Conditions of Hire

Introduction

Medina Theatre is licensed by the Isle of Wight Council for arts and entertainment events. The auditorium is not licensed for public dancing.

The Theatre conforms to certain rules and regulations for the protection of the public and the conditions of hire have been devised for the benefit and protection of the hirer(s) as well as Medina Theatre. Upon completion of the application form, the hirer of the premises enters into a legally enforceable contract and this needs to be understood from the outset.

The hirer referred to in this document means him/herself and his/her employees, agents,
sub-contractors, artistes, guests or any other party concerned with or invited to the event.

Payment

Booking applications will only be valid when the deposit has been paid and the enclosed theatre application form has been completed correctly and returned to the Theatre. A provisional booking will be held for a maximum of four weeks in which time the booking forms and deposit must be returned. Hirers should note that the premises must only be used for the purpose stated on the theatre application form. The booking will only be confirmed when the letting approval slip has been duly authorised by the Facility Manager.

A deposit of £100 must be paid on the confirmation of the booking. If for any reason the booking is cancelled, any deposit, will be forfeited. If the cancellation happens within four weeks of the event, the full hire fee will be due.

Full payment must be received within 28 days of the final account being produced.

Charges will be in accordance with the current fees and charges tariff. The final event category charge will be at the Facility Manager’s discretion.

If, before the letting, the Facility Manager considers that the event is likely to prove of an objectionable or undesirable nature or contrary to the details of hire listed in the theatre application form, the Facility Manager shall have the power to recommend to Culture and Leisure Services that the application be cancelled without payment of compensation. The hirer may also forfeit the hire charge.

Tickets

Medina Theatre shall produce the event tickets. By prior agreement, the hirer may sell these tickets at other venues for the event. Any tickets taken from the box office to be sold by the promoter must be signed out by the box office staff. The hirer is to provide names and contact numbers for two people available to answer queries on tickets.

If by prior agreement, the hirer sells tickets, the unsold tickets are to be produced to the box office the day before the event commences. Failure to produce the tickets could result in an administration charge being levied to the hirer.

No person other than a bona fide cast member will be allowed admission to the Theatre without a seat ticket or approval by the Facility Manager. The Hirer must make known to the Theatre Technician and the front of house team leader, the numbers of helpers or participants that require seats in the auditorium, 14 days prior to booking.

All hirers selling all, or part of the ticket allocation will need to contact the box office with regard to disabled usage (ALL disabled tickets are to be sold via the box office). The hirer must obtain permission from the Facility Manager to sell tickets.

Publicity

Medina Theatre books a section each week in the Isle of Wight County Press. The Theatre box office will, at the hirer’s request, place their event into this section. This is charged at cost price plus a standard administration charge in accordance with the current fees and charges.

If the hirers wish to take up this option, the Medina Theatre press advertising form must be completed and returned with the Theatre application form.

Medina Theatre reserves the right to include at its discretion, the event within its own publicity material which may include, but is not limited to, a ‘What’s on Guide’.

Medina Theatre accepts no responsibility for any loss arising as a result of an event being excluded from publicity material, and may omit events due to the timing of publication dates or any other reasons.

General

Medina Theatre can seat up to 425 people in the auditorium and a cast of up to 190 on the stage area. This number must not be exceeded (This limit is imposed by Fire Certificate). This limit may be reduced should extra equipment need to be installed into the auditorium. The hirer will be informed of this by the Theatre Technician.

The hirer cannot, without prior authorisation from the Facility Manager, sell goods of any description, ie CDs, tapes, memorabilia, raffles, etc. A standard charge will be levied to the hirer for sales. This charge is in accordance with the enclosed hire charges.

Except with prior approval of the Facility Manager the hirer shall not :

• Make any recording inside Medina Theatre
• Transmit or broadcast from Medina Theatre
• Sub-let or assign any booking or booked areas within Medina Theatre
• Allow the use of photography within the auditorium

Smoking is not permitted in any part of the Theatre or dressing rooms.

In all cases where any of the cast are children, the hirer must ensure that adequate amounts of adults are present to maintain efficient supervision, order and safety. The Facility Manager should be informed if the hirer feels the event will be attended by un-supervised children.
(A ratio of one supervisor per 12 children is recommended.)

The hirer must comply with any requirements or directions of the Facility Manager who shall be at liberty to suspend or control the hire to any extent in any way he or she may deem necessary. This shall be without rendering Medina Theatre liable to damages or otherwise in respect of such suspension or actions.

The hirer should supply the Theatre Technician with a full list of technical requirements other than those contained within the general information a minimum of three weeks before the show. The hire fee covers a standard lighting and sound set up with up to two technicians. A full list of technical requirements can be found on Medina Theatre general information.

The hirer shall not remove any of the fixed furniture from the Theatre or drive any nail, screw or other fixing or fastening into any wall, floor or furniture. The hirer shall also not install, alter, remove, add or otherwise interfere with any fittings or appliances in the Theatre without the prior approval of the Facility Manager.

All members and officers duly authorised by the Isle of Wight Council shall have right of entry at all times to all parts of the Theatre for the conduct of Council business.

The Theatre must be informed of the name of the person in charge of the event on the day, so that the Theatre staff can liaise with him or her in the event of any problem.

It is the responsibility of the hirer to ensure that all rubbish is cleared away. Normal daily cleaning of the premises is included within the hire charge. If additional cleaning is required after the event, the Facility Manager retains the right to charge the extra cleaning to the hirer at cost. The period of hire that the hirer is responsible for is from the time when the first piece of equipment is installed until the removal of the last piece or the exit of the hirer’s members of staff. The hirer must report to the Technician on completion of the hire.

The hire fee covers a get in at 5pm and get out at 11pm or 10am - 2pm for weekend matinee performances (this includes set up and close down). Any deviation from this is by negotiation with the Facility Manager for which an additional fee will be charged.

The Theatre box office opening hours are as listed in the Medina Theatre general information. The Isle of Wight Council accepts no responsibility for box office closure for any reason outside of it's control.

The Facility Manager reserves the right to book security should he/she feel that the event warrants it. The hirer will be informed and the cost for this will be passed on to the hirer.

The Theatre can only be booked up to 18 months in advance for weekend hire and 12 months for mid-week hire.

Rehearsal times are 10.00am until 2.00pm at weekends unless prior permission has been given by the Facility Manager.

All equipment, props, etc. must be removed from the premises at the end of the hire unless prior arrangement is made with the facility manager.

Insurance

Non-commercial hirers

(ie charities and voluntary or non-profit making organisations)
Public liability insurance providing protection to the hirer against allegations of or acts of negligence is provided free of charge within the hire fee. This does not extend to loss or damage to any equipment or other property belonging to the hirer or any patron which is brought onto the premises for any reason, unless such loss or damage arises as a result of the negligence of the Facility Manager or their staff. It is, therefore, important that hirers ensure that their property is adequately insured against all reasonable risks to which they consider it may be exposed.

Commercial Hirers

(ie those intending to make a profit from the event for which the Theatre is being hired)
You will be required to indemnify the Isle of Wight Council, as owners of the Theatre, against all liabilities and costs which may arise as a result of any allegation or act of negligence made against you arising as a result of the hiring. This indemnity must be supported by a public liability insurance policy in the sum of £5 million underwritten by an approved insurer and issued in the name of the hirer. Evidence of such insurance must be provided to the Facility Manager at least 21 days in advance of the commencement of the hire period. Failure to provide evidence of insurance may result in the cancellation of the event.

Note: It is for hirers to ensure that their property is adequately insured against all reasonable risks to which they consider it may be exposed.

Please complete the relevant insurance section on the Theatre application form.

The Indemnity Form must be completed and returned to the box office.