terms & conditions of hire
General enquiries
The Civic Hall
14 Rother Street
Stratford upon Avon
Warwickshire
CV37 6LU
Tel: 01789 207101
Fax: 01789 207119
Email: HYPERLINK mailto:admin@civichall.co.uk admin@civichall.co.uk
DEFINITION OF EXPRESSIONS
1.1 “The Trust” means Stratford Town Trust.
1.2 “The Manager” means the General Manager or any person acting
on his/her behalf.
1.3 “The Hall” means the Civic Hall as a whole or any part of the
venue subject to the hire.
1.4 “The Event” means the purpose for which the Civic Hall has been
hired.
1.5 “The Hirer” means the person or organisation hiring the Civic
Hall.
2.0 APPLICATION
TO HIRE
2.1 All applications for the hire of the Hall must be made on an application
form obtainable from the Manager. The application must state the precise nature
of the Event. Applications will not be considered from persons under 18 years.
The Hall reserves the right to refuse any application without giving reason.
The Hirer means the person or persons by whom the Application is signed or the
Company or Organisations on whose behalf the Application is signed by authorised
agent.
The Hall will not be deemed to have been hired until the Hirer receives written
confirmation from the Hall.
3.0 CHARGES
3.1 The hire charges for the Hall are laid out in the Scale of Charges included
in the venue pack or upon application.
4.0 BOOKINGS
AND PAYMENT
4.1 Provisional bookings may be accepted at the discretion of the Hall but shall
not be binding upon the Hall.
4.2 A deposit of one third of the full fee due is required to secure the Event.
Only the official receipt of the Trust will be recognised.
4.3 Payment should be made to the address above and cheques crossed and made
payable to Stratford Civic Hall.
CANCELLATION BY THE HIRER
5.1 The Hall may cancel the hiring in the event of the Hall themselves being
desirous of using the premises on the date on which it has been let to the Hirer,
in connection with an occasion of National Rejoicing or Mourning, Parliamentary,
County Council or District Council Elections and any other occasion which in
the opinion of the Hall is of civic or national importance, by giving to the
Hirer such notice of cancellation as the Hall in all the circumstances considers
reasonable.
If the hiring is cancelled by virtue of the provisions of this clause the Trust
shall refund to the Hirer, without interest, any charges paid in respect of
the hiring, and no further compensation whatsoever shall be payable by them
to the Hirer for loss or damage whatsoever suffered, or to be suffered by him,
as a result of the cancellation.
The Hirer may request in writing to the Manager to cancel the hiring provided
that:
If 60 days notice or less is given, the Hirer shall accept liability for and
shall pay 75% of the total hire fee.
If more than 60days notice is given the Hirer shall accept liability for and
shall pay 33% of the total hire fee.
5.4 The Hall shall be entitled to order the vacation of the Hall and to cancel
the hiring summarily if:
The Hirer fails to observe the Conditions of Letting, or
At any time prior to the start of the function it appears to the Hall that the
Hirer has made a material omission or mis-statement in the Application Form,
or
At any time prior to the start of the function the programme or other details
of particulars referred to in Clause 6 hereof have not been supplied, or if
supplied, have not been approved by the Manager, or
Any sum payable under Clause 2 hereof is not paid by the Hirer by the date upon
which it is due and upon such vacation the hiring shall determine.
5.5 The decision of the Hall on the above-mentioned shall be final and binding
on the Hirer.
6.0 PERMITTED
USE
6.1 The Hall may not be used for any purpose other than that stated on the Application
Form for Hire.
6.2 Under no circumstances may the premises be sub-let by the Hirer.
7.0 LAYOUT OF
HALL
7.1 The Hirer shall submit to the Manager, at least 14 days before the date
of the hiring, details of the proposed programme and the required position of
various furniture, staging, technical assistance required etc.
8.0 PROGRAMME CONTENT
8.1 The Manager shall have the right to object to any song, speech, dialogue,
business or costume which in his opinion is improper or indecorous, and such
song, speech, dialogue, business or costume shall forthwith be changed or omitted
as may be directed.
9.0 ADVERTISING OF EVENTS
9.1 The Hirer must submit to the Manager copies of all advertising material
intended to be used to publicise the event which is taking place. No advertising
material shall be published and distributed stating that music and dancing or
consumption of liquor will be taking place other than those specified in the
Licences referred to in Condition 12 hereof until the Bar Management has notified
the Hirer that an extension of the permitted hours has been obtained from the
Licensing Justices.
10.0 COPYRIGHT
10.1 The Hall obtained the Licence of the Performing Rights Society Limited
for the performance of copyright musical works in the Hall on the understanding
that the returns of all works so performed will be made by the Hirer to the
Society.
10.2 The Hirer shall comply with the terms and conditions of the Performing
Rights Society Limited for the performance of copyright music under their control
and the Hirer shall be responsible for ensuring that the necessary returns are
made as required by the Society and will indemnify the Hall against any demand
or action by the Society in regard to the making of such a return of musical
works performed.
10.3 Copyright work not covered by this Licence must not be performed without
the consent of the owner of the Copyright. The Hirer shall be responsible for
obtaining such consent and shall indemnify the Hall against all claims, demands,
actions and proceedings arising out of any infringements of Copyright, or the
unauthorised playing, performance or use of any record or other apparatus during
the hiring.
10.4 The performance of recorded music in the Hall will not be permitted unless
the Hirer has obtained, in advance of such performance, an appropriate Licence
from Phonographic Performance Limited.
10.5 The Hirer will be liable for and must make arrangements for the payment
of any taxes or royalties payable in respect of the function.
11.0 RADIO AND TELEVISION
11.0 The Hirer shall make his own arrangements for complying with the requirements
of the Minister of Posts and Telecommunications with respect to Television,
Radio or other Telegraphic or Telephonic apparatus.
12.0 LETTINGS INVOLVING LICENCES
12.1 In every letting there shall be deemed to be implied on the part of the
Hirer an understanding with the Hall strictly to observe and perform all statutory
provisions and regulations and all conditions and regulations imposed by the
District Council or other licensing body applicable to any letting, and to indemnify
and save harmless the Hall, their officers and servants from all penalties,
damages and costs which may incur in consequence of any breach of default in
complying with any such provisions, regulations or conditions.
12.2 The Hall is licensed for the performance of theatrical performances, music
and dancing, wrestling and boxing, and the conditions of these Licences must
be strictly observed.
13.0 CAPACITY
13.1 The maximum number of persons to be admitted to the Hall must be in accordance
with the Fire Officer’s requirements for the building. Audience capacity
and placement must be agreed with the Manager prior to the event.
13.2 In the case of public dances, no persons shall be admitted to the Hall
who do not possess a ticket and no tickets shall be sold or issued after 9:30p.m.
on the date of the dance.
13.3 No person will be admitted or re-admitted to a public dance after 9:30p.m.and
Hirers are requested to make a suitable notice to this effect on all tickets,
posters and press advertising.
14.0 CLOAKROOMS
(Refer to clause 20.1)
14.1 In the event of the Hirer requiring the use of a Cloakroom, the Hirer must
provide an Attendant.
15.0 STEWARDS, DOOR STAFF,
ETC.
15.1 The Hirer will be required to provide SIA licensed and CRB cleared door
staff and attendants for all functions where the management consider it necessary.
Also sufficient stewards to maintain good order and conduct during the hiring,
to take charge of the appliances, to report any fire or other emergency, to
control the movement of the public to exits in an emergency, and to regulate
the number of persons admitted. The Hirer shall agree with the Manager’s
decision as to the number of doormen, attendants and stewards required at any
particular function. As a rule the venue work a ratio of 1:60 to ensure good
order and public safety. The Management reserves the right to insist on the
hirer employing the venues preferred Security Company.
15.2 The Hirer will be required to employ suitably trained and competent cinematographic,
sound or lighting operators and in no circumstances will a Hirer be permitted
to operate any cinematographic, sound or lighting equipment without the necessary
authorisation of the Manager.
16.0 CONDUCT AND GOOD ORDER
16.1 The Hirer shall take every care to secure that no undesirable person is
permitted to enter the premises or otherwise make use of them, and shall be
responsible for good order and conduct during the hiring. The Trust reserves
to its Hall Management the right to order the Hall to be vacated and to terminate
the letting if the premises are used for unseemly or undesirable purposes, without
paying any compensation.
17.0 ADDITIONAL EQUIPMENT
17.1 No additional lighting or heating apparatus or equipment, whether electrical
or otherwise, shall be brought or installed upon the premises other than with
the consent and in accordance with the requirements of the Manager. All equipment
brought into the venue will be required to comply fully with all current legislation.
The management reserve the right to inspect and test any equipment as required.
17.2 No nails, hooks, screws or tacks may be driven into walls, pillars, woodwork,
floors or furniture in any part of the Hall, and no posters, papers etc. shall
be posed by gum, paste or other adhesive medium anywhere inside the building.
17.3 The Manager may refuse to allow to be brought into the Hall any article
or appliance which he may consider dangerous or offensive.
CARE OF FURNITURE AND FLOORS
18.1 Every care must be taken not to damage floors, chairs and other furniture
and fittings. Goods or materials must not be dragged over the floors of the
Hall or allowed to drop thereon, nor must water or other liquids be spilled
on any part of these floors. No person shall walk or dance on the floor of the
main hall at the Hall wearing boots or shoes liable to cause damage to the floor.
The Hall Operations staff should be consulted on the use of Gaffer tape. Glasses
are permissible in the auditorium for events where the seating is cabaret style
but not if seating is raked.
18.2 Chairs, tables, furniture and equipment whether already on the premises
or brought onto the premises by the Hirer, shall not be used or placed otherwise
than as may be approved by the Manager and in particular nothing shall be placed
in the gangways, corridors, vestibules, landings, entrances or exits that may
be deemed to be in contravention of the Fire Certificate, Public Entertainment
Licence and the provisions of the Theatres Act 1968.
18.3 No open fires, petrol or gas or spirit stoves or machinery or any dangerous
or inflammable things shall be brought into or used in any part of the Hall.
The use of pyrotechnics and similar devices must only be used in the Hall with
the prior written consent of the Local Authority (Stratford-on-Avon District
Council).
18.4 The use of a 16mm film projector, using non-inflammable films only, may
be permitted subject to the prior approval in writing of the Manager, as to
the type of projector and to such conditions as may be specified by the Manager
to prevent fire or panic.
19.0 SMOKING
19.1 Civic Hall operates a no-smoking policy.
20.0 LIABILITY FOR LOSS OR
DAMAGE
20.1 The Trust shall not be responsible for any loss, or damage arising out
of the hiring, or for any loss or damage which may be incurred by or done or
happen to the property of the Hirer or any person or persons resorting to the
premises during the hiring, or for any loss due to any breakdown of machinery,
failure of supply of electricity, leakage of water, fire government restriction
or Act of God which may cause the Hall to be temporarily closed or the hiring
to be interrupted or cancelled.
21.1 ACCIDENTS OR OMISSION
21.1 The Hirer shall indemnify the Hall, its officers or servants against any
claim action or proceedings made or brought in respect of or arising out of
any act or omission of the Hirer and shall pay to the Hall all expenses which
it shall occur in respect thereof. The Hall may compromise any such action or
other proceedings, or claim as aforesaid on such terms as it shall think fit,
the Hirer shall thereupon repay the sum or sums paid by the Hall as aforesaid.
22.0 MAKING GOOD DAMAGE
22.1 The Hirer shall repay the Hall on demand the cost of re-instating or replacing
any part of the Hall or any property in or upon the Hall which shall be damaged,
destroyed, stolen or removed during the period of hire. The amount of the cost
shall be certified by the Manager whose certificate shall be final.
22.2 Unless the Hirer shall show before the commencement of the period of hiring
that any property of the Hall in the Hall is damaged, such property shall be
deemed to have been undamaged at the commencement of the period of hire.
23.0 INSURANCE
23.1 Hirers are responsible for their own public liability insurance (£5
million) in connection with the hiring of the Hall.
24.0 RIGHT OF ENTRY
24.1 Right of entry to the premises and any part thereof is reserved to the
Manager and any other Officer of the Hall authorised by him/her and to any police
officer at any time during the hiring.
25.0 RIGHT TO REFUSE ADMISSION
25.1 The Management reserves the right to refuse admission to or remove from
the Hall any person without stating any reason therefore.
26.0 COMPLAINTS
26.1 Any complaint about any of the arrangements connected with function must
be made in writing to the Manager within 48 hours of the cause of such a complaint
arising.
27.0 STAGE, DRESSING ROOMS,
ETC.
27.1 Except by arrangement with the Manager no person other than persons taking
part in a performance shall be permitted on the stage, or any backstage area
including the dressing rooms.
28.0 POSTERS AND ADVERTISING
MATERIAL
28.1 Posters advertising future events in the Hall may be exhibited on the Hall
notice boards subject to the prior consent of the Manager. Hirers are advised
that the display of advertising material on any unauthorised board or site can
render them liable to prosecution and may result in cancellation of the hiring
without notice and without recompense.
29.0 LOTTERIES, RAFFLES AND
GAMING
29.1 The Hirer shall not in any circumstances:
Hold or permit to be held in the premises any lottery other than a lottery which
is lawful by virtue of the Betting, Gaming and Lotteries Acts.
Use or permit the premises to be used for the purpose of gaming, unless the
express prior consent in writing of the Hall to such use has been obtained.
30.0 SALE OF GOODS
30.1 Permission to sell merchandise, literature etc. from an approved position
must be obtained from the Manager and a commission of 10% on gross sales paid
over to the Hall.
30.2 It is the Hirer’s responsibility to ensure that sales on Sundays,
if allowed by the Hall, do not contravene the provisions of the relevant legislation.
31.0 CATERING
All catering and bar facilities for Hall hires and events will be supplied,
wherever possible, by the current catering lease-holder.
When the premises are booked for a function requiring licensed refreshment,
the bar and all alcoholic refreshment shall be provided by the Designated Premises
Supervisor and Personal Licence Holder.
The hirer shall not bring into the Hall any food or drink unless with the express
permission of the Hall Management or by arrangement with the Designated Premises
Supervisor and Personal Licence Holder.
The provision of teas and coffees by the hirer for its guests should be arranged
with the current catering lease-holder. On any occasion when permission is granted
by the lease-holder for the hirer to serve such refreshments themselves then
the hirer shall be bound by the Terms & Conditions currently exerted by
the lease-holder.
The Trust shall on such occasions be indemnified against any claim made by the
lease-holder for loss or damage to the lease-holders property.
31.2 The requirements of the Manager must in all respects and at all times be
met.
CHILD PROTECTION
32.1 All Hirers employing the services of young people will be expected to disclose
their Child Protection Policy to the Manager and to provide evidence of compliance
with current Child Protection and Local Authority Legislation and Licences.
A copy of the Civic Hall Child Protection Policy can be provided on request.
Updated November 2003 Fiona Rae
Updated July 2004 Clause 17.1 - Fiona Rae
Updated November 2005 Clauses 12.1, 15.0, 31.0 - Fiona Rae
Updated July 06 Clauses 15.1 19.1 – Sarah Crow
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of Letting - July2004.doc