REGULATIONS GOVERNING THE USE OF THE TOWN HALL, BANBURY
The letting of rooms and facilities the Town Hall is subject to strict compliance with the following regulations, and to such additional regulations as the Council may from time to time deem it desirable to make, and the hirer acknowledges that he has read and understood the regulations and undertaken to comply with them.
Any person or persons authorised by the Council may for any good and sufficient reason or in case of emergency or in the event of breach of these regulations close the Town Hall and refuse admission of any persons to the building.
CHARGES
1. All charges for the booking of the Town Hall and its facilities shall be paid in accordance with the scale of charges set out on INFORMATION FOR HIRERS sheet, and with any such increase as may be approved by the Council. Payment must be made 14 days prior to the date for which the Town Hall is reserved.
2. The charges shall commence from time at which the accommodation is first occupied and not from time at which the event begins.
3. The Council has opted to treat the Town Hall as standard-rated for VAT purposes and VAT is included in all charges, except where shown.
BOOKINGS
4. Provisional bookings will be automatically cancelled unless confirmed within seven days.
5. No booking, or confirmation of a provisional booking, shall be accepted unless it is made in writing on the Application Form provided
6. The booking fee is 25% of the total charge and is retained by the Council if 28 days notice is not given. The balance of the charge is due not later than 14 days prior to the date for which the Town Hall is reserved. If this charge is not paid the booking will then be cancelled and the booking fee forfeited.
7. Multiple/Block bookings can be booked at discount over a period of 12months, and a booking fee shall be payable in respect of each separate occasion for which the Town Hall is reserved.
8. The Council reserve the right to cancel any booking which may have been made in the event of the Town Hall being required for any of their purposes.
PUBLIC ENTERTAINMENT
9. Except with the consent of the Licensing Authority, the premises shall not be opened on weekdays before 11.00 am for any public entertainment.
10. On Sundays, the premises shall not be opened before 11.00 am for public music or dancing or for a public exhibition or contest.
11. Except with the consent of the Licensing Authority, the premises shall not be kept open after 01.00 am for any public entertainment.
GENERAL REGULATIONS
12. Subject to the discretion of the Council Representative, the hirer of the premises for gatherings open to the public, whether an entrance fee is charged or not, is required to provide at his own cost the services of two attendants or stewards (one male and one female) who shall be on duty at the entrance of the Town Hall from half-an-hour at least before the commencement of the function until a reasonable time after the termination thereof and will be responsible for ensuring that proper order is maintained at all times and that no person who is under the influence of drink is likely to cause any disturbance or annoyance is admitted into the building. The hirer will accept full responsibility for the orderly and seemly conduct of the assemblies.
13. The Town Hall will not be opened until the Council Representative is satisfied that there are on duty an adequate number of stewards at the entrance to the Town Hall and in the accommodation which has been hired. Such stewards must remain on duty until all persons have left the function.
14. The hirer shall not during any performance permit any songs, speech, action or costume which, in the opinion of the Council, may be considered indecorous or improper.
15. The hirer shall not use the Town Hall for the performance in public of any dramatic or musical work, or for the delivery in public of any lecture in which copyright subsists, without the consent of the owner of the said copyright, or in any other manner infringe any subsisting copyright. The hirer undertakes to indemnify the Council against all claims, demands, actions and proceedings in respect of any infringement of copyright occurring during the period of hire and, in the case of live musical performance to make a return of the music performed, to the Council fourteen days before the date(s) the Town Hall is used.
16. The sale on the premises of intoxicating liquor is subject to the approval of the Licensing Authority, and the hirer is required to have available for inspection by the Council representative, evidence of such approval.
17. The Town Hall is a Non-Smoking building and must be strictly adhered to.
18. No person shall drive any nail, hook, screw or fastening of any kind into any wall or partition, or in any way damage any part of the building or the seats, or furniture; the value of any such damage caused in any way during the hiring period (as certified in writing by the Council within 28 days after the same shall be discovered) shall be paid to the Council by the hirer as liquidated damages.
19. Alterations or additions to the existing electric lighting arrangements or system is strictly forbidden except with the express prior approval, in writing, of the Council.
20. The Council shall not, in any circumstances, be responsible for any damage or injury to or the loss, theft or removal of any property brought or left by any person in or upon the Town Hall premises, and the hirer undertakes to indemnify the Council against all claims, demands actions and proceedings in respect of any such damage, injury, loss, theft, or removal or against any loss sustained by any person whatsoever in consequence thereof. Public Liability insurance to the value of £5 million on any one occurrence must be obtained for all hirings and confirmation in writing sent to the Council 14 days prior to the event taking place.
21. Hirers of the Town Hall shall comply with all reasonable directions given to them by the Council representative.
22. Irrespective of the number of rooms hired not more then 250 persons shall be admitted to the Town Hall, and the hirer shall be held responsible and undertakes that this maximum number is not exceeded. The Council reserves the right, in the interest of the public, to close the Town Hall to persons in excess of this number.
23. The premises shall not be used for public music, singing or other entertainment of the like kind, or for dancing on Christmas Day or Good Friday.
24. All activity undertaken during the hire must comply with the requirement of the Town Hall Premises Licence and the Licensing Act 2003.
FIRE REGULATIONS
25. A copy of the general Fire Conditions required by Banbury Town Council is enclosed herewith for information. A further copy will be available upon request from the Council Representative at the Town Hall.
APPLICABLE TO DANCES
26. No dance shall be fixed to commence earlier than 11.00 am and each dance shall terminate not later than 01.00am. No pass-outs, admission or re-admission shall be permitted after 9.30 pm.
27. At all dances where the sale of intoxicants has been permitted by the Licensing Authority, the bar shall be closed at least half an hour before the time fixed for the termination of the dance.
28. No person shall be admitted to the Town Hall whose footwear is unsuitable for use on a dance floor, and the hirer shall be held responsible for securing the observance of this condition.
TRAFFIC RESTRICTIONS
29. Restrictions prohibiting loading and unloading are in force outside the Town Hall between the hours of 10.00 am – 4.30 pm.
FLY-POSTING
30. No fly-posting around the town of Banbury.
31. The Council reserves the right to cancel any hire if the event is publicised by flyposting in the Town.
Mark Recchia – Town Clerk
Banbury Town Council, Town Hall, Bridge Street, Banbury, OX16 5QB
Tel: 01295 250340 | Fax: 01295 250820 | Email: info@banbury.gov.uk
GENERAL FIRE CONDITIONS APPLICABLE TO ALL PREMISES
1. Audience Size The number of persons present at any occasion shall be limited to that number indicated on the Premises Licence.
2. Exits To Be Kept Clear The means of exit provided for all persons on the premises shall be maintained, kept unobstructed and immediately available for use.
3. Fastening of Exits (a) Doors, gates etc., providing means of exit from the premises shall only be secured closed while the public are on the premises, by fastenings approved by the Licensing Authority. (b) Doors, gates, etc., providing emergency exit facilities from the premises shall not be secured closed while the public are on the premises, by means of fastening other than panic bolts. An approved notice describing this method of operation is to be displayed adjacent to all panic bolts.
4. Summoning Fire Service The Fire Service shall be called to an outbreak of fire, or suspicion of fire, however slight.
5. Self-Closers All fire resisting doors shall be maintained self-closing and shall not be secured in the open position.
6. “No Smoking” If notices prohibiting smoking are exhibited, the prohibition shall be strictly enforced.
7. Balloons No balloons filled with flammable gas shall be permitted on the premises without permission from the Licensing Authority.
8. Rubbish Accumulation No rubbish or waste paper shall be stored or allowed to accumulate in any part of the licensed premises.
9. Electrical Installations (a) Any electrical equipment which a hirer wishes to bring onto the premises for use should have been appropriately Portable Appliance Tested. (b) Installations or equipment requiring higher than medium voltage shall not be permitted except with the written consent of the Licensing Authority and in accordance with any conditions of such consent.
10. Special Risks (a) Except with the prior written consent of the Licensing Authority, explosive, toxic, hazardous or highly flammable substances shall not be brought onto or used at the premises. At least 21 days notice in writing shall be given to this Authority of any proposals to use such apparatus. (b) Twenty one days notice in writing shall be given to the Licensing Authority of any entertainment involving special risks or danger to the public and/or any special entertainment for children wholly or mainly under the age of sixteen years. (c) No entertainment involving special risks or danger to the public, the use of explosives or highly flammable substances shall be permitted WITHOUT THE APPROVAL IN WRITING of the Licensing Authority.
11. Real flame (a) Real flame not be used in an entertainment unless- (i) The consent of the Licensing Authority is first obtained; and (ii) In the opinion of the Licensing Authority :- (a) the use of real flame is essential to the action as distinct from the atmosphere of the entertainment or its effective presentations; and or (b) An electric substitute cannot be used. (b) Application for the Licensing Authority’s consent to the use of real flame shall be made by the licensee in writing at least 21 days before the first performance of the entertainment and shall give full details of the proposed use of real flame and the date and time of any rehearsal.
12. Pressurised Cylinders Cylinders whether full or empty for the storage of air or other gases or liquids under pressure shall not be used in the premises except with the written consent of the Licensing Authority. At least 21 days notice in writing shall be given to this Authority of any proposal to use such apparatus.
SEATING CONDITIONS APPLICABLE TO ALL PREMISES
13. Closely Seated Audience The licensed premises shall not be used for a CLOSELY SEATED AUDIENCE except in accordance with plans previously submitted to and approved by the Licensing Authority. A copy of the seating plans shall be kept readily available at the premises and shall be shown to any person authorised by the Licensing Authority on request.
14. Obstructions etc To Gangways Every gangway, corridor, passage, lobby, staircase or other designated exit route from the premises shall at all times be kept entirely free from chairs or any other obstruction. No person shall be permitted to sit, stand or dance in any gangway. The edges of treads of stairs used by the public shall be kept in good repair. WELFARE AND WHEELCHAIR CONDITIONS APPLICABLE TO ALL PREMISES