(subject to update)Sallis Benney Theatre and University Gallery
The University of Brighton grants hire of its spaces and facilities for exhibition, performance or other events, on the basis that the use is respectful of the university's mission and strategy.
By submitting the online form and by engaging with the process of hiring our spaces you have understood the following:
The University of Brighton has requested you submit your name, email and some details of your required use of aspects of its premises. Other fields on this form are optional.
The University of Brighton will hold this information for internal record and to make contact with you. It will not offer your information to any third parties and you will not be contacted for reasons other than this approach.
Your information will be stored for reference on internal software. This will be accessed by University of Brighton staff only and only for the purposes of its business records or your own future contact with the university.
The University of Brighton reserves the right to halt the progress of any use of its event or exhibition facilities, without refund, following any perceived breach of its Code of Conduct.
All users of the university spaces agree to follow the Codes of Practice detailed below.
The code of conduct covers health and safety, ethics and equality and diversity. Detailed documents will be provided to supplement the brief overview here and are available online from the University of Brighton website.
The University of Brighton is committed to creating a stimulating and supportive learning and working environment based on mutual respect and trust. We will continue to celebrate and value diversity within the community of staff and students, to promote equality of opportunity and to challenge and strive to eliminate unlawful discrimination.
This policy is informed by law. However, the university also seeks to encourage and promote equality of opportunity amongst those groups and individuals within society who experience discrimination and disadvantage on the basis of particular social circumstances and who are not covered by existing legislation.
The university is committed to the fair treatment of all people, be they staff, students, visitors, or those applying for employment or study, regardless of disability, gender, sexual identity, marital status, family or caring responsibilities, race, colour, ethnic origin, sexual orientation, gender identity, age, national origin, nationality, trade union membership and activity, political or religious beliefs, work or study pattern or contractual status.
All enquiries should be made at least thirty days prior to the event.
Following submission of an online enquiry form, you will be contacted by relevant event staff, within two weeks of receipt of the form, to discuss your enquiry further.
Following this you will receive confirmation of your hire or use of the facility. Until you receive written confirmation you do not have guaranteed use of the space. Marketing and contracting of the event should not take place until that time.
After you have received confirmation in writing, you will be informed of any deposit required. At this point the full terms and conditions of hire or usage apply.
The hirer/you – refers to you or the organisation you represent who has made the booking enquiry.
The venue - The Sallis Benney Theatre, which is a space within the University of Brighton, also any rooms or spaces offered at Grand Parade for use as a location for public or private event or exhibition.
Unless otherwise agreed, you will be sent an invoice for the full amount shortly after your confirmation which must be paid in full in advance of the event. We may on occasion request a non-refundable deposit, event staff will advise if this applies.Please refer to the scale of charges for current hire fees.
All fees are subject to VAT (excluding internal university bookings).
Charges for event overruns or additional costs will be invoiced after the event.
Please ensure you provide the correct invoicing address if this is different to the main contact address.
Vacation of premises
We require you to ensure all guests vacate the venue by 11.30pm unless by prior written agreement.
Full clearance of the venue must be allowed for within the times of hire.
If you will be selling tickets for your event it is important that you inform us of where the tickets are on sale and how much you will be charging. The collection of entry fees (if any) will be your responsibility.
Estimated numbers of attendance and seating layout required can be discussed with event staff. If anticipated numbers change from those originally stated, please notify us in advance of the event so the layout is arranged appropriately ready for you on the day.
Your booking will include appropriate use of the available technical facilities as described on the facility information pages of the website:
A hire is considered internal if it is a University of Brighton member of staff who is the main event organiser and:
If the above criteria are not met, then the booking is considered an external hire and the appropriate rate is charged and invoiced plus VAT.
The hirer is advised that all lettings be subject to the following conditions and regulations.
1. A booking must be confirmed no later than thirty days prior to the event date.
2. Note that our system includes an initial enquiry form. The hire remains an enquiry until the point of written/email confirmation. We advise that events should not be publicised prior to receiving written confirmation of the booking.
3. All participants abide strictly by the Code of Conduct of the University of Brighton.
Cancellation of a booking must be conveyed to the Theatre and Gallery Office in writing, at the earliest opportunity. No refunds will be available within 30 days of the event date. The hirer will be invoiced for the full hire amount if the booking has been confirmed in writing/email and the hirer cancels within the 30-day period prior to the event.
If the hirer cancels the booking before 30 days of the event date and the booking has been confirmed in writing/email, 50% of the hire fee will be invoiced.
Hire shall be subject to the right of the University of Brighton to cancel if exceptional circumstances arise or events outside our reasonable control prevent, delay or substantially affect performance or our ability to perform our responsibilities. We may also terminate this contract if in our reasonable opinion circumstances arise by which the event contravenes university codes of practice, gives rise to a risk of damage to the premises, or other property owned by us, or that the booking may bring the University of Brighton into disrepute, without rendering itself liable for any action or penalties.
a) If either party is affected by a Force Majeure event which prevents it from performing its obligations under this Agreement, it shall promptly notify the other party of the nature and the extent of the circumstances in question. Neither party shall be liable for any delay in performing its obligations nor for failure to perform its obligations under this Agreement if and to the extent that the delay or failure is caused by a Force Majeure event.
b) If either party is affected by a Force Majeure event, it shall use reasonable endeavours to mitigate and/or eliminate the consequences of such Force Majeure event and inform the other party of the steps which it is taking and proposes to take to do so
a) If either party is prevented from performing its material obligations under this Agreement by the Force Majeure event for a consecutive period of greater than 3 days or such shorter period as such party (acting reasonably) considers appropriate in the circumstances, it shall be entitled, by notice in writing to terminate this Agreement forthwith. In the event of such termination neither party shall be liable to the other for any damage or loss (consequential or otherwise) except in respect of a breach of this Agreement prior to the date of termination.
Bar and Catering
Any catering, including alcoholic beverages is to be provided by the University of Brighton Catering Services. For full details and current fees contact the catering department on 01273 643123.
All catering facilities must be pre-arranged. A hirer who requires a catering service should specify the requirements and state the estimated number of persons requiring this service when the hire enquiry form is submitted. No changes in numbers will be accepted later than seven days prior to the date of the function and it is on these numbers that the final account will be based.
Health and Safety
All hirers must complete and return the Theatre and Gallery Health and Safety Questionnaire before their event is confirmed. The University of Brighton has the right to cancel the booking if the questionnaire has not been completed to the satisfaction of the theatre and gallery staff.
It is the hirer’s duty to take responsibility for all Health and Safety and First Aid matters for their event.
The hirer, or his or her named representative, is to be present and available during the whole period of hire.
Hirers must comply with current legislation and the directions of the Event Supervisor in all matters relating to the security, safety and maintenance of the premises, in particular, with regard to keeping exits clear, and action to be taken in the event of an emergency situation. For public performances stewards must be briefed by the Event Supervisor within reasonable time prior to the event starting on the necessary action to take in the event of fire or other emergency. You must comply with the health and safety legislation that is relevant to your event or your use of the premises. You shall ensure that your guests, contractors, staff and agents comply with current legislation.
It is the University of Brighton’s responsibility to ensure that Health and Safety procedures with regard to the space or spaces being hired under contract will comply with relevant legislation as far as is reasonably practicable.
First Aid cover for public events can be arranged through St John Ambulance. They will charge for their services.
On occasions, at the end of the event, the Event Supervisor or Theatre Technician may request the hirer to walk around with them to check the building is clear of their guests and belongings and to lock up as each area is cleared.
Your Event Supervisor holds the ultimate responsibility for the venue on the day.
Stewards and Security
If assessed as requiring stewarding, the hirer must provide responsible stewards for their event and exercise control over entry and subsequent behaviour of persons attending functions to the satisfaction of the Event Supervisor. An appropriate number of stewards will be ascertained.
Larger event stewards and security
Larger events may require 4 named stewards, or more, who should be named and briefed by Theatre Gallery staff. Live music events for example.
The hirer must provide one SIA registered door supervisor per 100 patrons for concerts and late licence events. It is advisable that a minimum of one female door supervisor is provided at events which attract a large audience. All door supervisors must clearly display their SIA identification cards at all times. It is the hirer’s responsibility to ensure that the maximum capacity of the space or spaces being hired is not exceeded and that gangways and fire routes are not impeded at any time.
The capacity of the theatre is 400 standing and 272 seated. Failure to stay within capacity is a serious offence.
The Event Supervisor will brief the stewards where required. Stewards must not be under the influence of drugs or alcohol during the hire period. At least one steward must remain in the theatre foyer or box office area throughout the duration of the hire.
For longer hire periods, the hirer must agree a (minimum) 20-minute break with Front of House and Technical staff every six hours.
We expect all hirers of the theatre and our staff to behave in a professional manner. Events should be well organised with sufficient time allowed for preparation, the event to run and to clear up at the end of the event and sufficient information provided to our staff to allow them to do their job.
We would encourage you to be in regular contact with your assigned Event Supervisor and Technician to discuss your event to pre-dispose problems that may otherwise occur and to supply any information requested by our staff promptly.
We expect the main contact on the booking form to take overall responsibility for the event and therefore not under the influence of drugs or alcohol prior to or during the event. In the case of a celebratory event, the main contact may delegate, in advance of the event, the responsibility for the event on the day to a capable event manager who should be the second contact on the booking form. Please note on the booking form if the second contact will be the event manager on the day of the hire.
Smoking (including the use of e-cigarettes) is not permitted in any indoor part of the University of Brighton building including the Sallis Benney Theatre and dressing rooms.
Artwork exhibited in public spaces must adhere to the gallery code for suitable viewing. This prohibits works unsuitable for a public audience, including children, from being visible from the street or in generally accessible spaces. Some works will require a process of audience notification and tacit permission. The suitability of works for display on university premises is entirely the decision of the Manager of the Theatre and Gallery, representing the University of Brighton.
Electrical/fixtures and fittings
Scenery and Sets
There are no facilities available for the construction or painting of scenery. Drawings of proposed stage sets must be presented to the Theatre Manager for approval before the scenery is delivered, and such scenery must conform to the current legislation on Fire prevention and Health and Safety.
Please note that helium balloons and glitter are not permitted, and that all refuse and decorations must be cleared by you by the end of your hire time.
Furniture and Equipment
We may be able to offer the use of tables, chairs and other equipment. These requests should be submitted with the hire enquiry form. Please check our standard equipment against your requirements before booking. Other equipment can be provided at extra cost on request. A 20% admin charge will be added to the gross amount payable for the hire of equipment or the contracting of services.
The hirer must provide their own merchandise seller. A charge of 20% may be made on the value of goods sold. This will be at the discretion of the University of Brighton.
Any signage for events must be agreed and approved in advance including (if permission is granted) external signage and banners.
Marketing and publicity
The University of Brighton is not responsible for the marketing or promotion of any group or organisation that hires the theatre and will not conduct a special press campaign relating to the hirer's event.
With prior discussion and written permission, the University of Brighton may request that its brand be either used or not used in association with the event.
At the discretion of the Theatre Manager we may be able to offer assistance with marketing such as inclusion on the web site.
The venue is referred to as the ‘Sallis Benney Theatre’, University of Brighton, Grand Parade BN2 0JY. Please note the correct spelling of Benney and it is the University of Brighton, not Brighton University.
All events held within the building are covered for public liability insurance. However, hirers will need to arrange public liability insurance for their own staff and guests and insurance on any property they bring into the building. The hirer will be responsible for obtaining and providing relevant documentation of adequate insurance cover.
Loss and Damage
The hirer is responsible for all costs incurred by the University for damage to or loss of University property or equipment arising from the hire. Any damage caused by the hirer to property or contents will be repaired/replaced where necessary by the University and the full cost of reimbursement will be required from the hirer on presentation of a detailed invoice from the University. The University shall not be held responsible for damage or loss of property of persons hiring or using the premises.
Weapons, Lasers, Pyrotechnics, Fireworks and Naked Flame
The hirer must inform the venue at the time of booking if you plan to use weapons, lasers, pyrotechnics or fireworks during the hire period. We would need to notify the council to check they comply with licensing regulations. Naked flame is not permitted in any part of the University of Brighton premises (inside or out).
Contact details for ticket sales will be available publicly through the web site and occasionally on printed material produced by us. Please be aware of this if you are using your own private contact details for the sale of tickets.
It is a requirement of the booking that a PRS form is completed and supplied to the Event Supervisor if music is to be performed or played.
Theatre and Cinema Act
Hirers must comply with the Theatre and Cinema Act. All films shown to a public audience must have an age categorisation and this categorisation publicised. If you do not have an age categorisation for the film to be showed, please contact the theatre manager at least four weeks in advance of your event on 01273 643012 and be ready to provide a duplicate DVD for the theatre to submit to the council to obtain certification.
The hirer will be responsible for the obtaining of all necessary licensed staff (except those for licensed bars) eg chaperone licensed if working with children, SIA licensed security. The venue has a preferred SIA security supplier, please liaise with your Event Supervisor if these services are required.
All performances, transmission of film, video, television and audio during hirings must be with the permission of the appropriate copyright holders/distributer. The hirer is also responsible for ensuring they have a MCPS Limited Manufacture Licence (available from prsformusic.com) if the hirer has re-recorded music that is subsequently aired during the event i.e. a piece of copyrighted music is recorded onto an animation, this requires the MCPS Limited Manufacture Licence.
Photography is permitted on the University premises for personal or educational use only. This excludes the filming of performances. Any other photography or filming is by prior arrangement, and subject to the payment of fees.
Children and Young Persons Acts 1933 and 1963
Children (Performances) Regulations 1968
All children from the age of birth to school leaving age (year 11) involved in any kind of public performance, for more than 4 days in six months will require a performance licence. It is the Producer's responsibility to apply for the performance licence.
* Performances arranged by schools (ordinary schools, not dance schools) do not need to be licensed.
All Children performing for 4 days or less will require an exemption letter from their local education authority, for all activities including sport, modelling work, filming or theatre etc.
A show or individual can be stopped from performing if there is no licence when one is required.
The licensing authority must be satisfied that:
The licensing authority is empowered to revoke a licence if it is not satisfied. A “performance” is taking part in a presentation either:
a) in connection with which a charge is made (even if no charge is made for admission)
b) on licensed premises or in a licensed club
c) which is broadcast
d) which is being filmed or recorded for pupil exhibition or broadcast
What is a Chaperone?
A chaperone is someone registered with the council to look after children who are working in entertainment. Their duty is to ensure that the children’s safety, comfort and welfare are always taken care of. It is a legal requirement that whenever children of compulsory school age are engaged in public performances or entertainment under a licence issued by the Local Authority, they must be supervised at all times by a licensed chaperone, unless they are under the direct supervision of either parent or an agreed tutor. The chaperone is responsible for the child at all times except when they are rehearsing, performing or with the child’s own parent or carer. A licensed chaperone may look after up to a maximum of 12 children of the same sex. Therefore more than one chaperone may be required.
When is a chaperone required?
The Children (Performances) Regulations 1968 state that any child working in entertainment (stage, film, television, radio, musical performances, modelling and paid sport) must be cared for by a registered chaperone who is responsible for the proper care and control of the child including his/her comfort, treatment and moral welfare.
The Access to Education team is responsible for the registration of chaperones, and for issuing performance licences for children working in entertainment.
For more information please contact: Child Employment / Entertainment Officer (Brighton and Hove Council) Tel: (01273) 293480
School Age and Vulnerable Adults Performance Policy.
In order to promote Child Protection, and in order to comply with Child Licensing Legislation, the University of Brighton requires all private organisations hiring the Theatre for events involving performers of Compulsory School Age to adhere to this policy.
You (the hirer) are required to undertake suitable actions to satisfy this policy.
1. Jobs that involve caring for, supervising or being in sole charge of children or adults during your hire require an enhanced DBS check (previously called an enhanced CRB check). This includes checking whether someone is included in the 2 DBS ‘barred lists’ (previously called ISA barred lists) of individuals who are unsuitable for working with:
The organisation must be able to provide the Sallis Benney Theatre with confirmation of the above.
Before the performance:
During the performance:
After the performance:
A copy of the University of Brighton child protection policy is available on request.
Despite everyone’s best efforts, on occasions things go wrong. If you encounter a problem prior to the event, please contact email@example.com or tel 01273 643010 or your assigned Event Supervisor as soon as possible to discuss it. If the issue persists or cannot be handled by the above staff, they may refer you to the Theatre and Gallery Manager who will endeavour to assist.
If a problem occurs during the hire of the theatre, we ask you to speak to the technician regarding technical issues and the Event Supervisor for anything else or if technical problems persist as soon as is reasonably practicable.
We expect problems to be discussed in a civil manner, away from public areas, ideally in an office which we can readily make available. Swearing, abusive or bullying behaviour are a direct breach of the University of Brighton Code of Conduct, will not be tolerated and could result in the theatre terminating the contract without a refund and cancellation of the event.
We welcome event de-briefs and suggestions as to how we can improve our service so please do not hesitate to contact us after your event to discuss positives or negatives. If, however, you did not feel the venue met your expectations and wish to make a complaint, please either write or email the theatre manager (via firstname.lastname@example.org) within seven days of your event with exact details of the problem. We will conduct an investigation and respond as soon as is reasonably practicable.
These Conditions of Hire are subject to change by the University of Brighton and should be checked at the point of confirmation.
End document Terms and Conditions.