Capitol Events Request
Extension Auditorium Policy

A. Purpose

These guidelines are established to provide a fair and consistent usage policy for the Capitol Auditorium. Any event holder determined to be in non-compliance with these guidelines will not be permitted to use the Auditorium or other rooms managed by the State Preservation Board (SPB) again for one calendar year following the date of the event.

B. Definitions

1. Official State Business - Activities authorized under the powers and duties of the legislative office holder or state agency requesting use of the room. This would include member hosting of constituent groups and other legislative activities planned and hosted by a member’s office, and the official state business of a state agency. Activities that would not be considered official state business include use of the room by lobby and other special interest groups, business groups, chambers of commerce, counties, non-profit groups and other non-state government organizations.
2. Event holder - The legislative office, state agency or non-state government organization using the Capitol Extension Auditorium for a specific event.
3. Event sponsor – The legislative office that is sponsoring a non-legislative event.
4. “Legislative office” includes:
   1. Office of the Governor
   2. Office of the Lt. Governor
   3. the Speaker's Office
   4. Member of the Texas Senate
   5. Member the Texas House of Representatives.

C. Reservation Priorities

Reservation of the Auditorium is on a first-come, first-serve basis. A legislative committee meeting will pre-empt any previously scheduled meeting. A full refund will be issued if a reservation is cancelled due to legislative use.

D. Use of the Capitol Extension Auditorium

1. The Auditorium is not to be used for:
   1. Commercial, profit-making, fundraising, advertising, or campaign purposes.
   2. Groups planning to charge admissions, make collections, seek contributions, give door prizes, hold auctions or raffles, gambling of any sort, or otherwise exchange money or benefits while using the room.
   3. Personal celebrations
   4. Press conferences or rallies
2. A state agency may charge a fee to offset state expenses of holding the event. If a state agency charges a fee, it must be collected offsite. No fees may be collected in the Capitol, Capitol Extension or on the Capitol Grounds.
3. The Auditorium may be reserved by legislative offices for official state business by contacting the SPB Event Staff. Email: Capitol.Events@tspb.texas.gov or (512) 463-3051.
4. 4. The Auditorium may also be reserved for activities that are not the official state business of a legislative office or state agency provided these events serve a public purpose, have a legislative sponsor and the usage fees are paid. Applicants must first reference the online calendar to look for available dates and times, and then complete the online application form. In addition, Legislative offices must submit a sponsorship form to the SPB Events Staff for each event that they have agreed to sponsor.
5. Reservations may be made up to six months in advance of the date of the event. Prior to a legislative session, the calendar for the entire legislative session is available six months from the start of each session.
6. To ensure access for other events, the State Preservation Board does not approve ongoing - weekly/monthly - residencies or recurrences. The State Preservation Board may impose time constraints or other limitations as needed.
7. The SPB reserves the right to make technical corrections to the application as well as aesthetic adjustment to any displays or event logistics at the time of the event.

E. Payment of Fees

1. Fees: $200 (4 hours or less) / $400 (more than 4 hours)
2. Payment of Fees: Must be paid in full no later than prior to the event. If the fee is not received, the reservation will be cancelled. The SPB Events Staff will contact you with the fee total after review and approval of this application. Fees may be paid by check made payable to the State Preservation Board. Refunds will only be issued if cancellations are received at least one business day prior to the event.

F. Room Occupancy and Room Hours of Operation

G. Responsibilities and Restrictions

1. Food and drinks are not permitted in the Auditorium at any time.
2. Food and drink tables may not be set up in the area outside of the Auditorium. The only tables allowed in the area immediately outside the Auditorium are those holding registration materials or event information.
3. Signage or decor in the area adjacent to the Auditorium must be freestanding and may not include lobbying or exhibit items. Balloons are not permitted inside the Capitol Building. Signage for wayfinding or other purposes may not be placed elsewhere in the Capitol.
4. State property in the Auditorium may not be removed from the room. Furniture may not be repurposed for any reason other than its intended use. Any furniture added to the room by the event holder must be met with SPB approval. The event holder is responsible for obtaining any additional furniture necessary for their event.
5. Nothing may be attached to the walls, surfaces, or furnishings inside the Auditorium or on the doors and walls outside of the Auditorium.
6. Changes in schedule or room cancellations may be made through the SPB Events Staff. Cancellation of reservations should be made at least 24 hours in advance of the event. The SPB Events Staff will provide e-mail confirmation of cancellations or schedule changes.
7. The Auditorium cannot be used as a weather contingency location for a Capitol Grounds event.
8. The event holder is responsible for any damage to the room (other than routine cleaning) – see section H below. If an event holder notices damage to the property prior to using the room, the SPB Event Staff should be notified immediately.
9. Reservation time must include sufficient additional time for setup and take-down.
10. Any special equipment, furniture, or materials brought into the Auditorium for a meeting must be removed at the end of the reservation time. Altering the PA systems, recording, video equipment or telecom equipment in the Auditorium by the event holder is strictly prohibited. Events are prohibited from plugging additional equipment which they provide into the house AV system unless approved by the Capitol Events Staff.
11. Event holders are responsible for securing the assistance of the Senate Media or House Video/Audio for sound or video equipment and lighting for the event. The SPB Events Staff will supply you with contact information for the appropriate A/V office.

H. Indemnification

1. Event holder agrees to defend, indemnify and hold harmless the SPB, the State of Texas, all of its officers, employees and agents from any and all claims, actions, suits, demands, proceedings, costs, damages, or liabilities brought by any third party which result from the event holder's presence, equipment, or use of the Capitol Auditorium.
2. Event holder agrees that the SPB, the State of Texas, all of its officers, employees, and agents are now and hereafter relieved of any and all responsibility and liability for any and all injury, loss or damage that the event holder, its agents, and invitees or their property may incur as a result of or during the event holder's use of the Capitol Auditorium, provided said injury, loss or damage is not the result of the negligence of an SPB employee. Therefore, event holder on its own behalf and on behalf of its agents and invitees hereby agrees to hold harmless, indemnify and defend the SPB, the State of Texas, all of its officers, employees and agents from and against any and all costs, damages, fees, expenses, or liability of any type or nature related to the same.
3. Event holder further covenants and agrees to indemnify and to fully pay and reimburse the SPB any and all costs of replacement of damaged property, and for the restoration and repair of the Capitol Auditorium which in any way are damaged, destroyed or otherwise defaced or harmed as a result of use by the event holder, its agents or invitees.