Conditions of Hire
Conditions of Hire
1(a) All applications for the use of the venue, or any part thereof must be made on the attached Application Form, which must be returned to Exeter Corn Exchange with the deposit. Until the form, duly completed, has been received and the payment of the deposit has been made, no engagement will be considered confirmed and the Council shall be at liberty to let the venue or any part thereof to another applicant.
(b) The Council reserves the right to refuse any application for the use of the venue or any part thereof without stating its reason for such refusal.
(c) Should the Hirer cancel the booking of the venue, or any part thereof the deposit of the hiring fee under Condition 1(a) hereof shall be forfeited.
(d) Once The Council has issued the invoice for the balance of hire fee the hirer must make remittance on receipt of the invoice or no later than 14 days before the event whichever is sooner. Should the hirer cancel the event after the balance invoice has been issued remittance is still required per the terms of the invoice. Other conditions regarding payments/cancellation costs may be stipulated as part of the event/booking agreement.
(e) The Council reserves the right to cancel bookings at any time by not less than 24 hours previous notice in writing to the Hirer, and the Hirer shall not be entitled to any compensation in consequence thereof or in connection therewith other than the refunding of appropriate hiring fees paid under Condition 1(a).
(f) The Council reserves the right to cancel at any time any booking of the said premises should the venue be closed in consequence of any public calamity, Royal demise, epidemic, fire, act of God, war (or its consequences), or is not available for the purpose of the hiring in consequence of the withdrawal or suspension of any license, or by reason of any work required to be done by the Licensing or other Authority, to by any reason of any combination or any strike or lock-out of any workman interfering with the efficient working of the premises, or from any cause whatsoever not within the control of, or not occasioned by default of, the Council.
The Council’s decision upon the above matters shall be final and conclusive, and in such circumstances the Hirer shall not be entitled to any compensation in consequence thereof, but any charge for hire previously paid shall be refunded.
(g) The Council reserves the right to terminate any hiring in the event of the Hirer committing a breach or failure to observe or perform any of the regulations or conditions.
(h) The Hirer shall not, without the previous consent in writing of the venue management, use the venue or any part thereof for any purpose or purposes other than those specified in the application and shall not permit dancing to take place other than in the Main Hall without prior agreement of the venue manager.
(i) The Hirer shall not, without the consent in writing of the venue management, sub-let the venue or any part thereof.
(j) These conditions and regulations for the use of Exeter Corn Exchange and any part thereof maybe amended by the Council at any time, without notice and, if so amended, shall apply to all hirings taking place thereafter regardless of the date of such hirings.
(k) The term “Hirer” in these Conditions shall be taken to mean the person, persons, or body incorporate making application to hire the venue and any part thereof.
(l) The term “venue” in these Conditions shall be taken to mean those parts of the venue booked as noted on the application to hire.
2(a) The Hirer shall be deemed to have notice of the Conditions attached to such licences and shall observe and perform such Conditions insofar as they affect the hiring.
(b) The maximum capacity of the venue is 500 persons however a smaller maximum may be enforced depending on the particular event and set-up required. You should check this with the venue management before finalising your plans for an event.
(c) The Bar may be closed by the duty manager at any time if any person using the bar shall behave in an unruly, disorderly or unseemly manner or if, in the exercise of their absolute discretion, they are of the opinion that such unruly, disorderly or unseemly behaviour may occur there. The venue management may refuse to provide a Bar if they are of the opinion that the hiring is for a function at which the Bar is unsuitable.
(d) The Hirer shall comply with the Conditions endorsed on the Premises Licence, and shall not do or permit any act which may imperil the Licence held by the Council or be a nuisance or annoyance to any person and shall not commit or permit any breach of the statutory provision, or regulation for the time being in force relating to the licensed premises.
3(a) The Council shall not be liable for any accident or injury sustained by the Hirer or any person present in the venue or any part thereof arising from the negligence or default of the Hirer and their servants or agents. The Hirer shall indemnify the Council against all costs, claims and demands in respect of any such accident or injury as aforesaid. A copy of the hirer’s public liability insurance certificate should be made available to the venue management on request. Such public liability should be in force to a limit of £5,000,000.
(b) Where requested the hirer must provide a copy of a risk assessment for the event at least 7 days prior to the event being staged.
(c) The venue shall be in the care and custody of the Hirer and the Council accepts no responsibility for any loss or damage sustained in respect of articles, wearing apparel or other property brought into or left in the venue or any part thereof by or on behalf of the Hirer or any other person.
(d) The Hirer will be held responsible and accept full responsibility for any damage done to the venue or any part thereof, furniture, utensils or other property of the Council during the period of or otherwise arising out of the hire of the venue or any part thereof. All internal or external decorations shall be fixed and removed and removed to the satisfaction of the venue management.
(e) No entertainment shall be held or given which will involve any increased risk of fire unless previously agreed by the venue management.
(f) The Hirer agrees not to drive nails, screws or other fastenings into the walls, floors, stage, furniture or any other part of the premises. Only Bluetac or its equivalent maybe used to stick items to walls or partitions.
(g) Any liability or expenditure incurred by the Council on behalf of and at the request of the Hirer shall be discharged by the Hirer and the Council will not accept any responsibility in connection therewith.
4(a) All seats and tables will be arranged with sufficient gangways in all respects to afford means of rapid exit and the Hirer shall keep such gangways, together with all passages and exits free from obstruction.
(b) All doors giving egress from the venue or any part thereof shall be kept unfastened and unobstructed and immediately available for exit during the whole of such time as the venue or any part thereof is being used by the Hirer
(c) All enquiries regarding the facilities available, layout, times of entry etc should be made to the venue management.
(d) The Hirer should not use, or permit to be used, any electrical equipment associated with the stage in the venue without the prior consent of the venue management. The Hirer must ensure that a competent person is in attendance during the operation of any additional special effects, stage lighting, additional venue lighting or any electrical equipment.
A 3-phase supply is available on the stage for use by the Hirer if required. The Hirer must ensure that a competent person makes the connection to this supply.
The Hirer is responsible for reinstating any lighting that is removed or altered failure to do this will incur additional cost
(f) All arrangements in connection with the Hiring of the premises or any part thereof shall be to the approval of the venue management and the Hirer shall comply with all reasonable requests made to them at any time in respect thereof.
(g) Real flame shall not be used on the premises except with the prior consent of the venue management.
5(a) The removal from the venue of all goods and/or equipment belonging to the Hirer, or brought into the venue in connection with the purpose, for which the venue was hired, shall be the responsibility of the Hirer. In the event of failure to discharge the foregoing responsibility the Council may dispose of the goods and/or equipment as it thinks fit without being liable to the Hirer in respect thereof. The Hirer shall be liable to pay the Council’s costs of so doing save to the extent they are recouped by the Council from any sale of the goods and/or equipment.
(b) If the Hirer shall continue his/her occupation of the venue or any part thereof after the designated period of hire for which he/she engaged the same, he/she shall pay such additional hire fees as may be deemed appropriate by the venue management. The Hirer shall also, in addition, be responsible for any loss or damage occasioned by the Council for exceeding the designated times. The designated times being those booked by the Hirer on his/her application form to hire the venue or any part thereof.
6(a) Sufficient stewards and/or door supervisors shall be provided by the Hirer to supervise properly the function in the venue or any part thereof as the venue management shall, in their absolute discretion, determine.
(b) The Hirer shall only hold such lotteries as are lawful. The entire responsibility for the conduct of any such lottery shall be that of the Hirer.
7 The Council’s officers or servants are not permitted, under any circumstances, to accept gratuities of any kind.
8(a) The Hirer shall not use the venue or any part thereof for the performance in public of any dramatic or musical work or for the delivery in public of any lectures in which copyright subsists without the consent of the owner of the said copyright. The Hirer shall indemnify the Council against all sums of money, which the Council may have to pay by reason of any infringement of copyright occurring during the whole of such time as the venue or any part thereof is being used by the Hirer.
(b) The Hirer shall comply with the provisions of the Children and Young Persons Act.
9(a) The Hirer and his servants or agents, shall conform with the following regulation to the posting of placards without permission:
No person shall affix or cause to be affixed any placard upon any building, wall, fence, gate, door, pillar, tree or post in or abutting on any street or public place without the permission of the owner or occupier or persons having the charge thereof or unless authorised so to do by law, nor shall any persons unless authorised by law or with such permission as aforesaid, deface by writing or other marks any such building, wall, fence, gate, door, pillar, tree or post as foresaid.
Should any fly posting take place the said posters will either be removed by the Council and the cost of that removal recharged to the Hirer and/or CANCELLED stickers posted across the poster/s and the Council shall not be liable for any loss or damage suffered by the Hirer as a result thereof.
(b) No posters shall be displayed on any notice boards outside the venue without the consent of the venue management and the Council cannot guarantee as to the number of posters that can be displayed or for the period of display.
(c) The Hirer shall not be entitled to grant sound, television broadcasting or filming rights without the prior written consent of the venue management.
10(a) If, in connection with a hiring, the Council shall have agreed to provide food and/or refreshments in respect of which a charge has been agreed by reference to the number of persons who shall be provided therewith, the Hirer shall not give less than five clear days’ notice of any reasonable variation in that number to the venue management. If the Hirer shall fail to give notice in accordance with the foregoing provision, the Council shall be under no obligation to agree to any such variation and the Hirer shall pay to the Council the full charge for the food and refreshments calculated by reference to the number previously agreed between the Hirer and the Council, or such lesser sum as the Council, in its absolute discretion, shall determine.
(b) No person, other than that designated licensees of the premises and their servants, may sell or permit to be sold alcoholic beverages of any nature upon the premises.
(c) In some circumstances, hirers will be allowed to provide their own food for events. This must be by prior agreement with the venue management and if such agreement is reached then the hirer will be liable to an increased hire charge as deemed appropriate by the venue manager.
12 Smoking is not permitted in any part of the venue.