GENERAL SERVICES

EVENT PERMIT INFORMATION AND GUIDELINES

PURPOSE:

The purpose of this permit is to delineate standards of conduct in the facilities within the Capitol Complex (State buildings and State grounds) to maintain the beauty and historical nature of the Capitol Complex in accordance with 2-17-811, MCA. These standards of conduct also establish a minimum level of decorum to protect the safety, security, and well-being of users, employees, and the public.

Facilities within the Capitol Complex may be used for public events and may not be reserved for private events (weddings, receptions, parties, etc.). A public event is any that is open to the public and to which the public will have full access.

General Services Division reserves the right to relocate, alter, or cancel events at the discretion of the Campus Security Director, based on public safety and/or security concerns.

This use permit must be in the possession of the event organizer at all times during the event.

GENERAL USE:

  • Loud or noisy events in the Rotunda that could disrupt State business are prohibited.
  • Quiet hours in Rotunda during Legislative Session are from 1:00pm - 3:00pm. Static displays only.
  • Authorization for use of the Rotunda or grounds is not an endorsement of or approval of the permit holder, or the purpose it represents.
  • The Rotunda or grounds use may require additional janitorial services, security, and/or GSD staff.
  • Any damage to the Capitol Rotunda and/or grounds caused by the user will be billed at cost plus 15% to the permit holder.
  • You must provide your own electrical cords, in good working condition, and arrange with GSD for location and use of electrical outlets before the scheduled event. All cords are to be taped down with 3M #471 tape (gaffer’s tape) or equivalent only. Cord protectors can also be used to prevent trip hazards.
  • Single-use permits are valid for the date and time of the event specified on the permit
  • Recurring events may obtain a permit which is valid for 90-consecutive days. Permit holders must apply for a new permit for recurring events that extend beyond 90-consecutive days.
  • If the permit holder fails to attend or does not notify General Services Division of their late arrival within the first hour of the permit start-time, the permit is voided and the reserved location will be released for use by other parties.
  • Permit holder may be required to check-in with campus security upon arrival based on the anticipated event size. General Services Division will notify the permit holder if check-in is required.
  • The event permit holder understands and will meet conduct standards that are outlined in the General Services Division policy on Public Safety and Facility Use of State Space and State Grounds in Helena.

CAPITOL COMPLEX HOLIDAY DISPLAY PERMIT GENERAL USE AND INFORMATION:

  • Located at the North Capitol Circle, just east of the Capitol Building [location map]
  • Displays may be placed within the designated area after 18 December 2023 upon receipt of a permit from GSD
  • All displays must be removed by 2 January 2024
  • Displays must be free-standing and self-contained (Cannot consume, water, electricity, gas, or other utilities) 
  • Displays must not be attached to any fixtures or landscape features
  • No flames, candles, luminaries, etc.
  • Displays must be no taller than 6’ and no wider than 10’. Exceptions may be made on case-by-case basis. 
  • The State is not responsible for any damage or theft to a display
  • General Services reserves the right to deny a request or remove a display for public safety reasons
  • Unpermitted displays will be removed

DEFENSE AND PAYMENT OBLIGATION:

  • The permit holder shall defend the State and its employees, agents, officials and volunteers against any claims, allegations and causes of action for property damage or personal injury or death (collectively “Claims”) asserted by the permit holder’s employees or third parties arising from permit holder’s actions or omissions under this permit or its violation of these permit terms and conditions.
  • The permit holder shall pay for or otherwise satisfy any liabilities, losses, damages, expenses, or fees (including reasonable attorney fees and court costs) arising from the Claims whether assessed against the holder or the State. The State and its employees, agents, officials and volunteers are not responsible for resolving or paying for the Claims.

SETUP/TAKE DOWN/CLEAN-UP:

  • The permit holder shall designate a person or persons responsible for supervising the event during setup, take down, clean-up, and during the event which must notify GSD when setup begins.
  • You are responsible for setting up and taking down displays and exhibits in a timely fashion without disrupting the business of the tenants.
  • You may not hinder public access to the Capitol Building or the Rotunda.
  • You are responsible for the condition of the space after use, including pick-up of all litter and garbage.
  • If requested, GSD can provide additional litter receptacles depending on availability.
  • Sufficient room to permit normal pedestrian traffic and emergency egress is required.
  • Staking or tent anchoring on the grounds requires prior GSD approval to prevent damage to the irrigation systems.
Tables/Chairs:

General Services Division (GSD) will assist with setup due to limited seating and table arrangements.

Food/Drink:
  • All health department regulations must be met for food and/or drink service.
  • To protect tiled floors in the Rotunda, drinks with high stain capability will not be permitted.
  • Barbecue cooking on the grounds requires GSD approval.
  • Alcoholic beverages may not be served or consumed in state space or on state grounds unless served as part of an authorized function approved by the agency head and under the control of a valid liquor license holder.
Displays:
  • To protect the finishes in the Capitol, banners, signs, and posters cannot be taped on columns or walls.
  • GSD will assist with hanging signs and banners on cotton rope provided by you.
  • Balloons or candles are not allowed.

 

ADA RESOURCES:

Explore our campus map for information on accessible parking and other services.