Conditions of hire

Terms and Conditions of Venue Hire of the Black Swan Theatre

1. Your booking is only confirmed after receipt of the booking request form and will be confirmed in writing (by email) to you or on payment of deposit or total amount due in full.
2. Payment can be made by bank transfer (preferred) and a deposit may be required to secure your booking.
3. Should the hirer need to cancel their event, as much notice must be given as possible. Cancellation fees apply.
   If cancelled with more than 28 days notice:
   50% of venue hire and bar fee will be kept, all other costs refunded.
   If cancelled with less than 28 days notice:
   Full venue hire fee and bar fee will be kept and the rest (catering) would be refunded. This is unless special orders or purchases had already been made and unless specified items/supplies or entertainers or other supplier was contracted and therefore other terms would apply.
   If cancelled within 14 days:
   Full venue hire fee and bar fee will be kept and 50% of catering fee would be kept and the rest refunded. This is unless special orders or purchases had already been made and unless specified items/supplies or entertainers or other supplier was contracted and therefore other terms would apply.
4. Use of the stage and other areas of the theatre (community kitchen, stage or dressing room) is out of bounds unless previously agreed.
5. For community groups, the hire can include use of the community kitchen if previously agreed. Use of the stage and backstage areas is only permitted after discussion with us.
6. New Stages and the Black Swan is committed to ensuring all activities associated with us facilitate safe spaces – these are spaces that are free of harassment and where everyone shows each other respect, with zero tolerance for anti-social behaviour including illegal substance use and zero tolerance for any form of harassment or discrimination.
7. We reserve the right to terminate any agreement with the hirer if we consider the behaviour or other actions of the hirer to contradict our own Safe Spaces policy and ethos as a community organisation. This includes monitoring on the day/during the actual event. Hirers must follow all rules.
8. Use of venue Wi-Fi must be used responsibly.
9. Under 18s are only allowed in the pub (across the loke) if accompanied by an adult.
10. If a public event, any advertising and promotional design for your activity must be approved by us (this includes online graphics, posters and flyers), including if we grant you permission to use our logo if you are working in partnership with us. Please email us an image that we can use for our website and online use to promote your activity.
11. For promotional purposes:
    Name of venue: Black Swan Theatre
    Address of venue: Black Swan Loke, North Walsham, Norfolk NR28 9BX
    Website: http://www.blackswanpubtheatre.co.uk
    Social media: Facebook and Instagram: @blackswanpubtheatre
    Refer to the venue as the Black Swan Theatre.
    Car parking: The venue has a small car park (free for users of the venue) and the nearest car park is Bank Loke car park, next door, which is pay and display and is free after 6pm. Public transport: North Walsham town centre is served by buses and a trains.
12. Furniture must be carried not pulled or dragged across the floor as this marks the floor. All tables must be set up with the tables on their side, not with the table tops on the floor. This scratches and marks the table tops. Posters/decorations etc must not be fixed with blu-tak or tape on the walls (this includes the stage). Use of the stage is only permitted with prior permission at time of booking. Behind the bar is not for use – it is for use by staff only and hirers/guests are not permitted in that space. Any breakages, missing items or damaged furniture or walls will mean that both parties shall arrange a remedy, which may include the hirer replacing or paying for the fixing of damages.
13. The space shall be left clean and tidy after use. Bins and recycling bins must be used. A broom, dustpan and cleaning items are stored in the back cupboard. If you find the room not in a fit state, please tell us on arrival. Party/event hires are different and the clear-up is dependent on the type of hire which must be confirmed beforehand and is either included at cost in the fee.
14. Any breakages must be reported and both parties shall arrange a remedy, which may include the hirer replacing, paying for or fixing breakages.
15. Hire bookings must include set up and take down times (if doing this yourself). Events finish at midnight at the latest, unless we have confirmed a later time with you beforehand.
16. For classes/regular hirers: The hirer/organisation must have suitable experience, qualifications and relevant policies relevant to their activity e.g. safeguarding children and vulnerable people and suitable insurance for their activity.

We are not for profit

Your venue hire and support helps us grown as an organisation. New Stages is about creating new opportunities, exploring creativity and empowering communities through different projects from theatre, the wider creative arts and wellbeing.

New Stages is a Community Interest Company, meaning we are a not-for-profit organisation with a social enterprise approach to all of our work. New Stages Projects CIC is a Community Interest Company registered in England and Wales, company number 13203008.                                                                     10Oct24