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SPCB Paper 52 SPCB(2007)Paper 52 26 September 2007 UPDATE ON MAJOR EVENTS AND EXHIBITIONS PROGRAMME 2007-08 Issue 1. The purpose of this paper is to seek the SPCB’s approval for additional events in the Major Events and Exhibitions Programme for 2007-08. The paper also updates the SPCB on the number of MSP sponsored events currently booked between now and the end of the year and draws attention to some associated matters. Finally it reports on the Session Three Ceremony. Contact Roy Devon ext. 85322. Discussion 2. The Scottish Parliament’s events programme falls into two categories: Member-sponsored receptions/briefings/seminars which typically take place on business evenings, and SPCB approved major events and exhibitions which usually involve a significant use of the building. 3. Criteria for Member-sponsored events, and major events and exhibitions approved by SPCB, were worked up in detail and approved by the previous SPCB. They are attached at Annex 1. 4. The previous SPCB approved the 2007-08 Major Events and Exhibitions Programme together with associated budget. The programme included the Microsoft Government Leaders Forum, the Session Three Ceremony and the Festival of Politics. However practically we cannot anticipate every major event SPCB may wish to host over a year. Therefore, the plan is scoped to enable the addition of suitable events at a later date. 5. This paper seeks the SPCB’s approval for the inclusion of three additional events in the 2007-08 plan: The Dewar Arts Award and Exhibition (Annex 2); An Education event hosted by Parliament staff “Our Environment- Our Future” (Annex 3). An International Women’s Day Conference (Annex 4). 1 6. No additional funding is required. Subject to the SPCB’s approval of these three events the updated 2007-08 Major Events and Exhibitions Programme is set out in Annex 5. We will come back to SPCB shortly with proposals for the 2008-09 Major Events and Exhibitions Programme. MSP Sponsored events 7. In addition to Major Events a large proportion of the Events Team work is providing support for MSP sponsored events. There has been a heavy demand for events in the latter half of 2007. This is not unexpected given the recent election and the large number of newly elected Members. Experience also shows that the latter 3 months in the calendar year tend to be the busiest. However, the increased demand means that in some weeks there can be more than 10 events across the Parliament, predominantly concentrated on business evenings and specifically Wednesdays. There is anecdotal evidence to suggest that this may be placing a demand on MSP attendance and impacting on organisation’s objectives of influencing Members. 8. All the events planned meet the SPCB’s agreed criteria for events. We propose at this stage simply to monitor the situation and to report back to SPCB with any proposals as appropriate. Although the number of events planned between now and the end of the calendar year are comparable with previous years it is unprecedented to have this number of bookings confirmed at this time. As a result bookings for 2007 are now full. A note of forthcoming events is attached at Annex 6. Policy and Procedures 9. The SPCB should be aware that the Events Team are working with Scottish Government officials to develop a protocol for the use of the parliamentary complex for receptions hosted by Ministers. Officials will provide an update at the meeting. 10. Guidance for members is also being prepared to provide advice on issues relating to hosting a reception or exhibition in Parliament. This will be brought forward to SPCB for approval shortly. Session Three Ceremony 11. A report on the Session Three ceremony held at Parliament on Saturday 30 June is attached at Annex 7. Resource Implications 12. There are no additional resource implications. 2 Publication Scheme 13. This paper can be published. Decision 14. The SPCB is invited to: agree the addition of the o Dewar Arts Award and Exhibition; o Education and Outreach event “Our Environment-Our Future”; and o International Women’s Day Conference to the Major Events and Exhibitions Programme for 2007-08 note the significant number of MSP sponsored events already scheduled until end of the year; note that officials are working on a protocol on Ministerial sponsored events; and guidance for members on Parliamentary events and exhibitions. note the report on the Session Three ceremony. CAROL DEVON Director of Access and Information September 2007 3 ANNEX 1 EVENTS AND EXHIBITIONS CRITERIA 1. Events and exhibitions held in the Parliament and its grounds are closely aligned to achieving the SPCB’s purpose, aim and core services, in particular: supporting MSPs, raising public awareness and engaging the public, as identified in the Management Plan. All events and exhibitions must either be sponsored by a MSP, a group of MSPs (e.g. Committee or Cross Party Group) or by the SPCB – depending on the category of activity as set out in the remainder of this policy. Categories of Events and Exhibitions 2. There are three main categories of events and exhibitions. These have been developed to take account of the different types of events and the size of the audience. In the main they use different spaces within the Parliament or the landscaped area. 3. The three categories are: Member-focussed Events / Exhibitions - aimed primarily at raising awareness of MSPs. These will be mainly located in Garden Lobby / other Private Business area / Committee Rooms / Chamber / Members’ Restaurant Public Events / Exhibitions – aimed at the general public or people on a specific Parliament guest list. Exhibitions will be mainly located in the Main Hall, and major events may make use of the main spaces of the buildings, such as the Main Hall, Garden Lobby, and sometimes the Debating Chamber. Landscape Events / Exhibitions - aimed at both the general public and MSPs. These will be located outside, mainly in the landscaped area at the front of the Parliament. Planning Process 4. The Parliament’s Events and Exhibitions Team has responsibility for advising on the planning and approval process for all Events / Exhibitions and managing successful delivery of any project. Public Events / Exhibitions, including those in the landscaped area, require SPCB approval. 5. The specific criteria to be considered in relation to each category of activity are set out below. 4 Member-Focussed Events / Exhibitions: Must be sponsored by a MSP, a group of MSPs, a Cross-Party Group, a Committee or the SPCB. May provide a specific perspective eg promoting in particular energy source, reflecting a sponsoring Member’s particular belief, interest or policy position, but must not be party political. Must clearly state the sponsor’s name. Must respect the wide range of existing channels for influencing parliamentary business, by not lobbying on parliamentary business under current consideration. Must meet the SPCB’s operational terms and conditions (to be drafted) for events/exhibitions. In addition the event / exhibition: must be related to parliamentary business (e.g. launch of a committee report) or support Members in their parliamentary role (e.g. by helping inform/brief Members on a specific issue. Public Events / Exhibitions: Must be sponsored by the SPCB as part of its annual Events and Exhibition plan Must be politically impartial and represent a balanced view. Must meet SPCB’s operational terms and conditions for Events / Exhibitions. The intention is that they would allow for individual Members or for a Committee to suggest a public event. These would be factored into the Events and Exhibitions Team advice to SPCB. In addition the Event / Exhibition must meet at least one of the following criteria: encourage and develop public awareness of and engagement with the Parliament and/or parliamentary processes (e.g. exhibition on parliamentary activity over a year, Festival of Politics, Doors Open Day) 5 or provide a platform for Scottish influence at home and abroad (e.g. Tartan Week Exhibition, Microsoft Government Leaders Forum and Carnegie events, Highland Year of Culture) or promote significant historical, constitutional or cultural events / anniversaries with a clear link to democracy and / or the Scottish Parliament’s history, role or work (e.g. Declaration of Arbroath, and Suffrage Movement Exhibitions, Treaty of Union exhibition). Landscape Events and Exhibitions: Must be sponsored by the SPCB as part of its annual Events / Exhibition plan (subject to the caveat that operational guidance will facilitate proposals from MSPs, and groups and will set out how the annual events/exhibitions plan is decided.) Must meet the Parliament’s operational terms and conditions for Events / Exhibitions Should by their nature / content be more suitable for the external landscaped area. In addition the Event / Exhibition: must meet at least one of the criteria for the public Events / Exhibitions category (above) or support Members in their parliamentary role or must offer an opportunity for Parliament to engage in and celebrate significant cultural, historical or tourism initiatives where these further support the parliamentary purpose of engaging audiences with the Parliament, and our role in Scottish national life. 6 ANNEX 2 DEWAR ARTS AWARD AND EXHIBITION Background 1. The Dewar Arts Awards were set up in 2002 as a fitting memorial to Scotland's first First Minister, Donald Dewar. They have a simple aim; to give exceptionally talented young people of limited means assistance in fulfilling their potential in any branch of the arts. Anyone under 30 living in Scotland who can demonstrate outstanding abilities is eligible to be nominated. 2. To mark the 5th anniversary of the Dewar Arts Awards the organisation have approached the Parliament to hold an evening event in the Debating Chamber chaired by the Presiding Officers to showcase the Awards and some of the young people who have benefited from this assistance.
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