Full Name

Company 

Email Address

Telephone Number

Second Contacts Name

Second Contacts Telephone Number

Event Name

Hire Start Time

Start Event

End Event

Building Clear By

Hall Layout:

Number of People Expected / to plan for

What Rooms Would You Require?

Lansdown Hall Pitman Foyer Usher Room Millington Room Dressing Rooms Training Room 1

Training Room 2 Kitchen Stage Stage Extension

ADDITIONAL REQUIREMENTS (Audio/Presentation Equipment/Piano etc.)

Bar Required Yes No

Bar Open Time (Last Orders! Will be 15 Minutes Before Time) Bar Close Time (Bar must close one hour before end of hire time)

Wine Service Required? Yes No

Drinks Reception Required? Yes No If Yes, What Type?

Will There Be Music? Yes No If Yes, What Type?

Music Being Provided by: (Group Name)?

Will There Be Catering? Yes No If Yes, What Type?

Will There Be A Requirement For Refreshments  Yes No If Yes, What Type?

Meal Time? Refreshments Break Times: First Second Third Forth

Food Provided by whom? The Caterring Crew Country Cuisine Enigma Catering Fiona Price Catering Mrs B,s Catering Orchard Catering Strawberry Field Topline Catering Top Nosh Victoria Moore Catering Woodkand & Wiltshire Oakland Catering :To Be Confirmed:

Will You Require Crockery Yes No (For Use Of The Civic Hall Crockery Service Please Speak To Our Staff)

 Would Like your function to be advertised free of charge on out "public events" sheet please Yes No

If so please complete the following.

Name of show / Event

Brief Description

Terms and Conditions TERMS AND CONDITIONS OF HIRE FOR PUBLIC HALLS 1 Interpretations a) The council means Trowbridge Town Council and officers authorised by them to perform any particular duty. b) The hall means the property and adjacent grounds owned or operated by the Council. c) The manager means the Manager of the Hall and any authorised officer of the Council, performing management duties at the Hall from time to time. d) Hirer means the person making an application on behalf of the organisation. e) Contract of hire means the formal written particulars of an organisations use of the Hall and the rules and regulations contained therein, which shall be deemed to include these terms and conditions of hire. 2 Hirer’s Responsibilities a) The Hirer shall ensure that no admission or re-admission to dances is permitted after 10.30 p.m. and that dancing takes place in the main Hall only. b) The Hirer shall agree all arrangements for seating, decorations, scenery, or structures of any description with the Manager prior to the commencement of hire, and shall agree to abide by the licensing regulations in force at the time of hire. c) No additional lighting effects or electrical equipment shall be introduced into the premises without the previous consent of the Manager, who will appoint a competent electrician or lighting engineer to check its suitability. A charge may be levied for this service. d) The Hirer shall not bring or permit to be brought on to the premises any explosives, inflammable spirits or fireworks of any kind nor without consent install any portable heaters of any type. e) The Hirer shall not permit to be given cinematography show on the premises unless non-flammable films are used. f) The Hirer shall not without the prior written agreement of the Manager use or permit to be used any naked lights any inflammable material, costume, decorations or scenery on the premises and shall not allow any act or performance to take place on the premises which might endanger persons on the premises or the premises themselves. g) No wax or powder shall be placed on the floor without the permission of the manager. h) The Hirer shall not use the premises for any purpose other than that described on the booking form. i) The Hirer does not have the right to assign or sublet any of its rights or liabilities under the contract of hire to any other person or persons. j) The Hirer shall ensure that the maximum capacity of the premises as outlined on the booking form is not exceeded. k) The Hirer shall be responsible for maintenance of good order and efficient supervision at the premises. l) The Hirer shall keep all gangways, doorways, passages, entrances and exits unobstructed and shall keep the entrance and all exits of the premises unlocked whilst the function is in progress. m) The Hirer shall not give or permit the giving of any gratuity to any member of staff. 3 Bookings a) Charges for the hiring of premises must be made on the appropriate booking form available from Trowbridge Town Council, 10/12 Fore Street, Trowbridge BA14 8HA or from the Manager at the premises. b) Trowbridge Town Council reserve the right to refuse any bookings or to impose any special conditions or restrictions but subject to a right of appeal to the Council. 4 Charges a) Charges for the use of facilities shall be those determined by the Council, as outlined in the accompanying scale of charges. The Council reserves the right to alter charges without notice. b) Customers will be charged the hire charge in force at the time of the event not at the time of booking. 5 Payment a) Individual bookings will be invoiced after the event and shall be paid within 14 days after receipt of the final invoice. In the event of non-payment by such date the Council reserves the right to take legal action to recover the amounts owed. b) All cheques and money orders should be crossed and made payable to Trowbridge Town Council. c) All correspondence relating to accounts should be addressed to Trowbridge Town Council, 10/12 Fore Street, Trowbridge BA14 8HA. 6 Cancellation a) Should the Hirer wish to cancel their booking they will become liable for the appropriate charge as outlined in the accompanying scale of charges. b) The Council reserves the right to cancel the use of any premises at any time and for whatever reason. All monies paid in respect of the booking will be refunded. The Council will not be liable for any other expenditure or loss sustained, directly or indirectly by the Hirer or the organisation arising from the cancellation. 7 Damage To or Loss of Property The Council accepts no liability for damage to, or loss of, any property or articles or things whatsoever, placed or left in the Hall or any part thereof, by any organisation, or any member of any organisation or any individual. 8 Damage Causes a) The Council reserves the right to demand a damage deposit, which shall be subject to appropriate deduction in the event of damage being caused to the Hall, fixtures and fittings. b) The Hirer shall pay the Council on demand, the amount of any damage (fair wear and tear excluded) caused to the Hall by the Hirer or any person participating in an event at the invitation by the Hirer. The Manager and the Town Clerk whose decision shall be final shall certify the amount. 9 Indemnity a) The Hirer shall indemnify the Council in respect of the Hirer’s legal liability only for all claims, damages to or loss of property belonging to any person and for any personal injury to or the death of any person during the course of or in consequence of the hiring save insofar as the same arises out of any act, omission or negligence on the part of the council. b) The Hirer shall indemnify the council for the Hirers legal liability only against all claims, demands, actions and proceedings in respect of any infringement of copyright by an unauthorised performance or use of recording apparatus or contrivance at the Hall by the Hirer or his agent. c) The Hirer shall not play or permit to be played gramophone records, radios, tapes or discs in the Hall, or perform any work, which will infringe any copyright Guidance on compliance with regulations, may be sought from the Manager. d) Whenever the function includes the public performance of any copyright work, the Hirer must secure from them appropriate persons or bodies the right to have such works performed or produced and must reimburse the Council all sums of money which the Council may have to pay in respect of such performance or by reason of any infringement of copyright occurring during the hiring. 10 Hirer to Insure if Required If required by the Council, the Hirer shall effect, before the date of the hiring, insurance in the joint names of the Council and the Hirer against the Hirer’s liability to third parties in connection with the hiring for an amount to be prescribed by the Council and shall produce evidence of such cover to the Council. 11 First Aid In the event of injury, the Hirer should immediately alert the Manager who will deal with the incident. All injuries/accidents should be dealt in this way and recorded. The Hirer may be requested to provide suitable, qualified First Aid cover if deemed necessary by the type of activity undertaken. The Management may be able to provide such cover at an appropriate charge. 12 Catering The Council reserves the exclusive right to sell all refreshments, beverages and foodstuffs for consumption within the Hall either by itself or through its agents. Dispensation to clause 12 may on occasion be granted and shall be subject to written confirmation. 13 Broadcasting and Filming Rights No Hirer booking the facility may grant broadcast (whether sound, television, cable or satellite) rights to any third party in respect of any event to be held at the Hall, without the prior written consent of the Council. If such consent is given, the Council reserves the right to take part in negotiations, to be a party to the terms and conditions of any agreement reached and to take all or share in any income and publicity delivered therefrom. 14 Photographs and Video Recording Photographs for professional use and publication thereof must not be taken in the Hall without the permission of the Manager. The use of video recording equipment is likewise not allowed in the Hall without the permission of the Manager. 15 Sale of Goods The Hirer shall comply with the code of conduct for occasional sales issued by the Council and appended to these conditions. (If appropriate.) 16 Advertising The Hirer shall not Advertise, Fly Post or Publicly announce any event to take place in the Hall without prior approval, in writing, of the Management. 17 Gambling No sweep stake, raffle or any other kind of lottery shall be promoted, conducted or held on the premises except such lotteries as are deemed to be lawful by virtue of any enactment relating to Gambling, Betting and Lotteries and for which approval has been given by the Council in writing. 18 Smoking Smoking is allowed only in designated areas. 19 Animals With the exception of specified events and Guide Dogs, animals are not admitted to the Hall. 20 Vacation of Premises The Hirer shall ensure that all members, including Entertainment, have vacated by the CLEAR BUILDING TIME on the booking form. The part or parts of the facility used are left in a tidy and orderly condition at the end of each period of use. The Council reserve the right to levy an additional cleaning charge should the premises be left is such a state as to necessitate additional cleaning. 21 Logo The Logo is the property of the Centre and may not be used, reproduced or reflected in any form without the prior permission of the Manager. 22 Licences If it is necessary for the Council to apply to the magistrates for an extension or variation of the terms of any licence issued by them to the Council or for any special order of exemption from the terms of such licence, the Hirer shall not advertise the provisions as to licensing at the function until after the Magistrates have considered and dealt with the council’s application and shall pay the council’s necessary expenses for so doing, including the licence fee. 23 Stage Entertainments The Hirer must comply with the terms and conditions of the council’s licence for the performance of stage entertainment in respect of any function to which such licence applies. 24 Additional and Special Conditions The Council reserves the right to impose additional conditions or to vary the conditions on any hiring provided that notice thereof is given to the Hirer not less than 48 hours before the commencement of the function if practicable. 25 Performing Rights Society It is the responsibility of the Hirer to ensure that all PRS returns, programme details and box office information should be forwarded to the Council no later than 7 days after the final performance. 26 Failure to Observe Conditions If the Hirer shall fail to observe or perform or secure the due observances or performance by others of these Conditions, the Council may without notice forthwith cancel the Hirer’s booking and any rights of the Hirer shall thereupon cease. Such cancellation shall not release the Hirer from any of his obligations or affect any right to remedy which the Council may have and, notwithstanding the previsions of Condition No. 9 hereof, the Council shall be entitled to retain for their own use and benefit any monies paid by way of deposit and to sue for any balance outstanding. You run the risk of not having your booking confirmed if you do not return your £100 00 deposit and the requirements form within 14 days of making your provisional booking.

By clicking send you agree to the terms and conditions

If you have any queries about the use of the Hall Facilities, please do not hesitate to contact the manager on:               01225 762439. You need to contact the manager two weeks before / or sooner to ensure that all your requirements are covered and are available.

As Soon as we receive your Booking form we will contact you either via telephone or email to let you know whether we can confirm your booking.