TEL: +44 (0) 191 239 3900 EMAIL: UNION-ENTERTAINMENTS@NCL.AC.UK

Venue Terms and Conditions of Hire

 

1.         Persons responsible for hiring must comply with any instructions issued by The Union Society relating to Safety Policy, Fire Policy and Premises License. All information is available form Reception.

 
2.         Persons responsible for hiring must ensure that the fire limits are not exceeded. These limits are:
 
            Basement: 1200

            Mens Bar: 300
            Global: 230
            Basement 2: 200                                       
            MLK: 80                                                  
            Green Room: 80                                     
            Union Lounge: 80                                  
            Blue Room: 70                                       

 
These limits may be reduced, depending on the amount of equipment (e.g. chairs) to be brought in. The sum capacity of individual rooms does not constitute the full building capacity. Rooms, if booked together, may have their capacity reduced for fire safety reasons on the advice of the Operations Manager.
 
The Hirer is expected to be familiar with the location of relevant fire exits and the designated assembly point before the start of the event.
 
3.         The Union Society reserves the right to cancel a booking at any time should the Room be subsequently required by the Union for an official purpose. In the case of no-rate student bookings, the Union Society also reserves the right to cancel a booking at any time should there be a sound commercial reason for doing so.
 
4.         No nails, screws or bolts shall be fixed to the floor, or any other part of the building, nor alterations made to the electrical installations and fittings, except with the permission of the Operations Manager. Parcel tape may not be used.
 
5.         The Hirer shall take all precautions possible to prevent danger or damage by fire.
Any decorations must be discussed in advance with the Venue Co-ordinator or Operations Manager and should be fireproofed. The Hirer shall leave all fire exits and fire-fighting equipment unobstructed.
 
6.         Any electrical equipment brought into the building must have passed a
recent Portable Appliance Test and must pass a Visual Inspection by Union staff.
 
7.         Any damage caused, other than by accidental fire, is the responsibility of the hirer; the union will pursue claims for damages in full.
            The Hirer is responsible for obtaining the necessary licences from Phonographic Performance Ltd., in respect of the Public use of Sound Recordings. The Hirer is responsible for all charges related to obtaining licences from PPL
 

8.          a: The Hirer shall not place any advertisement inside the premises except as may be approved by the Marketing Manager. Outside the building, all publicity must be cleared with the local authority and comply with the University's policy

     b: The Hirer must abide by the Environmental Litter Act 1991, removing all advertising material both inside and outside the premises subsequent to their event. Failure to comply with these rules may result in fines being imposed.
 
9.         a: The Hirer shall not, without the previous consent (in writing) of the Commercial Manager, sell or supply, or permit to be sold, supplied or consumed on the premises, any alcoholic liquor other than that purchased in the Licensed Bars operated within the Union Society.
            b: The Hirer shall not, without the consent of the Commercial  Manager, sell or supply free, or permit to be sold on the premises, any food or drink other than that supplied by the Union Society.
 
10.       Any electric wiring required by the Hirer must be carried out by a contractor approved by the Union Society and it shall be carried out in accordance with any regulations for the use of electrical services laid down by the local Authorities and to the satisfaction of the Union Safety Officer.
 
11.       The Hirer shall not suffer or permit to be done on the premises, anything the           doing of which by the Hirer, is prohibited by these conditions.
 
13.       The Union Society shall not be liable or responsible for and the Hirer shall make no claim against The Union Society for, or in respect of, any loss, delay, damage, injury, costs, charges or expenses arising out of or in any way in connection with all or any of the following matters or things namely:
 
a: Non-availability of the premises for the exercise of the right hereby granted or otherwise for the purpose of the Hiring due to fire, water, aircraft, storm, tempest, war, statutory or bye-laws, prohibition, civil commotion, act of the Queen's enemies, strike, lock-out, trade dispute by any other or former Hirer in complying with the terms of this Agreement or other cause of whatsoever nature.
 
b: Failure of or defect in or breakdown of gas, water or electricity supply or of any apparatus installed or used in connection therewith (whether within or without the premises) or of any sanitary arrangement or convenience within or appertaining to the premises or of any heating system normally serving the premises.
 
c: Negligence or other act of omission of The Union Society, it's servants, agents, representatives or employees.
           
d: Theft, breaking-in or trespass upon the premises by any person.
           
e: Loss or damage to any goods or other property whatsoever of the Hirer upon any part of the premises of The Union Society (either within or without the period of currency of this Agreement).
 
14.       The Hirer shall in all respects comply with the requirements of the Local Authority and with the provisions of the Offices, Shops and Railway Premises Act, 1963 and any regulations made there under in respect of the Exhibition or Event.
 
15.       The Hirer shall ensure that all stands and exhibits works, erections and constructions and the general layout of the exhibition or event shall conform in all respects to:
            a: The terms of the consents and approvals given therefore by the Local Authority
            b: The reasonable requirements of the Operations Manager
 
16.       Persons responsible for hiring rooms must make their own arrangements for the care of clothing, etc. left in cloakrooms and The Union Society is not responsible for any damage, loss or theft.
 
17.       The Operations Manager may require the Hirer to provide a stated number of Door Supervisors for any one event. The Hirer must use a supplier recommended by The Union Society (normally Union Society Security). There may also be a requirement for the provision of other health and safety features such as a stage barrier, pit crew and first aid, also at the Hirer’s expense.
 
18.       Persons responsible for hiring rooms must comply with any instructions the Duty Manager may give to restrict visitors to those parts of The Union Society allocated to them.
 
19.       Persons responsible for hiring rooms undertake to complete and return a record of musical works performed if required to do so by the Events and Entertainments Co-ordinator for Performing Rights licensing purposes. The Use of digital media (i.e. mp3 players, laptops) or copied material is only permissible if the DJ owns a digital music licence.
 
21.       If the Hirer requires a dressing room, they will need to obtain an indemnity from those people taking responsibility, and paying for any damages incurred to the aforementioned areas. This is subject to availability and may incur extra charges.
 
22.       Any scaffolding that needs erecting must be done by a contractor approved by the Union Society. Any scaffolding that is being used to support lighting must be earthed. All persons working at height must have received the required training.
 
23.       If you need setting up time for your event, please allow for this when booking. If you need tables, chairs or a bar, please make this clear and write your exact requirements onto the booking form which you will be asked to complete. Please ensure that you remove all of your equipment after your event has ended. This includes staging, lighting and audio equipment. 
           
If you can’t remove equipment at the end of your event, please book extra time the following day. This will only be allowed if the area(s) is not required for another booking. Any equipment left behind after allocated times will be removed from the premises. It is the organiser's responsibility to make these arrangements.
 
24.       Cancellations must be received, in writing, at least 2 weeks prior to the event. Failure to give proper notice will result in a charge liable to be the full amount of costs incurred by the Union Society and any third party contracted for the event. All monies paid in advance are non-refundable in the event of cancellation for any reason.
 
25.       With the exception of ratified Societies, the Hirer is expected to provide Public/Employers Liability Insurances.
 
26.       The Hirer must comply with the Disability Discrimination Act 2005.
 
27.       The Hirer must not suffer or permit any contravention of the Equal Opportunities Policy.
 
28.       The Union Society reserves the right to amend or add to the Terms and Conditions at any time.
ADVERTISMENT

Union News
Jun 7th : Arcane
This tri-annual mega end of term blow-out is one of the North East's biggest dance nights, featuring six (yes, six!) ;rooms full of top class music for you to blow out the end of your term in style! All proceeds go to the South African Scholarship Fund.

New Solution, Old Price!
You may have recently completed a Union Student Services Survey? Well, one of the things that came back loud and clear was that you love the new look Solution but you really really want it back at it's old 3 pounds price! Who are we to argue?

Stan Calvert Cup - NEWCASTLE WIN!
Team Newcastle - sponsored by ALDI - triumphed over their Northumbria counterparts to reclaim the Stan Calvert Cup. More details as they come in but WELL DONE to everyone involved



Passionate about Students'