The Centre may be hired from 6am every day, until 10pm Monday to Thursday, 12am Friday and Saturday and 10pm Sunday and Bank Holidays. Hire ends at these designated times and adequate time to clear away should therefore be allowed at the end of your event.
Alternatively should you wish to clear away the next day one hour slots may be arranged when making your booking at an additional hourly rate. The period of hire should include adequate time for setting up and clearing away.
Additional charges also apply for hire of the bar and the Centre’s bar staff to sell alcohol, and for use of the Centre’s media system as detailed on the booking form, and for use of the kitchen.
An invoice will be raised at the start of the calendar month of your booking and is payable with immediate effect. If the booking is to occur during the current month, an invoice will be raised on confirmation of the booking. For the rates of hire please refer to our hire rates schedule.
Hire rates are subject to review every 12 months. Hire of the hall is subject to the following terms and conditions:
1. Definitions
In these conditions:
“Centre” means the Princess Gwenllian Centre and its operator, the charity Kidwelly Town Community Hall, registered number 1072181.
“Hirer” means any person who has applied for and been granted a hiring of the Centre.
“Hiring” means the function or event for which the Hirer has hired the Centre.
“Centre Manager” means the person responsible for managing the Centre.
“Officer” means any Honorary Officer Trustee of the Charity operating the Princess Gwenllian Centre.
2. Supervision
The Hirer will, during the period of the Hiring, be responsible for supervision of the premises, the fabric and the contents: their care, safety from damage however slight: or change of any sort and the behaviour of all persons using the premises as a result of the Hire: including proper supervision of car parking arrangements so as to avoid obstruction of the highway. The Hirer shall ensure that the minimum of noise is made on arrival and departure. The Hirer shall also ensure that the outer doors of the Centre are kept closed at all times for security reasons, with all Fire Exits unobstructed.
3. Use of the Premises
The Hirer shall not use the premises for any purpose other than that described in the Hiring agreement and shall not sub-hire or use the premises or allow the premises to be used for any unlawful purpose or in any unlawful way nor do anything or bring onto the premises anything which may endanger the same or render invalid any insurance policies in respect thereof.
4. Applications
All applications for Hiring are to be made in writing via email to booking@princessgwenlliancentre.org. Bookings are accepted on the basis that Hirers have read and agreed to the Term and Conditions of Hire prior to their event taking place.
5. Correspondence
All postal correspondence should be addressed to:
The Centre Manager, Princess Gwenllian Centre, Hillfield Villas, Kidwelly, Carmarthenshire, SA17 4UL
Correspondence relating to Hiring should be sent to:
booking@princessgwenlliancentre.org
The Centre Manager may be contacted by email at:
admin@princessgwenlliancentre.org
6. Venue
All correspondence, posters, publicity advertising the Hiring must identify by whom the event is organised, and should not give the impression that the event has been organised by The Centre.
Individuals who wish to use Princess Gwenllian Centre branding must request standardised branding copy from an Officer of the charity, as well as permission for use.
Publicity using Princess Gwenllian Centre’s branding must receive approval before it can be used. The Officer will use their discretion in these matters.
7. Charges & Payment
For one-off bookings in the Centre such as workshops, weddings, parties or events, the Hirer will pay the hire fee in full, including any further charges shown below, at the start of the calendar month preceding the booking.
If the date of the booking is within 4 weeks, then an invoice will be issued upon confirmation of the booking, with payment due with immediate effect.
For regular or block bookings, the Hirer will be invoiced at the start of each calendar month for all bookings within that calendar month. Any alteration to this needs 4 weeks notice or you will be invoiced for the full month on the 1st of the month. Any times off for holidays / term dates need to be communicated at least 4 weeks in advance, prior to issue of the invoice.
The appropriate Insurance Policy or Risk Assessment requested must be sent to the booking@princessgwenlliancentre.org as soon as possible. Provided that these prove satisfactory, written acknowledgment will be forwarded to the Hirer by the Centre Manager whereupon the Booking is confirmed subject to the Terms and Conditions of Hire. The Hirer must ensure that all arrangements are confirmed at least 7 days prior to the Hire.
Damages and requirement for excessive cleaning after a Hirer’s event will incur an additional charge consistent with the cost of remediation.
Payment for all invoices will be due with immediate effect.
8. Late Payment Charge
A late booking payment charge of 10% may be levied on the amount that is due for any payments that are overdue. Failure to pay an invoice prior to the date of Hire event may result in the Hiring being cancelled at the Centre’s discretion. In this occurrence, the Hirer will nevertheless remain liable for the balance of the charges outstanding.
An additional fee is payable by the Hirer for each hour or part of an hour that the Centre is retained by the Hirer from the expiry of the contractual period until the Hirer has returned control thereof, ready for the use of a subsequent Hirer.
Hirers will be charged double the hourly rate if they exceed their hire time by more than the 30 minute allocated time for session change over. The minimum surcharge will be 30 minutes, i.e. the equivalent of one hour room hire.
The rights of the Hirer under this Contract are conditional upon adherence to the payment terms set above.
9. Cancellation
- Regular/Block Bookings: In the case of a cancellation of a regular/block booking, within 4 weeks of the Hiring date, The Hirer will pay to the Centre the full amount of the Centre hire charge together with any other losses (including agreed/ potential food and beverage and merchandise sales and committed technical, equipment, security, staffing and entertainment costs) whatsoever incurred by the Centre. If 4 weeks notice or more is given in writing by the Hirer, of the intention to cancel a booking, any deposit paid will be kept, but no further charges will be sought.
- All Other Bookings: No refund is given unless there are extenuating circumstances which need to be communicated to the Centre Manager as soon as possible via booking@princessgwenlliancentre.org
- By The Centre: The Centre reserves the right to refuse or cancel any booking: in the event of any unforeseen circumstances: if in the opinion of the Centre, the Hiring or its general nature, or the facilities to be provided would or might contravene any rule of law or requirement of any public authority.
The Centre will return any payments and/or deposits to The Hirer should The Centre refuse or cancel a booking.
All cancellations must be received in writing 4 weeks prior to the confirmed date of the booking. Failure to do this may result in the full Hire charge being applied.
10. Damage
The Hirer must ensure that, at the conclusion of the period of hire, the Facility is left in a clean and tidy condition, as per the start of the hire.
The Hirer should not obstruct or permit the obstruction by persons or property of any Fire Exit, gangway, passage, stairway or flight of steps either inside or outside the venue.
11. Admission
The Centre reserves the right at its absolute discretion to refuse the admission of, or to evict any person from the Centre.
12. Users Regulations
The Hirer is responsible for ensuring that all persons and parties admitted by the Hirer conform in all respects to these conditions governing the use of the Centre and a copy of the conditions is available at the Centre for inspection.
13. Indemnity
During the period of Hiring, the Hirer will be responsible for all damages, losses, claims and costs arising out of their use of the Premises and indemnify the Centre, its Officers, employees and volunteers from and against any expense, liability, loss, claim, or proceedings including claims for personal injury to or the death of any person whatsoever arising out of the course of or caused as a result of the Hiring except where due to the negligence of the Centre or their respective servants or agents.
14. Public Liability
The Hirer is required to have adequate Public Liability Insurance in place when they hire the Centre for the use of business, or profit. Evidence that cover is in place must be provided upon request.
15. Structural Alterations
The Hirer must not carry out any alterations to the Centre, including lighting, heating and/or food and beverage facilities, nor should the Hirer fix or cause to be fixed, any apparatus, equipment, notice or decoration without the previous written permission of the Centre Manager.
The Hirer is not permitted to remove or take down any marketing material that has been displayed other than that relating to their own Hire event. Any defacing of Centre marketing material will be subject to investigation by the Centre Manager, and may result in any future hiring of the Centre to be cancelled.
No notices should be affixed to any part of the Centre except on a proper notice board with prior consent from the Centre Manager. The Hirers attention is drawn to the Town and Country Planning legislation in which it is an offence to display advertisements otherwise than in accordance with the provisions of the Town and Country Planning Regulations. Hirers are advised to study these regulations which prohibit the fly posting of notices.
Exits of adequate width must be provided and so arranged as to afford ready means of egress from all parts of the premises to be used by the public, performers and staff, to the satisfaction of the Centre Manager.
16. No Smoking
The Hirer is responsible for ensuring that smoking does NOT take place in the Centre, or to the front entrance way, or rear courtyard of the building during the Hiring. The Hirer is required to ensure that attendees associated with the hire be advised that smoking is NOT permitted.
Centre Staff may end the hire should smoking be found to take place within the Centre, and any money paid will be forfeited.
17. Supervision
The Centre reserves the right to staff and supervise the Hiring including the appointment of SIA approved security service at our discretion at the Hirer’s costs, however special arrangements may be made in order that the Hirer can introduce the Hirer’s own staff, which should be included in the booking between the Centre and the Hirer.
The Hirer must at all times during the Hiring afford the Centre Manager and Officers free access to the accommodation for the purposes of ascertaining whether these conditions are being observed and for any other proper purpose. Ticket takers and other persons concerned with the organisation of The Hiring must be instructed accordingly.
18. Gambling
No collection, games of chance, sweepstake or lotteries, nor any betting may be conducted in the Centre without the prior written consent of the Centre Manager.
19. Broadcasting
No Hirer shall grant sound or television broadcasting or filming rights without the prior written consent of the Centre Manager.
20. Capacity
Sessions which are held within the Main Hall which have more than 400 people in attendance should be discussed with the Centre Manager, and the Hirer shall submit an Event Risk Assessment (template available upon request from the Centre Manager).
21. Licensing
A licensed bar may be arranged by the Hirer with ourselves and this should be indicated on the booking form where required. The bar will always be staffed by the Centre’s own staff or authorised volunteers. Alcohol consumption by persons under the age of 18 must not be permitted.
22. Catering
All catering arrangements must conform to the ‘Instruction Sheet for Outside Caterers’ which will be provided if the booking form indicates the use of them. The Centre takes no responsibility for food prepared and served by Hirers or Caterers, including any subsequent complaints / issues.
The Centre’s kitchen and catering equipment can be used only with consent from the Centre Manager, together with additional fees agreed.
23. Character Of Functions
The Hirer undertakes that the Centre should not be used for any performance of an objectionable character, and agrees that the Centre Manager or Officers have the right to stop any performance, dance or other function which it considers objectionable.
The Hirer agrees that the Centre premises should not be used for the performance in public of any dramatic, musical or other work or for the delivery in public of any lecture or entertainment in which copyright subsists without the written consent of the owner of the said copyright, and will not in any other manner infringe any subsisting copyright and will indemnify the Centre against all costs, expenses and/or damages which the Centre may have to pay or incur by reason of any infringement of copyright.
24. Notices to be Given
No posters will be permitted inside or outside the Centre except upon the notice boards provided by the Centre for the purpose, and the Centre will be at liberty to refuse consent to the display of any poster or posters on such notice board.
25. Licences
The Hirer will ensure that appropriate licences are in place where necessary for the use of children in places of entertainment in liaison with the appropriate authority. This will include the appropriate use of chaperones.
It is the responsibility of the Hirer to ensure that Disclosure and Barring Service (DBS) checks are undertaken in respect of its employees and members where necessary.
26. General Conditions
The Centre is fully licensed for the reproduction of music and video at its own events. However, these licences do not cover a Hirer, who is responsible for arranging entertainment and other licenses, consents or permits related to the nature of the Hire event. The Hirer can not make any claim upon the Centre for compensation in respect of any loss or damage sustained by the non renewal, suspension or determination of the Licences or for making any additional rules or conditions because of the latter. The Hirer indemnifies the Centre for any loss or damage resulting from the Hirer’s failure to obtain the necessary permits or licences for their Hire event.
The Centre may on occasion allow the storage of equipment belonging to the Hirer on the Centre’s premises between Hire events. However, this concession is offered entirely at the Hirer’s risk. The Centre does not carry insurance for any loss or damage to the Hirer’s equipment while stored on the Centre’s premises. Charges may be levied on equipment storage at rates to be agreed with the Hirer.
The Centre reserves the right to impose any further conditions / special conditions on any Hiring provided that notice thereof is given to the Hirer by the Centre or Centre Manager not less than 24 hours before the commencement of The Hiring.
27. Fire Safety
Should Centre staff or volunteers not be present at the time of a fire, the Hirers will be responsible for calling the Emergency Services and evacuating the building as well as notifying the Caretaker or Centre Manager. Hirers should ensure that their equipment does not cause electrical circuits to be overloaded.
Hirers are responsible for cleaning and tidying the room or rooms they hire after the Hiring. Hirers must ensure that all electrical equipment that is brought into the Centre has undergone an annual PAT test.
28. Changes to Booking
Any changes to Room Hire and/or Food and Beverage options must be made in writing with minimum 4 weeks notice.
29. Applications
Applications to hire any of the Centre’s facilities or accommodation may not be considered more than 12 months in advance of the date required.
30. Health & Safety at Work
The Hirer shall, as soon as possible, notify the Centre Manager in writing of any accident occurring whereby any person suffers any injury whatsoever or there is any damage to The Centre’s facilities or equipment during the Hire.
31. Noise / Anti Social Behaviour
The Hirer will ensure that any noise from a Hiring will be kept to an appropriate level in accordance with the Centre’s premises licence and that exit doors from the premises and windows are kept closed to minimise noise for nearby residents. The Hirer will also ensure that disturbance to nearby residents is minimised when guests leave the premises.
32. Box Office
A Box Office service is available to Hirers for a commission of 20% of ticket prices. Other charges may be applicable – Ticket Printing, PPL/PRS, etc.
33. Sub-Letting
The Hirer may not sublet or assign the benefit of any Hire and will be held personally responsible to the Centre and its Officers for the observance of these regulations and any further or special conditions which may be imposed by the Centre.
34. Statutory Requirements
The Hirer will observe all conditions and restrictions as may be prescribed by an Act of Parliament, Bylaw, Regulations or Licence in relation to the accommodation or the use thereof including regulations made by Carmarthenshire County Council and will keep indemnified the Centre and any person in whose name any such Licence may be held on their behalf against any penalties, damages, costs, claims, actions and expenses that may be incurred by them, or the Hirer, owing to the breach, non-observance or non-performance of any such condition and restriction as aforesaid.
Compliance with existing Gov.uk regulations relevant to the health and safety of users is expected. Event risk assessments must be undertaken by the Hirer who will provide information, guidelines, signage and cleaning materials as required. The Hirer is responsible for ensuring compliance with specific criteria, including the number of attendees, social distancing measures (if applicable) and any relevant criteria during the Hiring.
35. Health and Hygiene
The Hirer shall, if preparing, serving or selling food observe all relevant food health and hygiene legislation and regulations.
Hirers are responsible for the removal of all waste produced as a result of the Hiring. Any waste left at the Centre after a Hiring will attract an additional charge to the Hirer consistent with the cost of removal. If the Hirer anticipates a need for commercial waste disposal, they should communicate with the Centre Manager who will be able to provide a cost estimate, and if acceptable, make suitable arrangements.
36. Electrical Appliance Safety
The Hirer shall ensure that any electrical appliances brought by them to the premises must be tested under the usual regulations and be safe and in good working order. Where a residual circuit breaker is provided, the Hirer must make use of it in the interests of public safety.
37. Insurance
The Hirer shall be responsible for making arrangements to insure against any third party claims which may lie against him or her (or the organisation if acting as a representative) whilst using the Centre. (The Centre is insured against any claims arising out of its own negligence).
38. Accidents and Dangerous Occurrences
The Hirer must report all accidents involving injury to the public to the Centre Manager in writing as soon as possible. Any failure of equipment belonging to the Centre or brought in by the Hirer must also be reported as soon as possible. Certain types of accident or injury must be reported on a special form to the Local Authority. The Centre Manager will give assistance in completing this form. This is in accordance with the Executive Reporting of Injuries, Diseases and Dangerous Occurrences regulation 1995.
39. Animals
The Hirer shall ensure that no animals (including birds) except guide dogs are brought into the Centre, other than for a special event agreed to by the Centre Manager, or with the prior permission of the Centre Manager. No animals whatsoever are to enter the kitchen at any time.
40. Compliance with The Children Act
The Hirer shall ensure that any activities for children under eight years of age comply with the provisions of The Children Act of 1989 and that only fit and proper persons have access to the children.
41. Publicity
The Hirer shall not carry out or permit fly posting or any other form of unauthorised advertisements for any event taking place at the Centre, and shall indemnify the Centre accordingly against all action, claims and proceedings arising from any breach of this condition. Failure to observe this condition may lead to prosecution by the Local Authority.
42. Sale of Goods
The Hirer shall, if selling goods on the premises, comply with Fair Trading Laws and any code of practice used in connection with such sales. In particular, the Hirer shall ensure that the total prices of all goods and services are prominently displayed, as shall be the organiser’s name and address and that any discounts offered are based only on Manufacturer’s Recommended Retail Prices.
43. WiFi policy
Reference should be made to our WiFi policy which is displayed on the notice board at the Centre.
44. Unfit for Use
In the event of the Centre or any part thereof being rendered unfit for the use for which it has been hired, the Centre shall not be liable to the Hirer for any resulting loss or damage whatsoever.
45. CCTV
Please note that CCTV is in operation on the interior and exterior of the premises.
Last Updated: 8th March 2024.
The Princess Gwenllian Centre is a Community / Sports Centre based in the centre of Kidwelly, Carmarthenshire that is owned and operated by Kidwelly Town Community Hall, a charitable trust registered with the Charity Commission at number 1072181.