FREQUENTLY ASKED QUESTIONS

Transcription

1 FREQUENTLY ASKED QUESTIONS How can I book an event at the House of Lords? An event organiser has two options available to them when boking events at the House of Lords. They may book a sponsored event or a non-sponsored event. What is a sponsored event at the House of Lords? A sponsored event at the House of Lords is an event where a sitting member of the House of Lords has agreed to host an event on behalf of an organisation. Additionally, sponsored events are hosted from Monday to Saturday. What is a non-sponsored event at the House of Lords? A non-sponsored event at the House of Lords is an event that an organisation has booked directly with the House of Lords Sales and Events office. Non-sponsored events are restricted to being able to host only on Monday s, Thursday s, Friday s and Saturday s. Peers Dining Room and Peers Guest Room Bar are only available to hire for sponsored events. Sponsored events Monday Tuesday Wednesday Non-sponsored events Sponsored events vs Non-sponsored events Thursday Friday Saturday Sunday Yes Yes Yes Yes Yes Yes No Yes No No Yes Yes Yes No What are the basic costs for having an event? All rooms are subject to a room hire fee (facility fee), a minimum catering spend and service charge. The room hire (facility fee) 1 and a minimum catering spend 2 must be met to secure the hire of the room. In addition to the minimum catering spend, there is a 12.5% service charge 3 applied to all food and drink served at your function. 1 The room hire fee will appear as a facility fee on all invoices. The fee is determined by the size of the function space, the type of function and the time slot you wish to occupy. 2 Please note, the minimum catering spend does not include service charge, flowers, tours, printed items or other services. 3 A 12.5% service charge is applied to all food and drink items and is not included in the minimum catering spend of the room you are hiring. Is there wifi at your venue? Yes, the password will be given to you upon your arrival. Look for the network name InternetDirect. The Duty Manager will provide you with the guest password upon arrival. Which type of events can I host? We host the following functions: Breakfast receptions, 08:30-10:00 Breakfast, 08:30-10:00 1

2 Lunch canapé receptions, 12:15-14:30 Lunch, 12:15-14:30 Afternoon tea receptions, 15:30-17:00 Afternoon tea, 15:30-17:00 Evening canapé receptions, 18:30-20:30 Dinner, 19:00-22:30 Which entrance(s) are my guests to use to attend my function? The entrance(s) your guests use will depend on the function room you have hired. Black Rod s Garden Entrance (House of Lords) is used in conjunction with the following function room(s); Home Room and Terrace, Attlee and Reid Room, Cholmondeley Room and Terrace, River Room, Committee Room G. Cromwell Green Entrance (House of Commons) is used for all Peers Dining Room and Peers Guest Room Bar functions. However, please note, if your function has been organised in conjunction with a guided tour of parliament then those guests attending the guided tour must enter at Cromwell Green Entrance, prior to the tour starting (unless special arrangements have been organised with the Guided Tour Office and House of Lords Sales & Events Office). What are the opening and closing times of the entrances? Black Rod s Garden Entrance, 08:00-20:00 Cromwell Green Entrance 08:00-20:00 As an event organiser, what time am I permitted access to the function room on the day of my function? Please see below the times, organisers, are permitted access to their hired function room(s): Breakfast receptions, from 8:00 Breakfast, from 8:00 Lunch canapé receptions, from 11:00 Lunch, from 11:00 Afternoon tea receptions, from 15:00 Afternoon tea, from 15:00 Evening canapé receptions, from 17:30 Dinner, from 17:30 To have access before the times listed above would require approval from the Sales & Events Office. Event organisers are reminded that such an agreement will only be given under special circumstances. What is needed to gain access to a function? 1. Invitations. Any non-parliamentary pass holder (guests, organisers, helpers, photographers), connected to a function are required to have printed invitations (paper or card). Parliamentary pass holders are the exception, but invitations may want to be sent to them as a common courtesy. The invitation must be approved by the House of Lords Sales & Events Office. The invitation template to be used can be found on our website. 2. Guest list. It is the event organisers responsibility to upon arrival, provide a paper copy of their guest list to police at the given entrance. Organisers must also beforehand submit their guest list to parliament s Security Hub no later than 3 working days before their function. Any additions or modifications made after the guest list is submitted must be sent as a revised document, attached to the . securityhub@parliament.uk 2

3 3. Photo Identification. Any non-parliamentary pass holder (guests, organisers, helpers, photographers), connected to a function are required to have photo identification to access a function. Those without photo identification may risk being denied entry. Should an individual not own any photo identification, details must be sent to the parliament Security Hub of said individual and other forms of identification will likely be asked for such as a registered bank card. Parliamentary pass holders do not require additional photo identification as it is already included on their pass. I want to change the date of my event? This is possible; however, cancellation charges may apply. Please see our terms and conditions for further details on cancellation charges. Can I print my own invitations? You may print your own invitations but it must be approved by the House of Lords Sales & Events Office before it goes to print. Please make sure the invitation proof has the correct entrance, date, time and function room(s) before sending for approval. Alternatively we can print invitations for you at cost, please see our website for more details. You must use the invitation template found on our website. Which function rooms are available for hire at the House of Lords? We cater for the following rooms: Cholmondeley Room & Terrace Peers Dining Room (Thursday only) Peers Dining Room and Peers Guest Room Bar (Friday and Saturday only) Attlee and Reid Rooms Home Room and Terrace River Room* Committee Room G* *Please note we do not book events for the River Room and the Committee Room G, we only provide catering for said rooms. If you wish to book functions for either the River Room or Committee Room G, see details below: River Room riverroom@parliament.uk +44 (0) Committee Room G holroombookings@parliament.uk +44 (0) Can I provide my own catering or get catering from a third-party? Under most circumstances, no catering from third-party caterers or food brought from outside our premises is permitted, but there are a few exceptions. Celebratory cakes (such as retirements, birthdays and weddings) are allowed to be brought on to the premises provided forewarning is given to the Sales & Events Office and an indemnity form is signed by the event organiser. Kosher catering is currently provided by 1070 Kitchen. Please contact them directly to organise catering and notify the Sales & Events Office. Please note that the kosher catering costs are not included in the minimum catering charge, so the kosher catering costs will be in addition to the minimum catering charge set by our venue Kitchen natalie@1070kitchen.co.uk

4 Can I supply my own drinks for my function? Event organisers may supply their own drinks for a function, but corkage rates will apply. See the breakdown below: Beer 2.00 per bottle Soft drinks 2.00 per bottle, all sizes White and red wine per bottle, 75cl Champagne/sparkling wine per bottle, 75cl Magnums per bottle Spirits per bottle Event organisers are reminded that they will need to courier their drinks to parliament via CEVA (parliamentary courier service). Arrangements will need to be made with CEVA in advance of your function. osccarrivals@cevalogistics.com +44(0) (option 4) Can I play music at my function? Event organisers may seek approval to play music for their function from Black Rod s Office. Please be reminded music cannot be too amplified or excessive as it may cause disturbance to the running of the House of Lords. Black Rod s Office - Joanne Hendrick hendrickj@parliament.uk +44 (0) Can I take photographs at my function? Photographs are permitted as long as they are for private use. Event organisers will need to complete a photography permit form (included in the menu selection document) for a photography permit to be issued for their function. Can I film at my function? Filming at your function is permitted as long as it is for private use. Event organisers will need to complete a photography permit form (included in the menu selection document) for a photography per mit to be issued for their function. Can I publicise photographs and film taken at my function? Public dissemination of photographs and film taken at your function is not permitted. Any request to do so will be denied. If you require further information, please contact Black Rod s Office, see details below. Black Rod s Office - Joanne Hendrick hendrickj@parliament.uk +44 (0) Can my guests choose from the menu on the day of the function? Under no circumstances is this permitted. Our front-of-house teams and kitchens need to have the set menu choice and dietary requirements at least 8 weeks before your function takes place. The deadline for requesting changes to your catering number or inform us of additional dietary information, is 5 working days before your function. What does final catering number mean? Final catering number refers to the number that will feature on your final invoice. The deadline for changing your catering number is 5 working days before your event (not including day of event). Once the deadline has passed, the catering number becomes your final catering number and you will be obliged to pay for that catering number, even if your catering numbers decrease. 4

5 Are drinks charged on consumption? Any drink that has been poured or opened will be charged for and any drink that has not been opened will not be charged for. Typically event organisers opt for an open bar in which costs are charged to a main account. In the interests of keeping check of what is served at the bar, event organisers can impose a bottle limit. If and when the limit is met our Duty Manager(s) will consult with the event organiser. Can I have a cash bar for my function? A cash var allows guests to purchase their own drinks. Event organisers can opt for a cash bar provided enough forewarning is given to the Sales & Events Office. How do I get printed materials for my function? If you want to order either printed or blank, place cards, menu cards and invitation cards, please House of Lords Print Services. See contact details below. House of Lords Print Services holprintservices@parliament.uk House of Lords Print Services is affiliated with House of Lords Sales & Events. What time should I instruct my guests to arrive? Guests should aim to arrive at the correct entrance no later than 15 minutes before the start of their function. Event organisers are reminded that all guests are subject to airport-style security at both public entrances. I want to have my event materials delivered to parliament in advance of my function, how do I go about doing this? CEVA, our parliamentary courier service will deliver your materials in advance of your function. Event organisers will need to liaise directly with CEVA (please see details below) to organise delivery details. Event materials are screened off-site at an off-site security centre and are then delivered by vehicle to a drop-off point in parliament. CEVA expect to receive event materials at least 3 working days before your function. Please note, all event materials for functions at the House of Lords are to be delivered to drop point 32. CEVA osccarrivals@cevalogistics.com +44(0) (option 4) Can we display promotional items at our function? Third-party organisations can display promotional items at events in the event space they have hired. The display of promotional items are not permitted outside of the hired event room(s). Event organisers are reminded that event materials should be delivered to their event via CEVA (offsite parliamentary courier service). Please liaise directly with CEVA to understand time frames and the logistics of both the delivery and collection to and from parliament. The drop point (and collection point) for event materials is drop point 32.CEVA Logistics40-48 Chase Road, Park Royal, London NW10 6PXT: +44 (0) (option 4)E: osccarrivals@cevalogistics.com 5

6 I want to deliver my own event materials? By vehicle. We strongly advise event organisers to use CEVA Logistics to deliver their event materials, event materials can be delivered by a non-ceva vehicle, provided the vehicle is security screened and cleared at CEVA s off-site centre. CEVA Logistics40-48 Chase Road, Park Royal, London NW10 6PXT: +44 (0) (option 4) E: osccarrivals@cevalogistics.com By person. We strongly advise event organisers to use CEVA Logistics to deliver their event materials, event materials that are lightweight, easy to carry and without any assistance from either House of Lords security or Sales and Events event staff then such materials may be brought in at appropriate public entrance. Event organsiers are reminded, that it is their responsibility to take such items safely to the function room. Event organisers are also reminded that large, bulky items, that cannot be electronically screened at the entrance risk being rejected. If in any doubt we strongly advise that you use CEVA (our parliamentary courier service) to deliver your event materials to parliament. Which drop point will CEVA deliver my event materials to? CEVA are instructed to deliver all event materials to drop point 32. Can I bring event materials through the entrance(s) on the day of my function? Event organisers may bring event materials with them on the day of their function but of course such items should be lightweight, easy to carry and require no assistance from either the Sales & Events Office or security at the entrance(s) to carry to your function. Event organisers are reminded that large, bulky items, that cannot be electronically screened at the entrance risk being rejected. If in any doubt we strongly advise that you use CEVA (parliamentary courier service) to deliver your event materials for your function. Event organisers are also reminded that the security at the public entrances cannot leave their post and so are unable to assist with delivering event materials to a function room. This is also applicable to Sales & Event administration staff and so under any circumstances event organisers should not expect help or assistance in getting event materials through at the entrance(s) and to their function room. Are there parking facilities provided by the House of Lords? Parking facilities are provided for blue badge or disabled permit holders in Royal Court, inside the House of Lords. Applicants must complete a parking application form (found on our website) www. parliament.uk/venue and have it approved by Security Hub in parliament securityhub@parliament.uk. Applicants are also reminded to bring a paper copy of the application form with them to hand to police operations at the vehicle entrance.q-park WestminsterAlternatively there is a car park across the road from Parliament operated by Q-Park Westminster.Q-Park Westminster Great College St, Westminster, London SW1P 3RX T: When do I need to submit my Function Requirement Form to the Sales and Events office? The Function Requirement Form must be returned 8 weeks before your function date. Event organisers have until 5 working days before their function to submit a final catering number as well as final dietary information. When do I need to submit my Booking Form and Contract? The booking form and contract must be returned within 5 working days of booking the function date. 6

7 When should I have speeches at my function? Event organisers will need to work with a Duty Manager to help coordinate the proposed running order but please see below our guidance for speeches at functions. Seated events After the call to be seated is given, generally a welcome speech is given. Speeches are then paused until the starter and main have been served and cleared, at which point the main speeches should be delivered. Dessert, cheeses, tea, coffee and chocolates are then served and any final speeches can be delivered. Receptions A small period of time should be given to allow guests to arrive and settle. After which, a welcoming speech should be given and from this point onwards main speeches can be staggered throughout the duration of the function. Is it possible to have a tour of parliament in conjunction with my function? It is possible for event organisers to have their guests go on a guided tour. However, please note this involves additional costs and depending on the day of the week, the time of day and the business of the house, parts of the building may be restricted or closed. To see what is possible, please liaise with the Guided Tours Office directly (see contact details below). Once the tour is confirmed with the Guided Tours Office, the Accounts Office will need to be notified of the time of the tour, the number of people who are going on a tour, and crucially where the location of both the collection and drop-off point. The costs involved with a guided tour will feature on the final invoice, issued by the Sales and Events Office. Guided tours may also change the entrance at which your guests will enter from so please check prior to sending out invitations to guests. Guided Tours Office eventstours@parliament.uk +44 (0) Sales and Events Office holsalesandevents@parliament.uk +44 (0) Is there a dress code in parliament? There is no official dress code in parliament but we would encourage guests not to wear jeans, hoodies, shorts or trainers. Event organisers are free to determine their own dress code and guests should follow the dress code they set. Can I hold an event without catering? All of our event rooms have a minimum catering spend, that must be met, for use of the room to be secured. However, one can host a committee meeting, with the sponsorship of a peer. Please see contact details below. Committee Rooms Office holroombookings@parliament.uk +44 (0) Do I require a sponsoring peer to host a function at the House of Lords? With the exception of events taking place on Tuesday s and Wednesday s (of any given week) and all Peers Dining Room and Peers Guest Room Bar events, third-party organisations may book a House of Lords function directly with House of Lords Sales and Events. However, when booking directly with the House of Lords Sales and Events Office, event organisers are reminded that third-party organisations are subject to fit and proper checks, using the information submitted via the Event Enquiry Form. Approval must be given to the third-party organisation requesting use of the event room(s) at the House of Lords. Approval will be issued, with a written response, directly from the Sales and Events Office. Third-party organisations are reminded that they still may request to have a function hosted by a sponsoring peer at the House of Lords from Monday to Saturday should they wish to. This process involves an approved Booking Form and Summary Agreement Form (contract) and not the Event Enquiry Form. Please see a summary below for a breakdown.third-party organisations are permitted to book the 7

8 following event room(s) with an approved Event Enquiry Form on Monday s, Thursday s, Friday s and Saturday s: - Cholmondeley Room and Terrace - Attlee and Reid Room - Home Room and Terrace (access to the Terrace only during the months of May, June and July) Third-party organisations are not permitted to book the following event room(s) without a sponsoring peer on Tuesday s and Wednesday s : - Peers Dining Room and Peers Guest Room Bar - Cholmondeley Room and Terrace - Attlee and Reid Room - Home Room and Terrace Will audio visual equipment impact the capacity of the room? The maximum capacity of our event room(s) will in most cases be affected by the addition of audio visual equipment.for example, the projector and screen (available in all our event rooms) are not ceiling-mounted and so will require two tables and cable covers as part of basic setup. Of course this basic setup will take up floor space and therefore capacity may be affected. If you are unsure of any audio visual setup please contact the House of Lords Sales and Events Office for guidance.plasma screens have a slim profile and are freestanding so they offer more flexibility in terms of where they can be situated in our event rooms.the dais (Cholmondeley Room and Terrace only) or any staging will also affect the room layout and therefore may affect the capacity of the room. holsalesandevents@parliament.uk +44 (0) Can I get a reply to my during parliamentary recess periods? Event organisers are reminded that the Sales and Events Office will be closed during some of the parliamentary recess periods that take place throughout the year. In most cases s will be monitored during such periods but with fewer staff, event organisers should expect delays in replies to their s. Please take note of these recess periods when the House of Lords Sales and Events Office will be closed:- Easter (1 week )- Whitsun (1 week)- Summer (5 weeks)- Christmas (2 weeks) How do parliamentary recess periods affect my functions? Event organisers are reminded that the Sales and Events Office will be closed during some of the parliamentary recess periods that take place throughout the year. In most cases s will be monitored during such periods but with fewer staff, event organisers should expect delays in replies to their s. Can we supply a purchase order number? Yes, purchase order numbers must be disclosed on the completed and signed Summary Agreement Form (contract). Can we move our contracted event date and are there fees involved? Contracted events may be postponed for 90 days without incurring a fee, provided written notice is given, 90 days prior to the event date and with relevant monies duly transferred. Any event change request within the 90 days period of your event will be considered a cancellation. Sponsored functionsevent organisers are reminded that contracted events are events that have both a signed Summary Agreement Form (contract) and a signed booking form from a sponsoring peer. Non-sponsored functionsnon-sponsored events require an approved Event Enquiry Form and signed contract to have a 8

9 contracted event with the House of Lords. Approval can only be given from the House of Lords Sales and Events Office.Refer to standard conditions for further details. Is a deposit required prior to my event date? Deposit invoice Event organisers are reminded a deposit (the facility fee/room hire) is required when the completed and signed Summary Agreement Form (contract) is received. The deposit invoice is issued only when the contract is received. Please do not attempt payment until the invoice has been issued. Pre-payment invoiceevent organisers are reminded a pre-payment invoice (minimum catering spend amount) is due within 6 weeks of the function date.more information on invoicing can be found in the standard conditions. When can I expect the final invoice? Event organisers can expect to receive the final invoice within 3 working days after the function has taken place. I want to order gifts for my event from the House of Lords Gift Shop? Provided the House of Lords Gift Shop have enough forewarning about the quantity and choice of gifts you wish to provide at your event, the gift shop deliver the gifts to your function room. To coordinate this please speak directly to the House of Lords Gift Shop and supply them with your event number. House of Lords Gift Shop W: E: holgiftshop@parliament.uk T: +44 (0) What is a non-sponsored event? A non-sponsored event is an event at the House of Lords that does not have a sponsoring peer as host. Whilst this option may suit some organisations, please be mindful that this option is not available on Tuesday s and Wednesday s of any given week (any other day is fine, excluding Sunday). Please also note, that all Peers Dining Room and Peers Guest Room Bar events are not available for hire if an organisation does not go down the sponsored event route. The booking process is slightly different from the sponsored event process, in that the organisation must complete (and have approved) an Event Enquiry Form. The event will not be contracted until a contract (subsequent to the Event Enquiry Form) is completed and signed. What is a sponsored event? A sponsored event is an event at the House of Lords that will be hosted by a sitting peer of the house. This option can be used for any day of the week (as well as Saturday) and allows an organisation to hire any room we have (availability permitting). The booking process is to have the Booking Form signed by the sponsoring peer and the Summary Agreement Form (contract) signed by the debtor organisation. Can we host an event on the weekend? Saturday s only. We do not operate on a Sunday. Can we host events on bank holidays? Unfortunately, no events can be hosted on Bank holidays. 9