A unique venue, in an entirely unique location

Transcription

1 he Royal Pavilion Southend-on-Sea Pier. Western splanade. Southend-on-Sea. ssex SS1 1 el: mail: VIC@southend.gov.uk. Web: A unique venue, in an entirely unique location he Royal Pavilion, based at the tip of Southend Pier, officially opened it s doors in 2012 as the most unique events and conference venue in Southend. Only an hour from London and on Southend s most iconic landmark, the 350sqm Pavilion, which was designed by White Arkitekter, offers flexible and versatile space designed to meet the needs of individuals and companies planning events of any size. From small meetings to weddings, parties or conferences for 150, the Royal Pavilion is the perfect choice. Nowhere in Southend will you find a venue that boasts all the facilities you could need, as well as having fantastic, unrivalled views of the hames stuary from its covered terrace. So let us take the strain, and put the wow factor into your event. If you would like to discuss a potential event, please telephone (01702) , alternatively you can vic@southend.gov.uk.

2 he Royal Pavilion Southend-on-Sea Pier. Western splanade. Southend-on-Sea. ssex SS1 1 el: mail: VIC@southend.gov.uk. Web: Cafe Studio Main Hall Specification Hourly hire from 150 Outdoor errace Disabled Access Private pier train use included quipment Audio/Visual equipment (PA/Projector) emperature controlled rooms. ables (15) and chairs (180) 6m x 3m stage (if required) Standard Room Styles/Maximum Capacities Room and size Boardroom Café Classroom U-Shaped heatre Main Hall (206sq m) Studio (40sq m) 12

3 he Royal Pavilion Southend-on-Sea Pier. Western splanade. Southend-on-Sea. ssex SS1 1 el: mail: VIC@southend.gov.uk. Web: Studio 25.50m 2 Store Store Female Male Main Hall 205.7m 2 Disabled Kitchen (No Access) Café KY LPHON POIN LCRICAL OULS

4 he Royal Pavilion Southend-on-Sea Pier. Western splanade. Southend-on-Sea. ssex SS1 1 el: mail: VIC@southend.gov.uk. Web: erms and Conditions he Royal Pavilion is licensed from to 23.00hrs for entertainment and from to 22.00hrs for alcohol. vent organisers or trainers may access the building from 8:30 and public access for non entertainment events is also available from 8:30. arly access can be arranged in advance with the Pier Management but only if resources allow. Hire of he Royal Pavilion is charged at an hourly rate, a daily rate, or a part daily rate. All rates are available on request. 1. General When hiring he Royal Pavilion it must be borne in mind that Southend on Sea Borough Council will maintain absolute discretion as to the hiring of its facilities. he Council will reserve the right to decide upon the area in he Pavilion where a meeting, exhibition, or event can be held. If there is a perceived level of controversy or content which in the Council s opinion some people may find unsuitable for general public viewing or participation, relevant notices must be displayed advising attendees of any such content. he hirer shall not use he Royal Pavilion for any purpose other than that described in the booking form and shall not sub-hire or use the building or allow the building to be used for any unlawful purpose. his includes the consumption of alcoholic liquor or the playing of music therein without the written consent of the Centre. If there is any doubt in the mind of the person carrying out the booking regarding the authenticity or interests of the group asking for the hiring, a referral must be made to Senior Management prior to any confirmation or acceptance of the booking being made. All bookings and associated refreshments will be required to be paid for in advance by credit or debit card unless alternative payment methods have been agreed in advance. A booking will not be confirmed until a 10% non refundable deposit has been paid. Full payment for the hire of he Royal Pavilion must be received no later than 2 months before the date of the event. 2. Damage he hirer is responsible for the preservation of good order during the hire period. Any damage caused as a consequence of the hiring to Southend-on-Sea Borough Council property will see the Council make good the damage and then recover the resultant costs from the Hirer. Under certain circumstances, the Council will demand a refundable damage deposit of In the event of any claim being made by any person in respect of any injury, damage or loss which they may have sustained or incurred in the building the hirer shall alone be responsible and indemnify the Council for any injury, damage or loss unless it is as a direct result of the negligence of the Council or its employees. 3. Cancellations Notification of any cancellation of a booking must be received by Southend on Sea Borough Council in a written format (letter or ) not less than 2 calendar months prior to the hire date or full fees will be required to be met. Southend-on- Sea Borough Council reserves the right to keep any booking fees made, should appropriate notification not be made within the required time period. he Council will, in exceptional circumstances reserve the right to cancel a booking in favour of another hiring that is considered to be of a much higher profile and to be held at the same time. very effort will be made to relocate the earlier booking and cancellation of any previously accepted booking must be regarded as a very last resort, and only carried out after agreement by Senior Management. 4. Supervision he Council is unable to accept any hiring from persons under the age or believed to be under the age of 18 years. All hirers are responsible for ensuring that their Guests cause no nuisance or disturbance to the staff or other users of the premises. Council staff reserve the right to summarily terminate the hiring if after due warning the disturbance continues or if the hiring continues significantly past the finishing time stated when the booking was originally made. he Hirer shall be responsible for ensuring the orderly and safe admission and departure of persons to the booked venue and their safe evacuation in the event of an emergency. All doors and emergency exits to and from he Royal Pavilion will remain unobstructed and the hirer must comply with the wishes of the Council staff on duty as to the preservation of safety, good order, noise levels and decency of the event or meeting. For all entertainment events the hirer must demonstrate beforehand they have Public Liability Cover for no less than 5million and that any third parties taking part in the event have their own Public Liability Cover for no less than 5 million. ickets for entertainment events can be sold outside of the Council s premises or with prior agreement, through the Visitor Information Centre at the Pier entrance (more details available on request).

5 he Royal Pavilion Southend-on-Sea Pier. Western splanade. Southend-on-Sea. ssex SS1 1 el: mail: VIC@southend.gov.uk. Web: For all non entertainment events, insurance requirements demand that if money is to be collected on entry then the Group or Organisation collecting the money must demonstrate beforehand they have Public Liability Cover up to five million pounds ( 5m) before they can do so. Should this not apply it is required that if any entry fee is required from guests, this should be obtained outside of the Council s premises. Sales of goods at events are only permitted with prior authorisation from the Council, however no liability is accepted by the Authority in connection with these transactions. 5. Failure of Heating or Lighting No responsibility will be accepted, or compensation paid by the Council in the event of any failure of heating or lighting which causes the booked event to be terminated or interrupted. 6. Right of ntry Council staff on duty at the time of the hiring, reserve the right to refuse entry to any individual, or groups of individuals, whose presence in the opinion of that Council Officer, is likely to be prejudicial to the interests of the Council, or cause a disturbance to the good order of the Hiring. No liability will be accepted by the Council by such actions being initiated. 7. Alterations and Decorations he Hirer shall not cause or permit any interference with, or alteration to, the lighting, heating, seating, means of escape, fittings, fixtures, apparatus or furnishings of he Royal Pavilion. Any decorations, flags, banners, signs, posters or placards requiring to be displayed will only be permitted at the discretion of the Council staff on duty, and such arrangements for these same displays must be made at the time of booking and confirmation received. Any tacks, screws nails or hooks used to display this material and driven into the walls, doors or furniture of the hired premises will be regarded as damage, the repair of which will then become a chargeable item to the person or Group making the booking. 8. Catering Provision he provision of catering and refreshments will only be permitted if supplied by staff employed by Southend-on-Sea Borough Council or an agreed outside caterer. Arrangements for the provision of catering should be made at the time of booking, and where appropriate payment should be received in advance. he provision of a bar for the sale of alcohol will be provided by Southend on Sea Borough Council or their approved Contractor. 9. Responsibility for Loss of Property In no circumstances will the Council accept responsibility for the loss, theft or damage to property belonging to the Hirer or their Group, which has been left, deposited or brought into the Council s premises, or left with any Officer or member of the Council s staff. If as a result of this damage or loss the Council itself incurs any costs, the Hirer or their Insurer shall be required to indemnify the Council against all actions, expenses, claims and demands arising out of, or in any way connected to, the theft, loss or damage. 10. Smoking Policy here is no smoking on any part of Southend Pier or within any building on Southend Pier including he Royal Pavilion. 11. Insurance Southend-on-Sea Borough Council provides certain insurance cover in respect of its own buildings, furniture and fittings. he Hirer must be aware that this cover does not extend to goods, equipment or anything other than that provided by the Council. Hirers are advised to obtain additional insurance if they consider it necessary. While bookings can still be accepted from non-insured Groups for non entertainment events, any Hirers who already have Public Liability Insurance may be asked to provide evidence of it. his will particularly apply to any Hirers handling money as a consequence of a sale of goods at their event who will be asked prior to the booking being accepted. 12. Bill Posting Hirers are reminded that it is illegal to advertise events being held at Southend-on-Sea Borough Council premises by Bill Posting. he Council reserves the right to cancel any event that has been found to be advertised in this manner. 13. Scale of Charges he scales of charges for the hiring of he Royal Pavilion will be in accordance to the advertised charges made at the time of booking but may from time to time be subject to alteration Notice of such alterations will be given at the time of booking.