Idah State Capitl Building Usage Guidelines and Plicies Many rms within the Idah State Capitl building are available fr public meetings r events. The Capitl Cmmissin plicy prvides: A public event is any event pen t the public and t which the public has full access. The Capitl building cannt be reserved fr private events (weddings, receptins, prms, parties, and s frth). T help facilitate public meetings r events and t make yur use f the rms mre enjyable, the fllwing prtcls have been established: Capitl Hurs Events in the Capitl are encuraged during the nrmal hurs when the building is pen t the public. The hurs during which the Capitl is pen are as fllws: During the legislative sessin (generally, frm early January thrugh the end f March each year) Mnday thrugh Friday 6:00 a.m. t 10:00 p.m. Saturday, Sunday & Hlidays 9:00 a.m. t 5:00 p.m. During the Interim (fllwing the end f the legislative sessin, until the next January) Mnday thrugh Friday 6:00 a.m. t 6:00 p.m. Saturday, Sunday & Hlidays 9:00 a.m. t 5:00 p.m. After-Hurs Events Events utside f the abve-stated nrmal hurs are strngly discuraged because they present cmplicatins in terms f security arrangements, heating/cling, and lighting, all f which perate n a pre-set schedule. In additin, custdial services are scheduled t begin immediately after the building clses t the public. Please see separate sectin, Special Guidelines fr After-Hurs Events. Building Preservatin The Capitl is a histric structure, and care must be taken t preserve it. Please d nt mve any building furnishings. D nt drag anything acrss marble flrs. Psters, stickers, signs, banners r ther materials shall nt be adhered t any interir r exterir walls, pillars, prtraits, staircases, r ther surfaces in the building. D nt lean r prp anything against any surface in the Capitl building. All displays, placards, and ther items must be free-standing. D nt place any items n the railings f the Rtunda r stairways. Helium ballns are prhibited inside the Capitl. Candles and ther surces f pen flame are prhibited. Safety T prtect the safety f event attendees, emplyees, and the general public: Electrical crds must be prtected by crd cvers r gaffers tape t prevent a trip hazard. Children participating in any event must be accmpanied by an adult r respnsible party. Tables, chairs, exhibits, and ther items must nt blck ffices r rm entrances, r restrict the flw f pedestrian traffic r emergency egress. Items such as packages, briefcases, and backpacks are subject t search.
Sund Level The Capitl building is a wrking ffice building. All events taking place in the Capitl must nt be disruptive and shall be cnsiderate f thse wrking in the building. Bands, chirs, musical perfrmances r ther activities that might cause a disruptin t thse wrking in the building must be pre-apprved. Public address systems, stere amplifiers, and ther sund-amplifying devices are prhibited inside the Capitl, unless pre-apprved. In the event that sund frm an event is disruptive t the cnduct f business, the event rganizers will be asked t reduce the sund level t acceptable levels r t end the event. Setup and Cleanup Spnsring rganizatins will be respnsible fr setting up and remving all items assciated with their events, in a timely fashin and withut disrupting business r hindering public access t the Capitl Building. Furniture shuld nt be relcated and meeting rms must be left clean and rderly, and in the same cnditin as they were befre the event. The rganizatin reserving the space is respnsible fr the cnditin f the space after use, as well as fr any missing items and fr any damages t the facility r cntents. Reservatins Rm reservatins are handled by the Huse r Senate, depending upn the lcatin f the rm being reserved. Reservatins cannt be made mre than ne year prir t the event. Reservatins are generally made fr ne day r a prtin f a day. Any event r meeting exceeding ne day in length must be apprved in advance by the Speaker f the Huse r the President Pr-Tem f the Senate. During the legislative sessin, legislative business always has pririty. Cnsequently, reservatins may be pre-empted. First and furth flr Rtunda areas are scheduled thrugh the Senate President Pr Tem s ffice (332-1302, mjnes@senate.idah.gv). Only ne event during any time slt can be scheduled, n either the first r the furth flr f the Rtunda. The third flr f the Rtunda cannt be scheduled and is nt available fr events. Meeting rms in the West Wing, including the Auditrium, Legislative Dining Rm, and the Senate caucus rms n the Furth Flr are scheduled thrugh the Senate President Pr Tem s ffice (332-1302, mjnes@senate.idah.gv). Meeting rms in the East Wing and the Huse caucus rms n the Furth Flr are scheduled thrugh either the Huse Sergeant at Arms during the legislative sessin (332-1150, chwell@huse.idah.gv) r the Speaker s Office during the interim (332-1112, tfranks@huse.idah.gv). Unless therwise requested, all scheduled events during the legislative sessin will be listed n the Legislative Scial Calendar. Legislatrs may be ntified f an event by having the Sergeants at Arms place a flyer in legislative mailbxes, thrugh the Legislative Scial Calendar, r by regular mail r e-mail. Reservatins may be denied t grups r individuals wh supprt hate, vilence, disrespect fr the rule f law, r ther bjectinable behavir.
Huse and Senate Meeting Rms The hearing rms in the Garden Level Atrium Wings, including the Lincln Auditrium and the Senate Flex Rm (WW17), as well as the JFAC rm (C310) n the third flr, are used primarily as meeting rms during the legislative sessin fr Legislative Cmmittee meetings. The Senate and Huse Caucus rms n the furth flr are utilized by the Majrity and Minrity Caucuses during the legislative sessin and are als used fr ther legislative meetings, bth during the sessin and in the interim. Other agencies r grups are welcme t schedule meetings in these rms, including during the interim. Reservatins can be made thrugh the Pr Tem s Office r Speaker s Office, as nted abve. When nt being used fr scheduled meetings, anyne is welcme t tur these rms, sit and relax, r hld imprmptu visits with legislatrs, lbbyists, fficials r friends and family. These are public meeting rms meant t be used and appreciated by the public. Meetings scheduled in these rms must meet the fllwing criteria: N sales, financial slicitatins, r admissin/registratin fees are allwed. The meeting must be pen t the public, except fr executive sessins as prvided by law. Signs, banners, r ther advcacy items are permitted nly with the express permissin f the agency r grup hsting the meeting. If questinable, please cntact the Pr Tem s Office (332-1302) r the Speaker s Office (332-1111) fr apprval befre psting signs r banners. The agency r grup using these rms may be charged fr additinal technical, custdial, r security services, as deemed apprpriate by the Pr Tem r Speaker. Members f the public are nt allwed t attach signs, psters, ntes, etc., t walls, drs, windws, r any ther surface within the Capitl Building. Demnstratrs are nt allwed t blck hallways r access t and frm rms and ffices. Lud r distracting nises are nt permitted in the hallways r hearing rms. Welcme Rm (Garden Level, directly belw the central Rtunda) This rm is a staging area fr tur grups and is utilized year-rund fr the Capitl Tur Prgram, and the public is always welcme. Visitrs watch the Capitl f Light DVD, schl grups eat their lunches in this rm, and the Capitl Curatr ften utilizes the desk in this rm. Scheduled r imprmptu use f this rm fr meetings r ther purpses besides the Capitl Tur prgram is nt prhibited, but it is discuraged simply because the rm is heavily used by visitrs and may ften be unavailable fr a specified perid f time. Fd and drink is allwed in this space. Rtunda The First and Furth Flr Rtunda areas are available fr shrt-term use by the public during the legislative sessin. There are 13 spaces available n the furth flr; each is apprximately 9 x 5 feet. There are six spaces available n the first flr. Please nte: Tables, chairs, r any displays may NOT blck the nrth, suth, east, r west crridrs int the rtunda area. Organizatins hlding events in the rtunda areas must supply their wn tables, chairs, easels, etc., and all items must be freestanding and self-supprting. Tables must be NO LONGER than six feet. All items shuld be transprted t the Furth Flr Rtunda via the east rtunda elevatr. Events scheduled in the Rtunda areas must meet the fllwing criteria: N sales, financial slicitatins, r admissin/registratin fees are allwed. The event must be pen t the public.
Signs, banners, r ther advcacy items are permitted nly with the express permissin f the agency r grup hsting the event. If questinable, please cntact the Pr Tem s Office (332-1302) r the Speaker s Office (332-1111) fr apprval befre psting signs r banners. The agency r grup using the Rtunda may be charged fr additinal technical, custdial, r security services, as deemed apprpriate by the Pr Tem r Speaker. Members f the public are nt allwed t attach signs, psters, ntes, etc., t walls, drs, windws, r any ther surface within the Capitl Building. Demnstratrs are nt allwed t blck hallways r access t and frm rms and ffices. Lud r distracting nises are nt permitted in the Rtunda r the surrunding hallways. Backpacks, purses and ther cntainers may be subject t search. Fd and Beverages The fd and beverage plicies vary depending n the area f the Capitl building being used, as fllws: Senate and Huse Hearing Rms: Fd is NOT permitted in these rms. Nnalchlic beverages are allwed if they have a lid r a cvered tp; this includes canned r bttled beverages. Fd and beverages are NOT allwed in the JFAC rm (Rm C310). Senate and Huse Caucus rms n the furth flr: With prir permissin, fd and nnalchlic beverages are allwed. The Legislative Dining Rm (West Wing) may be reserved when the Legislature is nt in sessin. Fr health and safety reasns, the kitchen is nt available fr any events. Fd and beverages are allwed in the Rtunda. Please refrain frm serving fd r beverages that might stain the flrs. Fd and beverages are NOT allwed in the Huse and Senate Chambers and Galleries. IT Infrmatin IT supprt is available thrugh Legislative Services during nrmal business hurs, at (208) 334-4848 r (208) 334-4747, r sjacbsen@ls.idah.gv. Hearing rms are equipped with a prjectr and screen. Each hearing rm is als equipped with a laptp fr PwerPint presentatins as well as web access. Please use the laptp prvided fr yur presentatin. Fr assistance with this equipment, please cntact Legislative Services, as listed abve. Vide streaming via Idah Public Televisin is available in West Wing, Rm WW02, and in East Wing, Rm EW42. Vide cnferencing is available in West Wing, Rm WW55 and in East Wing, Rm EW42. All hearing rms are capable f audi streaming t the Internet. Arrangements fr videcnferencing shuld be made in advance by cntacting Legislative Services, as listed abve. Special Guidelines fr After-Hurs Events In general, after-hurs events are discuraged. If a grup cannt lgistically meet during regular hurs when the Capitl building is pen, a request fr an after-hurs meeting may be cnsidered. If an after-hurs event is apprved by the Speaker s Office r the Pr Tem s ffice, the fllwing plicies apply: Each scheduled event must have a cntact persn wh will be respnsible fr cmpliance with these usage guidelines. The cntact persn must be present fr the duratin f the event. The Speaker s Office r the Pr Tem s Office will ntify April Rice (april.rice@adm.idah.gv) and Capitl Mall Security (securitydesk.security@adm.idah.gv) at least 24 hurs in advance f the event, t prvide full details including: the nature f the event the number f attendees expected
the specific areas r rms that will be used the start and end times, and cntact infrmatin fr the event spnsr wh will be present during the event. An after-hurs entrance will be specified, depending n the lcatin f the event. The event spnsr (r anther designated persn) shuld be statined at this entrance t allw access t the building fr persns attending. Attendees shuld be prvided sme type f identificatin, such as a name badge, t distinguish them frm visitrs and t aid security effrts when clsing the building. Security persnnel generally ntify visitrs that the building is clsing, and having identificatin will help in that effrt. Enfrcement The right t hld a public event at the Capitl is cntingent upn cmpliance with these guidelines. If an event is determined t be in vilatin f any guideline herein, r t be creating an undue disturbance, the event will nt be allwed t cntinue. Brent Hill, President Pr Tem f the Senate Sctt Bedke, Speaker f the Huse APPROVED August 30, 2014 APPROVED August 30, 2014