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All applications for the use of the venue, or any part there of must be made on the online application form.
Until the form, duly completed, has been received and the payment of the deposit has been made, no engagement will be confirmed and the council shall be at liberty to let the venue or any part thereof to another applicant after 28 days from your provisional booking having been made.
(b) The council reserves the right to refuse any application for the use of the venue or any part thereof without stating its reason for such refusal.
(c) The Hirer may, at the discretion of the council’s venue Manager, be required to pay to the council, not less than 14 days before the date of the hiring of the venue, a deposit of up to £200.00. This sum shall be refunded to the Hirer, without interest, within 14 days of termination of the hiring for which the booking was made if the council has sustained no loss or damage as a result of the hiring and the Hirer has paid all monies due to the council under these conditions of letting. If any loss or damage occurs, or any money due to the council has not been paid, the deposit will be repaid, without interest, less an amount sufficient to indemnify the council in that respect. In the event of the loss or damage or unpaid monies exceeding £200.00 the forfeiture of the deposit to the council shall be without prejudice to the rights of action otherwise available to the council in respect of these matters but credit shall be given for the amount so forfeited. If the hirer shall fail to make the payment required the booking shall be cancelled forthwith and all monies paid to the council by the Hirer shall be dealt with as though the Hirer had cancelled the booking and condition 1(d) shall apply.
(d) Should the Hirer cancel the booking of the venue, or any part thereof the deposit of the hiring fee under Condition 1(a) hereof shall be forfeited. In the event of the venue or any part thereof, being re-let for the date and during the period the cancelled booking would have taken place, the said hiring fees shall be refunded to the extent that the council has recouped itself though the re-letting, at the discretion of the venue manager.
(e) The council reserves the right to cancel bookings at any time by not less than 24 hours previous notice in writing to the Hirer, and the Hirer shall not be entitled to any compensation in consequence thereof or in connection therewith other than the refunding of appropriate hiring fees paid under Conditions 1(a) and 1(c) hereof.
(f) The council reserves the right to cancel at any time any booking of the said premises shall be closed in consequence of any public calamity, Royal demise, epidemic, fire, act of God, war (or its consequences), or is not available for the purpose of the hiring in consequence of the withdrawal or suspension of any license, or by reason of any work required to be done by the Licensing or other Authority, to by any reason of any combination or any strike or lock-out of any workman interfering with the efficient working of the premises, or from any cause whatsoever not within the control of, or not occasioned by default of, the council. The council’s decision upon the above matters shall be final and conclusive, and in such circumstances the Hirer shall not be entitled to any compensation in consequence thereof, but any charge for hire previously paid shall be refunded.
(g) The council reserves the right to terminate any hiring in the event of the Hirer committing a breach of failure to observe or perform any of the regulations or conditions.
(h) The Hirer shall not, without the previous consent in writing of the Manager, use the Hall or any part thereof for nay purpose or purposes other than those specified in the application.
(i) The Hirer shall not, without the consent in writing of the Manager, sub-let The Pavilion or any part thereof.
(j) These conditions and regulations for the use of The Pavilion and any part thereof maybe amended by the council at any time, without notice and, if so amended, shall apply to all hirings taking place thereafter regardless of the date of such hirings.
(k) The term “Hirer” in these Conditions shall be taken to mean the person, persons, or body incorporate making application to hire The Pavilion and any part thereof.
(l) The term “The Pavilion” in these Conditions shall be taken to mean the Function Room, Meeting Room, Entrance Hall, Toilets and surrounding areas. The Café is only included if the Hirer is booking exclusive use of the Pavilion (see booking form).
2(a) The Hirer shall be deemed to have notice of the Conditions attached to such licences and shall observe and perform such Conditions insofar as they affect the hiring. Any requests for extensions of the Music and Dancing Licence and /or Liquor Licence shall be made to the Manager and the Hirer shall be responsible for the payment of any costs in connection with any such application. The Hirer shall not use The Pavilion or any part thereof for a cinematograph performance unless and until he/she has applied to the City Licensing Officer for, and been granted, the appropriate Licence and any fees payable in connection with such Licence have been duly paid.
(b) The attention of the Hirer is drawn to provisions of the Theatre Act 1968 concerning the presentation of public stage play performances and the need to adhere to the appropriate licences from the City Licensing Officer.
(c) The capacity if the venue for plays and concerts etc is set up to 80 seats, Dances up to 120 persons, and for dinners up to 350 seats, by arrangement.
(e) In accordance with the Liquor Licensing laws sale of alcohol maybe withdrawn by the Designated Premise Supervisor (DPS), Manager or his designated deputy at any time if any person using the bar shall behave in an unruly, disorderly or unseemly manner or if, in the exercise of his absolute discretion, he is of the opinion that such unruly, disorderly or unseemly behaviour may occur there. The DPS and / or Manager may refuse to provide alcohol for sale if he is of the opinion that the hiring is for a function at which the Bar in unsuitable.
(f) The Hirer shall comply with the Conditions endorsed on the Justices’ Licence to sell intoxicating liquor on the premises, and shall not do or permit any act which may imperil the Licence held by the council or be a nuisance or annoyance to any person and shall not commit or permit any breach of the statutory provision, or regulation for the time being in force relating to the licensed premises, and in particular shall not hold or permit to be held any competitions or any games of chance and skill combined for which money or other prizes are awarded, or to permit gaming, betting or wagering to be carried out on the premises, nor to permit during the hiring intoxicating liquor to be auctioned on the premises.
3(a) The council shall not be liable for any accident or injury sustained by the Hirer or any person present in the Venue or any part thereof is hired, arising from the negligence or default of the Hirer and his servants or agents. The Hirer shall indemnify the council against all costs, claims and demands in respect of any such accident or injury as aforesaid.
(b) The Venue shall be in the care and custody of the Hirer and the council accepts no responsibility for any loss or damage sustained in respect of articles, wearing apparel or other property brought into or left in the venue or any part thereof by or on behalf of the Hirer or any other person.
(c) The Hirer will be held responsible and accept full responsibility for any damage done to The Pavilion or any part thereof, furniture, utensils or other property of the council during the period of or otherwise arsing out of the hire of the venue or any part thereof. All internal or external decorations shall be fixed and removed to the satisfaction of The Manager.
(d) No entertainment shall be held or given which will involve any increased risk of fire or invalidate any policy of insurance of the council without previous notice in writing being given to the City Solicitor and the special insurance of the premises arranged for by the council, the Hirer paying any additional premium required.
(e) The Hirer agrees not to drive nails, screws or other fastenings into the walls, floors, furniture or any other part of the premises. Only Bluetac or its equivalent maybe used to stick items to walls or partitions.
(f) No decorations, flags or emblems will be permitted without prior sanction of the Venue Manager.
(g) Any liability or expenditure incurred by the council on behalf of and at the request of the Hirer shall be discharged by the Hirer and the council will not accept any responsibility in connection therewith.
4(a) All seats and tables will be arranged by the council’s officers or servants with sufficient gangways in all respects to afford means of rapid exit and the Hirer shall keep such gangways, together with all passages and exits free from obstruction.
(b) All doors giving egress from the venue or any part thereof shall be kept unfastened and unobstructed and immediately available for exit during the whole of such time as the venue or any part thereof is being used by the Hirer.
(c) All enquiries regarding the facilities available, layout, times of entry etc should be made to The Manager.
(d) The Hirer should not use, or permit to be used, any special effects, stage lighting, venue lighting or other electrical equipment without the prior consent of the Venue Manager. The Hirer must ensure that a suitably qualified electrician is in attendance during the operation of any additional special effects, stage lighting, additional venue lighting or any electrical equipment at the discretion of The Manager.
The council can provide an electrician if required. The electrician’s time will be recharged to the Hirer at the hourly rate applicable to the day and time of day. The Hirer must give at least 7 day’s notice if the services of a council electrician are required.
(e) All arrangements in connection with the Hiring of the premises or any part thereof shall be to the approval of The Manager and the Hirer shall comply with all reasonable requests made to him at any time in respect thereof.
(f) Pyrotechnics shall not be used on the premises. Pyrotechnics include: a display of fireworks, including flash powder, transformation powder, ignition and slow burning smoke, smoke candles, miniature and small maroons, pyrotechnic fuses and the like.
(g) Except with the consent of the council, explosives, toxic, hazardous or highly flammable substances shall not be brought on to or used at the premises.
(h) Real flame shall not be used on the premises except with the prior consent of the Licensing Authority and the Venue Manager.
5(a) The removal from The Pavilion of all goods and/or equipment belonging to the Hirer, or brought into the venue in connection with the purpose in which the venue was hired, shall be the responsibility of the Hirer. In the event of failure to discharge the foregoing responsibility the council may dispose of the goods and/or equipment as it thinks fit without being liable to the Hirer in respect thereof and the Hirer shall be liable to pay the council’s costs of so doing save to the extent they are recouped by the council from any sale of the goods and/or equipment.
(b) If the Hirer shall continue his/her occupation of the venue or any part thereof after 30 minutes from designated period of hire for which he/she engaged the same, he/she shall pay such additional hire fees as may be specified in the Scale of Charges in respect of such time. The Hirer shall also, in addition, be responsible for any loss or damage occasioned by the council for exceeding the designated times. The designated times being those booked by the Hirer on his/her application form to hire the venue or any part thereof plus 30 minutes permitted time in which to vacate, completely, the said premises.
6(a) Sufficient stewards shall be provided by the Hirer to supervise properly the function in the venue or any part thereof as The Manager shall, in his absolute discretion, determine.
(b) The council may engage such police officers and other persons as they may consider necessary to keep order during the hiring and the Hirer shall on demand pay to the council the expense incurred as certified by The Manager.
(c) In the event of any trouble occurring at the function which the Manager or his/her appointed Deputy considers the Hirer is not able to cope with then the Manager or his/her appointed Deputy has the right to call for police assistance without prior consultation with the Hirer. If the Manager or his/her appointed Deputy deems it necessary he/she may close the event and the Hirer will have no recourse on the council for any loss incurred.
7(a) No cinematograph or similar instrument or apparatus in connection therewith maybe used unless approved by the Chief Fire Officer, the City Environmental Health Officers and a suitably qualified electrician. The Hirer shall also comply with the requirements of the Cinematograph Acts 1909 – 1982 or any statutory modification thereof and all regulations thereunder. Any film used shall be non-inflammable and shall not exceed 16 millimetres in width. No inflammable substitute shall be used in repairing or joining film in any part of the Hall to which the public are admitted while any members of the public are present there.
(b) No person shall give at the venue or any part thereof (otherwise than as provided by section I of the Hypnotism Act 1952) any exhibition, demonstration or performance of hypnotism, mesmerism or any similar act or process which produces or is intended to produce in any other person any form of induced sleep or trance in which the susceptibility of the mind of that person to suggestion or direction is increased or intended to be increased.
(c) The Hirer shall only hold such lotteries as are lawful. The entire responsibility for the conduct of any such lottery shall be that of the Hirer.
(d) The Hirer shall not hold or permit to be held any competitions or any games of chance and skill combined for which or other prizes are awarded, or to permit gaming, betting or wagering to be carried on at the premises, nor to permit during the hiring intoxicating liquor to be auctioned on the premises.
8(a) The council reserves to itself the right for its duly authorised officers or servants and police officers on duty to gain access to the venue or any part thereof at all times, and require that any stewards employed by the Hirer shall be instructed accordingly.
(b) The council’s officers or servants are not permitted, under any circumstances, to accept gratuities of any kind.
9(a) The Hirer shall not use the venue or any part thereof for the performance in public of any dramatic or musical work or for the delivery in public of any lectures in which copyright subsists without the consent of the owner of the said copyright. The Hirer shall indemnify the council against all sums of money which the council may have to pay by reason of any infringement of copyright occurring during the whole of such time as the venue or any part thereof is being used by the Hirer.
(b) Where music in any form comprises part f the event the council will charge the Hirer the appropriate rate demanded by the Performing Rights Society for the performance of that music whether it be recorded or played live.
(c) The Hirer shall comply with the provisions of the Children and Young Persons Act 1933, and particularly section 12, which provides as follows:
“Where there is provided in any building and entertainment for children, or an entertainment at which the majority of the persons attending are children then, if the number of children attending the entertainment exceeds 100, it shall be the duty of the person providing the entertainment to station and keep stationed, wherever necessary, a sufficient number of adult attendants, properly instructed as to their duties, to prevent more children or other persons being admitted to the building or any part thereof that the building can properly accommodate, and to control the movement of the children and other persons admitted while entering and leaving the building or any part thereof, and to make all reasonable precautions for the safety of the children.”
10(a) The Hirer and his servants or agents, shall conform with the following regulation to the posting of placards without permission:
No person shall affix or cause to be affixed any placard upon any building, wall, fence, gate, door, pillar, tree or post in or abutting on any street or public place without the permission of the owner or occupier or persons having the charge thereof or unless authorised so to do by law, nor shall any persons unless authorised by law or with such permission as aforesaid, deface by writing or other marks any such building, wall, fence, gate, door, pillar, tree or post as a foresaid.
Should any fly posting take place the said posters will either be removed by the council and the cost of that removal recharged to the Hirer and/or CANCELLED stickers posted across the poster/s and the council shall not be liable for any loss or damage suffered by the Hirer as a result thereof.
(b) No posters shall be displayed on any notice boards outside the venue without the consent of The Manager and the council cannot guarantee as to the number of posters which can be displayed or for the period of display.
The wording of all posters, placards, handbills, press advertisements and tickets in connection with the function for which the hiring is made shall be submitted to the Venue Manager for his approval before the same are printed, postered or distributed and, in the event of the Hirer failing to do so, The Manager shall have the right to cancel the hiring forthwith.
(c) The Hirer shall not be entitled to grant sound, television broadcasting or filming rights without the prior written consent of The Manager.
11(a) If, in connection with a hiring, the pavilion caterers shall have agreed to provide food and/or refreshments in respect of which a charge has been agreed by reference to the number of persons who shall be provided therewith, the Hirer shall not give less than five clear days’ notice of any reasonable variation in that number to The Manager. If the Hirer shall fail to give notice in accordance with the foregoing provision, the council shall be under no obligation to agree to any such variation and the Hirer shall pay to the council the full charge for the food and refreshments calculated by reference to the number previously agreed between the Hirer and the council, or such lesser sum as the council, in its absolute discretion, shall determine.
(b) No person, other then that designated licensees of the premises and their servants, may sell or permit to be sold alcoholic beverages of any nature upon the premises unless written authority has been obtained from the said licensee of the premises.
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