In hiring the Evans Theatre Hall at Wilmslow Leisure Centre – Everybody Health & Leisure, the undersigned agrees to abide by all policies and rules set by the Everybody Health & Leisure Everybody Entertainment Terms & Conditions at all times throughout the duration of the booking.
1.0 Interpretation
1.1 “The Management team” includes (where the context permits) any staff member authorised
by Everybody Health & Leisure to perform any particular duty.
1.2 “The Centre” means Leisure Centre, Lifestyle Centre, Swimming Pool, Dual Use Sites and other such recreation facilities as determined by Everybody Health & Leisure.
1.3 “The Hirer” means the person or organisation hiring out part of the building or its facilities
and (if not the same person) the person in charge at the booked period times. No person under the age of 18 years will be accepted as a hirer.
1.4 “Booked Period” means the period on any day reserved for the hirer and includes preparation
time and changeover of equipment. When bookings are reviewed, there is no guarantee of the
same time and place from one booked period to the next.
1.6 “Facilities” means the part of the Centre that the booking takes place within.
1.7 “Everybody Health & Leisure is the management contractor that is responsible for the management of leisure facilities within the portfolio”.
1.8 “Event” refers to the person or organisation hiring out the building or its facilities.
2.0 Application For Hire And Charges
2.1 All charges that have been agreed to in the Event Confirmation Letter and/or quote letter
must be paid in full.
2.2 All charges must be paid in full within 30 days of your event end date.
2.2 To cancel a booking, the hirer must provide 60 days written notice to [email protected]. Any cancellation within this period will result in 50% of the final price needing to be paid.
2.3 All bookings are subject to availability and will only be confirmed once a booking form has
been received.
2.4 A booking is not confirmed until the deposit has been paid.
2.5 Deposits must be paid within 7 days from receiving the booking confirmation letter. Deposits
will only be taken over the phone as a card payment or on site as either a card or cash payment.
2.6 Everybody Health & Leisure’s payment terms apply for late payments.
3.0 General Regulations Applicable To The Hirer
3.1 It is the responsibility of the hirer for good order and safety.
3.2 The hirer should leave the ‘facilities’ and any other areas used in a suitable state comparable
to the condition that they found it in.
3.3 The hirer shall ensure that all users within the booked periods must comply with the rules and regulations of the Centre.
3.4 All doors, entrances/exits and corridors must be kept clear and ready for use in the event of
an emergency.
3.5 The hirer shall not use the facilities for any purpose other than stated on the booking form.
3.6 The Management Team shall at all times during the booked period have unrestricted access to all areas.
3.7 The hirer must ensure correct use of any equipment used.
3.8 Photography and cameras may be used in the facility, in line with Everybody Health & Leisure’s Photography Policy. Please ask on site for further information.
3.9 Any electrical items brought into the centre must have been portable appliance tested (PAT)
within the last 12 months and have documentation / sticker to support this.
3.10 Smoking, including the use of e-cigarettes & vapes is strictly prohibited inside the facility and at certain points outside the facility. Designated areas are clearly signposted for the use of
Smoking, including the use of e-cigarettes & vapes.
4.0 Event Specific Regulations Applicable To The Hirer
4.1 The hirer must ensure all requirements e.g., stage specifications and lighting etc. for their
booking are given to Everybody Health and Leisure well in advance and made clear on the booking form.
4.2 We strongly recommend the hirer attends whilst the event is being setup.
4.3 Any specialist requirements or equipment, such as lighting rigs for an event, must be
assembled by someone with the appropriate training and/or qualifications.
4.4 Any equipment brought into the facility for an event must have the required H&S testing
regime in place, be appropriately certified and be fit for its intended purpose. Copies of this need to be on hand for the centre’s management.
4.5 During the setup and takedown of any event, the hirer must not allow any members of the
public, children, or any unqualified persons into the hall until such time as it is deemed safe for
public access.
4.6 All persons involved with setting up the event must ensure they hold all relevant qualifications to carry out any work required such as Working at Height and Powered Access training and qualifications. All persons undertaking this work must show proof of their qualification (IPAF Powered Access License) and sign off the form provided before they are allowed to carry out the work.
4.7 No person is to carry out a task they are not qualified to undertake.
4.8 Food, Drinks and other Refreshments are sold by the Taste4Life café.
4.9 The hirer is prohibited from selling their own food, drink & other refreshments.
4.10 Hirers are allowed to sell merchandise and programs if they wish.
4.11 It is the hirers responsibility to ensure that all persons involved with the event hold the
relevant requirements, qualifications and DBS checks to work with children and vulnerable adults.
Everybody Health & Leisure cannot take responsibility for ensuring the hirer’s personnel meet these criteria, however Everybody Health and Leisure ensure that its own staff all hold a valid DBS check.
4.12 Children involved with the event must always be supervised by an adult while they are in the
building and must not at any point be left alone. Changing during performances is only allowed in designated areas with appropriate safeguarding control measures in place. For example, Everybody Health & Leisure expect changing areas will have an appropriate person acting as a door marshal.
4.13 No changing is allowed in corridors, passageways or any communal areas.
4.14 CCTV operates throughout the facility for the safety of all customers and staff.
4.15 Once the days production has finished, we politely ask all persons, staff/cast and crew as
well as the hirers customers, to vacate the building as soon as possible.
4.16 If you would like a late bar this must be arranged during the booking stage.
4.17 During the event the hirer is responsible for ensuring all event personnel cooperate with
Everybody Health & Leisure staff and the emergency services in the event of an emergency.
4.18 Any evacuation of the building will be in accordance with Everybody Health and Leisure’s
Event Evacuation Procedure.
4.19 All incidents, accidents and near misses must be reported to the Duty Manager as soon as
possible.
4.20 Any external acts must be communicated to the centre management and will only be agreed
if accompanied by the relevant public liability insurance.
4.21 Any damage to facilities will be billed as part of the final invoice.
4.22 If required certain events will be asked to provide security. Centre Management will need to
see copies of licencing and qualifications in advance.
4.23 Fire shows are strictly prohibited as part of any performance.
4.24 It is the responsibility of the hirer to ensure that they have appropriate risk assessments in
place for their event.
5.0 Indemnity
5.1 The hirer agrees to indemnify the centres against any claim for loss or damage, death or
personal injury arising from the hirer’s negligent or wilful misuse of the premises, including any
damage, however caused, by the hirer of the premises.
5.2 Everybody Health & Leisure and Cheshire East Council can only be held responsible if faulty
equipment or buildings can be proved to have been the cause of the accident.
6.0 Breach Of Regulations
6.1 If any booking period is cancelled or terminated by the Management Team, as a result of a
breach of any of these conditions (as to which the decision of the Management Team shall be final) the hirer shall remain liable for the charges due up to that time, but without prejudice to any claim which the centre may have against hire arising out of such breach of any of the above conditions.
6.2 These conditions are non-negotiable and a breach of any of the above conditions could lead to
the cancellation of the hirers booking.
For any further information please feel free to contact us on the details below.
Assistant Manager – [email protected]
Assistant Events Manager – [email protected] & [email protected]