Agenda item

Requests for use of the City Hall and the Provision of Hospitality

Meeting of Strategic Policy and Resources Committee, Friday, 23rd June, 2017 9.30 am (Item 32a)

Minutes:

The Committee:

1. approved the revisions to the current access and hospitality criteria as set out in 1.( a and b) below:

a) where a large event with significant international attendees is booked (which may often involve a bid to bring a specific event or function to Belfast) and is supported by the Belfast Welcome Centre the Committee may at its discretion waive or reduce any room hire charges and/or agree the provision of a civic drinks reception up to a maximum value of £500;

b) where an educational establishment seeks use of the City Hall prestige rooms the following approach to be applied: -

I. where an event is organised by a parent/teacher group or other voluntary grouping no room hire charges will be levied and the Committee may at its discretion provide civic hospitality;

II. where an event is organised and funded by a specific school or college etc. the lower rate of £300 will be applied and the Committee may at its discretion also provide civic hospitality; and

III. where an event is organised by an umbrella body (e.g. Education and Library Board, major University/College or group of schools/colleges etc.) the standard room hire rates and hospitality criteria will be applied subject always to the Committee’s discretion.

2. approved the recommendations made in respect of applications received up to June 2017 as set out below:

JUNE 2017 FUNCTION APPLICATIONS
NAME OF ORGANIZATION	FUNCTION DATE	FUNCTION DESCRIPTION	CRITERIA MET	ROOM CHARGE	HOSPITALITY OFFERED	CIVIC HQ RECOMMEND
2017 EVENTS
Community Engagement Network Awards	3 July 2017	Reception and graduation ceremony for group who completed course at University of Maynooth and celebrate the achievements of those on the programme. Attending 50	Yes – c & d	No charge (voluntary)	Hospitality – Tea/coffee reception at £2 per head	Allow No charge Hospitality Tea/ coffee reception
Women’s Under 19 Championship Dinner	9 August 2017	Official dinner for the IFA to welcome the officials of participating nations and UEFA to Belfast for this Championship event. Attending - 100	Yes – a & b	£300.00	Yes Wine reception up to £500	Allow Charge £300 Hospitality – wine up to £500
Newington Credit Union 50^th Anniversary Celebration	28 October 2017	Welcome reception, dinner and evening to celebrate 50 years of Newington Credit Union branch. Attending 250	Yes – c	No charge (voluntary)	No hospitality	Allow No charge No Hospitality
Ulster Secondary Schools Athletics Association 50^th Anniversary Dinner	2 December 2017	Welcome reception, dinner and Q&A session with key Ulster athletes to celebrate 50 years of Ulster Schools Athletics. Attending 120	Yes – c & d	No charge (voluntary)	No hospitality	Allow No charge No Hospitality
Co Operation Ireland Graduation & Celebration	18 December 2017	Reception and graduation ceremony for NCS programme to celebrate the achievements of young people on the programme. Attending 200	Yes – c & d	No charge (voluntary)	Hospitality – Tea/coffee reception at £2 per head	Allow No charge Hospitality Tea/ coffee reception
2018 EVENTS
Malaysian Night 2018 Cultural evening	3 or 10 March 2018	Gala dinner and cultural programme to celebrate Malaysian culture and students living in Belfast. Attending 300	Yes – b & d	No charge (voluntary)	No hospitality	Allow No charge No Hospitality
Legal Island – Equality and Diversity Awards 2018	23 March 2018	Welcome reception and dinner and entertainment to recognize organizations in NI championing diversity in the workplace. Attending – 280/300	Yes – c	£825.00	No hospitality	Allow Charge £825 No Hospitality
Institute of Historic Building Conservation Annual Conference 2018 Dinner	22 June 2018	Each year IHBC host a conference for members in venues throughout the UK. A dinner and awards evening for students and members. Attending – 140	Yes – a & b	No charge (charity)	Yes Wine reception up to £500	Allow No charge Hospitality – Wine reception
St Josephs College, (Ravenhill Road) Silver Jubilee Dinner	23 June 2018	Welcome reception and gala dinner & dance to celebrate the school being opened 25 years. Attending – 200+	Yes – c	£300.00	No hospitality	Allow Charge £300 No Hospitality
School of Computing	22 August 2018	Each year IHBC host a conference for members in venues throughout the UK. A dinner and awards evening for students and members. Attending – 140	Yes – a & b	£300.00	Yes Wine reception up to £500	Allow Charge £300 Hospitality – Wine reception

The Director of Property and Projects reported that in April an application for the use of the City Hall which had been submitted by Malayalis N.I. had been approved by the Committee. However, unbeknown to staff there had been a fallout in the group and two applications had been submitted on the same day and the application which the Committee had approved had been from the breakaway group. Accordingly, the Director suggested that the Committee might wish to honour both applications and the original group be also offered the use of the City Hall for an evening on the basis that in future years only up to one event would be approved.

The Committee approved this course of action.

Supporting documents: