Terms of Use
Parliament of Victoria
Event Terms and Conditions
ABN: 58 929 529 615
Appropriate use of rooms
Activities within the Parliamentary Precincts must be consistent with the values of the Parliament and uphold the reputation of the institution.
Activities within Parliament House must take into account the heritage value of the building and its rooms, and be considerate of all fittings, fixtures and furniture.
Activities within the Parliamentary Precincts must be consistent with all relevant Occupational Health & Safety standards and all relevant security measures employed by the Parliament.
Facilities may not be used for commercial gain. The selling of products, merchandise or activities involving payment as a condition of entry or during an event will not be permitted in any area of the Parliamentary Precincts.
Event organisers must ensure that activities within the Parliamentary Precincts must not render void or voidable any public liability insurance policy in relation to the facilities within the Parliamentary Precincts..
Any incident or accident resulting from any negligence on the part of the hirer, or any contractors engaged by the hirer will be the responsibility of the hirer. The Parliament of Victoria and the parliamentary departments accept no responsibility or liability in the above instance, or any instance not directly relating to the facilities of the Parliament of Victoria or its staff.
Except in the case of Members of the Victorian Parliament, no rooms on the Precincts are to be used for press conferences without prior written approval from the Presiding Officers. Media access privileges and restrictions must be adhered to at all times.
The Parliament’s facilities cannot be used for any activities directly related to electioneering at any time. The onus is on the Member or party booking the facilities to ensure that this is strictly adhered to.
All events within the Parliamentary Precincts must comply with the Liquor Control Reform Act 1998 as though that Act applies to the supply and consumption of liquor within the Parliamentary Precincts.
Filming in Parliament House
Parliament House can be booked for filming activities, such as for television series or movies. Initial inquiries about arrangements for filming should be directed to the Serjeant-at-Arms office. A written request must then be sent to the Presiding Officers, indicating the areas of the building in which the filming is proposed to take place.
Filming in Parliament House will not be approved for party political purposes, or for purposes incompatible with the reputation of the Parliament. Filming must not interfere with the normal business activities of the Parliament and will normally occur outside of business hours.
The Parliament of Victoria supports the film friendly principles in the Filming Approval Act 2014, and any fees, including security costs, charged for filming in Parliament House will be on a cost recovery basis only. Venue hire fees are not applicable. Filming organisations will be required to pay for Parliamentary staff to be present to supervise all filming activities outside normal business hours at the rates specified.
Responsible service of alcohol
The Victorian Parliament is committed to preventing the inappropriate consumption and service of liquor and its harm to individuals, property and the standing of the Parliament in the community. The Parliament actively encourages a responsible attitude toward the consumption and service of liquor within the Parliamentary Precincts. Alcoholic beverages must not be provided to:
- anyone under the age of 18 years
- anyone who is, or appears to be, intoxicated.
Alcoholic beverages can only be consumed in the area designated for the event.
At events, low liquor content drinks and non-alcoholic drinks must be available in adequate quantities and must be displayed as prominently as alcoholic drinks.
All events at which alcohol will be served must utilise Parliamentary staff who have undergone Responsible Service of Alcohol training completed through an registered training organisation approved by Liquor Control Victoria or an interstate equivalent. The Presiding Officers may grant an exemption from this requirement where the responsibility for the responsible serving of alcohol vests with the host of the event.
A Parliament of Victoria representative can intervene when liquor related behaviour causes harm, or has the potential to cause harm to individuals, property or the operation and reputation of the Parliament.
Obligations of host who is an external user
An external user who is a host:
- must be present for the entire event;
- must provide a guest or attendance list; and
- is responsible for ensuring that their staff, guests and other event attendees are aware of their obligations under this policy, and of the standards of appropriate behaviour expected at an event held within the Parliamentary Precincts.
Additional obligations arise for self-catered events.
Self-catered events — availability and responsibilities
Self-catered events are events where the food and/or beverage services are not supplied by Parliament’s Catering unit. Where an internal user hosts a self-catered event, all associated charges as advised by Catering unit will be forwarded to that internal user for payment.
The internal user hosting a self-catered event on the Parliamentary Precincts must ensure all applicable health, safety and food legislation requirements are met.
Self-catered events are not available to external users.
For all self-catered events, a food safety documentation from the external caterer(s) must be provided to [email protected] advance of the self-catered event
Venue hire fees
All external users, except for Members of another Australian Parliament, will be charged a venue hire fee for Premium resources according to the schedules below.
Equipment
The equipment supplied in various meeting rooms and other venues within the Parliamentary Precincts should not be moved from the room or venue in which it is located. This includes tables, chairs, all outdoor settings, all sports equipment, and all AV equipment.
Event organisers requiring additional equipment must arrange hire and delivery at their own cost. The Catering unit can assist with contact details for hire companies familiar with Parliament House. Organisers must ensure that hired equipment and related storage containers do not block corridors or interfere with emergency management requirements.
Prohibited Items
The following items are prohibited on the Parliamentary Precinct without prior consent of Presiding Officers:
- Explosive materials
- Firearms or lethal weapons of any sort
- Facsimiles of weapons
- Laser pens and pointers
- Pellet guns
- Fireworks or explosives
- Gasoline or other flammable liquids
- Gas-powered equipment
- Halogen Lamps
- Kerosene or spirit-type lamps
- Lighted smoking materials
- Heating or cooking appliances of any kind
- Noxious or hazardous chemicals
- Pyrotechnic devices and smoke machines
- Candles, incense, and pot pourri burners
- Balloons • Inflatable items
- Confetti, party poppers
- Glitter that is to be thrown or dropped
This list is by no means exhaustive, and other items of question should be brought to the attention of the Parliament Security [email protected]
Booking rules
No resource within the Parliamentary Precincts may be booked more than 12 months in advance unless otherwise agreed by a Presiding Officer.
Users are not permitted to block book any one resource for more than three months at a time unless otherwise agreed by a Presiding Officer. Bookings for Meeting Rooms 1 to 6 are limited to two hours on sitting days, other than for parliamentary committee hearings.
No facility or resource within the Parliamentary Precincts is available for booking during the Christmas break, which normally covers Christmas Day through to New Year’s Day.
All events on a public holiday require prior approval from a Presiding Officer.
Existing arrangements that pre-date this policy regarding the priority use of a facility are not affected by booking rules. These priority users are identified within this policy under the detailed guidelines for each resource.
Damage
The event organiser is liable for any costs, loss or damage suffered by Parliament as a result of actions or failures by the event organiser or venue users which causes damage to the state of the venue and/or property.
Terms of payment
All payments are to be made to the ‘Parliamentary Dining Rooms’ unless otherwise advised.
Internal users, all events
• Monthly statements are issued and are payable within 30 days.
• All event attendance numbers are to be confirmed to the Catering unit on the Monday of the week prior to the event. Any change from this point may incur a further fee.
Non-catered events for external users
• A 50% deposit is required at the time of booking.
• The balance will be invoiced and is payable no less than 7 days after the event.
Catered events for government departments
• Monthly statements are issued and are payable within 30 days.
• A purchase order is required from the department to confirm and approve the booking
• All event attendance numbers are to be confirmed on the Monday of the week prior to the event; any change from this point will incur a further fee.
Catered events for all external users (commercial/private events)
• A 50% booking deposit is required on confirmation of the event.
• A further amount of 30% of the estimated event charge must be paid no less than 7 days prior to the event.
• The balance will be invoiced to the event holder and payable within 7 days of the date of the invoice.
• All event attendance numbers are to be confirmed to the Catering unit on the Monday of the week prior to the event; any change from this point may incur a further fee.
Cancellations Internal users, all events
• An internal user who cancels an event will be held responsible for the actual costs incurred up to the time of the cancellation.
• Cancelling of catering within 5 working days or less from of the actual event / meeting / function / booking, will be responsible for the costs incurred at the time of cancellation.
• Notification of cancellations should be made to a [email protected] as soon as possible.
Non-catered and self-catered events
The actual costs incurred up to the time of the cancellation will be charged.
Catered events for government departments
The actual costs incurred up to the time of the cancellation will be charged.
Catered events, other external users
- Cancellations over 60 days out from the event will enable a full refund. Less the cost of the room hire during peak times and any other costs incurred to date.
- Cancellations made between 30 and 60 days out from the event will incur a room hire charge and 25% of the estimated event charge or costs incurred to date, whichever is the greater.
- Cancellations with less than 30 days’ notice will incur a room hire charge and 50% of the estimated event charge or costs incurred to date, whichever is the greater.
- Cancellations with less than 7 days’ notice will incur 100% of the estimated event charge including room hire.
Exemption from fees
A Presiding Officer may, by written/email advice to the Catering Manager, exempt an external user from some or all of the cancellation fees.
Parliamentary sittings
The primary function of the Victorian Parliament is to support the sittings of both Houses of Parliament; therefore, parliamentary sittings will always take precedence over the use of any venues in the Parliamentary Precincts for any other purposes.
All users should be aware that during parliamentary sittings, and at any other times, circumstances associated with Parliamentary business, such as the ringing of the bells, may unavoidably interrupt proceedings in other areas of the Precincts.
Force majeure
The use of a Parliamentary venue and/or the provision of services for the event do not preclude the Parliament from being able to make alternative arrangements as a result of factors beyond its control. Such factors include, but are not limited to:
- industrial action
- emergencies
- protests
- accidents
- restrictions on travel
- security measures
- restrictions on food and beverage supply.
Under no circumstances is the Parliament liable for any consequential loss or damage arising from such an occurrence.
Entry to Parliament House
Entry to Parliament House during standard business hours is via the front Vestibule entrance or the south courtyard entrance to the building.
Outside of standard business hours entry will be via the front Vestibule entrance or the south courtyard entrance depending on the nature of the event. Organisers should make it clear to guests prior to their arrival the appropriate point of entry to the building.
Guest lists are a mandatory requirement for events / bookings at Parliament. Please note; guest lists including organisers and pass holders are required a minimum of 3 business days prior to an event. All guests will be pre-registered as a protocol for entry into Parliament. Names of guests not on the list may be refused entry to the building / event. Photo ID may be requested on arrival. Please inform your quests prior to arrival. Additional information can be found at Visit Parliament
The types of ID accepted are:
- driver’s licence
- learner’s permit
- proof of age card
- passport
- Australian birth certificate
- Certificate of Australian Citizenry
Security passes
Parliamentary Officers, Electorate Staff, former Members of Parliament, accredited media, and accredited government department staff must wear Photo Security Passes at all times. T
o enter Parliament House individuals not holding a Photo Security Pass will be required to undergo a security scan at either of the entry points. At all venues throughout the Parliamentary Precincts, guests and visitors should be prepared to sign-in and wear a visitor pass on their person at all times indicating that they have undergone a security check. It must be stressed that a visitor pass does not give broad freedom of access to the Parliamentary Precincts.
Parliamentary Officers and Security staff
The Presiding Officers are responsible for the control and management the Parliamentary Precincts under the Parliamentary Precincts Act 2001. This Act provides authority for the Presiding Officers and their nominated representatives to maintain the security and safety of the Parliamentary Precincts. All visitors to Parliament should be prepared to comply with the instructions and requests of Parliamentary staff, Protective Services Officers (PSOs) and other security staff on all occasions.
All events held at Parliament require staffing by Parliamentary Officers and security staff.
During business hours (8.30 am to 5.00 pm non-sitting weekdays, excluding public holidays) Parliamentary Officers are present at stations throughout Parliament House. Outside business hours the cost of Parliamentary Officers and security staff comes at the expense of users, except for security staff costs for internal users subject to the event being held in relation to Parliamentary business. Security costs apply to all users where the event is private and unrelated to Parliamentary business.
On sitting days Parliamentary Officers will remain on duty whilst sittings continue. Users should be aware that as soon as both Houses have risen, staff overtime rates of pay will commence and will come at the expense of users.
Parliamentary Officers are required to commence duty 30 minutes before the beginning of the event and will cease duty after the event has ended and at the direction of the event supervisor.
Quotes will be provided to include associated costs as required. Security and audio-visual staffing arrangements will be advised on a case-by-case basis.
Notes:
- On weekends and public holidays the minimum shift for Parliamentary Officers is 3 hours. Each member of staff engaged at such times must, therefore, be employed for a minimum of 3 hours. For contracted security and catering staff this time is extended to a minimum of 4 hours as per the Security Services Industry Award 2020.
- All after-hours events held both within Parliament House and the grounds will be subject to a risk assessment to determine the level of security required for the event.
- For events in Parliament House and the grounds, Parliament will determine the required number of security staff. The number of staff will depend on the nature of the event, which entry and exit points are to be used.
- Guest or attendance lists must be supplied by the event organiser when requested by the booking approver.
