[Congressional Record Volume 152, Number 134 (Thursday, December 7, 2006)]
[Senate]
[Pages S11466-S11468]
From the Congressional Record Online through the Government Publishing Office [www.gpo.gov]




NOTICE OF CHANGE IN SENATE RULES COMMITTEE POLICY FOR THE USE OF SENATE 
                                 ROOMS

  Mr. LOTT. Mr. President, I am taking this opportunity to announce 
that in accordance with title V of the Rules of Procedure of the 
Committee on Rules and Administration, the Committee intends to update 
the Policy for Use of Senate Rooms.
  Based on the Committee's review of the policy for use of Senate 
Rooms, the following changes to these policies have been adopted 
effective today, December 7, 2006. The changes are designed to 
streamline communications between the Rules Committee and Senate 
offices and to clarify the rules governing the use of Senate rooms.
  Set forth below is the policy for the use of Senate rooms.
  Mr. President, I ask unanimous consent that the material be printed 
in the Record.
  There being no objection, the material was ordered to be printed in 
the Record, as follows:

               Policy Regulations for Use of Senate Rooms

   Appendix E. Policy for Use of Senate Rooms, The Russell Rotunda & 
   Courtyard, The Hart Atrium, The Great Hall of the Capitol Visitor 
                    Center, and The Capitol Rotunda

       The Senate Committee on Rules and Administration has 
     jurisdiction over assignment and use of space in the Senate 
     Office Buildings, the Senate Wing of the Capitol, which 
     includes the Senate Wing of the Capitol Visitor Center, and 
     the Courtyard of the Russell Building. While rooms may be 
     occupied or administered by other offices or Committees, they 
     are subject to the Rules Committee policy for the use of 
     Senate rooms.
       The following regulations have been established for use by 
     all offices in the assignment of their rooms.
       Any requests, conditions or circumstances not covered by 
     these regulations must be submitted in writing to the Senate 
     Rules Committee for its consideration.
     1. Booking a Senate Event Room
       Rooms are available for Senate-related business only.
       The Senator or Officer sponsoring the function is expected 
     to be in attendance.
       Any requests or circumstances not covered by these room 
     regulations must be submitted to the Rules Committee in 
     writing for consideration.
       Requests for the use of any space in the Senate Office 
     Buildings and the Senate Wing of the Capitol, including the 
     Senate wing of the Capitol Visitor Center, must be made by a 
     Senator or Officer of the Senate.
       All requests for room reservations must be submitted to the 
     Senate Rules Committee on the official room request form 
     provided by Rules Committee. All required fields on the form 
     must be completed.
       The requesting Senator's or Officer's signature must appear 
     on the room request form.
       Specific and accurate information must be provided 
     including the date and time of the event, full name of any 
     organization or group involved (no acronyms), a complete 
     description of the function and its purpose, number of people 
     attending, type of set up required, and indication of 
     catering needs. A Senate staff contact name and telephone 
     number is required.
       Each office may designate up to two staff members who will 
     be authorized to submit room requests on behalf of a Senator 
     or Officer of the Senate.
       Rooms are assigned on a first-come, first-served basis.
       Room requests may be made up to a maximum of 3 months in 
     advance.
       The Senate Rules Committee will not discuss room 
     availability prior to submission of an official room request 
     form.
       Requests for rooms are subject to approval by the Rules 
     Committee and availability of space. The Senate Rules 
     Committee will provide a written or an e-mail response to all 
     submitted requests. A room reservation is not confirmed until 
     written or e-mail confirmation has been received.
       Upon receipt of confirmation of a room reservation, 
     Senators and Officers must provide outside groups, who are 
     hosting a function in Senate space, with a copy of the 
     Official Guidelines for Use of Senate Space, a fact sheet 
     prepared by the Senate Rules Committee and available on the 
     Rules Committee web site.
       Room reservation information is available to Senate staff 
     only. Offices requesting rooms are responsible for all 
     communications with outside groups. The Senate Rules 
     Committee will not discuss events, event arrangements, or 
     room availability with outside groups.
       To accommodate the room requests of all Senators and 
     Committees, an outside group may not reserve a room more than 
     once in a calendar month.
       Rooms may not be ``held'' on a tentative basis.
       Cancellations should be reported immediately to the Senate 
     Rules Committee.

[[Page S11467]]

     2. Use of Space Assigned to a Senator, Committee Chairman, or 
         an Officer of the Senate
       Requests for use of space assigned specifically to a 
     Senator, Committee Chairman, or Officer of the Senate should 
     be made directly to that individual. Room regulations apply 
     to all Senate rooms.
     3. Use of Senate Event Rooms
       The Senator sponsoring the function will be held 
     accountable for enforcement of all room regulations. Outside 
     groups disregarding the Policy for Use of Senate Rooms, as 
     set forth by the Committee on Rules and Administration, may 
     have their reservation cancelled, event terminated, or may be 
     prohibited from scheduling future events in Senate rooms.
       All requests for a Senate event room for use by a 
     Committee, or under the auspices of a Committee, must be made 
     or approved by the Chairman of that Committee. (If the 
     Committee is a joint committee, the request must be made or 
     approved by the Senator who is Chairman or Vice-chairman of 
     that Joint Committee.) A use is considered to be ``by a 
     Committee'' or ``under the auspices of a Committee'' when the 
     announcement, agenda or notice for the use identifies Senate 
     participants as members of the Committee.
       Standing Committees of the Senate, Special Committees of 
     the Senate, Select Committees of the Senate, and Joint 
     Congressional Committees may hold committee hearings and 
     conduct meetings in Senate rooms. Congressional hearings and 
     official legislative meetings take precedence over all other 
     functions.
       Events may be booked Monday-Friday. Events may begin no 
     earlier than 7:30 am in the morning. Evening events must 
     conclude by 10:00 pm.
       The precise time period scheduled for room use must be 
     strictly adhered to.
       Weekend events are generally not permitted.
       Specific event arrangements (set-up, catering) should be 
     discussed directly with those responsible for providing the 
     services in Senate space, as indicated on the Rules 
     Committee's Room Request Form. Set-up and catering entities 
     may not provide information about other scheduled events or 
     availability of other event rooms.
       Since rooms are available only for Senate-related business, 
     there is no charge for such use. Therefore, no charge is 
     permitted in connection with the use of Senate space, nor may 
     any charge be assessed for admittance or refreshments in 
     Senate space.
       Weddings, funerals, memorial services, tributes, award 
     ceremonies, or other events of a personal nature are not 
     allowed.
       Events that may endanger the public or create an 
     unreasonable risk of liability for the United States Senate 
     are not permitted. Outside groups are not permitted to use 
     Senate space to conduct events intended to simulate 
     Congressional hearings or legislative meetings.
       Demonstrations and disruptive behavior are not permitted.
       Excessive noise or sound amplification is not permitted.
       Music during business hours is not permitted (see Section 
     9).
       Animals are generally not permitted at events in Senate 
     rooms, except in cases where an animal provides necessary 
     assistance to an individual with disabilities.
       Education, training, and health screening conducted in 
     Senate space by outside entities for the Senate community 
     must be coordinated with and conducted through the Senate 
     Office of Education and Training or the Senate Employee 
     Assistance Program.
       No money or items may be collected on Senate property for 
     any purpose, including charitable purposes.
       Senate space may not be used for any fund-raising purpose.
       Senate space may not be used for political activities, 
     including political campaign, political party, or political 
     action committee activities.
       Booking and use of Senate space for any commercial, 
     promotional, or profit-making purpose is strictly prohibited.
       No signs, placards, photographs, brochures or pamphlets 
     displaying a group or company name or logo are permitted.
       Exhibits must be educational in nature and must relate to 
     Senate business.
       Trade fairs are not permitted.
       No products or services may be promoted or sold on the 
     premises. No promotional material may be distributed on the 
     premises.
       No material may be attached anywhere in Senate rooms, 
     including walls, windows, window treatments, and doors.
       Banners anywhere on Senate property are strictly 
     prohibited.
       The Senate will not be held responsible for articles 
     brought into the Senate buildings or onto Senate grounds for 
     functions and exhibits. The Senate does not provide insurance 
     for such articles.
     4. Cancellation of Events
       Since Senate Committee hearings and official legislative 
     meetings take precedence over all other functions, it may be 
     necessary to cancel or move a function on short notice based 
     on the legislative schedule of the Senate.
       Groups disregarding the Policy for Use of Senate Rooms, as 
     set forth by the Committee on Rules and Administration, may 
     have their reservation cancelled, event terminated, or may be 
     prohibited from scheduling future events in Senate rooms.
     5. Food and Beverages
       Food and beverages for events in Senate rooms may only be 
     provided by the Senate event food and beverage service 
     provider (s) designated by the Senate Rules Committee. 
     Information regarding the designated provider (s) will be 
     posted on the room request form and the Official Guidelines 
     for Use of Senate Space fact sheet prepared by the Senate 
     Rules Committee.
       Catering arrangements for special events or functions must 
     be made directly with the designated food and beverage 
     service provider(s).
       The Senate Rules Committee must grant a waiver for any 
     special event food that cannot be furnished by the Senate 
     food service vendor (such as home state products celebrating 
     the food of a state). Requests for waivers must be submitted 
     in writing to the Senate Rules Committee well in advance of 
     the event.
       All food and beverages served at a function must be 
     consumed within the scheduled room. No food or beverages are 
     permitted in the corridors outside event rooms.
     6. Financial Obligations
       Outside groups are expected to make arrangements for 
     payment for any catering expenses in advance of the event 
     date and in accordance with contractual requirements.
       The Senator or Officer sponsoring the function is 
     responsible for any loss of or damage to Senate property and 
     for any financial obligation incurred.
     7. Room Set-Up
       The Office of the Senate Superintendent will make 
     arrangements for the set-up of a room in the Senate Office 
     Buildings with the sponsoring Senator's staff or designated 
     constituent contact. Arrangements for room set up in the 
     Senate wing of the Capitol and the Capitol Visitor Center are 
     made through Capitol Facilities.
       There is no charge for set-up of rooms by the Senate 
     Superintendent's Office or Capitol Facilities.
       At the time the reservation is approved by the Rules 
     Committee, Senate offices should make arrangements, or should 
     notify their constituent contact that arrangements for the 
     set-up of the room must be made directly with the 
     Superintendent's Office or Capitol Facilities. Arrangements 
     should be made as soon as possible, but at least 2 business 
     days in advance of the event, in order to guarantee the 
     availability of adequate furniture, equipment, and supplies.
       Room set-up arrangements may not be changed on the day of 
     an event.
     8. Room Capacity
       The Senate Rules Committee posts information on its web 
     site regarding the maximum capacity of event rooms, based 
     upon set-up style. The maximum room capacity by set-up style 
     permitted by the Fire Marshal shall not be exceeded. Failure 
     to adhere to the maximum room occupancy level may result in 
     termination of an event or function.
     9. Music
       No music is permitted in the Senate wing of the Capitol 
     when the Senate is in session.
       No music is permitted in the Senate Office Building event 
     rooms or in the Capitol Visitor Center event rooms when the 
     Senate is in session until after 6:00 p.m.
       When the Senate is in recess, music is permitted after 5:00 
     p.m.
       Music may be provided during the approved time periods by 
     string instruments or a piano. Amplified music is not 
     permitted.
       Vocal performances and singing are not permitted at any 
     time in Senate space, except by special permission in the 
     Russell Senate Office Building Rotunda. See Russell Rotunda 
     section.
     10. Press Conferences
       Only Senators may conduct press conferences. Outside groups 
     may not hold press conferences in Senate event rooms.
       Press conferences related to political campaign, political 
     party, or political action committee activities are not 
     permissible.
     11. Photographing and Filming
       Since Senate space may not be used for commercial, 
     promotional, or profit-making purposes whatsoever:
       No promotional or commercial photographing or filming is 
     permitted.
       Filming involving or related to commercial ventures, 
     including fictional movies and commercial documentaries, as 
     well as the use of Senate space to create or promote 
     commercial entertainment programming, is strictly prohibited 
     in Senate buildings and on the Capitol grounds.
     12. Audio Visual Presentations
       The content of audio visual presentations made in Senate 
     rooms may not be commercial, promotional, profit-making, or 
     fund-raising in nature.
     13. Broadcasting
       News broadcasting, coverage and videotaping at events/in 
     event rooms requires special permission and must be 
     coordinated with the Senate Radio TV Gallery. News 
     broadcasting, coverage, and videotaping are prohibited in 
     some areas, and are subject to the rules and regulations of 
     the Senate Rules Committee and the Senate Radio TV Gallery.
     14. Admittance to Buildings
       The Senate Wing of the Capitol, the Senate Wing of the 
     Capitol Visitor Center, and the Senate Office Buildings are 
     open during normal business hours. These areas are not open 
     on evenings, holidays, and weekends, unless the Senate is in 
     session.
       The following information may be found on or accessed 
     through Webster:

[[Page S11468]]

       Information regarding normal business hours will be posted 
     on Webster. Due to security considerations, building hours 
     are subject to change without notice.
       Information regarding building access for visitors and 
     guests outside of normal business hours, will be posted on 
     Webster.
       Information regarding access to the Senate Wing of the 
     Capitol and the Senate Wing of the Capitol Visitor Center for 
     appointments, visitors, and guests will be posted on Webster.
       Information regarding the Capitol Visitor Center days and 
     hours of operation for visitor services, Senate Gallery 
     access when the Senate is in session, as well as any special 
     announcements with regard to closures, will be posted on the 
     Capitol Visitor Center web site and may be accessed through a 
     link on Webster.
       The Senate Appointments Desk and the United States Capitol 
     Police must be furnished, when required, with a list of the 
     names and pertinent information for all guests attending 
     functions in the Senate Wing of the Capitol, including the 
     Senate Wing of the Capitol Visitor Center. Requirements and 
     any necessary forms will be posted on Webster. Names of 
     guests must be submitted in accordance with the guidelines 
     set forth on the form, otherwise admittance to events cannot 
     be guaranteed.
     15. Event Parking
       No parking accommodations are provided for guests.


                            russell rotunda

       All requests for use of the Russell Rotunda must be 
     submitted to the Senate Rules Committee on the official 
     Russell Rotunda request form provided by Rules Committee. All 
     required fields on the form must be completed. The requesting 
     Senator's or Officer's signature must appear on the request 
     form.
       Only educational, cultural, and commemorative exhibits will 
     be permitted. No ceremonies are permitted.
       No signs or placards displaying a company or group's name 
     or logo are permitted. Banners are strictly prohibited.
       Handouts are not permitted.
       Photographs or slides of the complete exhibit, and any 
     text, must be provided to the Rules Committee 14 days prior 
     to the date of the exhibit for review before an exhibit will 
     be approved. Text in any language other than English must be 
     translated. No changes may be made to an approved exhibit 
     within 7 days of the event.
       Guidelines for Use of the Russell Rotunda, a fact sheet 
     prepared by the Senate Rules Committee, must be provided to 
     the exhibitor by the requesting Senator or Officer.
       An exhibit may not be displayed in the Rotunda for more 
     than 5 days, unless an exception is granted.
       Exhibits must be placed entirely within the Russell 
     Rotunda. The articles of an exhibit must be placed on mounted 
     displays.
       Photos or paintings may not be hung from the pillars or on 
     the walls, and should not require any lighting, etc. that 
     must be plugged into an electrical outlet.
       Exhibits must be arranged in a manner that provides safe 
     and easy access, as well as adequate space for emergency 
     egress for staff and visitors.
       No food or beverages are permitted.
       No sound may be associated with the exhibits.
       The precise time frame for set up and removal of an 
     exhibit, as approved by the Senate Rules Committee, must be 
     strictly followed.
       A choral group may perform in the Russell Rotunda for 15 
     minutes during the lunch hour (12:00-1:00 p.m.). The group 
     will not be allowed to perform when hearings or other 
     official functions are scheduled in the Caucus Room. String 
     instruments and piano are the only musical instruments 
     permitted. The use of amplifiers is strictly prohibited.
       Cancellations should be reported immediately.
       The Senate will not be responsible for the articles of an 
     exhibit. The Senate does not provide insurance for such 
     articles.


                           Russell Courtyard

       The policy of the Rules Committee is to discourage use of 
     the Russell Courtyard for functions. Written requests for a 
     Courtyard function, as an exception to policy, will be 
     considered by the Committee. The function must be for Members 
     of Congress, their families, and staff only.


   Hart Atrium, Great Hall of the Capitol Visitor Center and Capitol 
                                Rotunda

       Use of the Capitol Rotunda, the Great Hall of the Capitol 
     Visitor Center, and the Hart Atrium is strictly prohibited, 
     except for official ceremonies authorized by Senate 
     Resolution.

                          ____________________