Venue hire terms and conditions

This booking form and contract sets out the standard terms and conditions for Barnsley Centre Enterprises Ltd (“BCE”) to provide the Client access to the space(s) (The Venue) and other specified services on the date(s) listed on page 1. (“The Event”).

1. Payment

1.1 On signing the booking form and terms and conditions, a deposit of 25% of the total venue hire charge (plus VAT) is payable by the client to secure the booking. The deposit is non-refundable.

1.2 The balance of the hire charge is due at least 6 Months prior to the date of hire. If full payment is not made at least 6 Months prior to the event then BCE shall be entitled to assume that the event has been cancelled and shall release the date(s).

1.3 If the booking is made less than 6 Months in advance of the event the full balance is payable immediately, in cleared funds, in order to confirm the booking. The client will not be granted access to the venue if the total venue hire charge has not been paid in full.

1.4 In addition to the Charge, the Client shall pay to BCE a Refundable Security Deposit which is due and payable not less than 28 days prior to the commencement of the hiring. This sum may be withheld in part or in full should the Client cause damage to the Premises or equipment belonging to BCE, through their action or negligence, or should the Client in any way breach these Terms and Conditions. If any damage is caused to the premises or equipment/furniture that exceeds the total amount covered by the refundable security deposit then BCE will invoice the client for the total cost of the damage plus any additional expenses.

1.5 The Refundable Security Deposit may also be withheld should the Duty Manager, assigned to the event by BCE, report that:

1.5.1 The premises were not vacated at the time agreed in advance and stated on the booking form.

1.5.2 That unreasonable noise was caused on or in the immediate vicinity of the Premises.

1.5.3 In the instance where external caterers are used for the Event, that the kitchen and or other parts of the premises were not cleaned of all waste and surplus food, crockery, cutlery and containers

1.5.4 That all waste material belonging to the client was not removed from site.

1.6 The Refundable Security Deposit will be returned to the Client, less deductions (if any), within 28 days of the end of the hiring. The Client must provide BCE with their correct bank details prior to the date of hire in order for payment to be processed with the 28 days.

 

2. Cancellation

2.1 All cancellations must be made in writing.

2.2 In the event that the Client has to cancel all or part of the event, the following cancellation charges will apply:

• More than 6 months prior to the event date: 25% of the total venue hire charges
• Between 6 months and 3 months prior to the event date: 50% of the total venue hire charges
• Between 3 months and 1 month prior to the event date: 75% of the total venue hire charges
• Less than 1 month (28 days) 100% of the total venue hire charges

2.3 BCE may cancel the booking without notice in the event of any security alert or emergency or any other reason or cause outside the control of BCE. In the event of any booking being cancelled by BCE the hire fee will be refunded to the Client but BCE shall not be liable or required to pay compensation for any loss sustained by the client as a result of or in any way arising out of the cancellation of the booking.

2.4 BCE may cancel the booking if the Client has misrepresented to BCE the purpose for which the booking has been made or if the Client is in material breach of the conditions. In such circumstances the deposit shall be forfeited.

 

3. Liability & Responsibilities of the Client

3.1 The Client may only use Barnsley Civic’s name or logo with prior agreement from BCE. BCE reserves all Intellectual Property rights and all other rights in and to the BCE name, logo and any derivations of the same and nothing in this agreement shall be deemed to assign such Intellectual Property rights or other rights.

3.2 The Client agrees to only use BCE for the purpose set out on the booking form and shall not sub-hire or permit BCE to be used for any unlawful purpose or in any other way which may endanger or prejudice any or all of BCE’s existing licences.

3.3 The Client shall be responsible for taking out any licences required in connection with the purposes for which BCE is being hired and which are not held by BCE. The Client shall at all times be responsible for the observance and performance of all conditions of any licences whether held by BCE or the Client.

3.4 The Client will inform BCE should any such licences be applied for with details of the purpose for the licence and copies of any additional licences obtained by the Client must be made available for inspection by BCE.

3.5 The Client shall comply with all conditions made in respect of BCE by the fire authority, local authority, the local Magistrates’ Court or other bodies. All such conditions are to be made available for inspection at BCE for the duration of the hire.

3.6 At least seven working days prior to the date of hire the Client shall confirm to BCE the name of the individual(s) who will act as the main contact during the event. Such individual(s) must make themselves known to BCE staff at the start of the event. The Client shall ensure that such individual(s) comply with BCE’s requirements and will remain in a responsible and sober state for the duration of the hire.

3.7 The client accepts that main contact will remain responsible for signing off the venue at the end of the event and will agree to, on behalf of the client, any additional charges incurred during the duration of the hire.

3.8 BCE has a duty of care to ensure that its operations and activities take place without disturbance to the local neighbourhood. Consequently, the Client must ensure that all attendees leave the premises in a quiet and orderly manner; failure to do so may result in the forfeit of part or all of the Refundable Security Deposit.

3.9 The Client will be responsible for and indemnify BCE against all damage and loss to the building and contents and against all injury to people arising out of the Client’s use of venues during the period of hire or arising out of its use where such loss damage or injury does not arise out of the negligence of BCE. The Client will be responsible for arranging appropriate liability insurance cover for the individual function. Public liability insurance should be taken out to a cover of up to £5 million.

3.10 BCE accepts no responsibility or liability for the theft or loss of or damage to any property of the Client or of persons connected with the Client left anywhere in the building. Any property so left remains the sole responsibility of the Client.

3.11 BCE recommends that the Client obtains cancellation insurance and accidental damage cover as part of its insurance policies.

 

4. The Client shall:

4.1 Finalise with BCE all arrangements for setting out, including layout of tables, chairs, bar areas plus sound and lighting requirements at least two weeks in advance of the date of hire.

4.2 Not cause or permit any person connected with the hiring to drive any nails, screws or other fixings into the walls or floors or into any furniture or fittings or do or permit to be done anything likely to cause damage to the building or any such furniture or fittings.

4.3 Not affix notices, signs, flags, bunting, banners, decorations, drapery or other item to any walls or part of the building or to the furniture or fittings without the previous consent from BCE. No adhesive tapes may be used to mark wooden or carpeted floors.

4.4 Not use gas-filled balloons, streamers or confetti either externally or internally without the previous consent in writing from BCE. Where such consent is given, it will be conditional on the use of non-flammable material or material treated with an approved fireproofing substance. The removal of gas-filled balloons from high ceilings will be charged to the Client.

4.5 Not bring or use any explosives, fireworks, flares, and dangerous substances or use naked flames or pyrotechnics in the venue. Candles must be placed in suitable holders where the rim of the holder sits higher than the flame of the candle.

4.6 Not permit any animal(s) or bird(s) to enter or remain in the building unless previously agreed by BCE and put in writing. This condition does not apply to a access or medical assistance dogs.

4.7 Arrange all deliveries or setting up of equipment and other miscellaneous items for events no earlier than the start time of the hire, unless with previously agreed with BCE and put in writing.

4.8 Make their own arrangements for moving and installing its equipment.

4.9 Not store any equipment at BCE prior to or after the hire period except with the prior written approval of BCE.

4.10 Ensure that all equipment is removed at the end of the event on the date of hire. If not, the Client agrees that BCE may move such equipment and the Client shall pay to BCE as a debt any and all costs and charges incurred by BCE as a result.

4.11 Ensure all visitors/guests/staff comply with BCE’s no smoking policy. Visitors/guests/staff are asked to refrain from smoking outside main entrance doors.

4.12 Ensure that the number of people attending the event does not exceed the maximum capacity of the hired space.

4.13 Not advertise the event and/or ticket sales to the general public in national or local circulation papers or magazines or in posters or handbills without the prior written approval of BCE.

4.14 Not publish any marketing and promotional material unless it has been signed off by BCE’s Event Manager.

 

5. Sound Equipment

5.1 BCE will provide to the Client the use of a PA system(s) for amplified sound within the space(s) detailed on the booking form. No other system(s) is permitted onto the premises without prior approval from BCE. Such equipment must comply with the terms set out in 4.10.

 

6. Parking

6.1 The Client shall ensure that motor vehicles are not parked in such a way as to obstruct the entrance or exit routes to and from the Premises. BCE accepts no responsibility in respect of any vehicle or for any loss or damage to any vehicle or its contents.

 

7. Licences and Staff

7.1 BCE has licensed its premises for corporate hire events. The full licence is available for inspection upon request to BCE’s duty manager.

7.2 The provision of alcohol will cease 30 minutes before the time the hire period is due to end. Any music or other entertainment must stop 15 minutes before the end of the hire period. Any event which overruns the stated end of the hire will incur an additional charge of £400 per hour or part thereof; this charge will be in addition to any other deductions made to the Refundable Security Deposit.

7.3 BCE shall provide a Duty Manager and appropriate staff for the client’s event. Security will be arranged for any event where BCE deems security to be necessary. This will be for the standard minimum four hour call unless it is agreed by both BCE and the Client that extra hours are required. All costs of this will be charged back to the Client.

7.4 BCE Duty Managers are responsible for upholding the licensing regulations of The Venue. If they feel, for any reason, that the safety of those present is at risk, they have an obligation to close the event. It is an offence to ignore a safety warning.

 

8. Bars and Catering

8.1 BCE has sole and exclusive rights to provide drinks, including bar services, on its licensed premises. Packages and prices are available upon request.

8.2 BCE reserves the right to allow the Client to use an independent caterer to supply and serve food.

8.3 If an independent caterer is used the client will insure that all refuse and recycling is removed from the Venue. Suppliers must bring their own rubbish bags and cleaning materials. BCE can arrange for rubbish removal for which the client will be charged based on the amount to be removed, this must be agreed in writing and any rubbish or waste left in the Venue without prior agreement the client will forfeit all of the refundable security deposit.

 

9. Dispute Resolution

9.1 If any dispute arises in connection with this agreement, its use or meaning or about its application, it shall, if the parties are unable to agree having followed any applicable internal procedure, be referred to a single mediator.

9.2 If a dispute arising in connection with this agreement cannot be settled by mediation and any further proceedings in relation hereto shall be submitted to the jurisdiction of the English Courts.

9.3 This Agreement is made in England and the proper law of this Agreement is English Law.