Terms and conditions for the hire of a Function at The Civic Hall Stourport
Please be aware when booking The Civic Hall, Stourport, that the venue is run by volunteers, and the building is not run by the Town, District, or County Council.
When contacting the group please be aware of the above and be assured someone will contact you at their immediate convenience.
DEFINITIONS AND INTERPRETATIONS
In these terms and conditions of the hire:
‘The Civic Hall’ (the Hall) means the main hall, toilets and foyer and bar area at the Civic Hall, Martins Way, Stourport on Severn. Worcestershire,
DY13 8UJ
‘The function’ means the purpose for which the Hall is hired.
‘The accommodation’ means the areas which the Civic Hall has been hired for use.
‘The hirer’ means the person making the application for hire and the name included in the application form and extends to include the organisation that they are hiring on behalf of, if applicable (as per 2.3).
‘The period of hire’ means the length of time the hirer has applied to hire the accommodation, and unless by prior written agreement, expires at Midnight.
If ‘The period of hire’ is across consecutive days the hire period will be considered as expiring each day at Midnight.
The following days ‘period of hire’ will commence from the first charging period.
‘Public events’ means those functions where the general public may attend whereby payment, entry fee, or not.
APPLICATIONS FOR HIRE OF THE CIVIC HALL
2.1 All applications for the hire of the Hall must be made on the prescribed application form.
2.2 No person under the age of 18 years will be accepted as a Hirer.
2.3 Where a promoting organisation is named on the application form that organisation shall also be considered as the hirer alongside the person named as the hirer and held responsible and liable jointly. It is the named person’s responsibility to ensure all members of the organisation are aware of these terms and conditions.
2.4 Applications for the hire of the Civic Hall shall be treated equally, regardless of race, colour, nationality, sex, religion, marital status or disablement.
2.5 Provisional booking must be confirmed by forwarding the application form and 50% deposit of the booking fee, within 14 days, otherwise the provisional booking will lapse.
2.6 These terms and conditions of the hire together with the application form constitute all the terms for the hire of the
Hall.
2.7 The Civic Stourport reserves the right to refuse any application for the hire of the Civic Hall.
2.8 No variation to these Terms and Conditions shall be effective unless agreed in writing and signed by the Trustees on behalf of The Civic.
2.9 The Civic reserves the right to vary the conditions of the agreement at any time on fourteen calendar days’ notice.
Any variations so made shall be deemed to be incorporated into these conditions.
The hirer may, within seven calendar days of the date of such notice, terminate this amended agreement without charge.
FACILITIES
3.1 Use of the Hall only includes the use of the adjacent hallways, Foyers, dressing rooms, stage areas, and toilet facilities as are expressly specified by The Civic Stourport.
It does not include other areas unless specifically requested and permitted by prior written agreement.
3.2 Use of the Kitchen for food preparation is prohibited, unless the Kitchen is hired as below.
Food preparation includes, but is not limited to, taking any raw ingredients and making them ready for consumption. This includes the use of microwaves, cookers, steamers etc.
Unauthorised use of the Kitchen will result in additional charges applying, at the full current per day rate and a cleaning charge.
When not in use by the onsite caterers the front section may only be used for tea/coffee making provision. Using a kettle to boil water for hot drinks or “Pot” meals (Pot Noodles, Super Noodles etc) is permitted.
3.3 The Kitchen may be hired for an additional fee.
Further conditions may apply based on the planned usage which will be agreed, in writing, by both parties when the hire period is agreed.
3.4 The Hall will make available such chairs and tables as are referred to in the application form at an extra cost to the hirer. It is the responsibility of the hirer to ensure these are arranged to suit their needs unless specifically agreed on the application form. If the furniture is arranged by the Civic Hall team it will incur an additional cost.
3.5 All equipment required must be stated at the time of the application. Failure to do so may result in equipment not being available or additional charged being applied.
3.6 Use of the facility is subject to the terms of the Premises Licence held by The Civic Stourport.
HIRE CHARGES.
4.1 Hire charges will remain as agreed at the time of booking, following receipt of a booking form and a 50% non-refundable deposit which must be sent with the application form. This deposit will not be refunded if the hirer chooses to cancel their booking for any reason.
4.2 If the venue is (or parts of the venue are) made unavailable for other hirers to use due to, for example; scenery, props, technical equipment, seating (or a combination of these) the hire rate automatically converts to a full day hire
PAYMENTS.
Payment of the balance of the booking must be paid in full no later than the day of the hire or of the last date of the hire if multiple dates. (Cheques must be made payable to The Civic Group
BACS details are available on request).
CANCELLATION OF HIRE.
Cancellations must be made, in writing to The Civic Stourport, at least 28 days prior to the date booked, failure to do so will result in full payment of all charges, agreed at time of booking.
The Civic Stourport reserves the right to cancel or terminate any booking, for any reason.
All monies paid, to The Civic Stourport, in relation to the said booking will be refunded* *unless the cancellation has occurred as a result of a breach of these Terms and Conditions of hire.
However, the Civic will not be held liable for any expenditure incurred or loss sustained directly or indirectly by the hirer arising from the cancellation, or from force majeure (as outlined in S33).
The Civic Stourport may cancel and refuse a refund to the hirer at any time before or during the period of hire and refuse further booking if:
The hirer fails to comply with these terms and conditions of hire.
Details of any particulars referred to in the application form have not been supplied as required.
INSURANCE
The hirer shall pay, to The Civic Stourport, the amount incurred by The Civic Stourport in making good any damage to, loss of, the building, furniture, carpets, furnishings, fixtures and fittings or any article or equipment belonging to The Civic Stourport arising directly or indirectly out of the hiring of the Civic Hall.
The hirer has a duty to report any and all damage, including breakages to furniture, fixtures and fittings when they are discovered.
Failure to report damage may result in The Civic refusing to hire or cancel, without refund, any and all future bookings/periods of hire already agreed.
Unless due to the negligence of The Civic Stourport or breach of statutory duty by The Civic Stourport, the hirer shall be responsible for their visitors/invitees to the function including their safety and well-being whilst attending the function.
It is therefore, the responsibility of the hirer by way of indemnity to effect insurance against all claims, cost or demands in respect of personal injury and/or loss of, theft of, and/or damage to property, howsoever suffered or incurred by any person or company whatsoever which may arise out of the hiring of the Civic Hall.
The Civic Stourport may require production of evidence of the same. Failure to comply shall result in cancellation of the hiring under Section 6 of these terms and conditions of hire.
MAINTAINENCE OF GOOD ORDER MAXIMUM CAPACITIES
The hirer shall at all times be responsible for the maintenance of good order during the function, and shall ensure that no undesirable person is permitted to enter, remain or otherwise make use of the accommodation, and that no person shall trespass on those parts of the Civic Hall not hired by the hirer. Upon instruction of The Civic Stourport, the hirer shall remove or cause to be removed any person (or persons) from the accommodation.
Persons are not permitted, under any circumstances, to be allowed to dance in the corridors, kitchen, foyer or bar area of the Civic Hall.
The hirer shall ensure that responsible persons are appointed to act as stewards to see that the foregoing regulations are strictly observed. The level of stewarding for this should be agreed with The Civic Stourport when booking.
In addition, it is the hirers responsibility to provide adequate stewarding of the car parking arrangements, where it is deemed necessary by The Civic Stourport, in line with the maintenance of Section 14 Parking of Vehicles.
9. PROHIBITIONS
9.1 All hires are subject to the following prohibitions:
Alcohol must not be brought into the accommodation.
For the avoidance of doubt Alcohol may be offered as a raffle prize (or similar) but must not be consumed in the accommodation during the period of hire. (see section 24)
No bolts, screws or nails shall be driven into any part of the Civic Hall including the stage and backstage areas.
No drawing pins are to be used in the building at any time. Staples should not be used on the stage.
No balloons filled with inflammable gas.
Any stage properties brought in must be fire retardant. (Proof needed if relevant)
The Civic Stourport my refuse to allow hirer to bring in the accommodation any article it may deem being dangerous or offensive.
All electrical items brought in by the hirer must be PAT tested. Proof of relevant certification and load testing certificates for any lifting equipment used must also be provided. For example: where appropriate a current certification of equipment (LOLER and PUWER).
No external decoration, flags emblems or notices will be permitted without The Civic Stourport’s prior consent, and no internal decoration (Except plants and shrubs) will be allowed except by the prior written approval of The Civic Stourport.
No blue tack or Sello-tape should be used to fix any decorations/posters to the windows. The use of adhesive tape is permitted elsewhere with the condition that for any attachment made using the said tape/labels is removed including the removal of any residue.
Any fixtures which have been permitted must be fixed and removed under the direction of The Civic Stourport.
In the case of functions which involve some danger or damage to the surface of the floors, the hirer shall be responsible for all adequate precautions to ensure proper protection.
No live animals, articles of a flammable or explosive character, articles producing an offensive smell, or steam, gas or other engines, or similar items may be used within or be permitted to be taken into the accommodation, without the prior authority of The Civic Stourport being obtained.
Fire Exits and doors must not be blocked, modified, propped open or otherwise tampered with. Final Fire Exit doors must remain unlocked at all times.
Tickets for raffles, lotteries or other such games of chance where alcohol is included as a potential prize must not be sold to persons under the age of 18 years old.
All signage owned by the venue must always remain in place, and must not be covered, removed, obscured, or otherwise made less visible.
NB: should any of the above require EXTRA FIRE RISK and The Civic Stourport’s insurance company require The Civic Stourport to pay for an additional premium in respect of the fire insurance because of the special fire risk, created by or in connection with the function, the hirer shall pay a sum equal to the amount of the said additional premium.
9.2 The hirer shall not sublet the accommodation.
10. RIGHT OF ENTRY
10.1 The Civic Stourport reserves to the Management Staff, its Directors, Trustees and any such other persons (such as Duty Managers) as may be duly authorised by them the right of free and unimpeded entry at all times to any part of the Civic Hall.
10.2 Police officers and members of the Fire Brigade, when in uniform or presenting identification, shall have free ingress, egress and regress to and from the Civic Hall at all times during the period of hire, without challenge, to enable them to execute their legal duties or responsibilities.
11. NO SMOKING POLICY
It is against the law to smoke in the whole or any part of the Civic Hall; this extends to electronic cigarettes, vaporisers, or other types of electronic nicotine delivery systems. Exceptions will be made where it is required by text as part of a production with prior written approval at the time of bookings.
12. VACATION OF THE HALL
The hirer shall ensure that the accommodation is vacated by all persons attending the function by the time agreed on the booking form. All articles brought in to the accommodation in connection with the function are removed within the time limit specified on the booking form. Any extra time will be charged in full.
13. TAXES, ROYALTIES, ETC
The hirer shall be liable for the payment of fees, or of any royalties charged in respect of the function held, including PRS/PPL.
14. PARKING OF VEHICLES
Under no circumstances will The Civic Stourport accept responsibility for the loss of or the damage to any vehicle which, in connection with the function, may be brought or let within the precincts of the accommodation. The spaces reserved for disabled drivers should only be used for disabled drivers and their party, so must be free from obstruction at all times. In the interests of safety, the hirer shall ensure that no vehicle is allowed to be parked in any unauthorised position and that any instruction given by The Civic Stourport in regard to parking of vehicles is strictly observed.
Vehicles should not be parked anywhere other than the properly marked bays. Vehicles must not be parked on grass verges, paths or in the entrance driveway, including between the bollards at the top of the steps at the front of the building. It is the responsibility of the hirer to ensure that these requirements are met. Any damage caused as a result of inappropriate/improper parking will be passed onto the hirer.
The Civic Stourport reserves the right to ask any person attending the Hall to move their vehicle.
The Civic Centre Car Park is owned by Worcestershire County Council and consequently is not available for Hall functions during the day.
Parking is available in the Pay and Display car parks around the site.
The gates to the car park will be locked when the Hall is not in use.
No vehicles to be left over night.
Any vehicles left overnight and found by the County Council could be fined and clamped, The Civic Stourport holds no responsibility for this.
With prior agreement the car park may be used for loading and unloading.
15. MAXIMUM NUMBERS
The following table shows the maximum numbers of persons, *including* artists, musicians, crew and officials, which at any time can be allowed in the accommodation.
The exact numbers will depend on the stage requirements and layout of the furniture required. For example, including a band pit or adding stage extensions will reduce the seating capacity.
Civic Hall Maximum Numbers
Main Hall (Kitchen is in use)
Standing 400
Seated 358
Maximum Permitted Capacity including performers, crew, Front of House etc
450
Stage (at all times)
50
For example: you hire the Hall for a Music Gig/concert, with no seating, and the kitchen is not in use for the production or serving of food.
The maximum audience you may have in the venue is 400.
You have 20 performers, 20 stage hands, 20 tech crew, and 20 front of house staff, totalling 80 people. To prevent you from breaching the capacity, you may only sell 370 tickets.
The maximum audience number, if you are using traditional theatre style seating, and the raked seating, with no modifications (such as band pits and stage extensions) is 358.
Breaching this capacity number will result in the immediate termination of your hire, with no refund, as per section 6.3 of these Terms and Conditions.
The Bar area cannot be used for performers dressing rooms, or band pits etc without prior written approval no later than 28 days before the period of hire, and will not be permitted at all if a Bar is required.
16. EMPLOYMENT OF POLICE OFFICERS
If in the opinion of The Civic Stourport it is considered necessary for the attendance of the Police, the Hirer shall be informed to arrange sufficient officers at their own expense and arrange for this at least 28 days in advance.
17. RADIO ,TELEVISION, PHOTOGRAPHY AND VIDEOS
17.1 The Civic Stourport have the sole right to make arrangements for all recordings, broadcasting, streaming, or televising of any function at the Accommodation and The Civic Stourport may retain the whole, or part, of the payment made in respect of such recordings, broadcasting, streaming, or televising.
17.2 The use of Photographic or video recording, transmission, or streaming devices (including mobile phones) in backstage areas is not permitted. Any use of these devices which results in the breach of any national or international law, guidance or regulations, will be at the Hirers liability, not The Civic Stourport’s. This includes but is not limited to Copyright, Health and Safety, Online Safety, and Child Protection Laws.
17.3 Should the use of Photographic or video recording, transmission, or streaming devices (including mobile phones) in backstage areas result in the breach of the policies of an organisation the hirer is representing associated, or affiliated with or contracted to, the hirer and the organisation may be liable.
17.4 The hirer may apply in writing, no later than 28 days before their hire period, for these rights to be waived. The hirer must clearly specify in their request which of these rights they wish The Civic Stourport to waive and for what purpose.
18. RISK ASSESMENTS
When the accommodation is hired for any Event where the public are attending, the Hirer must produce evidence of a risk assessment for the entire booking. The hirer must not proceed with the event until they can ensure that the document can be produced on request. Risk Assessments should include all contractors connected to the event whether operating inside or outside the venue.
The Civic Stourport reserve the right to request a copy of the Risk Assessment before the function takes place, and failure to produce may result in cancellation of the hiring under Section 6 of these terms and conditions of hire
19. FIRE REGISTER
It is the hirer’s responsibility to ensure an accurate register of the staff, performers and members of the public is maintained throughout the duration of the function. This should include ALL members of the hirer’s staff or the organisation they belong to, but does not include members of The Civic Stourport.
Audience numbers, must be provided to the Duty Manager of The Civic Stourport at the start of the performance for reporting purposes in the case of an evacuation.
The Hirer must familiarise themselves with the emergency evacuation procedure before the event. It is the Hirers responsibility to ensure that all those participating are aware of this procedure.
20. FLY POSTING
Fly posting on the public highway in the district of Wyre Forest is strictly prohibited and includes the advertising of all functions that take place at The Civic Hall. In the event of fly posting taking place, the hirer is responsible and such fly posting may result in their prosecution. This may affect this and any future bookings of The Hall, including cancellation, and the forfeiture of any deposit paid.
LIGHTING, SOUND AND ALL ADDITIONAL EQUIPMENT.
In any case where the hirer of The Civic Hall includes the ‘In House Lighting, Sound and equipment’, the following shall be required:
The Civic Hall in house lighting and sound equipment must be operated by a competent user, under NO circumstances should additional equipment be run from the in house system except by prior agreement with The Civic Stourport. At the end of the booking the Civic lighting and sound system must be returned to their found state. Any cost incurred by adjustments to lighting not returned to its found state will be passed on to the hirer.
(A competent person is one who can demonstrate that they possess a level of knowledge or ability to complete the task required successfully).
Additional lighting and sound equipment can be arranged, but unless by prior consent must be hired from one of our approved suppliers, a list of which will be made available on request. In this respect the Hall is merely acting as an introductory intermediary and has no liability in regards to services offered or rates of pay/hire agreed/offered by the external suppliers.
It is the Hirers responsibility to ensure that the contracted supplier conforms with these terms and conditions. Failure to do so may result in additional charges being levied.
If the Hirer uses, moves, or otherwise disturbs the in-house equipment and causes the equipment to be damaged, lost, or stolen through accident, negligence, or other event, they will be liable for any costs in sourcing a replacement.
Charges for time spent making adjustments or repairs will be applied in line with the National Minimum Wage if volunteers are used, (per hour or part of) or at full incurred cost if professionals are required
22. CHILDREN / VULNERABLE ADULTS POLICY
Where children or vulnerable adults are included in a performance of any type, the hirer must ensure that the relevant legislation is complied with.
All events where children are involved: The Hirer is responsible for contacting the Child Employment/Entertainment Officer regarding the arrangements for the Safeguarding of Children
Copies of licences, chaperone licences and child protection policies must be current and available should they be requested for inspection. Failure to do so could impact on your booking and result in the cancellation of the event.
Where Children are involved in a production any videos or photographs can only be taken with the written permission of parents.
22.1 The Civic Stourport reserve the right to request evidence that these steps have been taken.
23. ENTRY TO THE BUILDING/SET UP
23.1 Entry to the building for the set-up of a hire must be included in the time of the hire and will be charged for. Entry to the building is by prior arrangement only.
23.2 If you wish for seating/ tables to be set up for you, you must inform The Civic Stourport at the time of the hire and no later than 28 days before the booking. An additional charge will be made to the hire charge for this. If you choose not to take this option you will need to ensure you have sufficient time to set up the room yourself.
23.3 The Civic Stourport has table cloths available for hire, should you require this facility please inform The Civic Stourport at least 28 days prior to the date of the booking and this cost will be addition to you hire charge.
BAR FACILITIES.
Use of the bar is included in the hire fee. The hirer must inform the Civic Group at the time of booking that the bar will be required.
No other refreshments can be sold or served in the Civic Hall without prior written agreement from The Civic Stourport.
The Civic Stourport reserves the right to charge commission on sales of refreshments sold by others in the venue.
Alcohol may not be brought into The Civic Hall. It is the hirers responsibility to ensure this condition is maintained, failure to comply will result in the bar being closed and may result in additional charges.
This is a requirement of the Premises Licence. By breaching this condition, you risk not only your own booking but the operation of the venue.
Breach of this condition may affect this and any future bookings of The Hall, including immediate cancellation, and the forfeiture of any fees already paid. The hirer will be liable to pay the full balance of fees for the remainder of the period of hire.
For the avoidance of doubt Alcohol may be offered as a raffle prize (or similar lottery) but must not be consumed in the accommodation during the period of hire.
If specific beverages are required please ensure that these are discussed with The Civic Stourport at least 28 days prior to the booking. These may be subject to additional charges.
The Bar will open 30 minutes before the start of your event or when you open the doors to your guests or audience, whichever is the earliest.
The Bar will close after any interval in your function, or 30 minutes before the end of your period of hire, whichever is the earliest.
i.e. if your hire period ends at 12 midnight, the bar will shut at 11:30pm, or if you are using the hall for a theatrical performance the bar will close when the final part of the show starts.
This will allow you time to ensure the venue is clean (as per section 29 below), and allow the bar volunteers to complete their duties prior to your departure from the venue.
The provision of a bar is dependent on the availability of Volunteers. If no Volunteers are available the bar will not be opened. If this is the case you will be informed at the earliest opportunity and before the commencement of your period of hire by the Hall Manager or Duty Manager, if possible.
For functions where the bar would normally close after the final interval; You may request that the bar remains available i.e. for performers and crew to have a drink after a production.
This request should be made to the Hall Manager prior to the function/production starting.
This provision is entirely dependent on volunteers being willing to remain and serve at the bar, and how long they are willing to do so.
If staff and volunteers are not willing to remain then the bar will close at the last interval as per 24.7.
25. CATERING
25.1 The Civic Stourport has an in house/onsite catering provider and therefore reserves the exclusive right, unless agreed in writing in advance to sell and/or supply food within the accommodation.
25.2 A schedule of charges for the provision of catering services is available on request from the Hall Manager at The Civic Hall.
25.3 With regards to provision of catering services The Civic Stourport is merely acting as an introductory intermediary and has no liability in regards to services offered or prices/costs offered by the catering provider. Any agreements entered into with the catering provider, including but not limited to cancellation fees, deposits, and liabilities for cancellation of the function (whether by the hirer or The Civic Stourport) are the sole responsibility of the hirer.
25.4 Use of the Kitchen for food preparation is prohibited as per 3.2
25.5 The Hirer and its Invitees may not bring food into the accommodation without prior written approval permission. This includes, but is not limited to, the provision of confectionary, biscuits, ice creams etc.
25.6 Pre-prepared food(buffets etc) may be served by prior written agreement, but must not be prepared inside the accommodation.
25.7 The use of The Civic Stourport’s crockery, cutlery, or other kitchen equipment, or glassware may be subject to charge.
ADVERTISING.
If the function for which the accommodation is being hired is a public event and the hirer would like The Civic to advertise it at The Hall, they should supply The Civic Stourport with their publicity material at the time of booking. If it is not available at the time of booking then we must receive it no later than six weeks in advance of the function.
Please note: We ask that all posters use the name The Civic Hall or The Civic, Stourport when advertising the location.
We are not The Civic Centre, as this is the offices next door.
Any posters/artwork saying Civic Centre will not be displayed/used. It is the hirers responsibility to ensure these criteria are met.
The cost of hire includes, for public events/functions:
Your event included on The Civic website ([www.thecivicstourport.co.uk)](https://www.thecivicstourport.co.uk/)
One advertising space in the building for posters – the space to be determined by The Civic (please note we will not print your posters, you must provide them to us at your cost)
The corner window display is not included in the above.
The hirer may ask for permission to use this area for no more than two weeks prior to the period of hire, however The Civic Stourport activities/events take priority and the decision to allow use of the space will be final. If the space is used for a display this must be dismantled immediately at the end of the period of hire.
The Civic Stourport’s specific needs for advertising any hires are:
Digital copies of artwork or logos associated with the function or the hirer, (sent to info\@thecivicstourport.co.uk with your event title and date in the subject line)
Ticket prices including concessions, and any fees.
Start time of the function.
Audience suitability
Copies of any publicity photos and press releases when available (no later than 6 weeks before the function)
A3/A4 posters of the event to include the Civic Hall address.
A description, in full, of your event.
The Civic Stourport operate a box office, which currently opens during
published hours
If you wish to use The Civic Box Office to sell tickets on your behalf the sales will be subject to a box office fee of 10% per ticket/10% of the total sales value, before other deductions. This value will be calculated and added to your final invoice.
To use this facility The Civic Stourport will need tickets no later than six weeks in advance of the function.
If your tickets are on an allocated seating plan which is unavailable online, we cannot sell your tickets.
If you opt to allow The Civic Stourport to sell tickets on your behalf (online or through the box office) then sales may be subject to credit/debit card processing fees. The Civic Stourport will advise you of the prevailing rate at the time of hire. Any changes in the rate would be communicated to you when they occur.
If you are using an online ticketing portal (such as Ticketsource) we can sell tickets on your behalf if you provide us a login to your system.
If you are using any online ticketing portal and are charging a box office fee you must clearly state on all publicity material that you are doing so. This is a legal requirement.
The Civic Stourport undertakes to advertise your events however any changes to the line up and event must be communicated to The Civic Group as immediately as the hirer is made aware. The responsibility falls on the hirer to amend and replace any printed publicity material with alterations.
If you use The Civic Stourport’s online ticketing portal to sell tickets on your behalf and you cancel the event, the hirer will be liable for any costs and fees associated with the refund process. This includes but is not limited, to credit/debit card fees, administration fees and costs of advertising the cancellation. The Civic Stourport will inform you of these costs and the amounts, and issue an invoice for this total to the hirer. The Civic will not cancel the event until this sum has been received.
The Civic reserves the right to withdraw any of the above services, at any time, on a case-by-case basis. The Civic Stourport will notify you of this no later than 7 days before the withdrawal of any services.
Additional Advertising options with are available but are subject to a charge, these include (but may not be limited to):
Inclusion in The Civic Stourport E-mail newsletter (if appropriate).
A sponsored/promoted post on our Facebook page
Featured on the “slider” at the top of the Home Page on The Civic website [(www.thecivicstourport.co.uk)](https://www.thecivicstourport.co.uk/)
Event related advertising in the brochure if space is available.
Details of the charges are available on request.
The Civic may produce a seasonal events brochure or guide which could be delivered to residential properties throughout the Wyre Forest District area and some surrounding villages.
Inclusion in this brochure for public events is dependent on information being provided by the hirer.
If you wish to be included in the brochure you will be informed of the current deadline for submitting copy and artwork. This service is currently free for featuring in the quarter in which your event takes place.
Any changes to your event made after the deadline will not be represented in the printed version but may be reflected on the website. Any submissions made after the deadline will not be included in the brochure.
The Civic will not make any guarantees about the amount of space available for your event in the brochures/guides, however priority will be given to The Civic Stourport’s events.
26.12 It is the hirers responsibility to ensure that all the information they provide is correct.
The Civic Stourport will not be held responsible for any inaccurate, incorrect, or false advertising based on information provided by the hirer.
27. RAKED SEATING
27.1 The use of the raked seating or bleacher style seating equipment is subject to a fee in addition to your booking fee.
27.2 The rake or bleacher seating must be booked at the time of the booking and no later than 28 days before a hire.
27.3 The group reserve the right to refuse the raked seating equipment to a hirer. This would normally be in the case of the equipment not being available due to maintenance issues or damage, but may also involve audience numbers not being in sufficient to warrant the use of the raked seating, generally considered as less than 200 people, or Volunteers not being available to construct/erect the facility. However all requests will be considered.
27.4 Please note that if the raked seating is hired, deployed, or otherwise used, the hire rate automatically converts to a full day hire.
28. REMOVAL OF EQUIPMENT
28.1 All equipment brought in to the Hall by the hirer must be removed at the end of the booking unless prior written agreement with The Civic Stourport is obtained, a cost may be incurred.
28.2 Any items or equipment which remain in the accommodation after a period of fourteen days after the period of hire The Civic Stourport has the right to dispose of the equipment in a manner it sees fit. If this incurs additional costs to The Civic Stourport these charges will be forwarded to the hirer.
Disposal may include, but is not limited to, recycling, dismantling, salvaging or incorporation to existing assets, refuse or/and removal to a waste transfer station.
CLEANING OF THE ACCOMODATION
The hirer agrees that at the expiration of the period of hire, they will leave the accommodation in a tidy and orderly state and all the rubbish must be placed in secure refuse sacks/bins liners and that the same are removed to the bins at the rear of the building.
Cleaning equipment is available and should be arranged with the Duty Manager.
Where the non-compliance of this condition requires extra cleaning time an appropriate charge will be made to the hirer, and will be added to any invoice or charges levied.
If payment in full has already been made by the hirer a separate invoice will be raised to cover this and any additional charges, which must be paid within 28 days of the issues.
There is an option for the hirer to request cleaning and this will be an additional charge to the booking fee.
Where the period of hire covers multiple days in succession (for a example a week long hire for a production or event), the hirer agrees to maintain the accommodation in a tidy and orderly state on a daily basis, throughout the duration of the hire.
An exception is made to the Public toilets which will remain the responsibility of The Civic Stourport, unless agreed in advance.
All spillages must be cleaned up as soon as they occur.
This is to prevent damage to the surfaces and to reduce the risk of injury to others using the accommodation.
The Civic Stourport reserves the right to request a further sum as a deposit from the hirer in advance of the period of hire to cover the cost of cleaning and/or breakages. This deposit would be refunded at the conclusion of the period of hire and upon satisfactory inspection.
If the accommodation has not been left in a satisfactory condition, then deductions will be taken from this deposit and used to pay for the additional cleaning. Any amount left over will be returned to the hirer.
30 MERCHANDISE AND GOODS FOR SALE
30.1 If you wish to sell goods or merchandise during the period of Hire, you must gain prior written approval from The Civic Stourport, no later than 28 days prior to the event.
30.2 The Civic Stourport reserves the right to charge a commission for any sale of any goods or merchandise.
(To avoid confusion programmes for performances are permitted and will not be subject to charges, provide they are for the performance during the current period of hire. Raffles are exempt from this charge)
30.3 Merchandise and goods must only be sold in the agreed area. The hirer must provide their own staffing for the approved sales of goods.
30.4 Unless part of an overall hire and with prior written approval, no later than 28 days in advance, no goods may be sold outside the accommodation. The boundary of the accommodation extends to all pavements surrounding the accommodation and the entirety of the Civic Centre site including all car parks, stairways, and green space and trees.
30.5 Concessionary sales can be made or served in the Civic Hall with prior written agreement from the Civic Stourport.
The Civic Stourport reserves the right to charge commission on sales of Concessions sold by others in the venue.
Concessions include all food and drink (Alcohol is dealt with under Section 24) but examples include (but not restricted to) confectionary, sweets, cakes, biscuits, crisps, popcorn, all drinks, hot and cold food, ice creams, items sold from vending machines, picnics, and chilled goods whether served from a fixed point or from roving vendors.
31. OBSERVANCE OF CONDITIONS AND REGULATIONS
The hirer hereby undertakes with The Civic Stourport-
31.1 At their own cost strictly to observe and perform all relevant statutory provisions and regulations. The provisions of this contract and all instructions given to them, by The Civic Stourport, under or in pursuance of the terms and conditions of hire.
31.2 To indemnify The Civic Stourport from all action’s expenses, claims, damages, penalties and demands which they incur in consequence of any breech of or default or negligence in the performance of any such provisions, regulations, conditions or instructions. If the hirer, their servants, or agents fail to comply with such provisos’, regulations, conditions or instructions, they may well be excluded from the building until they shall have complied with them, but this shall be without prejudice to The Civic Stourport rights under the terms and conditions of hire.
Section 32
The Civic Stourport operates a robust zero tolerance rule to physical and verbal abuse of staff, volunteers and members.
This includes any personal, abusive or threatening comments, bad language, physical contact, and aggressive gestures.
It includes (but is not limited to) abuse which references a persons or groups gender(s), background, race, religion, sexuality, education, or nationality.
This approach also includes harassment, persistent or unrealistic demands on staff or volunteers, malicious allegations relating to staff and volunteers, and any explicit or implicit challenge to the safety, well-being, or physical and mental health of any member of staff or volunteer.
This rule applies to:
the hirer
their respective organisations (if applicable),
their staff, members, performers, crew or assistants,
attendees, visitors, or audience members and
Contractors working on behalf of the hirer (or their organisation) and
Any other person, organisations, company, or group of people, affiliated or associated with any of the above.
Any breach of this WILL result in the hire being terminated in line with section 6 of these terms and conditions of hire, and WILL result in a refusal to allow further periods of hire by the hirer or their organisations, and could possibly extend to contractors if they are involved.
33 Force Majeure
33.1 Subject to clause 33.2, neither party shall be in breach of the agreement nor liable for delay in performing, or failure to perform, any of its obligations under the agreement if such delay or failure results from a Force Majeure Event.
33.2 Nothing in clause 33 shall operate to exclude the hirer from paying any sums relating to Services and products already supplied or prepared by The Civic, Stourport.
33.3 Subject to the provisions of this agreement if the Event is prevented from taking place by reason of a Force Majeure Event, either party may terminate the Contract on giving notice to the other in writing.
Force Majeure Event: any circumstance not within a party’s reasonable control including, without limitation:
acts of God, flood, drought, earthquake or other natural disasters; (b) terrorist attack, civil war, civil commotion or riots, war, the threat of or preparation for war, armed conflict, imposition of sanctions, embargo, or breaking off of diplomatic relations;
nuclear, chemical, or biological contamination (including pandemics) or sonic boom;
any law or any action taken by a government, public authority, or local authorities including without limitation imposing an export or import restriction, quota or prohibition, or failing to grant a necessary licence or consent;
collapse of buildings, fire, explosion or accident;
non-performance by third party suppliers or subcontractors; and (g) interruption or failure of utility service
34. BREACH OF CONDITIONS
In the event of the hirer failing to comply with these conditions of contract in any particular manner then The Civic Stourport reserves the right to:
34.1 In the event of breach occurring before the function, cancel the hire in accordance with Section 6 hereof.
34.2 Where the breach occurs during the course of the booking The Civic Stourport shall have the power at any time to direct that function, performance etc, to immediately cease. The function shall then end and the hirer shall ensure all persons shall leave the building in a quiet and orderly manner as soon as possible thereafter.
34.3 Refuse to hire or cancel without refund, any and all future bookings/periods of hire, if the hirer fails to pay all and any fees and charges in a timely manner as described in the provisions above. This includes any charges related to cleaning, repair, or additional fees.
