Hire Terms and Conditions 1. General 1.1 We are unable to accept provisional bookings. All bookings are confirmed upon receipt of full payment following signed acceptance of the quote. 1.2 Bookings can be amended up to two weeks before the hire period. 1.3 The Hirer is entitled to use the room/space/resources listed on the date and times shown in the quote. Rooms must be vacated on time after use. The time booked must include the time it takes to set up and pack up. Hirers will be charged to the following half hour should they exceed their departure time. 1.4 There is no storage space available. Any equipment brought in for the hire must be removed from the building at the end of the hire. 1.5 The Hirer is responsible for leaving the room(s) in a clean and tidy condition ready for the next hirer. 1.6 The Hirer shall use the room(s) only for their own purposes. The Hirer shall be responsible for the room(s)/resources, and any damage caused to the room(s)/resources by the hirer’s negligence shall be made good by the Hirer within 7 days or repayment and will be sought by Creative Youth Network for the cost of doing any work required. 1.7 Animals are not permitted in the buildings with the exception of assistance dogs. 1.8 If you want to sell tickets on the door at your event, you must provide your own box office staff and floats. 2. Invoicing and payment 2.1 All bookings must be paid for in full at the time of booking and on receipt of the quote acceptance. Payment can be made by card or online payments to Creative Youth Network account number 20236281 sort code 60-83-01. 2.2 Booking confirmation will be sent on receipt of payment. A VAT invoice will be produced for all bookings, detailing the net and gross amount payable, where applicable. For multiple, monthly bookings, an invoice will be raised at the beginning of the month or as agreed. 2.3 If a Purchase Order number is required for payment, it must be provided on the booking form. 2.4 The Hirer will, if applicable, cover the cost of PRS fees for each event in line with the tariffs set by the Performing Rights Society at the time of hire. The Hirer agrees to inform Creative Youth Network of box office takings no later than two weeks after the event has taken place. 3. Discounts 3.1 Please note that ad hoc discounts cannot be given to any group or individual. All Corporate organisations and individuals must pay the full price. Charities and tenant organisations of Creative Youth Network may be granted a 20% discount. Please enquire at the time of booking. 4. Insurance 4.1 Creative Youth Network, or its insurers, is not liable for the loss/damage to, any property or equipment that does not belong to Creative Youth Network but which has been brought to the premises by the Hirer or any other person using the room(s) on the dates shown overleaf. 4.2 The Hirer is responsible for making arrangements to insure against any third party claims which may arise against the Hirer or the Hirer’s organisation whilst using Creative Youth Network premises. Proof of insurance must be presented on request. Creative Youth Network accept no liability for any costs (outside of space/resource hire) incurred by the Hirer as a result of booking cancellation. 5. Health and Safety 5.1 The Hirer must ensure that one nominated adult person is responsible for all Health and Safety arrangements for the duration of the booking, and will familiarise themselves with the action to be taken on discovering a fire and other emergency procedures. Unless otherwise notified the person named overleaf will be the nominated adult person. 5.2 All hires require a event risk assessment to be available to the bookings team on request. Failure to provide it may result in the booking being withdrawn. 5.3 The Hirer is responsible for ensuring that the venue is not used for any unlawful purpose or in any unlawful way. Smoking/vaping is NOT permitted in any part of the buildings. Food and drink are only permitted by prior agreement with the bookings team. 5.4 The Hirer is responsible for ensuring the safety of any equipment brought into the premises, to include PAT testing of all electrical equipment. 6. Cancellation 6.1 Cancellations must be notified in writing or email. Cancellations notified less than 14 days before the hire are subject to a cancellation fee of 100% of the total price of the hire. 6.2 Creative Youth Network reserves the right to cancel a booking if the risk assessment shows that the event is unsafe or where there are circumstances beyond our control – In such cases we will endeavour to give the hirer as much notice as possible. If Creative Youth Network cancels a booking, where possible an alternative booking will be agreed or a refund will be made. Creative Youth Network accept no liability for any costs (outside of space/resource hire) incurred by the Hirer as a result of booking cancellation. 7. Booking at the Station, Additional Hire Terms 7.1 At an additional cost, Hirers can book a lighting and sound House Technician if technical assistance is required before or during the hire. Requests for a Technician received less than 14 days before the hire cannot be guaranteed. 7.2 Hirers are permitted to provide their own Technician providing they have completed a short induction with the House Technician. Creative Youth Network reserves the right to refuse access to any individual not deemed to be competent by the House Technician. Induction is charged at a one hour Technician fee. 7.3 Creative Youth Network have a staffed reception at all times when the building is open. During normal opening hours, Creative Youth Network provide staff to support all centre users. If an event is outside the normal opening hours additional staff are charged to the Hirer. 7.4 Catering and refreshments such as tea and coffee can be provided by external providers. Please contact our bookings team for more information. 7.5 There is no parking available at The Station. Access to the courtyard is permitted for loading and delivery only by prior arrangement with the Station. 7.6 The Station has an alcohol licence until 12am; for any licensable event such as a gig, theatre show, public performance or event with alcohol, please contact the Station Events Manager for details. 7.7 If you have a licensable event in the courtyard or your event goes beyond our premises license time then the hirer is responsible for applying for a temporary event notice. 7.8 For large events we recommend the Hirer provides additional toilets. There are two available on the ground floor for guests and one available back stage for artists. This can be arranged with the Station Events Manager. 7.9 We often have sessions for young people taking place in the building. If you are supplying alcohol at your event, you may be asked to use a side entrance for your guests rather than the front. 7.10We recommend one SIA trained member of security personnel to every 100 attendees. Details of our preferred suppliers are available on request. 7.11The noise produced by amplified equipment in the main space should not exceed 95db at 1 metre from floor speakers and 100db average across the space. General We are unable to accept provisional bookings. Bookings can be amended up to two weeks before the hire period. The Hirer is entitled to use the room/space/resources listed on the date and times shown in the quote. Rooms must be vacated on time after use. The time booked must include the time it takes to set up and pack up. Hirers will be charged to the following half hour should they exceed their departure time. There is no storage space available. Any equipment brought in for the hire must be removed from the building at the end of the hire. The Hirer is responsible for leaving the room(s) in a clean and tidy condition ready for the next hirer. The Hirer shall use the room(s) only for their own purposes. The Hirer shall be responsible for the room(s)/resources, and any damage caused to the room(s)/resources by the hirer’s negligence shall be made good by the Hirer within 7 days or repayment and will be sought by Creative Youth Network for the cost of doing any work required. Animals are not permitted in the buildings with the exception of assistance dogs. If you want to sell tickets on the door at your event, you must provide your own box office staff and floats. Invoicing and payment All bookings must be paid for in full at the time of booking. Payment can be made by card or online payments to Creative Youth Network account number 20236281 sort code 60-83-01. A VAT invoice will be produced for all bookings, detailing the net and gross amount payable, where applicable. For multiple, monthly bookings, an invoice will be raised at the beginning of the month or as agreed. If a Purchase Order number is required for payment, it must be provided on the booking form. The Hirer will, if applicable, cover the cost of PRS fees for each event in line with the tariffs set by the Performing Rights Society at the time of hire. The Hirer agrees to inform Creative Youth Network of box office takings no later than two weeks after the event has taken place. 3. Discounts Please note that ad hoc discounts cannot be given to any group or individual. All Corporate organisations and individuals must pay the full price. Charities and tenant organisations of Creative Youth Network may be granted a 20% discount. Please enquire at the time of booking. 4. Insurance Creative Youth Network, or its insurers, is not liable for the loss/damage to, any property or equipment that does not belong to Creative Youth Network but which has been brought to the premises by the Hirer or any other person using the room(s) on the dates shown overleaf. The Hirer is responsible for making arrangements to insure against any third party claims which may arise against the Hirer or the Hirer’s organisation whilst using Creative Youth Network premises. Proof of insurance must be presented on request. Creative Youth Network accept no liability for any costs (outside of space/resource hire) incurred by the Hirer as a result of booking cancellation. 5. Health and Safety The Hirer must ensure that one nominated adult person is responsible for all Health and Safety arrangements for the duration of the booking and will familiarise themselves with the action to be taken on discovering a fire and other emergency procedures. - Station Emergency Procedures - Kingswood Emergency Procedures - Hanham Emergency Procedures Unless otherwise notified the person named overleaf will be the nominated adult person. The nominated adult person is responsible for ensuring their hired space is clear and to alert the Estates team at the Fire Evacuation point of any individuals who have remained in the building (including those in refuge points). The nominated adult person is responsible for ensuring the action of a Personal Emergency Evacuation Plan (PEEP) if in place for any individuals who cannot use the stairs to exit the building in the event of a fire. If a PEEP template is required, please contact [email protected] with 'PEEP template request' in the email title. All hires require an event risk assessment to be available to the bookings team on request. Failure to provide it may result in the booking being withdrawn. The Hirer is responsible for ensuring that the venue is not used for any unlawful purpose or in any unlawful way. Smoking/vaping is NOT permitted in any part of the buildings. Food and drink are only permitted by prior agreement with the bookings team. The Hirer is responsible for ensuring the safety of any equipment brought into the premises, to include PAT testing of all electrical equipment. 6. Cancellation Cancellations must be notified in writing or email. Cancellations notified less than 14 days before the hire are subject to a cancellation fee of 100% of the total price of the hire. Creative Youth Network reserves the right to cancel a booking if the risk assessment shows that the event is unsafe or where there are circumstances beyond our control – In such cases we will endeavour to give the hirer as much notice as possible. If Creative Youth Network cancels a booking, where possible an alternative booking will be agreed or a refund will be made. Creative Youth Network accept no liability for any costs (outside of space/resource hire) incurred by the Hirer as a result of booking cancellation. 7. BOOKINGS AT THE STATION, ADDITIONAL HIRE TERMS At an additional cost, Hirers can book a lighting and sound House Technician if technical assistance is required before or during the hire. Requests for a Technician received less than 14 days before the hire cannot be guaranteed. Hirers are permitted to provide their own Technician providing they have completed a short induction with the House Technician. Creative Youth Network reserves the right to refuse access to any individual not deemed to be competent by the House Technician. Induction is charged at a one hour Technician fee. Creative Youth Network have a staffed reception at all times when the building is open. During normal opening hours, Creative Youth Network provide staff to support all centre users. If an event is outside the normal opening hours additional staff are charged to the Hirer. Printing and photocopying is available and chargeable (first 10 sheets free). Catering and refreshments such as tea and coffee can be provided by external providers. Please contact our bookings team for more information. There is no parking available at The Station. Access to the courtyard is permitted for loading and delivery only by prior arrangement with the Station. The Station has an alcohol licence until 1.30am; for any licensable event such as a gig, theatre show, public performance or event with alcohol, please contact the Station Events Manager for details. If you have a licensable event in the courtyard or your event goes beyond our premises license time then the hirer is responsible for applying for a temporary event notice. For large events we recommend the Hirer provides additional toilets. There are two available on the ground floor for guests and one available back stage for artists. This can be arranged with the Station Events Manager. We often have sessions for young people taking place in the building. If you are supplying alcohol at your event, you may be asked to use a side entrance for your guests rather than the front. We recommend one SIA trained member of security personnel to every 100 attendees. Details of our preferred suppliers are available on request. The noise produced by amplified equipment in the main space should not exceed 95db at 1 metre from floor speakers and 100db average across the space. Failure to comply with these conditions may result in your booking being withdrawn. Should you have any further queries, please contact us on 0117 947 7948. We will always store your personal details securely. We'll use them to provide the service you have requested and communicate with you in the way(s) that you have agreed to. Your data may also be used for analysis purposes, to help us provide the best service possible. For full details, see our privacy policy. The Station Fire Evacuation Procedures Any person discovering a fire: 1. If the alarm is not already sounding activate the alarm by pushing on the red call point. 2. Dial 999 to call the fire brigade. On hearing the fire alarm: 3. Leave building immediately through nearest useable fire exit. 4. Report to Fire Evacuation Point: Loading bays directly opposite the building on Silver Street 5. If you cannot use the stairs, evacuate as agreed in your PEEP or wait at a refuge point on the stairwells and use the intercom system to contact Reception. DO NOT use the lift. DO NOT return to the building for any reason until authorised to do so by a member of The Estates Team. Kingswood Fire Evacuation Procedures Any person discovering a fire: 1. If the alarm is not already sounding activate the alarm by pushing on the red call point. 2. Dial 999 to call the fire brigade. On hearing the fire alarm: 3. Leave building immediately through nearest useable fire exit. 4. Report to Fire Evacuation Point: Front Circle Lawn 5. If you cannot use the stairs, evacuate as agreed in your PEEP. DO NOT use any lifts. DO NOT return to the building for any reason until authorised to do so by a member of The Estates Team. Hanham Youth Centre Fire Evacuation Procedures Any person discovering a fire: 1. If the alarm is not already sounding activate the alarm by pushing on the red call point. 2. Dial 999 to call the fire brigade. On hearing the fire alarm: 3. Leave building immediately through nearest useable fire exit. 4. Report to Fire Evacuation Point: Tennis Court 5. If you cannot use the stairs, evacuate as agreed in your PEEP. DO NOT return to the building for any reason until authorised to do so by a member of The Estates Team. Manage Cookie Preferences How can we help?