The use of the Centre and its facilities is subject to the following rules and, in the case of hirers, to certain standard conditions incorporated in the hiring agreement.

1. Application to use the Centre

Application for Centre use shall be made to Kings Centre Administrator

• The right to refuse any application for the use of Centre facilities is reserved to the Centre management.
• The Centre management reserves the right to cancel bookings when the premises are considered unfit for the intended use.
• Programme content and/or scripts for events such as dramas, concerts and the like must be submitted at the time of booking for approval by the Centre management before the booking is confirmed.
• The Centre management reserves the right to prohibit any event which is considered unfit for the intended use.
• All requirements of use shall be declared to the Centre Administrator prior to the event, when completing the booking form. Any details not covered by the booking form should be included in a covering letter and returned with the booking form. The Centre Administrator reserves the right to levy additional charges for any services or facilities provided at an event which have not been specified on the booking form or at that time.

2. Booking Conditions

• The Hirer shall pay a deposit of 33% of the total hire charge, or £25 whichever is greater. Upon receipt of a completed booking form, the booking is held to our cancellation terms and conditions. Kings reserves the right to cancel your booking without compensation until payment of the deposit invoice is received.
• The balance of the room hire charge, along with any refreshments and extras will be invoiced promptly after the event and will be payable no more than 30 days from the date of the invoice.
• Cancellation of a booking comprising less than 3 days (excepting when the Main Hall is booked) shall be made no later than 28 days prior to the event. If cancellation is made within 28 days of the booking, the deposit will be retained as a contribution towards administration costs and loss of business. Any cancellation made within 7 days or less, the booking will be charged at the full rate of the original booking.
• Cancellation of a booking comprising more than 3 days or in the case of the Main Hall 1 day or more, shall be made no later than 60 days prior to the first day of the event. Any cancellation made with less than 60 days notice but more than 30 days, the deposit will be retained as a contribution towards administration costs and loss of business. Any cancellation made less than 30 days before the first day of the booking will be charged at the full rate.
• Cancellation of a single room booking comprising more than 5 days or in the case of the Main Hall 2 days or more, shall be made no later than 90 days prior to the first day of the event. Any cancellation made with less than 90 days but more than 60 days, the deposit will be retained as a contribution towards administration costs and loss of business. For any cancellation made less than 60 days before the first day of booking, the first 30 day period of the booking will be charged at the full rate and the deposit for the remainder retained.
• Deposits for multiple rooms booked for more than 5 days will be non–refundable.
• Rescheduling a booking: A booking may be rescheduled for no more than 12 months in advance of it’s original date, required date changes past this period will be treated as a cancellation and a new booking will need to be made. In the event of a cancellation where the date of a booking has been rescheduled, the original date of the booking will be used for purposes of cancellation charges.
• Catering/Refreshments: Food and drink requirements can be pre-ordered from our in-house catering team. Final numbers for all catering/refreshments must be given in writing no later than 7 days prior to the event date in the case of numbers less than 50. Higher numbers will require 14 days’ notice. Please note that only food purchased from the Kings Centre may be consumed from the premises.
• Catering Cancellation Charges: The final number given, or the most recent number given if the final number date has not been reached, will ascertain the minimum number charged to the client by invoice after the event. This will be payable no later than 30 days from date of invoice. In the event of cancellation where catering is booked, this must be no later than 2 weeks prior. Any cancellations less than 2 weeks, catering will be charged at the full price.
• Changes or reductions to the room hire of a booking comprising less than 3 days (excepting when the Main Hall is booked) must be made no later than 14 days prior to the event.
• Changes or reductions to the room hire of a booking comprising more than 3 days or in the case of the Main Hall 1 day or more must be made no later than 30 days prior to the event.
• The Hirer will be held responsible for any damage caused during the period of hire to any part of the Centre, site or property both internal and external. Any damage caused by the Hirer or the Hirer’s guests must be paid upon receipt by the Hirer of the total cost of repairs or replacements.

3. Insurance and Licensing

• The Centre’s Public Liability Insurance provides cover for injuries arising from a defect of the premises or of the contents of the building. There is no cover against any injury arising from any action or negligence by the Hirer. Hirers should therefore note that they must accept responsibility for adequate supervision and for arranging suitable Public Liability insurance to cover all legal liabilities which could arise, including death and personal injury, to third parties (including employees and volunteers ), or damage to our property or the property of others, arising out of their occupation and activities while at the Kings Centre.
• The Hirer will need to confirm that they have appropriate Public Liability Insurance in a declaration on our Booking Form at the time of booking.
• The limit of indemnity for this type of policy should not be less than £2,000,000 (two million pounds).
• The Hirer shall not sub-let or use the premises for any unlawful purpose or in any unlawful way, do anything or bring on to the premises anything which may endanger the premises, their users, or any insurance policies relating thereto.
• The Hirer shall be responsible for the observance of all regulations pertaining to the premises stipulated by the Licensing Justices, the Fire Authority, the Local Authority or otherwise.

4. Safety Requirements

Nothing shall be done which will endanger the users of the building and the policies of insurance relating to it and to its contents. In particular:

• Obstructions must not be placed in gangways, corridors, stairways or exits which must be immediately available for free public egress.
• The emergency lights must not be covered as they will illuminate when power has been cut to show exit signs and routes.
• Fire-fighting apparatus shall be kept in the designated places and only used for its intended purpose.
• The Fire Brigade shall be called to any outbreak of fire, however slight, and details of the occurrence shall be given to the Centre Management.
• Performances involving danger to the public shall not be given.
• Highly flammable substances shall not be brought into, or used, in any part of the premises. No internal decorations of a combustible nature (e.g., Polystyrene, cotton, etc shall be undertaken or erected without the consent of the Centre Management.
• No decoration shall be erected or suspended from any part of the premises except by prior consultation and with the written agreement of the Kings Centre. If such permission is granted, decorations must be erected clear of the walls so as to ensure no damage to the property in consequence thereof. No decoration of a flammable nature shall be erected or suspended on any part of the premises.
• The use of naked flame, smoke machines, lasers and pyrotechnics are prohibited without the prior written consent of the Kings Centre.
• The First Aid boxes shall be readily available to all users of the premises. They are located on the shelving outside the door to the main office. The Centre management shall be informed of any accident or injury occurring on the premises. An accident book is provided – this must be completed for every accident, however small.
• All electrical equipment brought into the building shall comply with the Electricity At Work Regulations 1989. The Centre management disclaims all responsibility for all claims and costs arising out of any such equipment that does not so comply.

5. Smoking Policy

There is a strict “No Smoking” policy through the Centre. The Hirer is responsible for ensuring that this policy is adhered to by all visitors to the Centre.

6. Intoxicating Liquor

No intoxicating liquors are permitted to be bought or sold on any part of the premises without the express permission in writing of the Centre Management.

The Centre is fully licensed for the sale of alcohol and a bar can be provided by the Centre by prior arrangement subject to the takings being underwritten for the sum of £200.

7. Betting, Gaming and Lotteries.

Nothing shall be done on or in relation to the premises in contravention of the law relating to betting, gaming and lotteries and the persons or organisations responsible for functions held in the Centre premises shall ensure that the requirements of the relevant legislation are strictly observed.

8. Storage

The permission of the Centre Management must be obtained before goods or equipment are left or stored at the Centre.

9. Loss of Property

Neither the Centre nor the Centre Management can accept responsibility for damage to or the loss or theft of, Centre user’s property and effects.

10. Car Parking

Cars shall not be parked so as to cause an obstruction at the entrance to, or exits from the Centre. Additional car parking space may sometimes be available upon discussion with the Centre Management. Cars are parked entirely at the owner’s risk. Please only use the disabled bays if you are disabled.

11. Care of Property

• No nails, spikes, screws or tacks shall be driven into any part of the property.
• Furniture and other movable items are not to be moved by the Hirer without prior permission from the Centre Management staff.
• In the event that any of the property of King’s Centre is damaged during the hiring period, King’s Centre reserves the right to recharge the hirer for the cost of replacement or the cost of repair to that item.
• No structure of any kind may be erected in any part of the hired premises except with the consent of and under the supervision of Centre Management staff.
• All furniture and fittings belonging to or leased by the Hirer shall be removed from the Centre not later than 9am the morning following an event unless a prior agreement has been made. However, the Centre Management reserves the right to ask the Hirer to remove all their items on the same day as the event.

12. Other conditions of use

• All notices and placards advertising the event must bear the name and contact point of the Hirer and if applicable, the organisation which the Hirer represents.
• Adequate staff must be provided by the Hirer for the issuing and checking of tickets to the event and for supervision of the event to ensure public safety. In the event of the Centre providing such staff, charges in addition to the hire charge shall be made.
• The Hirer shall not arrange or permit to take place at the Centre during the hiring:
  • Any broadcasting (visual or sound) of television, radio or mechanical/electronic reproductions.
  • Any filming whether for newsreel or television purposes without first making an application in writing for the approval of same to the Centre Management. Such approval, if granted will be subject to the terms and conditions laid down by the Centre Manager.
• It will be the responsibility of the Hirer to ensure that everyone connected with their event is aware of which parts of the building they have hired. All other areas of the building will be out of bounds.