Thank you for choosing to book your Event with Oyez Arts Limited at Altrincham Town Hall.

This document sets out the Terms and Conditions of private hire events at our venue Altrincham Town Hall (ATH). ATH is owned by Trafford Council and leased to / managed by Oyez Arts Limited (OAL). These Terms and Conditions ensure that private events are run safely and in keeping with the policies and procedures of the hall and OAL. 

Please read our T&C’s carefully. 

We want you to have the best experience when booking with us and using our spaces.

1.HIRE AGREEMENT: 

Your hire agreement for Altrincham Town Hall is with Oyez Arts Limited. 

1.2 All hirer’s must complete and sign our hire agreement document. No booking requests will be accepted by anyone under the age of 18 yrs.

1.2 The Hire Agreement will set out the key details of your booking, including timings and anticipated guest numbers. OAL must be notified at least 30 days in advance of the date of your booking if any of the details set out in the Hire Agreement are likely to change. 

2.PAYMENT TERMS: 

The date requested will be reserved for a maximum of two weeks. In this time, the hire agreement document must be completed and payment of a deposit must be made to secure your dates. 

2.1 Deposit fee requested will be 25% of your total estimated booking fee. The deposit must be paid within 28 days of your hire agreement being raised. If your booking is less than 30 Days from the date of your event then Full Payment for your booking will be required to secure. 

Any Deposit made will be deducted from your final invoice. Deposits are not transferable to other members of the public or to a different date.

2.2 For bookings over £500, part payment will be due 3 months before your event date and will be the equivalent of 50% of your total booking fee

2.3 Final payment for all events is due 30 days prior to the event. 

2.4 The hirer is responsible for any damages caused to ATH during the event by any of their guests, contractors or suppliers. In these instances, the hirer will be required to pay the full amount required to make good or remedy such damage. OAL will be the sole judge of the extent of the damage and the cost of making good such damage will be final. Failure to comply with all the above payment procedures may result in your booking being cancelled and OAL may refuse access to the venue.

All payments must be made by bank transfer (BACS) to 

OYEZ ARTS LIMITED

sort code 08 92 99 : 

account number 67344709

3. HIRE CHARGES:

We reserve the right to review our hire charges on a regular basis and to vary prices as necessary.

4. CANCELLATION: 

4.1 The hirer may choose to cancel the event at any point, but all deposits payable until that point will be forfeited. 

4.2 OAL reserves the right to cancel a booking or to terminate a hire without any compensation: i. If the booking / event is deemed to negatively affect the reputation of OAL or if we have reason to believe your event will not be organised in line with these Terms and Conditions. ii. If we have any health and safety concerns which threaten the event guests, members of the public or the OAL/ATH team. iii. If we believe the booking / event will lead to a breach of licensing conditions or other legal or statutory requirements.

4.3 OAL reserves the right to cancel a booking: i. If the room is required for any civic, official or public purposes requested by the local authority, national government or in the interest of the health and safety of the local community. ii. In the event of the venue being closed due to circumstances outside of the control of OAL. This includes because of any epidemic, pandemic, fire, act of God, war or act of terrorism, its consequences, or as a result of the hall not being available for the function due to the withdrawal or suspension of any licence. It also includes if the hall is closed due to any alteration or work required to be done by the licensing or other authority, or any strike or lockout by any member of the workforce interfering with the efficient working of the venue. If a booking is cancelled a booking in the case of 4.3 i or ii the Hirer shall be entitled to a full refund or rescheduling of the event where possible, but OAL will not be liable for any resulting direct or indirect loss or damages. We accept no liability to provide or pay for alternative facilities elsewhere. We recommend the organisers of large events and private events ensure they have their own event insurance to cover such losses. 

5. PERMITTED USE: 

5.1 The hirer and their guests are only allowed access to the rooms stipulated on the booking agreement as well as public access areas and bathrooms.

5.2 No part of the building shall be used for any other purpose than the purpose of hire.  

5.3 No part of the building is to be used for any unlawful purpose or in an unlawful way.

5.4 No admission shall be permitted to any room not hired by the hirer. 

5.5 The hirer shall not assign the right to use the room or sublet the room in any way.

6. GENERAL CONDITIONS / BEHAVIOUR:

6.1 We reserve the right to judge acceptable levels of noise and behaviour of guests. If any behaviour is deemed threatening or illegal, or if noise levels are excessive, you will be asked as the event organiser to take corrective action. If our requests for action are not met, we reserve the right to ask individuals to leave the premises or to stop an event. If this occurs, no refund or compensation will be owed. 

6.2 The hirer must not obstruct corridors and fire exits to the building. 

6.3 Smoking is not permitted anywhere in the building. This includes e-cigarettes and vapes. 

6.4 No inflammable materials may be brought into the building without written consent from the OAL event team.  

6.5 The hirer or their guests shall not bring into the building, any of the following unless expressly authorised

• Food or drink.
• Dangerous or obnoxious substances.
• Any animals except for registered assistance dogs.
• Goods for sale.

6.6 Heritage items and Exhibiting artwork must not be touched, moved or altered in any way. The cost of any damage is payable to the artist who owns the artwork / Trafford Town Council.

7. DECORATIONS:

7.1 No fittings or alterations to the walls, window frames, floors and decoration of the rooms shall take place. The use of nails, drawing pins, tape, and tacs (eg bluetac) is not permitted. Talk to us about your requirements and we can advise on best approach. 

7.2 Any decorations to be used must be agreed in writing by the OAL Events Manager. Any unauthorised decorations or fittings will be removed immediately and charges for damages may apply. 

7.3 No helium-filled balloons are to be used. 

7.4 Confetti used must be biodegradable. 

8. EQUIPMENT: 

8.1 The hirer will not interfere with or alter any lighting, heating equipment, fixtures, fittings, furnishings without the consent of the OAL Events Manager. 

8.2 All external vendors hired to deliver services at ATH/OAL must have valid Public Liability Insurance to the sum of £5,000,000 at a minimum. Evidence of this will be requested.

8.3 Where catering is supplied by an external vendor, the caterer must submit supporting documents requested one month in advance of the event date as set out in our catering terms. The caterer must comply with our building regulations.

8.4 No portable electrical equipment should be connected to the premises’ fixed electrical supply unless it has undergone certified PAT testing for electrical safety. If you wish to use electrical equipment, you are responsible for ensuring it meets this requirement.

9. ADVERTISING

Advertising materials should not be displayed inside or outside the premises without the written consent of OAL Team,

10. LICENSING & REGULATIONS:

10.1 The hirer or a named representative must be present at the venue at all times during the function. The person responsible for the booking should make themselves known to the on-site event team manager at the start of the event.

11.2 The hirer agrees to respect the maximum capacity for each room, as stated in your hire agreement. If we have reason to believe the capacity of a room is being exceeded during an event, we reserve the right to ask guests to leave, or to stop the event.

11.3 TC holds The Music Licence on behalf of ATH and OAL which permits you to play recorded music and live music to a public audience. We would ask that all music / noise levels are kept under 90db.

10.4 TC holds the venue licence for Marriages on behalf of ATH and Oyez Arts Limited the licence is in place until October 2027. Please be aware that this is the licence for the building only and that any couples seeking to get married must also book themselves a registrar to make their ceremony official in the eyes of the law.

10.5 OAL reserves the right to judge acceptable levels of noise and behaviour of guests/suppliers. If any behaviour is deemed threatening or illegal, or if noise levels are excessive, the person responsible for the booking will be asked to take corrective action. If our requests for action are not met, we reserve the right to ask individuals to leave the premises or to stop an event. If this occurs, no refund or compensation will be owed.

10.6 As the premises licence holder, OAL event team’s decision on all matters relating to licensing or sale of alcohol will be final.

10.7 OAL will be the sole trader of alcohol on the premises unless a consent and appropriate approvals have been given in writing.

10.8 We do not have a TV licence and television performances must not be held at the premises without written consent and appropriate approvals.

11. CLEARING THE VENUE:

The hirer or their representative shall ensure that the venue is vacated 30 minutes before the end of their hire period. The hirer or their representative is to ensure that all items brought into the hall are removed and taken off site at the end of the hire. All rubbish and recycling must be removed after your event.  

12. PHOTOGRAPHY: 

No photography or recording may be taken or made in the premises for commercial purposes, press use, or public reproduction without consent.

13. VENUE ACCESS:

The hirer shall allow access to our events staff at all times and comply with all instructions given by the OAL on-site team. The hirer will allow access to the police, fire or licensing department as needed and will cooperate with them.

14. CONTACT ON THE DAY:

We ask that you assign a responsible adult representative for your event and who must also be present on the day. We will require their contact details/ email and phone number. This person will be our key liaison point for our team on the day. They will need to receive and read all our Health and Safety terms and Fire Policies.

15. FIRE, HEALTH & SAFETY

The hirer must ensure you and your group are aware of our fire, health and safety policies and procedures. We’ll send them to you with your booking contract. You will need to ensure your responsible contact above is aware/ and able to take responsibility.

17. INSURANCE & INDEMNITY: 

All hirers must have insurance for themselves, their activity and their guests. The hirer agrees to indemnify Oyez Arts Limited against actions, proceedings, claims, damages, awards or costs in respect of loss, damage, death or personal injury occurring during the period of hire. Hirers must be covered by £5000,000.00 public liability insurance. Proof must be provided. Alternatively if you would like us to arrange we charge 10% of your total hire fee to insure you.

16. PERSONAL DATA: 

When you make a booking with us, we will automatically add your email address to our mailing list in order to  keep you up to date with our events and invite you to any special events we think you may be interested in.

Please advise if you prefer not to be added.

OYEZ ARTS LIMITED

Altrincham Town Hall

25 Market Street. Altrincham. WA141PF

RS009224