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Terms and Conditions

Information About Us (Definitions)

Bedwas Workmen’s Hall (BWH) is owned by Bedwas, Trethomas & Machen (BTM) Community Council and managed by the Volunteer BWH Joint Management Committee Volunteers. The hirer (person or agent of organisation named on the hire form) shall be responsible for compliance with the conditions set out below. The hirer is also responsible for informing their personnel of the said conditions.

The Contract

Please complete the booking forms and return as soon as possible as your booking will not be valid till you have returned the forms to the booking officer. The forms must be signed to confirm you have agreed to the terms and conditions, however if provided electronically your electronic signature will be accepted as an agreement to the terms and conditions of hire. (by hirer)

Price and Payment

For an event in the Theatre or the Arts Centre, a £50 deposit is required for every booking upon submission of the booking form and full payment no later than 10  days before the day of the event. In If the event is cancelled within 4 weeks prior to date of hire the deposit is non-refundable.

General

  • Smoking/Vaping is not permitted on the premises, outside the main entrance, or on the fire escapes.
  • The smoking area is the pavement beyond our car park.
  • No intoxicating liquors shall be brought onto the premises.
  • No food will be allowed on the premises, unless by special arrangement with the BWH Management Committee (except for pre-arranged catering for parties)
  • Please ensure guests attending events are respectful of neighbouring properties when leaving and keep noise levels down to a minimum.
  • Please ensure you take notice of anything the volunteers advise you.

Hire

General Hire

  • The hirer may not sub-let the venue under any circumstances.
  • The hirer or their representatives must adhere strictly to the times set out on the hire form and vacate the premises by the time stated; otherwise the hirer may be billed accordingly at the hourly rate (minimum 1 hour).
  • The premises must be left clean and tidy after use. An additional cleaning fee may be made if the premises are not left in an acceptable condition and this will be deducted from your bond (if applicable). (as per decision of the hall committee)
  • Hirers may be requested to meet with members of the BWH Management Committee to finalise details before an event and resolve any queries or issues that may arise.
  • No confetti or staining products must be used.
  • It is the responsible of the hirers to remove any guests who are drunk and disorderly or acting in an inappropriate manor who have been brought to their attention.
  • Please respect all BWH volunteers whilst on the premises, any abuse will not be tolerated and you will be asked to remove yourself from the premises.
  • Any complaints on the night of the events can be discussed with the named event manager who will be pointed to you at the start of the events. Any further complaints must be addressed to the Chair of BWH committee at [email protected]
  • No glasses to be taken outside the property, any accidents involving these will be the responsibility of the hirer.
  • Children (under 16) must always be supervised by a responsible adult (over 18) whilst in the building.

Theatre Hire

All attendees of events must understand that there is a possibility of bag searches by doormen. If this is met with refusal, they may be asked to leave the premises by doormen or a BWH volunteer/events manager.

  • A refreshment stand/licensed bar will be open for shows; this is run by the BWH Management Committee. Arrangements for serving of customers need to be discussed with the BWH Management Committee.
  • In the Theatre, all fire doors must not be tied or propped open and all auditorium aisles and fire routes must be kept clear.
  • If a show’s cast includes performers under the age of 18 or invulnerable adults, only BWH staff and designated chaperones appointed by the show’s producer will be permitted backstage.
  • Please ensure guests attending the events act in a civilised manner, and do not enter restricted areas such as backstage.
  • Please ensure guests using the balcony area stay seated during the performance and do not site or place items on the ledge that could cause harm to themselves or the audience members below.

Art Centre Hire

  • In the Art Centre, all fire doors and fire routes must be kept clear and no obstructions stored in the way of accessing these.
  • Rooms must be left as they are found, all rubbish must be taken away or disposed of in the bins provided.
  • Hirers must only use the room that has been previously booked, if additional rooms are used without prior agreement with the BWH Management Committee, then additional costs will be incurred.
  • Please can all lights be switched off in the rooms you have used and doors to the rooms be closed before leaving the building and the front door is securely closed behind you.

Party Hire

  • Prior to confirming bookings, a meeting will be requested to discuss details of the party and ensure all expectations are known. A copy of these terms and conditions will be made available at the meeting where we will expect the hirer to sign and confirm they understand the below.
  • At this meeting, we will request a point of contact be made available during the party to act as a Responsible Person at the event should any matters arise during that requires them. We ask that this person remains coherent so they are able to assist.
  • During party hires, the balcony will not be available unless prior arranged with the booking officer.
  • Different colour wristbands will be given out to easily identify ages at the bar. If an attendee turns up to the bar with a broken wristband or without one, they will be provided with a new wristband once ID is provided. If found to be lying, they will be asked to leave.
  • A cash bond of £150 will be required upon hire of the hall 2 weeks prior to the event. This will be returned in full upon the end of your event following that several conditions have been met, including but not limited to, no damage has been done to the hall, rubbish has been removed, spillages and mess have been cleaned and the Terms and Conditions of hire have not been breached. If any of these conditions are not met, deductions will be made from the bond before this is returned to yourself. All bonds will be returned within 7 days of your event taking place.
  • Should the Responsible Person not be in a fit state to assist if a situation occurs, this will result in the bond not being returned.
  • Last orders for the Bar are 23:30 with the bar closing at 23:45. If the party is booked to go past this time, a Temporary Event Notice (TEN) will be required to extend the bars opening. This is as per the Caerphilly County Borough Council’s guidelines. This will be an additional cost of £21.
  • If you require clean up this will need to be confirmed on the date of booking, and a charge will be added to the invoice.
  • If you will require additional access outside of the event times, you will be required to pay an additional fee. Please confirm these details at least 2 weeks prior to the event.
  • BWH allows own catering, however we do not have a functioning kitchen for the buffet to be prepared. The hirer will be responsible for food hygiene and the removal of food waste.
  • The Party Hire booking form is for use only for the Theatre. If you require use of the Arts Centre for party hire, please refer to the Arts Centre booking form.

Audio/Visual Services

  • Stage equipment must not be used or operated under any circumstances, without consultation/supervision of the Hall Committee.
  • Stage Lighting will be available for shows and dress rehearsals; any other requirements may incur a further charge.
  • No pyrotechnics can be used in the Hall – unless additional licences are obtained, and a qualified operative is employed at the hirer’s expense. These will need to be discussed prior to the event with the Bookings Manager.

Cancellations

  • BWH will not be liable for any loss due to closure or cancellation due to circumstances beyond their control.
  • BWH reserve final decision to cancel any performance at the Hall

Liability

  • The hirer will be responsible for any loss, damages or breakages of BWH property during the hire period. This will be confirmed following the event by an officer of the committee
  • As the Car Park is accessible by the public, BWH cannot be held responsible for any damage, theft or loss to your vehicle. Please ensure you are parked within the spaces provided to reduce chance of damage to your vehicle or others.

Health and Safety

  • Please do not park vehicles in front of the fire exits, side gates or under the archway as this could cause a potential blockage if emergency access is required.
  • Any accidents that occur on BWH property must be reported to volunteers on the night and the accident book filled in by a first aider or events manager on the night

Insurance

  • The conditions of hiring may include other restrictions, conditions and other matters required by the appropriate authorities, including licensing of plays and music, food hygiene and fire regulations etc.
  • The hirer must enter discussions with the booking officer to clarify the nature of their event to ensure any additional insurance cover, including Public Liability, is in place.

Complaints/Feedback

Any complaints/feedback must be addressed to the Chair of BWH committee at [email protected]