Venue hiring terms and conditions
Below are the current terms and conditions relating to the hire of venues from Chichester City Council.
Hirers using City Council venues are expected to comply with these terms and conditions when using the facilities provided by Chichester City Council.
Any questions regarding these terms and conditions can be emailed to:
administration@chichestercity.gov.uk
A PDF version of these terms and conditions can be downloaded here:
Chichester City Council Venue Hiring Terms and Conditions – February 2025 (PDF download)
Venue Hiring Terms & Conditions
1) Definition
1.1) The owner of the Assembly Room, Crush Bar, Old Court Room, Kitchens, Car Park (the venue) is Chichester City Council referred to as the “Council”.
1.2) The Council representative during the hire period will be referred to as “Facilities Officer”
1.3) The person or organisation hiring facilities is referred to as the “Hirer”.
2) Application for Hiring
2.1) All applications must be made via the Online Portal:
https://chichestercity.gov.uk/room-booking-calendar/
2.2) The Council reserves the right to refuse any application without stating its reason for doing so.
2.3) Applications will not be considered:
a) From persons under 18 years of age
b) If made otherwise than upon the official application form/online booking
c) If organisations or individuals have current outstanding debts to the Council.
2.4) Applications must be completed and returned within seven (7) working days within the date of confirmation of booking, along with the deposit. Failure to comply with this may result in the reallocation of the date to another party. No public announcement of any function shall be made until the application for accommodation has been accepted on behalf of the Council in writing.
2.5) If the Council accepts the application, the person signing the application form shall be deemed to be the Hirer, and as such, the person responsible to the Council for the payment of the hiring fees and the observance of these conditions and regulations.
2.6) If the application is to host a charity event, proof of charitable status will be required.
3) Accommodation
3.1) The following details the maximum number of persons excluding staff and attendants, which shall at any time be allowed in the venue:
| Maximum Occupancy (Excluding Staff and Attendants) | ||||
| Theatre Style | Standing | Boardroom or Buffet | Wedding Ceremony | |
| Assembly Room | 180 | 180 | 120 | |
| Crush Bar | n/a | 40 | 20 | |
| Old Court Room | 60 | 60 | 40 | |
| Council Chamber | 55 | |||
3.2) The above numbers are subject to Personal Assistant requirements and wheelchair access. In connection with functions not specified above or where special arrangements are required, the Council – whose decision is final – shall decide the
maximum number allowed.
3.3) Lift usage – restrictions apply:
a) maximum 8 persons with combined weight 630kg
b) Can be used for caterers and for moving equipment
c) Access for Mobility Scooters please ask Council Officer
4) Charges/Cancellations
4.1) Charges for hiring shall be in accordance with the current scale of charges and subject to alteration on the 1st April of every year.
4.2) The Council reserve the right to alter the charges at any time. A booking is not confirmed until full payment has been made and all booking information is with the Council.
4.3) Fees charged will be at the rate applicable at the time of the event.
4.4) Hire charges will be calculated from the time persons connected with the hire commence setting up, until the time the last person connected with the event vacates the venue.
4.5) All rooms to be vacated by 11:30pm. We reserve the right to make an extra charge after this time. On vacating the premises, the Hirer must remove all rubbish. We request that you separate your rubbish and recycle as much as possible.
4.6) Any additional service and staff provided shall be by mutual agreement and will be recharged to the Hirer. Additional costs as laid out in the hire charges will be incurred after your agreed departure time, unless otherwise agreed in advance.
4.7) A non-refundable deposit of £50 per day or £100 per week is payable at the time of application is confirmed. Settlement of the balance of the hire charges shall be made on receipt of the invoice. Payment of the invoice can be made online or in person at The Council House Please make cheques payable to “Chichester City Council”.
4.8) All hirers will be subject to a Damage Deposit of £50 which will be refunded upon completion of the booking, subject to there being no damage to the building or excessive cleaning requirements. This is in addition to the non-refundable booking
deposit.
4.9) Wedding Receptions/Parties/Events where alcohol will be served will be subject to an enhanced Damage Deposit of £300.
4.10) Cancellation of a booking:
a) More than six months in advance will result in the loss of the non-refundable deposit.
b) Between two and six months in advance will result in 50% of room hire cost being charged.
c) Less than two months’ notice will result in 100% of room hire cost being charged.
d) Less than one week’s notice will result in a £25 admin charge in addition to 100% of room hire cost being charged.
e) Weddings require 50% deposit at time of booking, the deposit is non-refundable in the event of cancellation. Balance in full is payable 30 days prior to ceremony date.
5) Cancellation and Postponement of Hiring
5.1) The Council shall be entitled to cancel the hiring and reallocate the available date for the following reasons:
a) At any time prior to the commencement of the function, it appears to the Council that the Hirer has made a material omission from or misstatement in the application form, or where the purpose for which the hire is being used is not the purpose approved by the Council.
b) At any time prior to the commencement of the function, the programme or other details of particulars have not been supplied, or if supplied, have not been approved by the Council.
c) Any sum or deposit payable is not paid by the Hirer by the date upon which it is due.
d) The Council themselves requiring the accommodation on the date on which it has been hired in connection with an occasion of national rejoicing or mourning or for a purpose, which, in the opinion of the Council, is of Civic or National importance by giving to the Hirer notice of cancellation; or
e) In the event of the accommodation being required on the date on which it has been let to the Hirer for the purpose of Parliamentary or Local Elections, but giving to the Hirer such notice of cancellation as the Council considers reasonable in the circumstances.
f) In the event of the individual, organisation or activities infringe the law or licensing regulations.
g) In the event of unforeseen circumstances whereby accommodation booked is not available for a function. In this case the Council will seek to re-locate the event or function in alternative, suitable accommodation, if and where possible.
5.2) The Hirer may, with the consent of the Council, surrender or postpone the hiring PROVIDED that any request is made in writing accompanied by the balance of the charges payable in respect of the hiring. However, the Council cannot guarantee availability of new dates and will not extend postponement for more than 90 days.
6) Sub-letting
6.1. The Hirer when sub-letting the venue must be on site at all times as the responsible
person due to their liability.
7) Damage, Loss and Accident
7.1) The Hirer shall pay the Council the amount incurred by the Council in making good any damage to or loss of the building, furniture, carpets, furnishings, fixtures and fittings or any article or equipment belonging to the Council arising directly or indirectly out of the hiring of the venue.
7.2) The Hirer’s liability for failing to leave the premises clean or for any damages/fault is not limited to the amount of the Damage Deposit. The agreed Damage Deposit confirms the hiring of the venue and our agreement that the hired period is not
available for hire to a third party, but for the exceptions already listed. The Damage Deposit is also used should the Hirer not leave the premises in a satisfactory condition, including damages and breakages. The Damage Deposit amount is in addition to the hall hire costs and has a different use
7.3) The Council shall maintain adequate insurance policies to cover all statutory and other legal liability in respect of its property, its employees and members of the public, provided that the Council shall not be responsible for loss or theft of, or
damage to any property belonging to the Hirer or their personnel.
7.4) The Hirer shall indemnify the Council against all actions, claims, costs, demands and the like made against the Council and attributable either directly or indirectly to the hiring of the accommodation on the terms, conditions and regulations herein
contained.
7.5) The Council will not be responsible for any loss or damage to property of any person or injury suffered by any person hiring or using the Council House. It is the responsibility of the Hirer to ensure Public Liability Insurance and appropriate Safety
Certificates are held by those providing services to the Hirer, e.g. caterers.
8) Maintenance of Good Order
8.1) The Hirer shall at all times be responsible for the maintenance of good order during the function and shall ensure that no undesirable person is permitted to enter, remain, or otherwise make use of the accommodation and that no-one trespasses on parts of the venue not hired by the Hirer. The Council reserves the right to refuse admission and remove patrons attending Hirers’ events at its own discretion.
9) Housekeeping
9.1) Emergency Procedures
9.1.1) All Hirers are to comply with Emergency Procedures issued/displayed.
9.1.2) Hirers must inform attendees of escape routes in the event of an emergency.
9.1.3) All landings, corridors, passageways, stairwells and fire exits must be kept clear at all times in accordance with fire regulations. No fire doors to be wedged open at any time.
9.2) Accidents
9.2.1) The Hirer must ensure that all accidents involving injury are recorded in the “Accident Book” which is kept at main reception on the ground floor.
9.2.2) First Aid Kit is available at main reception on the ground floor.
9.2.3) The Council is not obliged to provide First Aid, the Hirer should make alternative arrangements.
9.3) Noise – The venue resides in a residential area
9.3.1) Hirers must keep noise at a reasonable level throughout their use of the building including when leaving and loading vehicles late at night.
9.3.2) No amplified music is allowed after 10:30pm.
9.3.3) Windows will be kept closed to minimise noise pollution to residents, air conditioning must be used when the room requires cooling. In the event windows need to be opened, this must be performed by the attending Facilities Officer.
9.4) Building Fabric
9.4.1) It is not permitted to affix any items/decorations to the interior or exterior of the building, using any fixing including tape or Blue/White tac.
9.4.2) All decorations to be removed at the end of the hire period.
9.4.3) If helium balloons are used and end up against the ceiling, then the Hirer will be charged £5 per balloon removal.
9.4.4) Confetti is not allowed inside or outside the building.
9.4.5) No decorations are allowed in kitchens.
9.4.6) The Council advises that it is prohibited to use advertising boards in the pedestrian area.
9.4.7) The Hirer or attendees shall not remove any painting, engraving, photograph or other objects from any of the walls or display cases of the Council House.
9.4.8) The Assembly Room hire includes the use of the Ante-Room; no food is to be consumed in this room.
9.5. Eco
9.5.1) The Council is committed to use single-use plastics. Hirers are requested to use re-usable plates, glasses, cutlery etc. Or recyclable/compostable alternatives to single-use plastics.
9.5.2) All rubbish produced must be removed from the venue and disposed of in an appropriate way. The Council asks that waste is recycled.
9.6) Kitchens
9.6.1) Kitchens are available on the ground and first floors a Hirer must book this facility for use and detail what the facility will be used for: tea and coffee facilities, full catering.
9.6.2) The Hirer must provide details of a professional caterer and they must have a valid food hygiene certificate.
9.6.3) Deep Fat Fryers are not allowed in any circumstances.
9.6.4) Caterers must only prepare and cook food in the kitchen areas.
9.6.5) Cooking and heating of food can only take place in the ground floor kitchen where power is provided for portable ovens and warming cabinets to be connected.
9.6.6) Food can be transported from the ground floor kitchen in warming cabinets to the first floor using the lift.
9.6.7) All ovens and warmers brought on to site must be in good working condition and visually inspected (preferably PAT tested) before connecting to the power provided.
9.6.8) Caterers must ensure their catering does not affect the fire alarm system.
9.6.9) Caterers are not allowed to request smoke or heat detectors be turned off.
9.6.10) Caterers must not used bottled gas appliances or naked flames.
9.6.11) Appliances supplied by the Council must only be used for their intended purpose and left clean at the end of the hire period. Appliances provided are: Fridge, Urns, Kettle, Microwave, Dishwasher and Glasswasher.
9.6.12) Any Council crockery, cutlery or glassware used must be cleaned, dried and placed back into cupboards. Any breakages must be reported to the Facilities Officer.
9.6.13) All surfaces must be cleaned down with anti-bacterial spray at the end of the hire period and floors swept.
9.6.14) All rubbish must be removed from site.
9.6.15) Any issues must be reported to the Facilities Officer.
9.7) Provision of Alcoholic Beverages
9.7.1) Hirers should notify the Council when bringing alcohol to the venue for consumption.
9.7.2) Any disruptive behaviour resulting from the consumption of alcohol will result in persons being evicted from the premises.
9.7.3) All Hirers must observe licensing restrictions and request identification from any person appearing to be under 25 years of age when serving alcohol.
9.7.4) Alcohol must not be sold before 10am or after 11pm. The Hirer must endeavour to promote licensing objectives; these are for the prevention of crime, disorder, public nuisance, public safety, and the protection of children from harm.
9.7.5) Signage must be displayed for; Illegal to sell alcohol to anyone under the age of 18, Identifying wine is sold in 125ml, 175ml and/or 250mml. Other specified alcohol in approved measures – Weights & Measures (Intoxicating Liquor)
Order 1988 and detailing costs.
9.8) Toilets
9.8.1) The Council provides toilets on the ground floor, including a disabled toilet with baby changing facilities in the ground floor lift foyer.
9.8.2) Condition of the toilets during period of hire will be monitored and maintained by the Facilities Officer.
9.8.3) The Council reserves the right to charge the Hirer for any additional cleaning required.
9.8.4) Any issues must be reported to the Facilities Officer.
9.9) Smoking
9.9.1) The Council premises is a completely non-smoking venue, including under the Portico. Anybody found smoking or vaping on the premises will be subject to fines in conjunction with current legislation and may be barred from hiring.
9.10) Parking of Vehicles
9.10.1) Parking availability is not guaranteed.
9.10.2) Under no circumstances will the Council accept any responsibility for loss or damage to any car or other vehicle, which in connection with the function, is brought or left within the Council House Car Park at the rear of the building. The Hirer shall ensure that no car or other vehicle is allowed to be parked in any unauthorised position, and that any instructions given by any of the Facilities Officers in regard to parking or vehicles are strictly observed. The Hirer must provide details of vehicles: Make, Model, Colour and Registration Number to the Facilities Officer; failure to do so may result in a fine.
9.10.3) Parking is only available for the Hirers present at the venue, on leaving the venue the vehicle must be removed.
9.10.4) The car park is in a residential area, please be considerate of our neighbours and do not chat in the car park or slam car doors or rev engines.
9.11) Animals
9.11.1) Well behaved animals are permitted at the Hirers discretion. However, this may not apply if the Hirer is serving food.
9.11.2) Assistance dogs are permitted without restrictions.
10) Employment of Security Guards
10.1) The Hirer is responsible for the provision and cost of specialist security staff and door supervisors (Fully Licenced) must be provided at the discretion of the Council.
11) Performing Rights Society Ltd. Copyright & Royalties
11.1) The Hirer is responsible for notifying the Council when live or recorded music will be played in order that the Council can pay the required fees by law.
12) Lotteries, Raffles & Gaming
12.1) The Hirer must run lotteries, raffles and gaming in accordance with the “Gambling Act 2005”.
12.2) The Hirer is responsible and liable for fines for non-conformance of the “Gambling Act 2005”.
13) Prohibitions
13.1) All hirings are subject to the following prohibitions:
a) The Hirer shall make no alterations or additions to the lighting, heating, seating, gangways, fittings, fixtures or other arrangements of the accommodation without the express consent of the Council.
b) Town and Country Planning (Control of Advertisements) Regulations 1992 in advertising the function, and that no fly posting shall take place in respect of any functions.
14) Right of Entry
14.1) Entry to and from the venue will be at the discretion of Council Officers who have final say over granting access.
15) Prevention of use of the Venue through strikes etc
15.1) The Council will not be responsible for any loss or damage suffered by the Hirer in the event of the accommodation not being available, by reason of accident, war, civil commotion, force majeure, strike, lockout or other like cause. The Council
may, however, in such an event, without admitting any legal obligation to do so, return the deposit paid by the Hirer. The decision of the Council, as to whether the accommodation is not available, within the meaning of this clause shall be final and
binding on the Hirer.
15.2) No responsibility will be accepted or compensation paid by the Council in the event of loss or damage suffered by the Hirer, on account of a failure of the lighting or other equipment in the accommodation.
16) Extra Fire Risks
16.1) In the event of the Council’s insurance company requiring the Council to pay an additional premium in respect of fire insurance due to special fire risk created by or in connection with the function, the Hirer shall, in addition to the charges
otherwise payable by them, pay to the Council before the function begins, a sum equal to the amount of the additional premium plus a £25 administration fee.
a) Under no circumstances should any inflammable materials (including fireworks, candles, tea lights, incense sticks, oil lamps etc) be used at the venue.
b) Under no circumstances should fire exits or fire exit routes be obstructed for any period of time.
c) Under no circumstances can smoke machines or foggers be used, along with pyrotechnics.
d) Bottled gas is not allowed on the venue site.
16.2) The Hirer is responsible for ensuring they can account for all their personnel via a register in the event of an emergency evacuation.
16.3) The Hirer is responsible for ensuring that all electrical equipment brought onto the premises is used, stored and turned off correctly.
17) First Aid
17.1) The Council would recommend that you supply first aid cover for your event. Contact details of the local St. John’s Ambulance or Red Cross can be supplied.
18) Portable Appliance Testing
18.1) It is a legal requirement (Electricity at Work Act 1989) that any equipment used outside the home is tested to ensure it is safe to use. Any electrical equipment you bring into the venue must be maintained in a safe condition. The Council reserves the right to inspect electrical equipment and refuse use at the venue.
19) Equal Opportunities Policy Statement
19.1) The Council has a positive Equal Opportunities Policy. The aim of the policy is to ensure that no individual or organisation receives less favourable treatment on grounds of sex, race, colour, nationality, ethnic or national origin, disability, marital status, sexual orientation, social class, responsibility for dependants, age, trade union or political activities, religious beliefs, spent offences or is disadvantaged by any conditions or requirements which cannot be shown to be justified. The Council wishes all Hirers to apply these principles to all events and activities which they may organise in Council venues, and to have policies and procedures designed so as not to discriminate intentionally or unintentionally against any group or individual on any unjustifiable grounds. The Council encourages venue Hirers to respond positively to any special needs experienced by particular groups. The Council permits free entry to carers at all times.
20) Event Promotion
20.1) Responsibility for the promotion of events lies with the venue Hirer. The Council takes no responsibility for promotion. The Council is not responsible for the failure to promote any Hirer’s event.
21) Special Conditions
21.1) The Hirer shall comply with the Council’s Premises Licence conditions for music, dancing and stage plays and any other performances held in the venue.
21.2) A cleaning charge will be levied if the premises are not left in a reasonably clean and tidy condition and Hirer will be notified of this charge following vacation of the venue.
21.3) All decorations scenery including cloths, draperies, gauze cloths, hanging curtains and all fabric decorations on the stage should be flame retardant.
21.4) Copy of Hirers insurance must be supplied one month before any event.
21.5) Copies of risk assessments to be provided where required one month before the event.
22) Safeguarding
22.1) Children:
22.1.1) Children attending the event must be accompanied by parent, guardian or appropriate adult.
22.1.2) Any event involving children on stage must comply with the Children’s (Performance) Regulations 1968. Failure to do so will result in a breach of conditions and cancellation of the event.
22.1.3) Where Matrons are required, the names and licence details are required four weeks before the event.
22.1.4) If licences are required for children to perform, these must be obtained and copies submitted four weeks before the event.
22.1.5) It is the responsibility of organisations to ensure that best practice is followed in regard to child protection. The Council will ask to see where necessary the Child Protection Policies of the organisation. If, at any point, the venue has any concerns regarding child protection it will be reported following West Sussex County Council’s Child Protection Policy.
22.2. Vulnerable Adults:
22.2.1) Where the activity involves vulnerable adults, it is the responsibility of the Hirer to ensure best practice is followed. The Council will ask to see these policies where appropriate.
Please give consideration for this Grade II* Listed Building and leave it in a clean and tidy condition by observing our hiring terms.
ALL DATA IS HELD UNDER THE PROVISIONS OF THE DATA PROTECTION ACT (2018)
Full details of Chichester City Council’s data protection and GDPR are available on the website:
I have read and agree to abide by all the stated terms and conditions.
Signature:
Name (Block Capitals):
Company:
Position:
Date:
Fire Evacuation Procedures for Hirers using The Council House
Hirers are required to provide stewards
1 steward per 100 people then 1 steward to every 50 people This ratio is a fire safety requirement.
Event organisers and their nominated Stewards should make themselves known to the duty Facilities Officer/Front of House Supervisor and to their party. They should also make sure they are familiar with the emergency procedures within The Council House.
It is advised that hirers should have a list of their staff/helpers on the premises during the hire period. In the event of evacuation this information will be needed to identify any person(s) left in the building.
Before a function begins, the organiser or a nominated steward must announce to their party where the fire exits and escape routes are and confirm the assembly point. Fire doors must be kept closed at all times.
GENERAL
- On discovery of a fire;
- Raise the alarm using the nearest break-glass point
- Ensure the fire brigade are called
- Only tackle the fire if it is safe to do so without putting yourself at risk, and you are trained and authorised to do so.
Carry out the evacuation procedure below:
In the event of a loud ALARM BELL sounding, you are required to evacuate the building immediately. Event organisers or their nominated stewards will be responsible for clearing everyone from the room(s) and directing them to the nearest safe emergency exit.
- When the ALARM BELL sounds, all persons in the building must leave it immediately, without stopping to collect any personal belongings.
- There is one assembly point: in North Street’s pedestrian precinct at the “Market Cross” at the junction of North, East, South and West Street’s.
- Event organisers or their nominated stewards will undertake a sweep of their designated areas to ensure that all occupants have evacuated the building, assisting anyone as necessary at the refuge area.
- Event organisers and/or their nominated stewards will report to the Facilities Officer/Front of House Supervisor and/or Fire or Police Officer in North Street on completion of their tasks, following evacuation.
ASSEMBLY ROOM
Main exit routes are;
- Through the Ante Room, across the landing (where an emergency evacuation sledge is provided), down the main staircase to the foyer where both the main door and emergency door are located.
- Emergency exit to east end of hall, through Crush Bar to fire exit signs, down the stairs (where an emergency evacuation sledge is provided), out via the rear courtyard and round to the front of the building, to the designated assembly point is “Market Cross” at the junction of North, East, South and West Street’s.
Alternative exit route, in the event of either of the above not being safe, is;
- Through the side door, down the back staircase, through the double emergency exit doors directly in front and out into Lion Street then onto the designated assembly point, past the front of the building, to “Market Cross” at the junction of North, East,
- South and West Street’s.
UNDER NO CIRCUMSTANCES MUST THE LIFT BE USED IN AN EMERGENCY EVACUATION
Special arrangements for disabled persons;
Any persons unable to use the stairs must be escorted to the Crush Bar (refuge area 6 persons maximum) after all able bodied people have left. These persons will then be helped to evacuate with the assistance of an appointed person (event organiser, nominated steward etc.) as appropriate. There is an evacuation sledge provided at the top of the rear fire exit staircase.
OLD COURT ROOM
Main exit route is through the main corridor to the foyer where both the main door and emergency door are located on to the designated assembly point is “Market Cross” at the junction of North, East, South and West Street’s.
- Alternative exit route, in the event of the above not being safe, is through the doors beneath balcony then turn left to the double emergency exit doors to Lion Street then onto the designated assembly point, past the front of the building, to “Market Cross” at the junction of North, East, South and West Street’s.
