Theatre Hire

1. Definition of Hire and No Transfer of Ownership. For the purposes of this Agreement, the term “Hire” or “Hiring” means the temporary, non-exclusive right granted to the Hirer to use the Venue for the agreed date(s) and time(s) and solely for the purposes specified in this Agreement.

2. Payment of any hire fee or other charges grants the Hirer a licence to occupy and use the Venue only and does not confer, transfer, or imply any right, title, interest, leasehold, ownership, or proprietary claim in the Venue, the building, the land on which it is situated, or any fixtures, fittings, equipment, furnishings, or contents therein, all of which remain at all times the sole property of the Venue Owner.

Booking Process

1. No agreement, booking, or engagement shall be deemed to have been created or shall be legally binding unless and until the Venue has received all required documentation duly completed and signed by the Event Producer, including without limitation a booking form, the applicable terms and conditions, and all mandatory legal documentation, including but not limited to evidence of appropriate insurance cover and all required licences.

2. In the absence of receipt and acceptance of such documentation, any dates discussed, proposed, held, or otherwise arranged between the Venue and the Event Producer shall be deemed provisional only, shall not take effect, and shall confer no rights or obligations on either party.

Deposit Payment

1. Upon execution of this Agreement, the Producer shall pay a deposit in the amount specified in the customer booking form to secure the hire of the services, equipment, and/or facilities described herein (“Hire”).

2. The Deposit shall be applied toward the total Hire fee unless otherwise stated.

Cooling-Off Period

1. The Producer may cancel the Hire within five (5) working days from the date the Deposit is received by the Provider (“Cooling-Off Period”).

2. If the Producer cancels the Hire within the Cooling-Off Period, the Deposit shall be refunded in full, provided that the cancellation is made in accordance with Clause 4.1.

Non-Refundable Deposit After Cooling-Off Period

1. If the Producer cancels the Hire after the expiration of the Cooling-Off Period, the Deposit shall become non-refundable, and no portion of the Deposit shall be returned under any circumstances, except as required by applicable law.

2. The parties acknowledge that the Deposit represents a genuine pre-estimate of loss incurred by the Provider, including but not limited to administrative costs, scheduling commitments, and loss of opportunity.

Termination in Writing

1. Any termination or cancellation of the Hire by the Producer must be made in writing.

2. Written notice of termination shall be deemed valid only when delivered by email, registered post, or other written communication expressly agreed by the parties.

3. The effective date of termination shall be the date the written notice is received by the Provider.

No Waiver

1. Failure by the Provider to enforce any right under this clause shall not constitute a waiver of that right.

Condition Of the Venue

1. The producer or representative for each production accepts the venue and dressing rooms in the as is condition. 

2. An inspection of the condition of the theatre and dressing rooms will be conducted prior, during & post event.

3. These inspections will include a review of all backstage spaces, exit widths and a discussion of evacuation procedures in the event of an emergency. 

4. Inspections can also occur during the reservation period.

5. Any unsafe conditions will be reported to the producer for correction.

6. Failure to correct non-compliant issues may result in a fee or limit the availability or use of the theatre until corrective action has occurred.

Ticket Sales

1. The producer of this event understands that should Montgomery Hall Theatre sell tickets on your behalf, it is acting as an agent for ticket sales and is not deemed the event organiser.

2. The producer should invoice Montgomery Hall Theatre with ticket sales amount due post event.

Venue

1. Anything that might damage the stage or the curtains is not allowed. This includes, but is not limited to paint, glitter, and liquids of any kind (including water).

2. You must not to impede with the doors or locks to keep the doors from locking under any circumstance, this includes but is not limited to taping the push bars, taping the door-latches, inserting paper or cardboard in the strike-plate hole, etc. 

3. All load-ins must be made from the service entrance located on ground level via the general foyer, or fire escape entrance to the auditorium.

4. Any permitted set pieces will fit through standard double doors.

5. No alterations or permanent attachment(s) to the venue is permitted, both onstage, backstage or front of house.

6. Screwing or nailing anything into the stage floor, flats, boarders, walls or ceiling is not permitted.

7. Only electrical tape is permitted on the stage deck and walls of the theatre.

8. Gaffer tape, glow tape or heavy adhesive tape is strictly not permitted under any circumstance.

9. No other type of tape or fastener is allowed on the floors or the walls of the theatre.

10. No tape, pushpins, nails or fasteners of any type are allowed on the floors or walls of the dressing rooms, lavatories, offices, control booths or storage areas.

Props, Scenery and Sets

1. Props and scenery are only allowed in permitted designated areas of the theatre and must conform to all fire codes & legislation. 

2. Use of raised platforms or scaffolding require the approval of the Technical Theatre Manager prior to load-in and are approved on a "per show" basis.  

3. Approval may include the necessity of professional rigging services with the expense to be paid by the recognized group holding the space reservation.

4. Painting is not allowed in the theatre at any time.

5. Any spills or accidents must be cleaned up immediately. Permanent damage will result in charges billed to the producing company.

6. Putting pieces together with tools such as hammers or screwdrivers is only allowed in the theatre, however, the major building or construction of any items or pieces is not allowed in the building.

Fire Retardant Certification

1. Any prop, set or scenery pieces must be flame retardant certified.

Fire Code and Safety

1. Open flames, torches, candles, e- cigarettes and cigarettes, etc., are not permitted under any circumstances.

2. Explosives, flash powder firearms, etc. are not permitted.

3. Smoking and the lighting of smoking materials by actors are not permitted.

4. Confetti, balloons, or other materials may not be released within the theatre space during a rehearsal. Please speak to a member of staff for usage requirements.

5. Nothing is to be hung from pipes or any other equipment within the theatre.

6. Fire extinguishers, strobe lights, fire alarm activation stations, exit signs, fire sprinklers and egress paths must always be visible; they may not be gelled, obstructed or covered in any way.

Egress Requirements

1. All aisles must be kept clear and unobstructed.

2. Egress routes are allowed to cross the stage area.

3. All entrance and exit paths backstage must always remain unobstructed.

Risers and Audience Seating

1. The venue has designated seating plans that have been approved by the local authorities.

2. Seating and/or riser configurations must follow the approved plans. Seating and risers may only be set by house staff.

3. The maximum audience capacity is limited to 300 seated persons.

4. The audience must only be seated in designated seating areas.

Housekeeping

1. At the end of a event all scenic elements, items and equipment must be removed or discarded by the hiring group.

2. Each group is responsible for the general tidying and upkeep of the theatre space, this includes but is not limited to picking up rubbish, clearing out the backstage spaces, returning any equipment used.

3. Facilities will oversee the major maintenance and custodial needs of the space. 

4. Any items that are left behind may incur a disposal charge billed directly to the recognized group holding the space reservation.

Food and Drinks

1. Food and beverages are never allowed in any of the backstage spaces unless the liquid is in a sealable container.

2. Alcohol is never allowed within our backstage spaces.

3. It is the responsibility of the group to manage any beverage or liquid-related prop items used within a performance or event. 

4. Montgomery Hall Theatre operates a strict no alcohol backstage policy.

5. Alcohol must never be consumed by anybody involved in a performance (cast or crew) prior to or during rehearsals, technical work, or performances.

6. Alcohol is not permitted backstage at any time.

7. Anybody found in breach of this rule will be asked to leave the building.

Access Limitations

1. Touring shows, local performances and other guests must never enter the below areas without seeking consent from theatre management.

2. Behind The Bar Area.

3. The Theatre Kitchen.

4. The Technical Booth.

5. Tiered Seating Gantry.

6. Management Offices.

7. Meeting Rooms.

8. Storage Rooms.

9. The Montgomery Hall Theatre Foodbank

10. Rooms in which major electrical, gas and water mains are kept.

11. Chair & table storage rooms.

Montgomery Hall Theatre – House Rules

1. Personal Belongings: Do not leave personal items (e.g., phones, laptops, tools) unattended. Montgomery Hall accepts no responsibility for loss or damage.

2. Smoking & Vaping: The venue is strictly no smoking or vaping, including dressing rooms and backstage areas.

3. Mobile Phones: Phones must be turned off in the auditorium and backstage. Technical staff may request cessation of use to prevent distractions or interference with equipment.

4. Stage & Backstage Conduct: Follow all instructions from theatre staff. Unsupervised children are prohibited in these areas; chaperones are the responsibility of the hirer. Corridors and stairways must remain clear (minimum 1.5m in backstage areas).

5. Respect for Facilities: Do not place feet on seats or furniture. Seek staff assistance for running cables or handling technical equipment. No ball games, throwing of objects, or tampering with any technical or electrical equipment is permitted.

6. Alcohol & Food: Only alcohol purchased from Montgomery Hall may be consumed. Alcohol must not leave the premises. Food and drink are prohibited unless approved in advance. Random bag searches may be conducted.

7. Noise & Safety: Observe noise level guidance from the Building Supervisor. All electrical equipment must be PAT tested. Theatre Management accepts no liability for personal property.

8. Stage & Dressing Rooms: Sign the stage checklist if using the stage. Dressing rooms must be left clean; failure to comply may incur charges. Dance powder is prohibited.

9. Compliance: Theatre Management reserves the right to enforce these rules, including eviction for violations.

Antisocial & Abusive Behaviour

1. Montgomery Hall Theatre operates a strict zero tolerance policy on antisocial & abusive behaviour from staff, guests, customers and visiting companies.

2. Any instructions given by theatre management regarding the running of your event must be complied with. We reserve the right to ask individuals to leave or terminate an event if any persons are either intoxicated or who’s behaviour, conduct, attitude or demeanour is inappropriate or rude in the opinion of theatre management/staff.

3. We reserve the right to contact local authorities on matters deemed outside of our control.

4. The producer understands that management have the authority to terminate an event if one or more of the above are breached.

Fire Alarm Activation Stations

1. Montgomery Hall Theatre reserves the right to contact local authorities where a false alarm activation has occurred.

2. Please only use fire activation stations in the event of a real emergency. You must call 999 in the event of a genuine fire.

CCTV & Monitoring

1. Montgomery Hall Theatre reserves the right to pass CCTV footage to local authorities (Police), should an incident occur.

2. Montgomery Hall Theatre is not legally obliged to give access to view inhouse CCTV footage to members of the public, staff, visitors and touring companies.

3. The Montgomery Hall Theatre utilises an in-house closed-circuit television system for internal use only.

4. Under no circumstances must anyone other than theatre management be given access to view this equipment.

5. CCTV cameras can be viewed in the technical box and on the stage management desk. Please note that this equipment does not record and is only located onstage, and above the auditorium. No CCTV cameras are located backstage, in the wings, in the crossover, or in any of the dressing room areas and corridors.

Rigging & Scenery Erection

1. The use of all in-house theatre fly systems, whether electronically or manually operated, is strictly limited to Montgomery Hall Theatre Technicians only.

2. Under no circumstances may any touring company, visitor, guest, or customer operate, tamper with, activate, alter, or otherwise use any flying or rigging equipment at any time.

3. Any rigging equipment brought into the theatre by touring companies, guests, or hirers must not be installed or used in any area of the building without prior written approval from the Technical Theatre Manager, obtained in advance of the booking.

4. Scenery and other production items brought into the theatre must not interfere with, obstruct, or compromise any in-house rigging systems or equipment.

5. Montgomery Hall Theatre reserves the right to refuse the use of any scenery, prop, or production item deemed unsafe or hazardous to staff, performers, or theatre users.

6. Montgomery Hall Theatre reserves the right to require any individual to vacate the stage and backstage areas while rigging or fly systems are in operation.

7. The individual responsible for the booking and production must ensure that all members of their team comply with the instructions outlined in this document. It is the responsibility of the producer, manager, or designated lead contact to oversee the safe use of all theatre spaces.

8. Customers, touring companies, guests, audience members, volunteers, and members of the public are not permitted to access the stage or backstage areas while theatre fly systems or rigging equipment are in use.

9. Montgomery Hall Theatre Technical Staff may instruct individuals to vacate these areas at any time, and such instructions must be followed without exception.

10. Please note that the operation of theatre fly systems and rigging equipment is inherently hazardous. Montgomery Hall Theatre adheres to strict safety procedures for all rigging operations.

11. Guests and customers are required to comply fully with staff instructions at all times. Any person who fails to follow instructions during the lifting or lowering of rigged equipment will be required to leave the theatre.

12. The producer or designated lead contact is responsible for ensuring that all visitors associated with their hire are authorised to access stage and backstage areas.

13. Audience members must not be invited onto the stage or backstage at any time during the hire period. Advice and approval should be sought from Theatre Management in advance of the booking where necessary.

14. Climbing on rigging, trussing, or associated structures is strictly prohibited at all times.

Scaffolding & Ladders

1. Visitors and the public are never allowed to use theatre ladders or scaffolding at any time.

2. We do permit touring companies & production staff use of our in-house ladders & scaffolding; however, prior approval and appropriate documentation MAY be approved ahead of your booking.

3. Montgomery Hall Theatre reserves the right to not allow access to ladders & scaffolding.

Safeguarding, Photography & Videography

1. Montgomery Hall Theatre operates a strict safeguarding policy.

2. We do not allow audience members to film or take photos during any performance.

3. Montgomery Hall Theatre reserves the right to halt and stop a production at any time if we find visitors in violation of our policy.

4. We require anyone who is responsible for photography or videography to produce a copy of their DBS certificate before the start of any performance.

5. We do not allow parents or cast members to take images or video recordings during performances, dress rehearsals or technical rehearsals.

Show Stops & Visitor Health & Safety

1. Montgomery Hall Theatre reserves the right to halt or cancel a performance if visitors breach our health and safety policy or within a health and safety emergency.

2. We do now allow visitors to approach the stage during a production at any time, unless prior permission has been given, or if this forms part of your production.

3. We request that children remain in their seats during performances in the interest of health & safety.

4. We do now allow peaking under the theatre house tabs, climbing of the stage or entering the stage treads.

5. Visitors do not have right of access to any of the backstage areas at any time. You MUST seek permission from theatre management prior to your booking if you require audience members to access backstage areas, we strongly advise you do not incorporate this within your production.

Documentation Requirements

1. As a licenced entertainment venue, we require different forms of documentation before any event or performance can take place. The documentation required varies dependant on the type and nature of performance.

2. Please note, documentation requirements are based (per event) and will be required for all independent bookings. Regardless of deposit payments and completed booking forms, we require proof of all documentation outlined within this document to facilitate your booking.

3. Failure to produce documentation will result in the immediate cancellation of your booking.

Performances of any kind, regardless of their genre that involve persons 18 years and over.

1. A completed & signed booking form.

2. Signed theatre terms & conditions.

3. Public Liability Insurance.

4. DBS Certificate (for whom is responsible for the event).

5. A risk assessment covering your production.

6. You must keep a register of everyone involved with your production and event. This must show entry & exit. (This must be available to theatre staff on request).

Performances of any kind, regardless of their genre that involve anyone aged under 18 years.

1. A completed & signed booking form.

2. Signed theatre terms & conditions.

3. Public Liability Insurance.

4. DBS Certificate (for whom is responsible for the event).

5. A risk assessment covering your production.

6. Chaperone Licences & adequate records of these people.

7. Body of Persons Approval Licence (BOPA).

8. You must keep a register of everyone involved with your production and event. This must show entry & exit. (This must be available to theatre staff on request in the event of an emergency).

9. All performances involving persons under the age of 18 years must follow children in entertainment restrictions in relation to all performance times and hours spent on stage.

Performances of any kind, regardless of their genre that include the use of rigged equipment, aerial acrobatics & working at hights.

1. A completed & signed booking form.

2. Signed theatre terms & conditions.

3. Public Liability Insurance.

4. DBS Certificate (for whom is responsible for the event).

5. A risk assessment covering your production.

6. You must keep a register of everyone involved with your production and event. This must show entry & exit. (This must be available to theatre staff on request).

7. A details risk assessment of the proposed rigging operation and action.

8. Declaration of conformity certification for all equipment used on site.

9. Adequate circus skills and acrobatics insurance.

10. Details of the competent person responsible for overseeing the rigged operation.

11. A rescue plan covering the proposed operation when working at hight.

Performances of any kind, regardless of their genre that operate between 11PM & 8:00AM.

1. All requirements detailed within the above sections apply as standard with the addition of approval & licencing from the local authority.

Dance festival style events that involve anyone aged under 18 years.

1. A completed & signed booking form.

2. Signed theatre terms & conditions.

3. Public Liability Insurance.

4. DBS Certificate (for whom is responsible for the event).

5. A risk assessment covering your production.

6. Chaperone Licences & adequate records of these people.

7. Body of Persons Approval Licence (BOPA).

8. You must keep a register of everyone involved with your production and event. This must show entry & exit. (This must be available to theatre staff on request).

9. A chaperone must monitor the entrance & exits to dressing room spaces.

10. Under no circumstances must any other space within the venue, other than designated dressing rooms, be used for changing.

11. A dedicated chaperone must be within the performance space to oversee the use of photography equipment and videography devises.

12. The festival organisation must enforce the no photography & videography policy and ensure violations are dealt with accordingly.

13. All performances involving persons under the age of 18 years must follow children in entertainment restrictions in relation to all performances.

14. Any performance or event involving persons aged under the age of 18 years must follow all regulations outlined by the NNCEE. Further details and guidance can be found by following this link; https://www.nncee.org.uk/page/486/bopas

Liability, Safety and Assumption of Risk

1. For the purposes of this Agreement:

2. “Theatre” refers to Montgomery Hall Theatre, including its owners, trustees, employees, volunteers, contractors, and representatives.

3. “Producer” refers to the individual, company, organisation, or legal entity hiring, using, or occupying the Theatre, including its directors, officers, employees, contractors, performers, technicians, crew, volunteers, and agents.

4. “Dangerous Activities” include but are not limited to:
   working at height; rigging; flying of persons, scenery, or equipment; use of electrical systems; pyrotechnics; special effects; acrobatics; aerial performance; staging; construction; operation of mechanical or powered equipment; and any activity that carries an inherent or foreseeable risk of injury or damage.

Duty of Care and Safety Standards

1. Montgomery Hall Theatre confirms that it takes all reasonably practicable steps to maintain the Theatre as a safe venue and to comply with all applicable health and safety legislation, regulations, and codes of practice in force in England and Wales.

2. This includes, but is not limited to:

3. Maintaining the structure of the building and fixed installations

4. Ensuring that permanently installed equipment is inspected and maintained where required by law

5. Providing general health and safety information relevant to the premises

6. However, the Theatre does not assume responsibility for the specific activities, methods of work, or technical practices employed by the Producer during their use of the venue.

Producer’s Full Responsibility for Safety

1. By signing this Agreement, the Producer accepts full and sole responsibility for the health, safety, welfare, and supervision of:

2. All members of their company, staff, crew, performers, volunteers, contractors, and agents

3. Any third parties engaged or brought into the Theatre by the Producer

4. This responsibility applies at all times during the period of access to, occupation of, or use of the Theatre.

5. The Producer confirms that they are competent, qualified, and experienced (or have engaged suitably competent and qualified persons) to plan, manage, and execute all activities undertaken within the Theatre.

Dangerous Activities and Assumption of Risk

1. The Producer expressly acknowledges that the Theatre is a working performance venue and that many theatrical activities carry inherent risks, including the risk of serious injury or death.

By entering into this Agreement, the Producer:

1. Accepts all risks associated with Dangerous Activities carried out by or on behalf of the Producer

2. Confirms that all such activities will be subject to appropriate risk assessments, method statements, supervision, training, and control measures.

3. Accepts personal and organisational liability for any injury, loss, damage, or death arising from such activities.

4. This includes, without limitation, activities involving:

5. Flying of scenery, equipment, or persons

6. Rigging and de-rigging

7. Work at height

8. Electrical installations and connections

9. Acrobatic or aerial performance

10. Use of specialist or non-standard equipment

Liability and Indemnity

1. To the fullest extent permitted by law, the Producer agrees to indemnify and hold harmless Montgomery Hall Theatre from and against all claims, demands, actions, proceedings, losses, damages, costs, and expenses arising from or in connection with:

2. Any act or omission of the Producer or those under their control

3. Any Dangerous Activity carried out by or on behalf of the Producer

4. Any breach of statutory duty, health and safety legislation, or industry guidance by the Producer

5. This indemnity includes (but is not limited to) claims relating to personal injury, death, or property damage suffered by any person engaged by or associated with the Producer.

Limitation of Liability

1. Nothing in this Agreement shall exclude or limit Montgomery Hall Theatre’s liability for:

2. Death or personal injury caused by the Theatre’s own negligence

3. Fraud or fraudulent misrepresentation

4. Any other liability which cannot lawfully be excluded or limited under English law

5. Subject to the above, Montgomery Hall Theatre accepts no liability for:

6. Injury or death arising from Dangerous Activities undertaken by the Producer

7. Loss of or damage to property belonging to the Producer or their associates

8. Any failure by the Producer to comply with health and safety obligations

Insurance

1. The Producer warrants that they hold, and will maintain for the duration of their use of the Theatre, adequate and appropriate insurance, including (where applicable):

2. Public Liability Insurance

3. Employer’s Liability Insurance

4. Professional or specialist cover relevant to the activities undertaken

5. Evidence of such insurance must be provided to the Theatre upon request.

Acknowledgement and Acceptance

1. By signing this Agreement, the Producer confirms that they:

2. Have read and understood this agreement in full.

3. Accept personal and organisational responsibility for safety within the Theatre during their hire.

4. Acknowledge that Montgomery Hall Theatre does not supervise, control, or assume liability for the Producer’s activities.

5. Agree that this clause forms a fundamental part of the Terms and Conditions of hire.

6. Have read, understood, and agree to be bound by its terms and all requirements set by Montgomery Hall Enterprises Ltd.

7. Understand that this agreement takes effect upon signature and applies to the current booking and all future events from the date below.

8. Consent to Montgomery Hall Theatre contacting the persons responsible for the event in relation to this booking and has permission to use contact information within this document.

9. Agrees that Montgomery Hall Theatre reserves the right to cancel the booking immediately, without notice, in the event of any breach of these terms.

10. I confirm that this agreement is executed by the person(s) responsible for the event.

11. Understands that any fraudulent amendment shall render the booking null and void with immediate effect.

12. Accepts that Montgomery Hall Theatre reserves the right to amend these terms to reflect changes in legislation, operational requirements, or by addendum, in which case a new signed agreement shall be required to proceed with the hire.