PAPER C

Committee: ECONOMIC DEVELOPMENT, PLANNING TOURISM AND LEISURE SERVICES SELECT COMMITTEE

Date: 22 JULY 2002

Title: MEDINA THEATRE TERMS AND CONDITIONS

REPORT OF THE MANAGING DIRECTOR, WIGHT LEISURE

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SUMMARY/PURPOSE

To present to members for decision a full copy of the Medina Theatre’s new terms and conditions of hire, which have been approved by Legal Services. The purpose of this has been to produce for the first time an accurate set of terms and conditions to enable our duty to hirers to be made clear and their duty to us clarified. This is primarily to :

i) Ensure that hirers follow the correct booking procedures

ii) Ensure the hirer is aware of the period of hire, the cost of the facilities and services available to them

iii) Inform hirers of their liability, health and safety and insurance requirements

iv) Clarify what is included in the basic hire fee and to specify the additional costs of extra provision, facilities and equipment

v) Provide information about the facilities and equipment available.

BACKGROUND

Medina Theatre has been available to hire by outside organisations since its introduction. The terms and conditions of hire have, we believe, never been clearly defined and, as a result, this has led to difficulties surrounding some aspects with hirers. Wight Leisure has been reviewing the situation and researching and gathering information from around the country and has now drawn up the attached proposed conditions as at Appendix 1.

In recommending the approval, the following points need to be noted :

i) Rehearsal and performance times have been stipulated and related to the hire fee. Extensions to these times will result in increased charges

ii) Commercial organisations will be required to provide appropriate insurance, as required by Legal Services

iii) Organisations will be required to provide confirmation of charitable status to obtain the appropriate hirer fees

iv) Organisations will now be able to book 18 months in advance for weekend bookings, as opposed to twelve months for weekday bookings, which allows for better forward planning

v) Information regarding the equipment available has been clearly laid out within the conditions.

vi) The number of technicians and the number of hours included within the hire fee has now been defined. It may be possible to provide additional technicians to the hirer, if required, at an agreed rate. This may result in increased costs for some hirers.

FINANCIAL IMPLICATIONS

None.

OPTIONS

1) To approve the revised Medina Theatre terms and conditions as attached at Appendix I;

2) Not to approve

RECOMMENDATIONS

To approve Option 1.

BACKGROUND PAPERS

Terms and conditions for hire of the Medina Theatre (attached).

Contact point : Annie Horne, ( 823838 (Managing Director)

ANNIE HORNE

Managing Director