Terms & Conditions
Bookings & Fees
1.1 Applications for hire must be submitted in writing on the booking form provided and must be signed for by a person aged 18 or over.
1.2 The Hirer must remain in attendance and be responsible for the Room, Security and Safety of guests and supervising all activities during the hire.
1.3 The Hire Period: The Hire Period must include required access times, as requested on booking form.
1.4 Hours Of Use The hours of use are as per the booking form. Rooms must be vacated within the time specified; if additional time is required or there is a delay, please contact an EVi staff member. Any additional time will be charged, as per EVi rates.
1.5 Allocation of Space. Hirers must not use any spaces other than those allocated. Any other space required must be booked in advance at an additional charge.
1.6 On occasion, EVi may need to arrange another space for your event – EVi will inform you of any changes within one week of your booking.
1.5 Payment Cash & cheque payments accepted. Credit facility can be arranged upon request. Please make cheques payable to ProMo-Cymru Trading Ltd.
1.6 Cancellation Cancellations must be submitted in writing or email. Full amounts will be charged for all bookings cancelled within 48hrs of the Hire Period.
Escape routes & Fire Exits
2.1 All Exits, Aisles and escape routes should be kept clear to provide clear exits in case of an emergency.
2.2 Due to Fire regulations we are unable to permit use of any pyrotechnics or other theatrical effects such as Smoke or Haze.
3 Access & Use of Spaces.
3.1 Multipurpose Centre The EVi hosts a number of events and external Hirers. Please be mindful of this in regard to noise levels and use of spaces.
- Condition of Space at the Start of Hire.
An inventory of the condition of the space and any equipment included will be made at the start of your hire. Therefore the Hirer cannot be held accountable for any damage occurring prior to commencement of hire. However the hirer will be liable for any loss or damage caused during the period of hire.
- Condition of space at end of hire
Rooms should be left in the condition they were hired. All furniture should be returned to original position and any food consumed cleared away with any surfaces wiped down. Any additional cleaning required will be invoiced for.
- Additional Equipment Required.
If you require additional equipment such as projector, use of PA System or Lighting rig this must be highlighted on the booking form in order for us to make relevant arrangements. Where AV Technicians are required this will be charged as per EVi Rates. Extra Equipment will also be subject to inventory checks before and after the hire.
- Use of Furniture
The Hirer is permitted to arrange the furniture as required provided it is returned to original position before leaving. Hirers are not permitted to move furniture from one space to another. Please ask an EVi staff member for help.
- Building Decorations and Equipment.
No changes shall be made to the building. This includes putting up decorations, installing equipment, painting or marking any walls/ surfaces, etc. No sticky tape, Blue tack or similar product is permitted for use on the walls.
- Private Property. All private property brought into EVi must be removed by the end of the agreed hire period.
Regulations / Acts / Laws
4.1 Loss or Damage The Hirer will be held responsible for any loss or damage occurring during the hire period and will be expected to make good any loss or damage to any furniture, equipment or property used.
4.2 Insurance It is strongly recommended that any Hirers obtain suitable public liability insurance covering their activities for the hire period and provide EVi with a copy of the policy.
4.3 DBS Policy If your activity involves under 18’s and/or vulnerable adults copies of DBS’s for those responsible for the activity are required.
4.4 Lost Property EVi accepts no responsibility for items left behind at the end of the hire period.
4.5 Sub-letting. Sub-letting is not permitted.
4.6 Smoking. Smoking is not permitted at EVi. Designated smoking areas signposted.
4.7 Hirer Equipment Prior permission from EVi is required before a Hirer can bring any electrical equipment onto the EVi premises, i.e. upon confirmation of recent PAT testing.