Venue Hire for Charities and Community Groups

If you're looking to hire space for a community group, charity lecture or any other form of event, money is very important when you're a community group or charity. Here at the Queens Hall we have reduced costs to reflect this and help out other people in the same position as the Queens Hall, as we too are a charity. The Hall has many spaces for hire, 7 days a week subject to availability so please contact our Office to discuss your booking.

 

Please Note:

You can provide your own sound &/or lighting equipment if preferred. Should you choose to do so, no responsibility for any subsequential loss or damage to it will be accepted by the Queens Hall. Any electrical equipment you bring in MUST have a current (i.e. less than 3 months old) portable Appliance Test Certificate. We can provide a certification service for you at £3.00 per item. Please call for details.

Where you intend to use our sound &/or lighting equipment, our house engineer will oversee its’ use. Any lighting addresses changed MUST be reset to original values at the end of the event; failure to do so will result in the deposit being forfeited.

Any technical specification must be provided by you at the time of booking.

Where you wish to use our sound &/or lighting equipment, your intention to do so must be indicated on this form. Failure to do so will result in a charge being levied for the services of our house engineer.  *

Unless you indicate otherwise, both a sound & lighting engineer will be provided by the Queens Hall and in all events, we will provide a duty manager. *

All events must be ticketed.

*This cost will form part of the venue hire fee.

 

Additional Clauses

Bookings

Provisional bookings (i.e. no deposit paid) can only be held for 7 days.

Bookings can only be secured by payment of a refundable deposit of £100.

This deposit will be over and above the venue booking fee and is to defray any additional costs resulting during the events such as repairs, replacements, etc.

 

The deposit payment is to be made at the time of booking. Failure to do so will mean that the booking will not be accepted.

Should you cancel the booking within 6 weeks of the event date, the deposit is non refundable.

The Queens Hall reserves the right to decline any proposed booking.The venue booking fee will include hire of the main hall, the cost of the sound

 and lighting equipment & tickets, as required.

Any pre-sales will be used to defray the hire fees and any surplus will be paidto the promoter after the event. Any deficit will result in an invoice being submitted to the promoter for immediate payment at the end of event.

The area known as The Main Hall shall consist of the dance hall, the stage, the dressing rooms, the toilets and all access ways. Access to the main hall will be granted after 3.00pm.

 

The Queens Hall raises an invoice for Hall Hire, the PA system, the Lighting equipment, Licensee, and Ticket printing (If applicable). The invoice is paid using pre-gig tickets sales and any excess funds will be refunded to the promoter/band on the evening of the gig & not before. Should pre-gig sales be insufficient to pay the invoice, payment must be made by the promoter/band before the end of the evening.

 

It is your responsibility to pay the door personnel, lighting engineer, sound engineer & box office personnel (if required) ON THE NIGHT OF THE GIG.  The Queens Hall does not invoice these costs, as these people are freelance and not employees of the Hall.

 

Risk Assessment

All proposed events are risk-assessed by the Queens Hall into one of three categories; High, Medium & Low. You will be notified of this assessment within 7 days of booking the event.

 

High Risk events will be subject to the following conditions:-

Entry to the event will be by ID only: No ID, No Entry. The only acceptable forms of ID are a Passport, a Photo Driving Licence.
The event will be strictly 16+. No one under the age of 16 will be admitted to the premises.
All entrants will be searched on entry & re-entry to the venue.
ID will be required on the night from anyone who is under 25. Entry will be refused to anyone who fails to produce suitable ID when asked.
There will be 6 security personnel for the duration of the event.
Re-entry to the venue will not be permitted during the last half hour of the event.

 

 

Medium Risk events will be subject to the following conditions:-

Entry to the event will be by ID only: No ID, No Entry. The only acceptable forms of ID are Passport, Photo Driving Licence,
The event will be strictly 16+. No one under the age of 16 will be admitted to the premises.
All entrants will be searched on entry & re-entry to the venue.
ID will be required on the night from anyone who is under 21. Entry will be refused to anyone who fails to produce suitable ID when asked.
Re-entry to the venue will not be permitted during the last half hour of the event.

 

 

Low Risk Events will be subject to the following conditions:-

Entry to the event will be by ID only: No ID, No Entry. The only acceptable forms of ID are Passport, Photo Driving Licence, Validate card with the Pass Hologram.
ID will be required on the night from anyone who is under 18. Entry will be refused to anyone who fails to produce suitable ID when asked.

All your promotional material must ensure this is clearly advertised.

The management of the Venue reserve the right to refuse entry to any individual.

 

Security Personnel

The Queens Hall only uses two approved companies, which you can employ for your event.

The number of security personnel required for your event will be based upon your own assessment of the maximum possible attendance expected. 

Once you have assessed how many will attend, please inform us ASAP and we will book the security company on your behalf.

 

You will be paying the security company directly at the end of the gig, for their services. However, they must be booked via the Queens Hall.

The security personnel are charged out at a rate of £13.00/hour with a minimum of 4 hours per shift per person.

The minimum charge is £104.00; this is for 2 personnel for 4 hours. The maximum charge is £390.00; this is for 6 personnel for 5 hours.

It is a mandatory condition that for events deemed high risk, they will always be staffed by 6 security personnel, irrespective of the actual number attending.

 

You will have 2 for the first one hundred people attending (or part thereof) and then one per hundred (or part thereof) up to our maximum capacity of 428. This includes the promoter, all performers, road crew, engineers, guests, security, bar staff and our Duty Manager.

 

This information is a legal requirement under the Licensing laws and we must be notified at least 10 working days in advance of the event, of the maximum expected capacity.

Failure to do so will invoke a security charge for the event of £390.00 being levied, as without this information, we are legally obligated to employ enough security personnel to suit the maximum capacity of our premises. In other words, you will be charged £390.00 for security at the event, if you do not notify us of the expected maximum attendance.

 

Venue Hire Costs for Charities/Communities

Services

Promoter

Venue

Costs when provided by venue

Tickets to be provided by

 

 

£25.00 +

Box office to be staffed by

 

 

£30.00

Hall Hire

N/A

 

136.00 +

Duty Manager

N/A

 

£55.00

Lighting Engineer –if applicable

 

 

£85.00

Lighting Desk & all lighting

 

 

£27.00 +

Sound Engineer – if applicable

 

 

£85.00

Sound desk & System

 

 

£54.00 +

House Engineer to oversee the use of our equipment

N/A

 

£125.00

Tiered seating

N/A

 

£20.00

Entry into Queens Hall Programme

N/A

 

£25.00

Security – Minimum to maximum fee

 

 

£104.00 - £390.00

All prices are exclusive of VAT (where applicable)