Terms and Conditions

Thank you for choosing The Guildhall, Salisbury. Please find a copy of our full terms and conditions of hire.

If you have any questions or require further information, please do not hesitate to contact us.

DEFINITIONS

“The hirer” means the person signing the contract for hire (the contract). Where an organisation is named in the contract that organisation shall also be considered the hirer and shall be jointly and severally liable with the person who signed the contract.

“The premises” means the building or part of the building booked and referred to in the contract.

“The period of hire” means the time(s) for hire referred to in the contract and other correspondence.

“The Authorised Officer” means the officer for the Council or any person or persons nominated by them.

“The Council” means Salisbury City Council.

Bookings

  • An application to use the Venue may be made in person, by telephone or by email by any person over the age of 18 years.
  • A booking confirmation will be sent to you, you must check the details it contains and read these General Booking Conditions before signing the booking confirmation and returning it to the Venue.
  • The booking confirmation should be returned within 14 days of the date on the letter if the booking confirmation is not signed and returned within 14 days we reserve the right to offer the room(s) you have applied to use to customers on our waiting list.
  • The Council reserves the right to refuse an application without stating the reason for doing so.
  • All bookings will remain provisional until a deposit payment is received of 50%
  • Deposit payments are non-refundable.
  • All provisional dates will be held for a maximum period of 21 days.
  • Should another hirer request your provisional date within your 21 day period you shall be contacted immediately.
  • Provisional dates can be changed or altered at any time by The Council. 
  • The total fee payable is required 6 weeks prior to the event. Failure to settle the outstanding balance may result in the cancellation of your booking,

Cancellations

In the unlikely event that we cancel your booking you will be entitled to a full refund of all of the pre-paid charges in respect of your Booking. No further compensation whatsoever shall be payable to you for loss or damage whatsoever suffered or to be suffered as a result of the cancellation. All deposits paid are non-refundable. If you fail to pay an invoice by the due date prior to the date of your hire (as outlined in Bookings) you will be deemed to have cancelled the hire. If you cancel your booking, either through your failure to pay an invoice by the due date or for other reasons, you may be liable for a cancellation charge, please see below:

0 – 21 days

100% of room hire and any additional costs incurred

22-31 days

80% of room hire and any additional costs incurred

32-50 days

60% of room hire and any additional costs incurred

51-90 days

10% of room hire and any additional costs incurred

Correct use of room and venue

This applies to the entire Guildhall and includes entrances, exits, passages, steps or stairs used in connection with the hire.

In applying to use the Guildhall you agree to:-

Use the venue as specified at the time of making your Booking;

  • Adhere to The Smoke-free (Premises & Enforcement) Regulations 2006‟ which make it against the law to smoke in enclosed or substantially enclosed public spaces. Smoking is not permitted in any of the internal areas of the venue and on the front steps leading to the main entrance.
  • The hirer shall take good care of and, shall not cause any damage or permit any damage to be done to, the premises or any part of the premises or the fixtures, fittings and equipment on the premises. Nor to any part of the building of which the premises form part or any other building or structure within the curtilage of the building, and any damage caused or permitted by the hirer, his servants, agents, contractors or any other person resorting to the premises by reason of his hire of them shall be made good by the Council at the cost to the hirer and the hirer shall inform the Authorised Officer of any such damage as soon as practical and the hirer shall confirm it in writing within twenty-four hours of its discovery. The cost of such damage shall be certified by the Authorised Officer whose decision shall be final.
  • The hirer shall be liable for and shall indemnify the Council against all actions, proceedings, claims, damages, charges, costs, expenses whatsoever brought or made against the Council in respect of any damage, theft or loss of any property, goods, articles or things whatsoever placed, deposited, brought into or left upon the premises or other part of the building of which the premises forms a part either by the hirer for his use or by any other person using to the premises by reason of his hire unless due to the negligence of the Council, their servants or agents.
  • The Council shall not be liable for any loss due to any industrial action, breakdown of machinery, failure of supply of electricity, leakage of water, weather, fire, Government restrictions or any other circumstances beyond its reasonable control, which may cause the premises or any part thereof to be temporarily closed or the hiring to be interrupted or cancelled nor for any failure of the hirer to gain access to the premises unless due to negligence of the Council, their servants or agents.
  • The hirer shall be liable for, and shall indemnify the Council against all actions, proceedings, claims, damages, charges, costs expenses whatsoever brought or made against the Council in respect of any personal injury to or the death of any person whomsoever arising out of or in the course of the hire of the premises by the hirer unless due to the negligence of the Council, their servants or agents.
  • The Authorised Officer or other officers of the Council or their authorised contractors on duty at any time during the hire period can refuse the right of entry.
  • The hirer, his servants, agents and contractors shall during the period of hire and during such other times as they or any of them shall be in the premises for the purpose of the hiring comply with all requirements of the Authorised Officer.
  • The hirer shall not under any circumstances exceed the maximum capacity of the premises set out below.
    • Banqueting Hall
      Standing 200
      Seated Dinner 150
      Seated Theatre 200
    • Crown Court
      Standing 100
      Seated Dinner 50
      Seated Theatre 75
    • Grand Jury Room
      Standing 70
      Seated Dinner 22
      Seated Theatre 50
    • Oak Court
      Standing n/a
      Seated Dinner n/a
      Seated Theatre 120
  • The hirer shall provide as many attendants and stewards as the Authorised Officer requires for that booking.
  • No animal, other than a registered guide dog, may be brought onto the premises or into the building without the prior consent of the Authorised Officer.
  • No alteration or additions to the premises, the fixtures, fittings, scenery and/or equipment or the decorations at the premises shall be carried out without the prior written consent of the Authorised Officer and such consent may provide pre-conditions and instructions.
  • No nail or fixing of any kind shall be driven or put into any wall, floor, partition, pillar, ceiling, fitting or furniture of any kind without prior written consent of the Authorised Officer.
  • The hirer shall not permit, encourage or arrange for flyposting or other illegal advertising within the City of Salisbury in connection with the hiring of the premises, nor on the approach roads into the City.
  • No posters, placards, banners or notices of any description shall be posted on or against any part of the exterior of the premises or inside the premises except with the consent of the Authorised Officer.
  • With the exception of candles, the hirer shall not permit the use of any naked lights and should not bring any weapons, explosives, flammable material, fireworks, smoke machines or other pyrotechnics into any part of the premises.
  • The hirer shall not be entitled to grant sound, television broadcasting or filming rights.
  • Except where the premises are hired for a trade exhibition, the hirer shall not assign or sub-let any part of the venue and shall not use the premises for any other purpose than that set out in the contract.
  • No unlawful betting, gaming or lotteries are allowed to take place.
  • All hirers must ensure that the designated exit ways are kept clear and unobstructed at all times.
  • Helium balloons are prohibited in the Guildhall.

Security at Events

Hirers of the Guildhall may be required to pay for the services of Security Guards. The Authorised Officer will advise on our requirements – All security is provided by The Council and uses recognised SIA security staff, the Hirer shall be liable for all costs incurred

The Council accepts no responsibility for any personal belongings left unattended in the building.  All belongings/equipment must be removed immediately following the event. The Guildhall can NOT store any equipment/belongings.

Public Performance

The premises are licensed for public entertainment based on the following times:

Sunday to Wednesday 8:00am - Midnight

Thursday to Saturday 8:00am – 2:00am

Non standard timings – Christmas Eve and New Year's Eve 08:00 to 02:00am

Hirers shall ensure that there are in force all permissions and licences which may be required by law for the Event and to comply with any conditions which may be attached to any such permission or licence and in particular the Hirer shall not infringe:-

  1. The public performance of copyright work (including the playing of live music and records).
  2. Theatre, cinema, public entertainment licences or premises licences or conditions attached to those licences.
  3. It is the responsibility of the Hirer to ensure that they have the consent of Phonographic Performance Limited for the public use of sound recordings. No broadcast or television performance, live or recorded, shall be made from the Guildhall Salisbury without the prior consent IN WRITING of the Council. Applications for such consent shall be made at least 14 days before the date of the proposed recording or transmission.

Licensed Bars & Catering

There are no bar facilities at the Guildhall, therefore the entire responsibility rests with the hirer and if necessary the Council can suspend or remove a bar facility at any time during the hire period if the provider is in breach of the following conditions:

  • The Council have a list of approved bar suppliers which you must use to provide the services you require.
  • Hirers wishing to have a bar and or catering facility take full responsibility for the hire and payment of these services.
  • All intoxicating liquor consumed on the premises is to be purchased from the bar. Members of the public are not permitted to bring intoxicating liquor into the building without prior consent from the Authorised Officer.
  • For some events the Council reserves the right for alcohol to be served in plastic glasses as opposed to glass.
  • No alcohol is to be served to anyone under the age of 18 years.
  • The last beverage is to be served 30 minutes before the hire period ends

Use of Kitchen

  • If catering is required, hirers must make their own arrangements. Hire fees for the venue includes the use of the kitchen where possible but not exclusively.
  • The hire of the kitchen does not include the use of crockery and other sundry items unless agreed with authorised officer.
  • Please note that hirers are required to leave the kitchen as they find it.
  • Failure to leave the kitchen in a satisfactory manner will result in the hirer being issued with charges against cleaning and if necessary the maintenance of equipment.

General

  • All children must be supervised at all times in all areas by the hirer during the hire period.
  • The hirer shall be liable for and shall indemnify the Council against all actions, proceedings, claims, damages, charges, costs, expenses whatsoever brought or made against the Council in respect of any damage, theft or loss of any property, goods, articles or things whatsoever placed, deposited, brought into or left upon the premises or other part of the building of which the premises forms a part either by the hirer for his use or by any other person using to the premises by reason of his hire unless due to the negligence of the Council, their servants or agents.