Rules on Event Attendance for Public Officials
We encourage arts organizations to involve public officials in events as part of their advocacy efforts; however, it’s important to be aware of the rules surrounding their attendance. The rules outlined here are based on federal standards and laws. Please keep in mind that many officials also have internal standards of conduct and policies that may surpass federal guidelines. If you have any specific questions about whether a gift is appropriate, you can call the public official’s office or consult a legal professional.
How can I invite a public official to an event?
Free Events
A public official may accept an unsolicited offer of free attendance at an event when three requirements are satisfied:
- The event meets the requirements for a “widely attended event”
- The invitation came from the sponsor of the event
- The attendance of the public official is related to his or her official duties
Paid Events
If you would like to invite a public official to a paid event such as a ticketed musical performance, the rules for giving gifts to public officials apply. If the value of the ticket exceeds $49.99 the public official must decline or pay for the ticket.
Defining “Widely Attended Events”
An event qualifies as “widely attended” if it meets the following criteria:
- There is a reasonable expectation that at least 25 persons other than public officials, officers, or employees will attend the event
- Attendance at the event is open to individuals from throughout a given industry or profession, or those in attendance represent a range of persons interested in a given matter
Examples of widely attended events include conventions, dinners, receptions and panel discussions.
What functions can a public official perform at an event?
Officials may perform a number of functions at events, including:
- Making a speech
- Serving as an honorary chairperson or host
- Signing letters of invitation*
*The identity of the host sponsoring the event must be made clear.
Are there exceptions to the rules?
Educational Event Exception
There are certain educational events that are worthwhile for public officials or staff to attend, but that do not meet the numeric requirement for widely attended events of at least 25 non-legislative attendees. To qualify for this exception, the event must be:
- Educational in nature, including lectures, seminars and discussions
- Sponsored by a nonprofit, non-advocacy organization such as a university or foundation
In order to attend educational events, public officials may only accept an invitation from the event sponsor.
Constituent Organization Exception
The gift rule was not intended to interfere with public officials carrying out their conventional representational duties, and meetings with constituent organizations are often important aspects of their duty. These types of meetings may not meet the numeric requirement for widely attended events of at least 25 non-legislative attendees, particularly when the organization is from a state with a small or diffuse population.
Examples of constituent organizations that may be covered by this waiver are:
- Artist or art educator associations
- Arts organizations
- Civic associations
- Senior citizen organizations
- Veterans’ groups, and business,
- Trade or professional associations
This page is intended to provide general information and does not necessarily address all aspects of this topic. Because the facts of each situation may vary, this information may need to be supplemented by consulting a legal advisor.