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The Assembly Commission met this afternoon to discuss the criteria upon which events may be organised at Parliament Buildings.

The Commission agreed the following:

鈥� That officials bring forward a paper on the establishment of a Good Relations Working Group;

鈥� That the remit of a Good Relations Working Group would include a review of the policy on events at Parliament Buildings; and

鈥� That pending consideration of any recommendations arising from the work of that Working Group interim criteria will be applied for the organisation and sponsorship of events at Parliament Buildings.

The interim criteria are attached.
INTERIM * CRITERIA FOR EVENTS AT PARLIAMENT BUILDINGS

* pending recommendations to be drawn up by a Good Relations Working Group to be established following further consideration by the Assembly Commission.

Note: These criteria relate to events only 鈥� they do not relate to the sponsorship of tours of Parliament Buildings, lunches or dinners for fewer than ten guests, nor to visits under the auspices of the Assembly鈥檚 Education Programme, all of which may be sponsored by an individual MLA or the Speaker.

The Assembly Commission has defined its purpose as being 鈥渢o support the Assembly and its Members in their role as elected representatives and legislators, and to facilitate engagement between the Assembly and the public.鈥�

Events at Parliament Buildings and its grounds are to be aligned with the Assembly Commission鈥檚 Vision of 鈥渁n Assembly that strengthens democracy and engages the people in creating a better future for all鈥�.

All events and exhibitions must either be sponsored by a group of MLAs, the Speaker, or by the Assembly Commission 鈥� depending on the category of event as set out in the remainder of this policy.

Categories of Events and Exhibitions

1. There are five main categories of events to be held at Parliament Buildings, as follows:

鈥� Engagement Events - organised under the Assembly鈥檚 Engagement Strategy (to be developed) and aimed at both the general public and MLAs. Such events will be planned in accordance with the Assembly鈥檚 Good Relations Strategy. Any room within Parliament Buildings may be utilised for these events.

鈥� Educational Events 鈥� organised under the Assembly鈥檚 Education Programme and sponsored by the Speaker. Any room within Parliament Buildings may be utilised for these events.

鈥� Speaker鈥檚 Events 鈥� organised by the Speaker in relation to his role of representing the Assembly to external audiences. Any room within Parliament Buildings may be utilised for these events.

鈥� Members鈥� Events 鈥� organised by MLAs (including Members of the Executive) and aimed at invited members or groups of the general public. These criteria relate to events held in the public spaces within Parliament Buildings, including the Great Hall, Long Gallery, Members鈥� Dining Room, Private Dining Room, Visitors Restaurant and Committee Rooms.

鈥� Party Events 鈥� organised by MLAs from one political party, and held within rooms allocated for their use.

Application and Approval Process

2. The Assembly鈥檚 Events Unit has responsibility for managing the process for application and approval of events. No application for an event will be considered accepted unless all of the relevant eligibility requirements have been met.

3. The specific criteria to be considered in relation to each category of activity are set out below.

Engagement Events

鈥� Events to be organised by the Assembly鈥檚 Engagement Directorate and approved and sponsored by the Assembly Commission. These may include concerts, exhibitions and open days.

鈥� Individual MLAs or groups of MLAs (including Committees) may suggest ideas for Engagement Events for consideration by the Commission.

鈥� In considering proposals the Commission will give due regard to the Assembly鈥檚 Equality and Good Relations policies.

Educational Events

鈥� Events to be organised by the Assembly鈥檚 Education Officers and approved and sponsored by the Speaker. These may include youth debates and workshops.

鈥� Individual MLAs may continue to sponsor visits to Parliament Buildings by school groups and educational organisations.

Speaker鈥檚 Events

鈥� Events to be organised on behalf of the Speaker and approved and sponsored by the Speaker. These may include hosting of visiting Parliamentary and Diplomatic delegations, events in relating to his role as President of the Assembly Business Trust, etc.

Members鈥� Events

鈥� Events organised and sponsored by a group of MLAs, including All-Party Groups, All-Party Assembly Groups or Committees.

鈥� Such events must be sponsored by at least three MLAs, reflecting cross-community support.

鈥� Applications for such events must clearly state the following:

飩� Comprehensive details of the nature and purpose of the event
飩� The intended audience and/or participants
飩� The number of guests to be invited
飩� The location of the event
飩� Whether the press will be invited
飩� The names and signatures of sponsoring MLAs

鈥� At least one of the sponsoring MLAs must attend the event.

鈥� Such events must meet any additional operational terms and conditions agreed by the Assembly Commission for such events (eg display of flags, emblems, insignia; restrictions on fund-raising or commercial activity; no-smoking policy; security, health and safety arrangements; cancellation policy).

Party Events

鈥� Events organised by MLAs from an individual political party and held in rooms allocated for that party鈥檚 use.

鈥� Such events must be private in nature, with an invited guest list and not open to the press in any official capacity.

鈥� Such events must meet any additional operational terms and conditions agreed by the Assembly Commission for such events (e.g. restrictions on fund-raising or commercial activity; no-smoking policy; security, health and safety arrangements).

Notes: The Assembly Commission is the Corporate Body responsible for the provision of, or ensuring the provision of, property, staff and services required for the Assembly鈥檚 purposes.