings, program launches, arts and other exhibitions, as well as certain charity events. Assembly rooms are not available for overseas countries to hold their national day celebrations, nor are they available for political, protest rallies or functions for electioneering purposes.
No protest material or advertising signs that are commercial in nature may be brought into the Assembly precincts or building at any time.
Additionally, campaign style material such as, but not limited to, brochures with members’ photographs, or anything with a party logo or similar materials are prohibited from the rooms.
Monetary transactions
Cash transactions including ticket sales, registration fees, membership fees, donations, sale of goods and services, raffles or auctions are not permitted within the Assembly precincts and building.
Unencumbered donations to charities are permitted. Exhibitions cannot appear to be attempting to contribute to a current Assembly debate, be overtly political in nature, seek funding or display goods for sale.
3.Approval process
The Speaker or delegate will approve the use of rooms by external organisations. Approval for the use of areas within the Legislative Assembly for non-parliamentary functions will be granted only if the function:
- is consistent with the dignity and the role of the Legislative Assembly; and
- will not cause offence to any significant section within the ACT community.
When booking the Assembly’s reception room and/or exhibition area, external organisations and individuals must complete the Room Booking Application Form. All applications for the use of the rooms should be made to the Speaker through the Principal Attendant as directed on the room booking application form. Bookings that have been accepted by the Speaker are always subject to change by priority users, however every effort will be made to identify alternative venues in the building or times acceptable to the user.
The Speaker reserves the right to determine that an event is not suitable to be held within the Legislative Assembly building and reserves the right to refuse access to any group or individual.
These areas shall be available for use based on the following priority listing:
- Speaker (for formal or ceremonial functions)
- Chief Minister, ministers and non-executive members
- External organisations and individuals.
Categories of external organisations granted permission to use Assembly facilities
Where permission is granted for external organisations or individuals that are not “Territory entities” to use Assembly facilities, it is in the form of a “license” granted by the Speaker (or delegate). These organisations or individuals are referred to in this document as the “Licensee”.
Because the Assembly, as a Territory entity, cannot grant a license to an external organisation or individual that is also a “Territory entity”, such organisations or individuals are referred to in this document as the “Territory User”.
4.Conduct of events
The person or organisation booking the room (i.e. the Licensee or Territory User), shall conduct the function in an orderly manner, in accordance with relevant laws and in compliance with instructions issued by relevant Assembly staff. The Licensee or Territory User shall nominate a person who will be responsible and held liable for the conduct of those attending the function. The nominated person should make themselves known to the Attendant at the time the room is being used.
It is also a requirement when booking a room that the Licensee or Territory User agrees to comply with the Assembly’s waste management arrangements and the cleaning and maintenance provisions as set out in sections 5.7–5.11 of the Licence Agreement.
It is the responsibility of the Licensee or Territory User to ensure all used items are cleaned at the conclusion of the function using the on-site dishwasher.
Attaching objects to walls is not permitted.
5.Charges for external organisations or individuals
Under the Legislative Assembly (Precincts) Act 1994, the Speaker may determine fees to be charged for the use of the Assembly precincts. Currently those fees are:
Reception Room Registered charity* or local community group
$100.00 for 3 hours or part thereof
$150.00 per day
Reception Room – any other individual or group
$200.00 for 3 hours or part thereof
$300.00 per day
Exhibition Room$100.00 per day
*Charities will be required to provide proof of registration on application.
Under these rules, the Speaker has determined that the charges to applied to “Territory Users” are those that would apply to Licensees who are commercial entities.
When completing the Room booking application form, applicants should include set up and clean up times. If set up is required the night before, applicants may be charged for that period.
External organisations and individuals (but not Territory Users) using the building will also be required to enter into a licence agreement with the Territory and the conditions of use for the areas are set out in that licence agreement.
Equipment charges
The charges below shall apply for the use of the following equipment.
| Catering equipment | Cost |
|---|---|
| Water jugs/crockery and glasses package (<50 people) | $25.00 |
| Water jugs/crockery and glasses package (>50 people) | $50.00 |
| Tables dressed (including dry cleaning) | $25.00 per cloth |
Exhibition hooks and wires are available for use by groups using the exhibition room. Provided that all hooks and wires are returned after the exhibition, they will be supplied at no cost but failure to remove and return these items will incur a charge of $10.00 per hook and $5.00 per wire which will be included in room hire charges.
Security costs and bond
The Legislative Assembly will require security staff to be in attendance during functions held out of business hours (business hours are between 8:30am–5pm, Monday to Friday). External organisations and individuals will be required to cover the additional cost of providing security during the period of the function and will be charged at the following rates:
Monday–Friday $100.00 Attendants’ fee plus $100.00 per hour
Security fees will not apply out of hours while the Assembly is sitting/in session.
External organisations and individuals may also be required to pay a bond to be retained to cover any potential costs incurred as a result of the function (see Schedule of Licence Agreement).
7.Room capacity
The following area capacities have been determined by the ACT Fire Service and must be adhered to for health and safety reasons.
| Room/area | Number of people (standing) | Number of people (seated—without tables) | Number of people (seated—with tables) |
|---|---|---|---|
| Reception room | 110 | 80 | 40 |
| Exhibition area | 60 | 40 | N/A |
8.Length of bookings
The reception room and exhibition areas may only be booked for the following maximum periods:
Meetings–one day;
Conferences–three days;
and Art exhibitions–two weeks.
9.Catering and alcohol
Limited kitchen facilities are available for use by external organisations and individuals. The Assembly does not provide food and beverage catering services. Licensees are responsible for organising catering services. If alcohol is to be served at a function and is provided by the Licensee themselves and not by a third party (e.g. commercial caterer), no specific extra permit is required for service of this alcohol.
If the alcohol is to be supplied by a third party, they will need specific written permission from the Speaker or delegate to apply for a non-commercial liquor permit and the Licensee will need to seek this permission on their behalf. Alcohol cannot be sold (e.g. to guests at a function) within the Assembly precincts.
10.Smoking
The Legislative Assembly is a smoke-free building and smoking is not permitted within 15 metres of the building.
11.Insurance
The Licensee must provide a copy of their public liability insurance currency certificate at the time of booking.
12.Cancellation policy
At least 24 hours’ notice should be given for the cancellation of a booking. If adequate notice is not given for the cancellation of an after-hours booking, a minimum of three hours of security costs may be levied on the external organisation or individual.
13.Authority of Attendants
The Office of the Legislative Assembly Attendants are responsible for the safe and secure operation of the building. Any request made by an Attendant, including during an emergency, should be followed to ensure the safety of all building occupants.