Booking Our Facilities
The hirer must ensure that all necessary licensing and legal formalities such as Performing Rights concerned with any activity undertaken during the letting eg. concert, play, film, dance etc. are complied with and that copyrights are not infringed.
A booking is not officially accepted until a booking form is completed, signed and we have confirmed the booking by email.
All hirers are required to have:
- Public Liability Insurance to use our facilities.
- A Safeguarding Policy in place to safeguard young people and vulnerable adults.
- Risk Assessments for the activities they are conducting onsite.
Health and Safety, and Safeguarding is the responsibility of everyone whist using the facilities.
Marketing & Publicity
We will publicise your event via our venue website, social media channels and other local websites. You are welcome to send us marketing materials such as posters or pop-up banners for display within the venue.
The venue displays are managed by us and should not be changed or altered by the hirer.
Boxoffice and Tickets
Tickets for your event will be sold through our theatre boxoffice. Tickets can be bought online through our website. Tickets are print at home ‘e-tickets’, or the customer can choose to have tickets posted to them at an additional cost. Tickets can also be presented on their mobile phone.
A sales commission will be charged to the hirer to cover the card processing, administration and system fees with running the box office. This fee is specified on our rates card.
Front of House
We will provide a house manager who will oversee the venue’s operations during your performance. All enquires by the hirer, or customers can be directed to the house manager. The house manager will attend performances with an audience and will arrive 1 hour before the show commences.
The bar will be open 1 hour before your show commences and during your interval to sell a variety of alcoholic and soft drinks and light refreshments.
Our theatre is staffed by an organised group of volunteers who will operate the bar, box office and ushering responsibilities. Volunteers will be organised by us for each performance. The house manager will be in overall control of the theatre at all times.
Technical
We do not provide technicial staff or stage crew as part of your booking as standard. At an additional cost, and subject to availability we may be able to provide techinical staff.
We kindly ask all technical equipment is returned to our standard setup after the show, and all equipment is returned to the technical store or control room after use. We reserve the right to charge the hirer for any missing or broken equipment.
The theatre is used by Prince Henry’s High School during weekdays, in school term time. Therefore it is important that the stage is available for use for assemblies every morning during school time. It is acceptable for a hirer to leave a set on stage for the duration of their booking, however, it is fundamental that the school are able to conduct an assembly around the set each morning. This involves using the downstage area and the use of the a/v equipment (projector, screens and sound system). Whilst every effort will be made to ensure the set is not disturbed, it cannot be guaranteed. Provided the downstage area is clear for use – in most instances assemblies can continue without disturbing any technical equipment or set.
It is imperative that at the time of booking, the Hirer makes the venue aware of as many details as possible with respect to their technical requirements. Where it is considered appropriate we may use the services of our nominated technical supply company to ensure compliance with the hirers’ requirements. Under such circumstances, the hirer will be notified of the relevant cost for such provision.
Where the hirer has chosen to make their own technical arrangements, the venue will accept no responsibility or liability for any shortfalls or problems associated with that provision including any presumption on the compatibility of that provision with the Venues existing equipment. Any provision must be PAT tested and certificates provided to the venue in advance of your event date.
For all events, it is the hirer’s responsibility to ensure they provide working laptops and associated cables/adapters. We do not have laptops available on site.
Safety
During performance there must be no obstruction (eg. video, cameras, sound desks, chairs, cables etc.) in the aisles or in the carpeted areas between the edge of the stage and the front row, and between the rear wall and the back row. Provision can be made for filming and sound desks by removing some seating by contacting us in advance.
Safety rail must be erected at the same time as the orchestra pit is uncovered.
Please inform us in advance if you intend to use Pyrotechnics, Strobe Lighting, Lasers or Live Animals during your letting. You must ensure you have appropriate risk assessments for the safe usage of these. If you intend to leave props or scenery on the stage, please note this on the booking form under additional information.
The hirer is responsible for ensuring risk assessments are carried out for all activities that are being conducted during the letting. These risk assessments should be available for venue staff to observe at any time. The hirer will have appropriate public liability insurance which details are required on the booking form.
For any event which includes children, young people or vulnerable adults, the hirer is required to complete the safeguarding questionnaire and comply with government legislation with respect to safeguarding children. You may be required to provide us with your safeguarding policy for review. Prince Henry’s High School Academy Trust and Prince Henry’s Evesham Arts Theatre Trust expect hiring groups to act professionally at all times.
As we are based on a school site, we have a statutory responsibility to co-operate with other agencies, including Police and Social Care, when there are concerns about the safety and welfare of a child or vulnerable person. We are wholeheartedly committed to safeguarding throughout the venue and require all our volunteers, staff and trustees to be DBS checked and regular safeguarding training is provided throughout the trust.
If an individual poses a safeguarding risk to other users of the theatre, Prince Henry’s Evesham Arts Theatre Trust and/or Prince Henry’s High School Academy Trust reserve the right to remove this individual from the site and refuse access.
Prince Henry’s High School Academy Trust and/or Prince Henry’s Evesham Arts Theatre Trust reserve the right to cancel any booking (without any financial liability falling to us) where the hirer has not complied with safeguarding regulations, ignored safeguarding instructions or advice as provided by the school or an authoritative body (such as the Police or Child Protection Services).
Property
The hirer is responsible for ensuring that after the letting the premises are left in a clean and proper condition. Any items used by the hirer, such as stage blocks should be returned to storage. No nails, screws or hooks may be driven into the walls or woodwork or stage floor. Any damage to the building or its fixtures, fittings and equipment must be reported to the Facilities Manager. Costs to repair or replace will be covered by the hirer.
Motor vehicles parked onsite are permitted only on the condition that persons who bring such vehicles do so at their own risk.
The hirer shall contact the duty caretaker or house manager if your activity finishes earlier than expected so the facilities can be locked up.
Prohibited and Restricted Activities
Smoking is not permitted inside any buildings at any time.
No form of gambling whether raffles, bingo, lotteries or the like may take place in the Centre for money prizes or prizes exchangeable for money.
Sub-letting is forbidden.
No refreshments can be provided by the hirer.
No alcoholic beverages may be brought on to the premises.
Prince Henry’s High School and or the venue reserve the right to reject a booking request for hire without reason.
Invoicing and Accounts
Accounts will be presented monthly and must be paid promptly.
Access
Officials of Prince Henry’s High School have the right of free access at any time to ensure that the conditions of letting are being observed.
The hirer shall ensure all activities are conducted during the times as agreed on the booking. Access to the facilities outside these times must be arranged with the Bookings Administrator.
Cancelled bookings by Hirer
You may cancel your booking at any time by giving us written notice of cancellation.
If cancellation notice is received greater than 6 months from the first date of your booking no charge will be made.
If cancellation notice is received between 6-2 months from the first date of your booking 50% of your hire fee will be charged.
Cancellation notice of less than 2 months will be charged at 100%.
Cancellation is defined as; a) cancellation of the full event which may be booked over several days, or b) part-cancellation by reducing the number of sessions / days booked for your event.
It is not possible to change your usage requirements after your event has concluded.
Cancelled Bookings by Venue
We may cancel your booking in circumstances where:
- you commit a material breach of these Terms and Conditions, or you commit a non-material breach and fail to remedy it within the time given in a notice from us specifying the breach and requiring its remedy;
- we reasonably believe that you have mis-stated the nature of the Event on the Booking Form, or we or the Theatre Owner reasonably consider that the Event is unseemly, undesirable or carries an unacceptable risk of injury to participants;
If we cancel your booking for either of the reasons set out above, we will be entitled to retain a fair proportion of your Deposit and/or Hire Charges unless and until we find another Hirer for the Hire Period. The sum retained will be sufficient to cover the costs we suffer because of the cancellation.
We may cancel your booking in circumstances where:
- a Force Majeure Event occurs (a Force Majeure Event means where the Theatre becomes unavailable for a reason outside our control, for example: calamity; civil war; terrorism; fire; flood; earthquake; strikes or lockouts; withdrawal of consents or licences; breakdown of machinery; failure of supply of electricity or gas; government restriction; act of God; necessary and unavoidable repairs or health or safety concerns);
- the Theatre Owner requires the Theatre during the Hire Period in connection with Parliamentary or District Council elections, an occasion of national rejoicing or mourning or for a purpose which, in the opinion of Prince Henry’s High School, is of civic or national importance.
If we need to cancel your booking for any of these reasons, we will explain the reasons to you and give you as much notice as is reasonably possible in the circumstances.
If we cancel your booking because of Force Majeure or the theatre is required for reasons of national importance, we will refund any Deposit or Hire Charges you have paid (or in the case of partial cancellation, a fair proportion of them).
In light of the limitations on liability of these Terms and Conditions of Hire, we strongly recommend that you obtain cancellation insurance.