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Contents Introduction 2

Cost of Hire 2

Responsibility 2

Things to Consider 2

Insurance 2 Contractors & Performers 3

Health & Safety 3

Risk Assessment 3

Site Management 3

Event Plan 3 Stewards 3

Catering & Bar Facilities 3

Provision for Persons with Special Needs 4

Licensing 4 PRS (Performing Right Society) 4

First Aid & Medical Provision 4

Emergency Plan 4

Clearing Up 4

Other Things to Consider 4

Booking Process 4

Technical Information 5 Website Listing 5

Terms & Conditions 6

Plan of the Bandstand 11

Application Form 12 PRS Set List Form 16

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INTRODUCTION The Bandstand is available for hire from the 1st May until 30th September, around the existing entertainment

programme. This hire pack will help you organise your event at the Bandstand. It outlines your responsibilities and offers guidance, suggestions and ideas to help you run a successful, enjoyable and safe event. It must be noted that this guidance is not exhaustive and all events should be organised using The Health and Safety Executive publication ‘The Event Safety Guide: A Guide to Health, Safety and Welfare at Music and Similar Events’ (Also Known as the ‘Purple Guide’) If you are planning your first event, it is advisable to start with something simple. Once this has been achieved you can confidently set your sights on something more complex. If in doubt please seek further advice and do not attempt to undertake any activity unless you have necessary experience or expertise. COST OF HIRE The costs of hiring the Bandstand are: Normal Rate: First Hour: £250 then £200 per hour for each additional hour. Charity Rate: First Hour: £150 then £100 per hour for each additional hour. These costs are just for the hire of the venue and do not include additional staff/security/equipment costs. Please contact us for the costs of additional services. The prices quoted are plus VAT. RESPONSIBILITY When you undertake organising any event you also undertake the legal responsibility of all aspects of its management. This means you take on the responsibility for:

The health, safety and welfare of everyone involved in or visiting your event.

Correctly licensing and insuring your event.

Producing an event plan and risk assessing your event.

This applies to everyone, including charities and voluntary bodies THINGS TO CONSIDER It may be helpful to form an event committee and establish your individual roles and responsibilities. Remember to clearly identify who the event is aimed at and what it hopes to achieve. Leave yourselves plenty of time to organise your event; remember licence applications and applying for insurances etc, take time to process. It is important to establish the maximum number of visitors expected at the event/activity. Without this you will not be able to consider the number of Stewards, Security Personnel, and First Aiders etc. Remember the number of qualified (SIA) door security personnel will be determined by the audience profile, type of event and your risk assessments. INSURANCE The Bandstand is covered for public liability. However, all events will require Public Liability Insurance with a minimum £5,000,000 (five million pounds) Limit of Indemnity and with a Indemnity to principle clause. Depending on the nature of your organisation and the proposed event/activity, other insurances may also be required and a greater level of indemnity may be demanded. Seafront Services can advise on this. A copy of your insurance certificate will be required on application.

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CONTRACTORS & PERFORMERS All contractors and performers will also need their own public liability insurance cover with a minimum £5,000,000 (five million pounds) Limit of Indemnity. They will also need individual safety policies and risk assessments to satisfy you, the Event Organiser, that they will perform the task safely. HEALTH AND SAFETY Good Health and Safety planning is fundamental to all aspects of running an event. A document outlining the site rules should be presented to all of your event staff and contractors outlining their health and safety roles and responsibilities while operating on site. This information should also indicate local medical and welfare facilities. The name of an Appointed Person responsible for Health and Safety matters in relation to the event must be provided on the Events Booking Form. Each of the Conditions of Hire must be fully exercised for the duration of the hiring and should be drawn to the attention of the Appointed Person. The Appointed person should not be the organiser of the event. RISK ASSESSMENT As an event organiser, you have a legal responsibility to ensure the health, safety and welfare of any employees, volunteers, contractors, the public and the participants attending the event. In essence, it is your responsibility to ensure your event is safe. You should undertake a documented risk assessment for all your proposed activities. As the event organiser it is you who will be liable should an incident occur (if it can be proved that the incident occurred as a result of your actions or omissions). Assessing all risks may appear to be a difficult task but it is a very useful mechanism for determining feasibility and safety requirements. The process will also enable you to clearly highlight areas where you need to seek advice and information from other personnel. Remember to consider the impact your event will have on the area surrounding the venue, for example; your event may attract crowds to the beaches and promenades near by.

All events must comply with recognised safety standards and you must take all reasonable precautions to ensure the event takes place safely. Copies of the Risk assessments for the Bandstands general operations are available on request from the Seafront Office. These are not specific to your event and do not replace the assessment that you must undertake. SITE MANAGEMENT Site management will involve the supervision of contractors, staff and visitors to the site for the duration of the event/activity, including the build-up, show period and break-down. A site manager should be appointed for the operational management of the event/activity throughout this period. An event log should be kept to provide a full record of all activities or incidents on site. You will be required to provide a detailed site plan showing the precise layout of your event/activity (including measurements in metres), showing arena areas, bands, groups, dancers, stalls, entrance/exit points and emergency evacuation paths etc. EVENT PLAN You will be required to submit a detailed plan of your event. This should include, Outline of the event with timings, expected attendance, all steward instructions, other bodies involved and a map of the event, etc. STEWARDS Stewards must be present and fully briefed on all aspects of the event including crowd control and emergency arrangements. It is important that they are easily identifiable to the public and can communicate effectively with each other and the event committee. Ensure you are consulting the ‘Purple Guide’. You must produce a steward’s hand book and submit a copy to Seafront Services. CATERING & BAR FACILITIES Bar and refreshment facilities are run in house, under our licensing agreement we are unable to allow external companies or individuals to provide these facilities. We do not offer the facility of hot or cold food; please talk to us if you wish to provide this. If you are having catering/bar facilities then consideration must be given to the specific risks involved, i.e. consumption of alcoholic beverages, hot drinks in a busy environment, etc.

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PROVISIONS FOR PERSONS WITH SPECIAL NEEDS Consideration should be given to special needs visitors to your event and to ensure adequate facilities are provided. LICENSING The Bandstand is fully licensed in the pursuit of musical entertainment, sale of alcohol and civil weddings and partnerships. For this license to remain in force during your event, it is important that you run your event under the constraints of the Licensing Act 2003. PRS (Performing Right Society) As the event organiser it is your responsibility to complete and return to the Seafront Services Office the enclosed PRS set list. Failure to return the list five days before your hire period will result in the booking being cancelled and access to the Bandstand denied and the full hire fee payable. FIRST AID & MEDICAL PROVISION Organisations providing first aid services should be booked well in advance as they are often very busy. To ensure the provision is adequate check the ‘purple guide’ EMERGENCY PLAN A formal plan must be written and established to deal with any emergency situation that may arise during your event, including Steward Instructions and responsibilities in an emergency. CLEARING UP It is your responsibility to ensure that all rubbish is cleared before, during and after the event. OTHER THINGS TO CONSIDER Lost children arrangements. Communication, between Event Organisers, Stewards and Public. Lost Property Wet/Bad Weather Plans Health & Safety Checks and Inspections Incident Reporting BOOKING PROCESS STAGE 1 – THE APPLICATION You are required to complete, sign and return the Bandstand Event/Activity Application Form and send to: Seafront Services Eastbourne Borough Council 6 Lower Parade Grand Parade Eastbourne BN21 3AD Event applications must be submitted to seafront services a minimum of six weeks before the proposed date in order for it to be fully considered and processed by the relevant Council Officers. Some events/activities may require longer and the application should be submitted as early as possible, even if full details are not known at this time. Consideration cannot be guaranteed if forms are submitted outside of these timescales. STAGE 2 – ACKNOWLEDGEMENT Once your Application Form has been received, an acknowledgement letter will be forwarded within 14 days stating a contact name and telephone number for any queries. STAGE 3 – CONSIDERATION OF APPLICATION You will be contacted by the appropriate Council Officer within 6 weeks of receipt of your application, notifying you whether your activity/event application has been successful or not. This will be subject to satisfactory acceptance of the Council’s Terms and Conditions and proof of insurance. Please do not assume your event/activity may proceed until you have received a confirmation letter and are authorised to do so. It is recommended that you do not produce any promotional material for the event/activity until such confirmation has been received in writing.

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STAGE 4 – CONFIRMATION Once you have received a letter confirming your event may proceed, you will then be ready to continue with your forward planning. Any amendments to the application form must be submitted in writing for consideration and authorisation by the Council, prior to them taking place. If you are found to be undertaking any activity not agreed with the Council, this activity will have to cease immediately. TECHNICAL INFORMATION Power Stage: 4 x Double 13amp Sockets Under Stage: 2 x 16 amp sockets (3 phase)

2 x 32 amp sockets (3 phase) 2 x 64 amp sockets (3 phase)

Lighting Lighting on the stage: 4 x Sodium Lights 6 x Spot lights 4 x Professional Linear RGB LED wall washer Sound 2 x Microphone (High Quality Shure) one of which can be a radio Microphone - Amplified via 6 outdoor speakers WEBSITE LISTING If you require you event to be listed on the Bandstand website, please contact us.

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Terms and Conditions 1. Applications 1.1 All applications for the hire of the Bandstand are to be addressed to the Seafront Manager, Seafront

Office, 6 Lower Parade, Grand Parade, Eastbourne, East Sussex, BN21 4TW.

2. Assignment 2.1 The booking shall be personal to the Hirer and the right to use the Bandstand shall not be sublet, assigned

or otherwise transferred; the Hirer shall not assign the benefit or burden of any part of this agreement, or sublet or subcontract any part of the facility without prior written consent of the Council.

3. Payment 3.1 The Hiring Fee is exclusive of VAT, which shall be payable and accounted for in line with HM Customs and

Excise requirement and at a rate prevailing at the appropriate time.

3.2 Payment of all fees and charges must be made in full prior to the Hire. If payment is not received the Council shall have the right to cancel the booking immediately.

4. Refusal of Booking and Cancellation 4.1 The Council reserves to itself the right to refuse any application for the hire of the Bandstand without being

required to give any such reason for such refusal.

4.2 The Council reserves the right to withdraw permission to use the Bandstand but shall not be under any liability for expense incurred or loss sustained by the Hirer as a result of the cancellation.

4.3 Cancellation by the hirer of a booking must be in writing and the effective date will be the receipt of such information by the Councils’ Seafront Manager.

4.4 There will be no charge for cancelled bookings that are received in writing more than two calendar months before the Hire Period.

4.5 All cancelled bookings which are received in writing less than two months but more than one month prior to the Hire Period will be charged at 50% of the Hiring Fee.

4.6 All cancelled bookings received in writing under one month prior to the Hire Period will be charged at the full Hiring Fee, unless the Premises can be re-let over the same period, in which case the Hiring Fee will be reduced by 50%.

4.7 Hirers who do not take up their commitment for any reason or fail to notify The Seafront Manager in writing of cancellation shall forfeit any hire charge paid and shall be liable to the Council for the whole of the hire charge together with any additional expenses incurred by the council.

4.8 Substitutions and amendments of the nature of the booking must be notified in writing to the Seafront

Manager, who reserves the right either to cancel the booking or amend the hire fee as he/she considers appropriate. If after the hirer decides to cancel, the hirer shall be liable as stated above.

4.9 The Council accepts no responsibility for non-arrival by the due date of application forms, remittance or

cancellations. 4.10 The Council shall have the right to cancel any booking forthwith in the event that the Bandstand is affected

by an emergency of any kind. The Council will consider refunding part or all of any fees and charges paid and the amount shall be at the Councils sole discretion.

5. Health and Safety 5.1 The Hirer agrees to undertake a risk assessment for the Concert/Event and is to ensure that all participants

and contractors comply with all relevant health and safety legislation or any other guidelines, relevant thereto at all times during the Concert/Event and while preparing and clearing the Venue for the Concert/Event. Copies of the risk assessment must be available for inspection by the Council and/or any other relevant body e.g. Health and Safety Executive.

5.2 The Hirer shall comply fully with all statutes, rules, regulations, orders, bylaws or other requirements

whether for ensuring public order, safety or decency, or for any other purpose whatsoever affecting the use of the Premises for the Permitted Use, and with all requirements of the Health & Safety Executive of the

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Police and Fire Authorities, and of the Council including the Conditions and the duty to obtain all necessary licences consent and approvals.

6. Indemnity and Insurance 6.1 The Council is not responsible and will not accept liability for any loss, damage, injury or death howsoever,

and by whomsoever caused, whether to property or person(s) sustained by any person in the Premises.

6.2 The Hirer is responsible for all safety aspects of the Premises prior to, during or subsequent to the Event/Concert and must accept liability for any loss, damage, injury or death howsoever, and by whomsoever caused, whether to property or person(s) sustained by any person(s) in the Premises.

6.3 The Hirer agrees to indemnify the Council against all claims, actions, demands, proceedings, cost or awards in respect of any loss, damage, injury or death to persons or property engaged by or assisting the Hirer.

6.4 The Hirer agrees to take out Public Liability Insurance Cover or Third Party Risks [including products liability where appropriate] The relevant limits of indemnity shall be an amount approved by the Authority's Risk and Insurance Section and Legal Section.

Under no circumstances shall this be less than £5,000,000 (five million pounds) and the Council reserves

the right to require a higher limit if deemed necessary. The Hirer will be required to produce evidence of such insurance.

6.5 The Hirer will be required to produce evidence of the existence of Public Liability lnsurance at such level as

required by the Council in respect of any performer, entertainer, sub contractor, or caterer whom the Hirer has instructed or authorised to appear at the Event/Concert. Under no circumstances shall this be less than £5,000.000 (five million pounds) and the Council reserves the right to require a higher limit if deemed necessary.

6.6 Failure to provide proof of insurance cover as required under clauses 4 and 5 prior to the Due Date will lead

to cancellation of the Event/Concert. 6.7 Conditions 6.1, 6.2 and 6.3 shall only apply where the loss, damage, injury or death is caused by or in

consequence of any act or omission on the behalf of the Hirer. It shall not apply where the loss, damage, injury or death is caused in whole as the result of any act or omission on the part of the Council.

7. Capacity of Premises 7.1 The Hirer shall not admit a greater number of persons to the Premises than the permitted number of 600

(six hundred) seated in the main arena area, 600 (six hundred) seated in the middle balcony area and 300 (three hundred) seated in the Upper balcony area.

7.2 The Council reserves the right to change and fix an alternative maximum limit for the number of persons attending the Concert/Event.

8. Traders 8.1 No commercial traders will be permitted to trade at the Concert/Event without the prior written consent of

the Council.

9. Collections or Lotteries 9.1 The Hirer shall ensure that no sweepstake, raffle, tombola or other form of lottery takes place at the

Bandstand, except a lottery which: Is lawful under the Lotteries and Amusements Act 1976 Prior consent of the Council has been obtained Is conducted strictly in accordance with the relevant statutory provision.

9.2 No collection shall take place without the permission of the council. 10. Supervision of Children 10.1 Event Organisers are to ensure that persons involved in the supervision of children are subject to the

appropriate Criminal Records Bureau checks.

11. Property not removed 11.1 The Council may remove and store any property that is left by the Hirer in or upon the Venue after the

period of hire. The Hirer shall repay to the Council on demand the costs of such removal and storage. The

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Council shall not be held responsible for any damage to or theft of property by or during its removal or storage. The Council is entitled to remove and sell in such a manner as they think fit any property left at the Venue as a result of the hiring not claimed within 28 days. The proceeds of sale of which shall be the Council's.

12. Right of Entry 12.1 Authorised Council officers or Members shall be permitted entry to the Premises at all times during the

period of hire.

12.2 The Council reserves the right to refuse admission to or evict any person from the Venue.

13. Use of the Premises 13.1 If hiring the premises for an evening function, the Concert/event must cease at 23:00 hours and all clearing

up operations must be completed by 00:00hours.

13.2 The Hirer shall not do or permit to be done anything which would or might constitute a breach of any statutory requirement affecting the Premises or which would or might in whole or in part vitiate any insurance effected in respect of the Premises from time to time.

13.3 The Hirer shall not use the Premises for any purpose whatsoever except the Permitted Use.

13.4 The Hirer will not allow at the Concert/Event any exhibition or entertainment in which animals are or might be involved.

13.5 No alterations or additions are to be made to the structure, services, lighting, seating, gangways, fittings or other arrangements of the Premises, except with the express written permission of the Authorised Officer.

13.6 Decorations and/or dressings or exhibits of any inflammable nature are prohibited. No wax, powder, water or other substance shall be placed on any floor of the Premises, and the Authorised Officer may refuse to allow any article or appliance which he may consider dangerous or offensive, to be brought in to the Premises.

13.7 The Hirer shall not drive any nails, screws, drawing pins, etc. into any part of the walls, floors, woodwork, fixtures, ceiling, furniture, etc forming part of the Premises. The Hirer will make good any damage done to the Premises, the building, furniture and fittings which occurs during the Hire Period to the satisfaction of the Authorised Officer.

13.8 If the Hirer shall fail to comply with conditions 13.5 to 13.7 above the Council will carry out such works of cleaning repair and reinstatement as are necessary to put the Premises into the condition they were prior to the Hire Period and the Council shall be entitled to recover the costs of so doing from the Hirer as a debt due.

13.9 The Hirer must keep good order on the Premises and will not permit any excessive noise on the Premises or within the immediate precincts of the Premises which might cause annoyance to nearby residents. The Council also requires the Hirer to exclude from the Premises persons likely to cause disorder or disturbance and reserves the right to exclude any person.

13.10 The Hirer shall not use the Premises in such a way as to cause any nuisance, damage, disturbance, annoyance, inconvenience or interference to the Council or any neighbouring or adjoining property or the owners or occupiers thereof.

13.11 The Hirer will return the Hired Furniture in good condition. The Hirer will pay to the Council the cost of making good any damage done to the Hired Furniture or the costs of replacement of Hired Furniture damaged beyond repair or destroyed during the Hire Period.

13.12 The Hirer will pay all and any costs for attendance of the Police or Fire Service during the Hire Period that the Council deems necessary. The Hirer shall not use the Staff as stewards for the Permitted Use.

13.13 The Hirer shall ensure that all passages, gangways, staircases, fire doors and other exits are kept clear of obstruction at all times throughout the Hire Period.

14. Smoking 14.1 Smoking is not permitted at any time at the Premises.

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15. Catering, Refreshments and Sale of Alcohol 15.1 The Council reserves for its own exclusive benefit all refreshment and catering sales at the Premises during

the Hire Period and in connection with the Permitted Use, and in particular the right to sell and provide all refreshments, whether solid or liquid, to be consumed in the Premises and to provide such catering facilities as it may in its absolute discretion think fit.

16. Litter & Cleanliness 16.1 The Hirer shall keep the premises and surrounding area clean and tidy and shall ensure that the Premises

are regularly litter picked. The Hirer shall further ensure that the Council's obligations under the Environmental Protection Act 1990 - Code of Practice on Litter and Refuse are discharged.

16.2 All litter and refuse generated by the Concert/Event shall be removed from the Venue by the Hirer.

17. Advertisements 17.1 Where the Hirer produces publicity or promotional material connected to the Permitted Use, such material

must be approved before release by the Authorised Council Officer.

17.2 No advertising material may be issued nor tickets sold until such time as a binding agreement to hire has been made on payment of the hire charge.

17.3 Any contravention of the Town and Country Planning (Control of Advertisements) Regulations 1992 or any amendments or variation thereto may be deemed a reason for the cancellation of a hiring or series of hiring. If there shall be any contravention of these requirements, howsoever, wheresoever and by whomsoever caused, permitted or made then the Hirer shall reimburse or refund to the Council the cost of removing any such unauthorised or illicit advertisements or advertising material.

18. Fly Posting 18.1 No advertising material is to be displayed anywhere on the Venue or elsewhere in the town unless it

conforms to the permitted displays authorised by the Town and Country Planning (Control of Advertisement) Regulations 1992 and specific written agreement has been given by the Council.

19. Permits and Licences 19.1 The Hirer shall ensure that any licence, permit or other consent which may be required is obtained, whether

from the Council or otherwise, before the Concert/Event may take place and shall, where requested, produce to the Council on demand copies of such licence, permit or consent. If any such licence, permit or consent has not been obtained, the Council reserves the right to cancel the booking forthwith.

19.2 When promoting the Concert/Event, the Hirer will be responsible for exhibiting all necessary permits during the Concert/Event.

19.3 Nothing shall be done by the Hirer that shall or may contravene the terms and conditions of any licence (e.g. The Premises Licence), permit and/or licences or consent issued in respect of the Premises.

20. Broadcasting and Television 20.1 The Hirer may not carry out or allow or permit to be carried out any photography, filming, video recording,

taping, television or radio broadcasts or any other recording of any kind of the Concert/Event during the period of hire without the prior written consent of the Council. If such consent is given, the Council reserves the right to be a party to any negotiations and the terms and conditions of any agreements reached and to share any income and publicity derived thereof.

20.2 It will be the Hirer's responsibility to acquire any written consent from participants involved in these acts. Any resulting media products are not to be used in any way to bring Eastbourne Borough Council into disrepute. No reference is to be made in any way that Eastbourne Borough Council endorses or supports the product, activity or religious or political view.

21. General 21.1 The rights granted in this agreement shall determine (without prejudice to the Council’s rights in respect of

any breach of the Hirer’s undertakings) immediately on notice served by the Council at any time following any breach by the Hirer of its undertakings.

21.2 The benefit of this agreement is personal to the Hirer and not assignable and the rights given to the Hirer may only be exercised by him.

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21.3 The Council gives no warranty that the Premises is legally or physically fit for any specific purpose.

21.4 All notices served by either party shall be sufficiently served if delivered by hand or sent by first class post

to the address of each party stated in this licence.

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1. ORGANISER DETAILS

APPLICATION TO HIRE THE BANDSTAND Before completing this form, please ensure you have read and understood the terms and conditions relating to the hire of the Bandstand

Address: Postcode:

Organisation Name:

Contact Name:

Invoice Address (if different from above)

Day & Date of Hire: Time to enter Bandstand for Preparation: Time to Vacate the Bandstand: Time the event is open to the public: From: To:

Name of Event:

Event Public Enquiry Tel:

Land Line Telephone Number (incl STD):

Mobile Telephone Number:

Fax Number:

Email Address:

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2. EVENT DETAILS

Please state the exact nature and purpose of the event:

Do you require any of the additional services? Single Stage Microphone Yes No Cordless Microphone Yes No Seating on the Stage Yes No If yes, seating for how many?

What type of event is this? (Please tick) Charity Community Non-Commercial Commercial

Charity Details Charity Name: Charity Number: Will the money raised go to the Charity Yes No If no please give details:

Approximate number of people expected to attend:

Is the event free? Yes No If No, what is the admission price?

Will you be selling programmes Yes No If yes, what is the programme price?

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3. INSURANCE

4. DOCUMENTATION CHECKLIST

Before we can confirm or licence any event at the Bandstand we need the following information and documentation: 1. Event Plan 2. Risk Assessments 3. Steward/Security Staff Instructions 4. Public Liability Insurance Certificate (sight of the original and a copy) 5. Public Liability Insurance for all individual participants 6. Set list for PRS Please note your event is your responsibility and submitting your documentation is for our records only.

Will your event bar facilities? Yes No Is food catering being provided? Yes No If yes please give details:

Your insurance company details:

Your Public Liability Insurance Details:-

Policy Number:

Name of Policy Holder: (must match the name of the event organiser)

Level of Public Liability Insurance Cover: (minimum £5 million)

Expiry Date of Policy:

Company Name:

Address:

Telephone: Email:

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5. SIGNATURE & DATE

PLEASE SEND YOUR COMPLETED FORM AND PAPERWORK TO THE ADDRESS BELOW

By signing this form, you agree to abide by the Bandstand Terms & Conditions of Hire. Signed: Name: Date:

Official Use Only Entered into diary Event Plan Risk Assessments Steward/Security Staff Instructions Public Liability Insurance Certificate (sight of the original and a copy) Public Liability Insurance for all individual participants Set list for PRS Notes:

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PRS Set List – Live Music Events Item Title of Work Composer/Author/Arranger Publisher

(if known) Duration

1

2

3

4

5

6

7

8

9

10

11

12

13

14

15

16

17

18

19

20

Date of Performance: Signature: Date:

Name of Artist/Band/Performer:

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