Capitol Activity Planning Guide

Important things to remember when planning an event at the Capitol

1. The Capitol is primarily used for legislative purposes. Legislative committees and legislator-sponsored events are always given highest priority.

2. Plan ahead. When you make your reservation early you increase the chances of getting the room that will best match your needs.

3. Cameras for recording legislative activities are active in most rooms. If you do not want cameras to be on during your event please mention that when you make your reservation.

Here are some questions that can guide you through the process!

1. Which day would you like your event to happen?

2. What would you like to call your event? The title of the event will appear in the Capitol Activities Calendar unless you request that the event not be listed.

3. Would you prefer a conference room , a hearing room, the Galleria, or the front steps?

4. How many people are you expecting to attend?

5. Will you want to use an overhead projector, an extra table or chairs?

6. Would you like to have coffee or other beverages?

7. Do you have a mailing address for the event sponsor?

Making your reservation

When you have a date in mind and an idea of what you want your event to look like it’s time to talk to the Building Use Coordinator at the Capitol. The Building Use Coordinator can be reached by calling 503-986-1384 on Weekdays 8am to 5pm.

Here is more information that may help during the planning process

After your reservation is made, you will receive a Building Use Contract along with a Confirmation of Reservation notice in the mail. Please return a signed copy of the Contract to the Building Use Coordinator before your event. Preview the Building Use Contract here.

An Invoice for any fees for your event will be mailed at the beginning of the month following the event.

Here are some FAQ’s (Frequently Asked Questions)

Who do I talk to about security at the Capitol?

Oregon State Police Patrol the Capitol Building. The State Police can be reached at 503-986-1122 at any time. The State Police Office is located in the basement hallway adjacent to Café Today; RM 60-C.

How much does it cost to use a room at the Capitol?

A small conference room is $40 for a day. (~25 people)

A large hearing room is $102 for a full day (~100 people)

See the Facility Fee Schedule

Do I need to pay for the room when I make my reservation?

An invoice for any fees for your event will be mailed to you at the beginning of the next month.

Where is the room located in the Capitol?

Here’s a map of the building that you can use to find the room(s) you are interested in.

See a map of the Capitol.

Who do I talk to about ordering coffee for my event?

You may choose any caterer you wish. However, Café Today is located in the Capitol and can deliver coffee or boxed lunches for your event. You may contact Café Today (http://www.cafetoday.net) at 503-585-4266. Food is allowed in the following rooms: HR 343, HR 357, HR 50, RM 350, and RM 167-A. Coffee is allowed in Capitol hearing rooms and meeting rooms.

May I use the Rotunda for an event?

The use of the Rotunda is restricted for historically significant events.

What does a conference room look like?

A standard setup will include a large central table or rectangle arrangement of tables with surrounding chairs. They are designed to allow for a “round table” discussion.

How is a hearing room arranged?

A hearing room is designed to facilitate a committee. A dais or large horseshoe shaped desk sits at the front of the room for committee members with a central witness table facing the dais. Finally most of the room is filled with seating for an audience.

What is the Galleria?

The Galleria is an open area on the first floor of the Capitol that is used for a variety of purposes. It is home to monthly art displays and serves as the connection between the Rotunda and hearing rooms A – F. The Galleria is available for reservations, but the event may not restrict public access to the Galleria.

May I reserve the front steps of the Capitol?

Yes, you may reserve any of the steps that surround the Capitol.

May I use the House or Senate Chambers?

The Chambers are reserved for Legislative use.

May I reserve the House or Senate Lobbies?

The Lobbies include the areas immediately outside the Chambers. These areas are not available for reservation. They are open to the public.

March 2002