Bookings:

1. All applications for the hire of rooms must be made in writing to Y Cwt staff.
2. The person named on the Booking Form shall be considered the Hirer.
3. All bookings must have an individual person named as the Hirer. Where an organisation is named, the person signing as Hirer confirms that they do so with full authority of the organisation.
4. The Hirer must be over 18.
5. Under 18s must be accompanied by adults, at a maximum ratio of 1 adult to 10 under 18.
6. Bookings will only be classed as provisional until payment or a deposit is received, any variation to a booking must be agreed by both parties in writing.
7. Provisional bookings will be held for a period of two weeks. If not confirmed by deposit or full payment the date may be released.

Charges:

1. Charges are available from Y Cwt staff, determined by Y Cwt, and as stated on their website
2. Upon receipt of invoice under £100, full payment must be received to secure the booking.
3. For bookings over £100, a 20% deposit must be paid upon receipt of invoice unless otherwise agreed by management
4. The outstanding hire charges must be paid 7 days in advance of hire period where possible. Bookings made at shorter notice than 7 days to be paid at time of booking.
5. Notice of cancellation must be in writing, and will be effective on the date received by Y Cwt staff.

Safety:

1. The Hirer should be aware of the Fire Safety Instructions on display.
2. Hirers are responsible for keeping their own room register.
3. Hirers are responsible for Health and Safety, providing information about procedures, Fire Exits, manual handling regarding the stacking of chairs and tables, slip & trip hazards etc.
4. No Fire Exits may be blocked, chairs or other obstructions must not be placed in front of heaters, or fire appliances removed or tampered with, fire doors must not be propped open.
5. Any accidents, no matter how minor must be recorded in the Accident Book in the Visitor Centre.
6. Emergency Evacuations: The Hirer is responsible for holding a list of all attendees (e.g., a signing in sheet) in case of emergency evacuation. The Hirer shall be responsible for advising attendees of the evacuation procedure as set out and advised by the Management.

Terms of occupation and use:

1. The hire of the room is for the specific agreed times shown on the booking form and does not entitle the Hirer to use or enter the hired space or any other part of the building at any other time.
2. Hire Period: The hire period is the time that the Hirer commences and finishes using the hired space. It includes the time taken for setting up and clearing up.
3. Property of the Hirer must be removed from the hired space within 15 minutes after the expiration of the hiring, or fees will be charged for each hour, or part of, until it is removed. Y Cwt Management accepts no responsibility whatsoever for any property left on the premises after the hiring.
4. The hired space shall only be used for lawful activities.
5. Y Cwt is a public site and is used by many people for a wide variety of activities including fitness classes, playgroups, room hire, events, and filming. With this in mind, please be aware that your booking may be impacted by other activities.
6. Y Cwt does not represent the hire spaces as suitable for any particular purpose, and the Hirer must satisfy him/herself in this respect.
7. There is no provision of on-site storage for the Hirer.
8. Sub-letting: The Hirer shall not sublet the hired space, or any part of it.
9. Lighting: No additional lights or extension from the existing electric light fittings shall be used without the previous consent of the Management. Any permitted additional stage lighting, sound, or audio-visual or other such equipment should be competently installed and operated.
10. Lost property will be stored in the Office for a period of 1 month, thereafter it will be disposed of / donated.
11. The hired spaces will be opened and closed by a member of staff or volunteer. Individual arrangements can be discussed for full time contracts.

Right of refusal:

1. Management may refuse any application for the hire of rooms without stating a reason
2. Cessation of Activity: Y Cwt Management reserves the right to put a stop to any entertainment or meeting not properly or reasonably conducted.

Refreshments:

1. Catering and refreshments may only be provided by Y Cwt and its Catering Partners unless otherwise specifically agreed. For the avoidance of doubt this means that it is not anticipated that Hirers shall be providing or selling refreshments on site nor of any kind on a regular basis and Y Cwt Hirers should rely on the onsite café or provision arranged with its Catering Partner
2. The break out space is available for use during the hire time. Free tea, coffee and biscuits are provided.

Social Events

1. No events may be advertised stating the availability of alcoholic drinks for sale without the prior permission of Catering Manager.
2. Public Entertainments, Music and Dancing License: the names Licence holder is the Director.
3. Other License Agreements; Theatre & Performing Rights Society: Y Cwt’s License does not yet cover performances of the Theatrical, Ballet, Opera or Choral Works etc. The Hirer is responsible for obtaining the requisite Performing Rights Society License and any other license that may be required for their intended purpose. Any such license must be shown to Y Cwt Management.
4. All music must cease at 11pm and the site must be vacated by 11.30pm.
5. Capacities: The maximum number of people allowed in each hired space will be set by Management and must not be exceeded.
6. Smoking is not allowed on any enclosed space.
7. On vacation of the building, the Hirer shall leave the hired space in a clean and orderly state. Rubbish must be cleared and suitably disposed of in the receptacles provided. In the case of large events, all rubbish must be taken away by the Hirer. The premises must be left clean and tidy.

Publicity:

1. Advertising includes posters, newspaper inserts, magazine inserts, tickets, radio and television announcements, social media, internet websites, and all other forms of media.
2. All users must seek the approval of the Management before using the term Y Cwt in their organisational name for whatever purpose.

Culpability:

1. Except for wilful negligence, Y Cwt will not be responsible for any loss of, or damage to the Hirers’ or any third party’s property using the hired space during the hiring period.
2. Nor for any loss due to any breakdown of machinery, failure or supply of electricity, leakage of water, fire, government restrictions or Act of God which may cause the facilities to be temporarily closed, or the hiring to be interrupted or cancelled.
3. Hirers’ who are offering physical classes or active instructions must provide the Manager with confirmation of their professional indemnity.
4. For smaller social events, Hirers are advised to check their personal property insurance as this level of insurance may be covered under their policy.
5. For larger social events, Hirers are advised to seek additional insurance to cover all aspects of their event including personal injury.
6. Breakages and Damage: The Hirer is responsible for all damage to the hired space, equipment, furniture and property in the space and grounds during the period of hire. The Hirer will be responsible for the replacement “as new” of any equipment, furniture or property, and for the full cost of making good any damage to the building, fixtures and fittings.
7. Security: Y Cwt accepts no responsibility for the property of persons attending or organising an event. Vehicles and their contents are parked in the car park at their owners’ risk.
8. Any property brought on to the premises is entirely at the owner’s risk.

Signage:

1. The Hirer shall remove any sign, flag, emblem, or other decoration displayed outside or inside the hired space if, in the opinion of the Management it is in breach of local regulations.
2. Nothing is to be stuck, nailed, screwed, stapled, or fixed in any way to the walls, doors, fences or any other furniture at Y Cwt.

Car Parking:

1. The Hirer is responsible for ensuring that vehicles using the car park are driven in a safe manner and are parked in such a way as not to obstruct access by emergency vehicles.
2. Cars must only park in the designated car park and with due care for other users to ensure maximum capacity
3. Some disabled and parent parking is available near the entrance to Y Cwt.