Assembly Rooms Edinburgh

MANAGEMENT POLICIES FOR HIRERS OF THE ASSEMBLY ROOMS, CHURCH HILL THEATRE AND COMMUNITY HALLS
(The Venues)

PLEASE READ CAREFULLY - It is important that you read through these points to ensure that you are aware of the issues that may affect the success of your event. If in doubt please ask the Front of House Manager for advice.

1. The F.O.H. Manager will contact you at least 14 days prior to the booking to discuss your requirements.

2. Please ensure that you book sufficient set up time for Caterer and or Technical Contractors etc before and after your event, bearing in mind the time taken to install and dismantle equipment. If you have not vacated the
premises by the finish time stated on the Contract of Let, then a charge of double the appropriate hourly rate shall apply.

3. No items, i.e. catering/technical equipment, may be left on the premises outwith the contractual hours without prior permission of the F.O.H. Manager. A standard hourly charge will be enforced if you do not collect
your equipment by the agreed time.

4. A refundable damage deposit of £1000 for Assembly Rooms and £500 for Church Hill Theatre and Community Halls is required for events at the discretion of the Management.

5. The Assembly Rooms and Community Halls require all Caterers who operate in these venues to meet the Catering Levy Criteria. To assist clients we can provide a List of Approved Caterers who have met with this
Criteria already. If you have any queries regarding this matter please consult with the F.O.H. Manager who can advise how to proceed.

6. An approximation of numbers should be given when making a booking in order for the F.O.H Manager to advise you of the best use of furniture.

7. If alcohol is to be consumed during the event, a Temporary Occasional Licence must be obtained by an existing licensee or one of our approved caterers.

8. If your event involves the sale of any goods, you may require a Traders Licence. Please consult with the F.O.H. Manager if in doubt.

9. For all weekend events and any events serving alcohol, Security personnel will be required (minimum of 2 personnel). The staff will be booked by the Assembly Rooms, with the cost passed on to the hirer(s)
of the venue.

10. If Cloakroom/Stewarding staff are required, the staff will be booked by the Assembly Rooms, with the cost passed on to the hirer(s) of the venue.

11. For ticketed events (public or private) tickets must be printed with a copy of the printers mandate provided to the F.O.H. Manager. Alternatively you can arrange for printing through the Usher Hall Box Office. Please
contact the Box Office for further information on 0131 228 1155. Tickets sales should not be organised prior to the Contract of Let being signed.

12. For events that require sound/lighting/AV equipment, you will receive a Technical Pack that must be completed by the Technical Contractor and returned to us at least 2 weeks prior to the event. Failure to do so may
jeopardize your event.

13. Most events require Public Liability Insurance with a minimum indemnity of £2M. Please ask the F.O.H. Manager for advice.

14. Under the terms of the Electricity at Work Regulations 1989, a valid PAT certificate must be available on demand for any electrical appliance brought into the building by the lessee.

15. Items such as electrical cabling must not be taped to the floors and signage or decorations can only be fixed to surfaces using blutak. Please consult with the F.O.H. Manager if in doubt.

16. No helium filled balloons or lit candelabra are permitted in any part of the building. Please note that if using candles they should be in enclosed containers.

17. Animals are not permitted in the building, with the exception of Assistance Dogs, unless prior consent is obtained. Please consult with the F.O.H. Manager if in doubt.

18. Due to public safety and Health & Safety issues, fire alarm isolations will not be permitted.
19. If you require the use of equipment such as ladders and extension cables, please ensure that it is hired from or supplied by your Technical Contractor. Due to Health & Safety issues, the Assembly Rooms are unable
to provide such equipment.

20. Use of smoke/cracked oil/dry ice and pyro machines is not permitted.

21. A copy of our Fire Risk Assessment will be sent prior to your event. This document must be signed and returned, prior to the event, in order to verify that you understand and agree to comply with the policy. You are required to
provide your own Risk Assessment for the event. This (again) must be received by the F.O.H. Manager prior to the event.

22. Use of laser equipment or stroboscopic lights is not permitted without clearance from the Environmental and Consumer Services Department. This must be arranged in consultation with the F.O.H. Manager

23. A charge for extra cleaning will be levied at the Hirer(s) if any room is left in an unacceptable condition.
24. For events where music will be played, you will receive a PRS (Performing Rights Society) Form that must be completed and returned to the F.O.H. Manager prior to the event. A levy for PRS will be detailed in your
Contract of Let.

25. For any type of theatrical performance, a Theatre Licence will be required. The application for this must be submitted at least 8 weeks prior to the first performance. See overleaf for details on how to obtain a licence.

26. Noise Levels must be adhered to during the week day hours of 9am to 5:30pm. If amplified sound checks are required, we cannot permit these to start before 5:30pm, Monday-Friday. This is due to the offices and residents
that surround the building.

27. A window may be offered to display promotional material to advertise your event. Please consult with the Assistant Manager regarding availability and guidelines.