Applications for Hire
Applications will not be considered:
Applications must be completed and returned within 10 days or the date it is to be hired may be given to someone else. No public announcement of any function shall be made until the application for accommodation has been accepted on behalf of the Council by notice in writing.
If the Council accepts the application the person signing the application form shall be deemed to be the hirer and, as such, the person responsible to the Council for the payment of the hiring fees and the observance of these Conditions and Regulations.
In the case of pop, rock and similar events, the Council will require evidence that the Hirer has successfully organised similar events previously.
Where the Council is not familiar with the organisation, references may be requested prior to approval of venue hire.
The following table shows the maximum number of persons, excluding staff and attendants, which shall at any time be allowed in the accommodation. The exact numbers will depend on the layout of furniture required:
Please note that these figures are the maximum for each Hall. Numbers may reduce dependant upon your requirements.
In connection with functions not specified above, or where special arrangements are required, the maximum number allowed shall be decided by the Council, whose decision shall be final.
The Hirer shall not sub-let the accommodation or any part of it without the written agreement of the Manager.
Cancellation and Postponement of Hiring
The Council shall be entitled to cancel the hiring:-
If at any time prior to the commencement of the function it shall appear to the Council that the Hirer has made a material omission from or misstatement in the application form.
If, at any time prior to the commencement of the function, the programme or other details of particulars referred to in Clause 6 have not been supplied or, if supplied, have not been approved by the Council.
If any sum or deposit payable is not paid by the hirer by the date upon which it is due.
In the event of the Council themselves requiring the accommodation on the date on which it has been hired in connection with an occasion of National Rejoicing or Mourning or for a purpose which, in the opinion of the Council, is of Civic or National Importance by giving the hirer Notice of Cancellation; or
In the event of the accommodation being required on the date upon which it has been let to the Hirer for the purpose of Parliamentary or Local Elections, by giving to the Hirer such notice of cancellation as the Council considers reasonable in the circumstances.
In the event of the individual, organisation or activities infringing the law or licensing regulations.
In the event of unforeseen circumstances whereby accommodation booked is not available for a function, the Council will seek to re-locate the event or function in alternative, suitable accommodation.
The Hirer may, with the consent of the Council, surrender or postpone the hiring PROVIDED that any request is made in writing and delivered to the Hall Manager accompanied by the balance of the charges payable in respect of the hiring.
Damage, Loss and Accident
The Hirer shall pay to the Council the amount incurred by the Council in making good any damage to, or loss of, the building, furniture, carpets, furnishings, fixtures and fittings or any article or equipment belonging to the Council arising directly or indirectly out of the hiring of the accommodation.
Unless due to the negligence of the Council or breach of statutory duty by the Council, 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, costs or demands in respect of personal injury and / or loss or 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 accommodation to the value of £2,000,000. The Council may require such insurance to be effected and to the production of evidence of the same. Failure to comply shall result in the cancellation of the hiring.
The Hirer shall indemnify the Council against all actions, claims, costs, demands and the like made against the Council and attributable either directly or indirectly to the hiring of the accommodation on the Terms, Conditions and Regulations herein contained.
Maintenance of Good Order
The Hirer shall, at all times, be responsible for the maintenance of good order during the function, shall provide security attendants and stewards as requested by the Council and shall ensure that no undesirable person is permitted to enter, remain or otherwise make use of the accommodation, and that no-one trespasses on parts of the Hall not hired by the Hirer. Upon the instructions of the Curator the Hirer shall remove or cause to be removed any persons from the accommodation hired. The Council is not required to provide such supervision in any manner whatsoever.
Performing Rights Society Ltd., Copyright and Royalties
The Hirer shall disclose to the Council the net Box Office receipts taken at their event within 4 weeks following the event. This information is required by law to form part of the Council’s return to The Performing Rights Society Limited.
The Hirer must seek all permissions required to perform works and make arrangements for the payment of any taxes or of any royalties chargeable in respect of the function.
Parking of Vehicles
Under no circumstances will the Council accept any responsibility for loss of, or damage to, any car or other vehicle which in connection with the function is brought or left within the precincts of the Hall. The Hirer shall ensure that no car or other vehicle is allowed to be parked in any unauthorised position and that any instructions given by any of the Council’s officers in regards to parking of vehicles are strictly observed.
Smoking is not permitted in any part of the Halls.
Employment of Security Guards and Stewards
The Hirer shall, at his own expense, pay for the attendance of sufficient security guards at the function where, in the opinion of the Council, such attendance is desirable.
Dudley Council stewards will be included in the hire charge for most, but not all, events. Please contact the Halls for further details.
All hirings are subject to the following prohibitions:
No alterations or additions shall be made by the hirer to the lighting, heating, seating, gangways, fittings, fixtures or other arrangement of the accommodation without the written express consent of the Council.
Town and Country Planning (Control of Advertisements) Regulation 1992 in advertising the function and in particular that no fly-posting shall take place in respect of any functions.
Right of Entry
Any duly authorised Officials of the Authority on duty shall at all times have free ingress and egress to and from the Hall.
Prevention of Use of Accommodation Through Strikes ETC
The Council will not be responsible for any loss or damage suffered by the Hirer in the event of the accommodation not being available by reason accident, war, civil commotion, force major, strike, lockout or other like cause. The Council may, however, in such event, without admitting any legal obligation to do so, return the deposit paid by the Hirer. The decision of the Council as to whether the accommodation is not available within the meaning of this clause shall be final and binding on the hirer. No responsibility will be accepted or compensation paid by the Council in the event of loss or damage suffered by the Hirer on account of a failure of the lighting or other equipment in the accommodation.
Extra Fire Risks
In the event of the Council’s insurance company requiring the Council to pay an additional premium in respect of fire insurance because of special fire risks created by or in connection with the function, the Hirer shall in addition to the charges otherwise payable by him pay the Council, before the function begins, a sum equal to the amount of the additional premium.
Lotteries, Raffles and Gaming
The Hirer shall not, in any circumstances:-
hold or permit to be held in any part of the accommodation any lottery, unless the lottery falls within the exemptions contained in the Lotteries & Amusements Act 1976 and is provided on behalf of a Society which is registered under the Lotteries & Amusements Act.
Use or permit the accommodation or any part thereof to be used for the purpose of gaming, unless the written consent of the Council has been obtained.
The Authority would recommend for your event that you contact the local St John’s Ambulance or Red Cross and arrange for first aid cover. Details of contacts can be sent to you if requested.
Provision of Alcoholic And Non-alcoholic Beverages
All beverages, both alcoholic and non-alcoholic, shall only be supplied and sold by the holders of the Liquor License for the Hall. No other beverages shall be consumed on or brought onto the premises.
Portable Electrical Appliance Testing (P.A.T.)
It is a legal requirement (Electricity at Work Act 1989) that any equipment used outside the home is tested to ensure it is safe to use. Any electrical equipment you bring into any of the Public Halls must be tested in accordance with and comply with the Act and any regulations made therein. If you hire any equipment from a hire company then the relevant certificate must be obtained. The Council reserves the right to inspect these certificates and also the right to refuse the use of any such equipment if it is not satisfied with its documentation or condition.
Equal Opportunities Policy Statement
The Council has a positive Equal Opportunities Policy. The aim of the policy is to ensure that no individual or organisation receives less favourable treatment on grounds of sex, race, colour, nationality, ethnic or national origin, disability, marital status, sexual orientation, social class, responsibility for dependants, age, trade union or political activities, religious beliefs, spent offences or is disadvantaged by any conditions or requirements which cannot be shown to be justified.
The Council wishes all Hall Hirers to apply these principles to all events and activities which they may organise in Borough Halls and to have policies and procedures designed so as not to discriminate intentionally or unintentionally against any group or individual on any unjustifiable grounds. The Council encourages Hall Hirers to respond to any special needs experienced by particular groups.
Box Office Facilities and Event Promotion
Dudley Council is able to offer box office facilities to Hirers. Hirers wishing to use the system will be required to enter into a separate agreement with the Council concerning this service and to complete the appropriate paperwork. For any seated event, whether tickets are to be sold for it or not, the hirer will be issued with a copy of the wheelchair policy and the appropriate seating plan. Hall hirers who wish to sell their own tickets will be expected to adhere to these and will be liable for ensuring that their event complies with the Disability Discrimination Act. In these circumstances all contact and management of box office processes becomes the responsibility of the Hirer although advice will be available from the Venue Manager and/or Box Office Administrator should this be requested.
Responsibility for the promotion of events lies with the Hall Hirer. The Council takes no responsibility for promotion. The Hall Manager(s) may offer to assist Hirers with promotion but where such assistance is given it must be agreed and negotiated in advance and such arrangements are separate to the Hall Hire Agreement. The Council is not responsible for any failure to promote any Hirers’ event.
The Hirer shall comply with the conditions on which the Justices License for music, dancing and stage plays are held.
In cases where the Hall is required later than the closing hours fixed under the Music and Dancing License, application will be made by the licensee to the Justices for consent to an extension of time provided always that should such application be refused no refund of the hiring fee will be made. The fee payable for any extension of the Music and Dancing License will be recovered from the Hirer concerned.
No person shall be admitted by payment at the door after 10.30pm.
If the Main Hall is used for any purpose for which the Curator considers it necessary to cover the floor or any part thereof, the Hirer will be required to pay an additional fee for suitable floor covering to be provided.
The Hirer shall be responsible for providing an adequate number of stewards which will be determined by the Authority.
A cleaning charge will be levied on the Hirer if the premises are not left in a clean and tidy condition.
If the event or function requires the use of firearms, pyrotechnics or any other special stage effects, permission must be obtained in writing from the Council by giving at least 1 months prior notice of such request.
No person under the age of 18 shall be allowed to use sound or lighting equipment.
No bottled gas shall be brought onto the premises.
If stage drapes need to be returned by the Council to their original location after the function then an appropriate charge will be levied on the Hirer.
If radio microphones are to be used they must be of a type approved (D.T.I. Standard MPT 1345). Brierley Hill Civic Hall, Dudley Concert Hall and Stourbridge Town Hall have a license which allows microphones to MPT 1350 to be used. These three halls can also use Channel 69 frequencies. The use on non-approved equipment is not permitted.
Any stage lighting lanterns which are moved or refocused must be returned to their original position(s) after use. If this has to be undertaken by the Council then an appropriate charge will be levied on the Hirer.