Essential event information

When is what needed in the planning process? Our handy event planner guide tells you what needs to happen administratively and when in the lead up to your event from when the pre-payment has to be paid to when you must submit your menu choices.

All event attendees, including event organisers and their team, entertainment, photographers, etc., must be in possession of an official invitation (whether an electronic or hardcopy version), to be shown on demand to UK Parliament Security. This will form part of the entry procedure at the pedestrian search points.

All invitations, notices and circulars pertaining to a Member-hosted event MUST BE issued in the name of the sponsoring Member/Peer and NOT that of any other external organisation/individual associated with the event.

All invitations MUST contain the following specific information:

1. Name of the sponsoring MP/Peer - prominently displayed (where applicable)
2. Name of the hiring organisation/individual
3. Name of the specific room
4. The date of the event
5. The start time of the event
6. The ‘housekeeping’ information as displayed in the examples shown below
7. “Registered interest declared” included on the invitation where the event sponsor has a declared interest in the Register of Members' Financial Interests associated with the event or organisation they are hosting.
   NB. MPs must register any interest which someone might reasonably consider to influence their actions or words as an MP.

Style and formatting of invitations is very much a creative decision for event organisers.

All invitations must be reviewed by an event co-ordinator before onward distribution.

A set number of invitations should be issued, in line with the venue’s capacity.

Events should not be advertised as “public” or through open online ticketing platforms, i.e. Eventbrite, because it can lead to overcrowding if more people turn up than can be accommodated in the venue. This is a security risk and contravenes fire regulations.

Only invite relevant stakeholders. Focus on inviting individuals and organisations with a direct, relevant interest in the event’s topic. This helps to ensure that guests are there for constructive reasons.

Limit invitations to unfamiliar entities. Be cautious about inviting guests who are unknown to you or your organisation, especially if they have no established ties to the topic or the House of Commons.

Evaluate the risk of disruption. Consider the potential for disruption when inviting activists or individuals known for outspoken or controversial views. If their presence is essential, you must inform the Events Team in writing early in the planning process.

Event attendees are advised to bring a form of photographic ID with them. UK Parliament Security may refuse entry to the Parliamentary estate if a guest fails to produce either an official invitation or ID on demand.

The principal emblem of the House is the Crowned Portcullis, and can only be used on invitations for events sponsored by Members of Parliament and Members of the House of Lords.

It is a royal badge and its usage was formally authorised by licence granted by Her late Majesty Queen Elizabeth II in 1996, for both Houses unambiguously to use the device and to regulate its use by others.

The Crowned Portcullis symbol has been used for centuries, it is found literally thousands of times throughout the Palace of Westminster, carved in stone and wood, stamped on leatherwork, on books and furnishings, it is also cast in the metal of the Great Bell ("Big Ben").

The Crowned Portcullis should not be edited or incorporated into new logo lock ups.

What not to do

To ensure our Portcullis is consistently and accurately used, there are a range of things you should never do, which are set out below:

1. Do not stretch or squash the Portcullis.
2. Do not rotate the Portcullis.
3. Do not redraw any parts of the Portcullis.
4. Do not apply a stroke to the Portcullis.
5. Do not use non-brand colours for the Portcullis.
6. Do not place the Portcullis on a background that makes it hard to see.
7. Do not create new logos using our Portcullis.
8. Do not create new lockups using our Portcullis.

Any APPG that is on the Register of APPGs must use the bespoke logo for APPGs if it wants to use the Crowned Portcullis on invitations. Unregistered groups are not allowed to use the bespoke logo.

The House of Commons primary colours are a rich green and an off-white.

For queries on the appropriate use of the Crowned Portcullis in accordance with the license please contact an event co-ordinator.

There are several factors which determine whether you can take a photo or video, and whether it can be more widely published, such as where you are and what can be seen in the background.

Photography

You may arrange for a photographer, who should hold a formal invitation to the event. Please provide us with their name, as they will be counted within the venue’s capacity limit. No additional approval is required for photography at an event. Photography in venues must not give the impression that an event is an official parliamentary function. Permission is not required for wider publication, subject to compliance with our core principles on filming, photography and wider publication.

Filming

Filming, including audio recording, for personal, non-commercial, non-broadcasting use is permitted witin an event venue with prior written approval from the sponsor in attendance. Separate rules apply to news broadcasts, live interviews, and filming and photography for commercial purposes.

Filming and photography deemed of a commercial nature, to drum up future business, market services on offer, solicit new Membership, etc is not permitted. Live broadcasts/streaming to publicly accessible platforms e.g. YouTube, lnstagram, corporate websites, etc. are not permitted. Filming in venues must not give the impression that an event is an official parliamentary function. No filming will be allowed to take place elsewhere on the estate.

Social media and online content

While social media is a valuable engagement tool, we ask organisers to be mindful of our core principles on filming, photography and wider publication. Any content or postings generated by an event should respect the terms of the Hire Agreement, particularly with respect to:

• minimal reference to the House of Commons as the host venue of the event;
• make clear that the event is not an official parliamentary function
• strict adherance of active copyright, especially concerning Parliamentary trademarks, the Crowned Portcullis badge, or artwork displayed within venues.

Media presence at events, and press releases

We welcome representatives media outlets at events. Written approval must be sought from the sponsoring Member in attendance which should be emailed to the Events Team ahead of an event, including a full list of any attending media outlets with details/copies of their intended post-event output (such as press releases or social media posts), and target audience.

Any press releases or communications issued must relate to the event and make clear that the event is not an official parliamentary function. Press releases should make minimal reference to the House of Commons as the host venue of an event.

News broadcasts and live interviews

News broadcasts and live interviews are not permitted from an event. This ensures that statements made at events are not misconstrued as carrying the authority of the House of Commons.

Interviews can take place at an event for broadcast post-event but must comply with our core principles on filming, photography and wider publication as outlined above.

UK Parliament event venues are not well suited to immersive and/or experiential style events which rely heavily on props, staging and other material requiring delivery to the Parliamentary estate. All deliveries and vehicles destined for the Parliamentary estate must undergo stringent security checks at UK Parliament's Offsite Screening and Consolidation Centre (OSCC).

Please note the following guidance:

• due to the high security considerations of UK Parliament no delivery or  vehicle can "just show up" without having undergone security screening at the OSCC, including couriers.
• delivery capacity onto the Parliamentary estate is limited and finite and deliveries required for the daily functioning of UK Parliament will always take precedence over deliveries for events taking place.
• all event material and other belongings are to be removed from the event venue by the end of the contracted period of hire. No items can be left and stored for future pick up.

Contact an event co-ordinator to discuss any delivery requirements further.

A safety plan and event risk assessment should be completed by Event Organisers during the planning phase of an event to help satisfy their own organisation's Health and Safety polices and procedures.

We have part pre-populated a template with site specific safety information along with some common site hzards with control measures already in place which organisers may find of use. The team will help answer any further questions organisers might have.

The House of Commons offers 10% commission on the net room hire, net final food and beverage spend invoiced for commercial bookings generated from event agents. This is only applicable to agents placing the initial enquiry through to conclusion of the event.

Commission is not payable on Member-hosted events.