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 rich green and an off-white.

• Commons Green: #006548   RGB (0, 101, 72)   CMYK (100, 20, 80, 40)
• Westminster White: #EDEBEA   RGB (237, 235, 234)   CMYK (3, 3, 3, 5)

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

Filming and photography

Filming, photography, and audio recordings are permitted with prior approval from the sponsoring MP or Peer. However, this material must be restricted to personal use, such as internal, domestic, or family purposes. Filming or photography intended for broader publication — including on websites and social media — is strictly limited. Content may not be used for commercial activities, to solicit new memberships, market services, or promote future business.

Organisers are required to:

• Obtain written permission from the sponsoring MP or Peer.
• Arrange for the sponsoring MP or Peer’s office to chaperone the crew whilst on the Estate.
• Forward written approvals to the Events Team for record-keeping and notification to relevant stakeholders.

Note: Filming is confined strictly to the booked venue and is not permitted in other areas on the Estate.

Media presence and press releases

We welcome media representatives at events, but we do request a full list of attending media outlets along with details on their intended post-event output and target audience. Additionally, any press releases related to your event must be approved by the Commons Press Office to prevent any implication that the event is an official parliamentary function. We advise organisers to ensure minimal reference to the House of Commons as the host venue.

Interviews

Interviews within event venues are not permitted, especially with external attendees. This ensures that statements made at events are not misconstrued as carrying authority from the House. Pre-approved interview areas are available around the Estate, but these are restricted to MPs use and require prior permission from the Serjeant at Arms access team.

Official photography

You may arrange for an official 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. Photography is permitted solely within the booked venue for personal use and may not extend to common areas of the Estate.

Social media and online content

While social media is a valuable engagement tool, we ask organisers to be mindful of our guidelines. Any content or postings generated by your event should respect the terms of the Hire Agreement, particularly with respect to:

• Avoiding references to the House of Commons for commercial promotion or solicitation of business.
• Not implying any official parliamentary endorsement.
• Adhering to copyright laws, especially concerning Parliamentary trademarks, the Crowned Portcullis badge, or artwork displayed within venues.

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.