Terms & Conditions

Introduction

Welcome to The Priory Centre at New Street & Eatons Centre. These Terms and Conditions (“Terms”) govern the hire and use of our venues, including all facilities, equipment, and related services (collectively, the “Venue”). Please read these Terms carefully before booking or using our Venue.

By booking or using our Venue, you agree to be bound by these Terms. If you do not agree to any part of these Terms, please do not proceed with your booking or use of the Venue.

We may update these Terms from time to time to reflect changes in our Venue policies or legal requirements. Your continued use of the Venue after any such changes constitutes acceptance of the revised Terms. We encourage you to review this page periodically.

If you have any questions about these Terms, please contact us at priory.centre@stneots-tc.gov.uk or 01480 388922

Definitions

“The Venue” refers to The Priory Centre at New Street & Eatons Centre, including all its rooms, facilities, equipment, and any associated services provided for hire.
“The Hirer” refers to any individual, organisation, or entity that books, hires, or uses the Venue for any purpose, including their representatives, agents, or guests.

Bookings

1. Booking and Payments – Singular Bookings
   
   
   1. A non-refundable deposit of £250 per day is required. If booking total is less than £250, full payment will be required.
   2. The full balance must be paid no later than 28 days before the event.
   3. Any additional costs incurred on the event day must be settled within 30 days post-event.
   4. Payments can be made via BACS Transfer, or by card either in person at the Eatons Centre or by telephone to 01480 388922.

2. Bookings and Payments – Regular Hirers
   
   
   1. Regular Hirers will receive an invoice on a 30 days credit terms basis at the end of each invoicing period (Monthly), detailing the amount due and the payment deadline
   2. Payment must be made within 30 days from the date of invoice unless otherwise agreed in writing.
   3. If payment is not received within this period, a reminder will be issued. Late payments beyond 30 days may be subject to an additional late payment fee.
   4. If an invoice remains unpaid after 60 days, the Venue reserves the right to suspend or terminate the booking agreement.
   5. Any outstanding balance must be settled before further bookings are accepted.
   6. The Venue reserves the right to take legal action to recover unpaid fees if necessary.
      
      
3. Cancellation, Amendments and Refunds
   
   
   1. If the Hirer cancels the booking, the following cancellation fees apply to the balance of the hire, not including the non-refundable deposit:~
      
      
      • 0% if cancelled more than 3 months before the event.
      • 25% if cancelled less than 3 months before the event.
      • 50% if cancelled within 4 weeks of the event.
      • No refunds if cancelled within 2 weeks of the event.
        
        
   2. The Venue reserves the right to cancel the booking due to The Venue being required for use as a Polling Station for a Parliamentary, local Government Election or By-Election.
   3. The Venue reserves the right to cancel the booking if the space has become unfit for your intended use.
   4. The Venue reserves the right to cancel the booking if the hire is considered to, but not limited to, breach licensing conditions, contain unlawful activities, hate speech, discriminatory or violent content.
   5. A non-refundable administration fee of £20 will be charged for any changes to the booking, including but not limited to changes in event dates, or other agreed-upon terms. The Venue will notify the Hirer of any additional charges prior to the change being processed.
      
      
4. Force Majeure

The Venue shall not be liable for any failure or delay in performing its obligations due to events beyond its reasonable control. This includes but is not limited to natural disasters, extreme weather, fire, flood, explosion, war, terrorism, acts of government or regulatory bodies, pandemics, epidemics, labour disputes, or failure of utility services. In such cases, the Venue reserves the right to cancel or postpone bookings without liability. Where possible, the Venue will offer to reschedule affected bookings or refund/remove charge.

Venue Rules

5. Venue Usage
   
   
   1. The Hirer is responsible for ensuring that guests adhere to the Venue’s rules and regulations.
   2. The Venue must be vacated by the agreed time, or additional charges will apply.
   3. Decorations must be approved by the Venue and must not cause damage.
   4. The Hirer is responsible for any damage to the property or facilities caused during the event.
   5. Any third-party suppliers must have prior approval from the Venue and provide proof of Public Liability insurance.
      
      
6. Catering and Beverages
   
   
   1. No food and drink of any kind, particularly alcohol, may be brought onto the premises without express written consent from the General Manager of the Priory & Eatons Centres.
   2. The Venue reserves the right to refuse any food or drink items that do not meet its health and safety standards.
   3. The Venue provides catering services or approved external caterers may be used with prior consent.
   4. Alcohol may only be served by licensed staff in accordance with local regulations.
      
      
7. Liability and Insurance
   
   
   5. The Venue is not responsible for loss or damage to personal property.
   6. The Hirer is advised to obtain event insurance to cover potential liabilities.
   7. The Venue shall not be liable for any injuries sustained by guests or third parties.
   8. A minimum of £5m public liability insurance is required for all suppliers and proof of this must be provided in advance of the event. This also applies to any other suppliers hired by the client.

8. Hall Condition

1. 1. The Hirer is responsible for ensuring that the hall is left in a clean and tidy condition after the event.
   2. Any damage to the hall or its contents must be reported immediately to the Venue’s management.
   3. The Hirer may be charged for any necessary repairs or excessive cleaning required as a result of their event.

9. Unmanned Centre Policy
   
   
   1. The Venue may operate without on-site staff during certain hire periods.
   2. Where the Centre is unmanned, the Hirer will be provided with access instructions and is responsible for ensuring all entry and exit procedures are followed.
   3. The Hirer is responsible for the security and appropriate use of the facilities during unmanned hours.
   4. Any misuse of the premises or failure to secure the building properly may result in additional charges or suspension of booking privileges.
   5. Emergency contact details will be provided, and any incidents must be reported immediately.

10. Smoking
    
    
    1. Smoking, including the use of e-cigarettes and vaping devices, is strictly prohibited inside the Venue.
    2. Designated smoking areas are available outside the Venue, and guests must use these areas only.
    3. The Hirer is responsible for ensuring that all guests adhere to the smoking policy. Failure to comply may result in additional cleaning fees or other penalties.
       
       
11. Confetti
    
    
    1. The use of confetti, rice, glitter, or similar materials is strictly prohibited inside the Venue.
    2. Biodegradable confetti may be permitted in designated outdoor areas with prior approval from the Venue.
    3. The Hirer is responsible for ensuring that any permitted confetti is cleaned up immediately after use.
    4. Additional cleaning fees may apply if the Venue determines that excessive confetti has been used or not cleaned properly.
       
       
12. Open Flames Policy
    
    
    1. Open flames, including candles, gas burners, and similar items, are not permitted inside the Venue under any circumstances
       
       
13. Dogs
    
    
    1. The Venue is dog friendly, and well behaved dogs are allowed onto the premises.
    2. Dogs must be kept under control at all times and must not cause disruption or pose a safety risk.
    3. The Venue reserves the right to request the removal of a dog should their behaviour become disruptive to other members of the public or staff.
    4. Room Hirers are entitled to request that customers do not bring dogs into their rooms. This is at the Hirer’s discretion.

Licensing & Regulations

14. Compliance with Laws
    

The Hirer must ensure that all activities comply with local laws and licensing requirements. Any breach may result in termination of the event without refund.

15. Safeguarding

1. 1. The Venue is committed to ensuring the safety and well-being of all guests, particularly children and vulnerable adults.
   2. The Hirer must take appropriate steps to safeguard any vulnerable individuals attending their event.
   3. Any concerns regarding safeguarding must be reported to the Venue’s management immediately.
   4. If required, the Hirer must provide proof of DBS checks for staff or volunteers supervising children or vulnerable adults.
   5. The Venue reserves the right to view safeguarding risk assessments, policies or procedures.

16. Events Involving Persons Aged 18 and Under

1. 1. Events involving persons aged 18 and under must always have adequate adult supervision.
   2. The Hirer is responsible for ensuring that all minors comply with the Venue’s rules and regulations.
   3. Alcohol will not be permitted at events primarily for persons aged 18 and under.
   4. The Venue reserves the right to request proof of age where necessary and take appropriate action if rules are not followed.

17. Check 25 Guidelines
    
    
    1. The Venue operates a strict “Check 25” policy in line with licensing regulations.
    2. All guests who appear under the age of 25 will be required to provide valid photographic identification if purchasing or consuming alcohol.
    3. Acceptable forms of ID include a valid passport, UK driving licence with photo, or a PASS accredited proof of age card.
    4. Bar staff have the right to refuse service if appropriate identification cannot be provided.
    5. The Hirer is responsible for ensuring that this policy is communicated to guests in advance of the event.

18. Public Order, Safety and Security

1. 1. The Hirer is responsible for ensuring that their event is conducted in an orderly manner and does not cause disruption to other guests or the local community.
   2. The Venue reserves the right to refuse entry or remove any individual who is deemed to pose a risk to public order, safety, or security.
   3. Security personnel may be required for certain events, as determined by the Venue, and the cost of such security will be borne by the Hirer.
   4. Fire exits and other emergency routes must always remain unobstructed.
   5. The Hirer must comply with all fire safety regulations and emergency procedures as outlined by the Venue.

19. Equipment Brought Onto Premises
    
    
    1. The Hirer must obtain prior approval from the Venue before bringing any equipment onto the premises.
    2. All electrical equipment must be PAT tested and comply with safety regulations.
    3. The Venue reserves the right to refuse the use of any equipment deemed unsafe or inappropriate.
    4. The Venue reserves the right to view any required risk assessments from the supplier.
    5. The Hirer is responsible for any damage or injury caused by equipment they bring onto the premises.

20. PRS Licensing Surcharge
    

If the event includes the playing of live or recorded music, a PRS (Performing Rights Society) Licensing Surcharge may be applicable. The Hirer is responsible for covering any associated fees required by PRS for Music. The Venue reserves the right to request proof of payment or charge the Hirer accordingly if necessary.

21. Room Capacities
     
    1. Priory Centre at New Street:
       • Mini Guest Hall – 50
       • Mini Moot – 20
    2. Eatons Centre:
       • Main Hall – 200
       • Meeting Room 1 – 30
       • Meeting Room 2 – 40
       • Church Room – 60
         
         
22. Venue Music and Licensing Hours
    
    Monday: 09:00 to 23:00
    Tuesday: 09:00 to 23:00
    Wednesday: 09:00 to 23:00
    Thursday: 09:00 to 23:00
    Friday: 09:00 to 00:00
    Saturday: 09:00 to 00:00
    Sunday: 09:00 to 22:00
    
    
23. Privacy Policy
    
    The Venue upholds the policies set out in St Neots Town Council’s Privacy Policy. This includes the use of CCTV and details about the collection of personal data under GDPR Regulations.

    https://www.stneots-tc.gov.uk/privacy-policy/

24. Amendments
    
    The Venue reserves the right to update these Terms and Conditions at any time. Any significant changes will be communicated to the Hirer in advance.