GUIDELINES FOR USE OF SENATE HEARING AND CONFERENCE ROOMS  

• It is unlawful to use or authorize the use of a Senate room, directly or indirectly, for the purpose of assisting campaigns or for the promotion of or opposition to a ballot proposition.
• The Senate allows state, federal, and local government agencies and other organizations generally recognized as having business before the legislature to reserve rooms only for legislative related purposes between December 1 and the end of the ensuing legislative session. Rooms may be reserved for other uses during other times of the year, with the approval of the Secretary of the Senate. Rooms can be reserved during general state government work hours of 8:00 A.M. until 5:00 P.M., Mondays through Friday.  Evening and weekend use must be approved by the Secretary of the Senate's office and is subject to a $50 per hour charge for staff. Between December 1 and the end of the ensuing legislative session no reservation may be for more than one day without the approval of the Secretary of the Senate.
• Rallies, protests, and demonstrations are not allowed in Senate meeting rooms. Signs placards, banners and other similar materials are generally not allowed in the buildings housing Senate meeting rooms and offices.
• The Senate does not allow the reservation and use of rooms or facilities for the purpose of advocating specific legislative positions or agendas. The Senate does not allow the use of rooms for press conferences other than for the announcement of government actions, program descriptions, and other similar factual information. The Senate does not allow the use of rooms for meetings to which the general public is invited for the price of a ticket or other admission charge which will benefit the reserving person or organization.
• The business of the Senate takes priority over any and all room reservations. The Senate reserves the discretion to pre-empt (cancel) any room reservation as necessary for functions of the Senate and its individual members. In all such instances, the contact person holding the preceding room reservation will be notified by the Senate as early as possible. 
• Organizations reserving rooms will be required to identify the name of the organization the purpose for which the room will be used, the estimated number of participants, and the name and telephone number of the primary contact person. Additionally, if the primary contact person will not be attending the meeting for which the room is reserved, an alternate contact name and phone number must be provided for someone who will be on site.
• Use of the room is subject to the following conditions:

1. If it is necessary to rearrange the room for the meeting, furnishings must be returned to the original configuration. Except for members of the Senate, re-arrangement (and return) of the room is the responsibility of the person or organization reserving the room.
2. Furnishings may not be removed from a room without the prior approval of the Senate. Delivery and use of additional furniture (for example, rented tables and chairs) for use in the room is not permitted.
3. Light refreshments are allowed but box lunches and complete meals are discouraged. Any catered events must be pre-approved by the Senate. It's important to note the primary function of these facilities is legislative meetings/hearings; they were not designed for, or intended to be used as dining rooms. No heated food is allowed in the rooms. If you wish to serve meals at your meeting you may wish to consider a more appropriate location. 
4. All litter, papers, food, and other items accumulated as a result of the meeting must be properly disposed of, and the room returned to its original condition and configuration. Failure to do so will subject the contact person to a minimum cleaning/restoration fee of $100, or as determined by the Senate to cover any incurred expenses.

• Equipment needs should be identified at the time the reservation is made. Non-Legislative agencies and groups may rent the Senate's audio/video equipment at the following rates:  

EQUIPMENT                                 0-4 HOURS               ALL DAY

Projectors and screens (built into room)  $40                       $75 

Wireless microphone (1)                         $25                       $40

Wired microphones are available in the default configuration at no charge.

Contact Lucretia Turner at:
P.O. Box 40482
Olympia, WA 98504-0482
Telephone: (360) 786-7560 or (360) 786-7572
Email: turner.lucretia@leg.wa.gov 
to reserve a Conference/Hearing room in the John A. Cherberg Building 

g Click here to accept these guidelines and continue to the Room Reservation form