As a venue capable of hosting events for up to 1100 persons, Wellsprings Leisure Centre must comply with all of the relevant legislation governing events and in particular that set in its premises licence under the Licensing Act 2003.

Tone Leisure management are responsible for the safety of its staff and the public attending all events.  This includes events promoted by external agencies hiring our facility. 

To ensure customer and staff safety is not compromised Tone Leisure asks all hirers and contractors involved in an event to provide documentation to comply with our statutory requirements and theirs.

 Below is the relevant information for event hirers and details of what information is required to ensure compliance with Health and Safety / Licensing legislation *.

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Following an enquiry to book a date for an event, Tone Leisure will hold the requested date in its event diary.

Once sufficient information has been gathered an events pack will be sent confirming the cost to run the event, the terms and conditions of the event and a booking form / contract to sign and return.  The booking will be held for a further 14 days awaiting return of the booking forms and any non-refundable deposit requested. 

If we have not heard from the hirer within 14days of the letter we will assume the event is not taking place and release the date from our system. 

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All hirers of Tone Leisure facilities for events are requested to complete the enclosed questionnaire to help our staff ensure the event runs smoothly and in a professional manner.  This questionnaire also requests contractor information for any third parties involved in your event.

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All external contractors such as Lighting & sound engineers, either contracted by the hirer or Tone Leisure will complete this questionnaire and provide the relevant documentation a minimum of one month prior to the event.  Copies of this questionnaire are attached and must be returned to the Event Manager.

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Tone Leisure will provide the hirer with an initial cost to host any event requested that it is capable of delivering.  However, it is quite common for hirers’ requirements to change during the planning process.  Tone Leisure therefore in consultation with the hirer will confirm any additional costs to be added or subtracted from the final bill as and when changes to your requirements are made.

The balance for hire will be invoiced in advance and should be paid no less than 30 days prior to the event.  Failure to pay could result in the cancellation of the event.  If Tone Leisure is running a box office for an event that is subsequently cancelled outside of the permitted timescales, the hirer will be subject to pay the balance less any non-fixed costs.
 
Please note some costs will not be available until after the event.  For example PRS and some equipment hire charges if required.

 

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Tone Leisure and Wellsprings Leisure Centre will happily operate a box office for ticketed events for any hirer.  The costs of this are detailed in the accompanying letter and include any postage and administrative costs involved in the sale of tickets.
 
Tone Leisure will pay the box office balance to the hirer inclusive of VAT less any charges agreed in advance, within 14 working days of the event.  This is assuming all of the relevant information has been given to the Events manager to ensurepayments can be made.

VAT: -           

Please note any box office payments are inclusive of VAT and as such are declared to the inland revenue.  Tone Leisure encourages all hirers to ensure they declare the VAT on their share of the box office.  Tone Leisure accepts no responsibility for the non-declaration of third parties VAT.

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Please note as per Tone Leisure’s terms and conditions, in the event you cancel an event at Wellsprings Leisure Centre you may lose your deposit and be responsible for the hire charge.  If Tone Leisure has operated a box office for the cancelled event there will be a charge of 20% of the box office at the time of cancellation to cover the administration of refunding customers already in possession of tickets.