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You can book the Winter Gardens or Somerset Hall
under the following conditions:
Applications
Applications will not be considered:
from persons under 21 years of age; or
if made otherwise than on the official booking form.
We reserve the right to refuse any application, or terminate at
any time, any agreement for hire made in consequence of any
application, and the Council is not obliged to give a reason for
such refusal or termination.
Charges
The hire charge shall be in accordance with the scale of charges
set by us, details of which are available upon request.
Payment
Confirmation of booking will not be issued until receipt of the
signed booking form. Upon written confirmation being given by us to
the hirer a contract will exist between us and the Hirer.
Where bookings are made within 14 days of the hire date the full
hire charge must be paid before the booking is accepted. Not
applicable to Somerset Hall. Somerset Hall: Payments may be
required in advance at the discretion of us.
Cheques, money orders and postal orders must be payable to the
North Somerset District Council, crossed "A/C Payee", and not to
any individual officer of the council.
Hire of Somerset Hall for Weddings
All weddings will have to be paid for in full and up front by
"cleared funds" prior to the full function
Cancellation
The hirer shall give written notice of cancellation to the Director
at the address where the booking was made.
Any deposit paid shall be forfeited and where cancellation is
made within 21 days of the hire date the full hire charge shall
become due and payable by the Hirer. If we are able to rehire the
accommodation for the hire date any refund of the hire fee shall be
at our sole discretion. Not applicable to Somerset Hall: A
cancellation fee is applicable if we are unable to rehire the
accommodation for the hire date.
Sub Letting
The Hirer shall not rehire or sublet the accommodation or any part
thereof.
The purpose for which the accommodation is to be used must be
agreed in advance by the hirer and us and in particular but without
prejudice to the generality of this clause use in relation to
exhibitions, craft fairs and the like shall require our written
approval
Damage, Loss or Accident
We shall not be liable for loss due to breakdown of machinery,
failure of supply of electricity or gas, leakage of water, fire,
Government restriction or act of God which may cause the
accommodation to close or the hire to be interrupted or
cancelled
The Hirer shall pay to us the amount certified by the Director
as being the amount incurred by us in making good any damage to or
loss of accommodation including (but not by way of limitation)
adjacent premises, furniture, carpets, furnishings and fittings, or
any article owned by us arising in any way out of the hire
We shall not accept any responsibility for the loss of or damage
to any car or other vehicle which in connection with the function
may be brought or left within the precincts of the accommodation.
The Hirer must ensure that no car or other vehicle is parked in any
unauthorised position and that instructions given by the Director
as to the parking of vehicles are fully observed.
Access
The Director and any person authorised by him shall have the right
of free and unimpeded entry, at all times and for all purposes, to
and from the accommodation.
No exits from the accommodation may be blocked or restricted or
fire appliances removed or in any way tampered with.
The hire of accommodation does not entitle the Hirer to use or
enter the accommodation at any time other than the specific hours
for which the accommodation is hired unless prior arrangements have
been made with the Director.
Maintenance of Good Order
The Hirer shall at all times during the function be responsible for
the maintenance of good order 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 parts of the
accommodation not hired. Upon the instructions of the Director the
Hirer shall remove or cause to be removed any persons from the
accommodation
The Hirer shall at his own expense arrange for the attendance of
sufficient police officers or other security personnel at the
function if in the opinion of the Director such attendance is
desirable.
When hiring the Hall for dances, admission to such dances must
be by ticket only and there must be no sale of tickets at the door.
The hirers must provide adequate adult supervision in order to
maintain good order both inside and outside the buildings. No
person will be admitted or re-admitted to the premises after
10.30pm.
Vacation of the Accommodation
The Hirer shall ensure the accommodation is vacated by all persons
attending the function within the time specified in the booking
form. All articles brought to the accommodation in connection with
the function shall be removed at the termination of the function as
specified on the booking form otherwise a charge will be made of
the Hirer for each day or part of a day, until the same are
removed.
Catering
The Hirer shall not sell or permit to be sold in or upon the
accommodation any refreshments without the consent of the
Director
Licences
The Hirer shall observe all the conditions attached to the
entertainment licence (and theatre licence where applicable) for
the accommodation.
No copyright dramatic or musical work shall be performed or sung
without the licence of the copyright holder, such licence being
produced to us prior to the commencement of the function
The Hirer shall pay us any fees relating to the Performing
Rights Society charges where copyright music is used.
The Hirer shall pay us any fees relating to the Phonographic
Performance Licence. This is separate from the PRS charges.
Whenever you play a sound recording in public there are two
separate licence fees that have to be paid. One payment goes to
PPL, which they distribute to record companies, recording artists
and musicians. The other payment goes to PRS, who distribute it to
composers and music publishers.
General
Somerset Hall - The removal of the
piano lid is prohibited.
We shall have the right to prohibit smoking at the function.
Fly-posting is prohibited.
No additional lights or electrical extensions shall be used without
the previous consent of the Director
No bolts, nails, tacks, screws, or similar objects, not any flags,
emblems or posters shall be driven into any part of the
accommodation or affixed thereto.
We shall have the sole right to arrange for the broadcasting or
televising of any function at the accommodation and any payment in
respect thereof shall be ours.
We reserve the right to cancel bookings at any time prior to the
date of the function if the accommodation shall not be available
for any reason beyond its control.
The Hirer shall pay £10 (VAT exempt) towards the cost of the
license extension, if one is required. This fee shall be included
in the hire invoice.
Public Liability Insurance - It is a requirement that all users
of our facilities have Public Liability Insurance cover with a
minimum indemnity of £5m. Please see attached form for an
explanation of the choice of option. Regular Hirers will have to
submit their Insurance Policy Form annually to the Hall to prevent
incurring costs.
Definitions
The following words or expressions shall have the following
meaning:
"We" or "Our" - North Somerset Council.
"the Director" - the Director of Economic Development &
Community Development & Community Leisure of the Council or his
duly authorised representative.
"Function" - the purpose for which the accommodation is
hired.
"Accommodation" - the land and premises hired for the function as
described on on the booking form.
"the Hirer" - the person signing the booking form and when signing
on behalf of an organisation shall be jointly and severally
responsible with the organisation of the hire
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