TERMS OF USE of the EU House premises (Aspazijas bulv. 28, Riga)

The institutions working in the European Union House (EU House) – the European Parliament Liaison Office (EPLO) and the European Commission Representation in Latvia (ECR) – support the organization of events related to the European Union (EU) issues. The EU House has to offer the "Rooms for knowledge, discussions and art" (the Rooms), a conference hall and a discussion room for organization of free-of-charge events. The EU House is a place where to get the most updated information, organize and participate in discussions on the EU issues, set up movie evenings, creative workshops and exhibitions.

  1. How to apply and get confirmation for the use of premises
    1. The EU House premises may be used for organising seminars, conferences, interactive events and events related to the issues within the EU competency.
    2. Discussion room (Ground floor) may be used only for public events.
    3. Organization of press conferences in the EU House is possible in the framework of:
      • communication campaigns and events organised by the EU institutions or
      • events supported by the EU institutions.
    4. The organizer of the event must be a legal entity.
    5. The organizer is responsible for the content of the event. It is forbidden to engage in pre-election campaigns / pre-election discussions in the EU House, and this type of action is not accepted.
    6. The public premises of the EU House are open for organization of events as follows:
      • Ground floor premises on working days from 10:30 to 17:00, Saturdays from 10:30 to 13:00;
      • First floor premises on working days from 10:30 to 17:00.
    7. The public premises of the EU House are open for preparing of events before and after the event as follows:
      • Ground floor premises on working days from 10:00 to 17:30, Saturdays from 10:00 to 13:30;
      • First floor premises on working days from 09:30 to 17:30.
    8. The duly completed application form must be submitted no later than 7 days before the planned event at the latest. 
    9. Sending an application form to the EU House coordinator does not guarantee the allocation of premises. The premises can be considered allocated only after having received (within five days) a confirmation e-mail to the event organizer stating that the premises for the planned event have been allocated.
    10. If an approval regarding the use of premises has been received, but the respective event has been cancelled on the given date, the organizer must inform the EU House coordinator about the changes at least 1 working day before the event, by phone 67085415 and in writing by e-mail to telpas@esmaja.lv.
    11. ECR and EPLO reserve the right to refuse the premises for the event 3 (three) days before it, if events organized by ECR or EPLO and the applicant happen to take place at the same time. 
  2. Conditions for use of premises
    1. The organizer of the event agrees on the date and time to visit the premises and on setting up the necessary equipment with an ECR representative by phone 67085415, or by e-mail telpas@esmaja.lv.
    2. The organizer of the event is responsible for preparing the hall before the event and arranging it afterwards (except for technical equipment), and provides personnel for that purpose; he/she is also responsible for handing back the items used (technical equipment, furniture) in good working order (for this, a handover document is signed). No pets are allowed in the premises of the EU House. 
    3. The organizer of the event is responsible for welcoming and seeing-off the public, for the event itself, according to this application, and for public order during the event.
    4. The organizer of the event is responsible for the material values belonging to the organizers and the participants placed in the EU House, exhibits etc., as well as for settling the copyright issues with AKKA/LAA and the participants.
    5. The technical equipment of the premises is set up by an EU House representative. The use of any other equipment in the premises of the EU House is allowed only after it has been approved by an EU House representative.
  3. Publicity of the event
    1. The organizer of the event at least one day before the event discusses with the EU House coordinator all issues regarding placing information in the EU House.
    2. The institutions of the EU House have right to publish the information about their event and its content on the website www.esmaja.lv. For public events, also the contact details of the organisers of the event will be published.
  4. Information on the technical support necessary for the event 
    1. The organizer of the event undertakes to inform without delay ECR and EPLO about any damages to the equipment of the rooms or other technical problems, which have been encountered during the preparation or during the event. 
    2. If catering (coffee pauses, lunch) is planned during the event, the organiser of the event needs to inform about this the coordinator of the EU House rooms, including the details about the caterer.
  5. General rules
    1. If the organizer of the event fails to comply with any of the conditions mentioned above, ECR and EPLO reserve the right to refuse the premises to the particular organizer in the future without explanation. 
    2. Submission of the application does not guarantee the offering of the EU House premises. ECR and EPLO reserve the right to refuse the premises without explanation, if one of the conditions mentioned above is not observed.
    3. EU House advocates rational, sustainable and environmentally friendly activities and green practices on a daily basis. To encourage you to reduce resource consumption, reuse it where possible, and sort waste, we have prepared recommendations for event organizers.