Your guide to planning the perfect promotional event in Reading Town Centre.
3.2 Hirers who do not fulfil their commitment or fail to notify the Event Co-ordinator in writing of a cancellation shall forfeit any fee paid and remain liable to REDA for the full fee, together with any additional expenses incurred by REDA.
3.3 Any substitution, amendment to the nature of the booking, or change to the signed Event Guide must be notified in writing to the Event Co-ordinator, who reserves the right to cancel the booking or amend the fee as deemed appropriate. In the event of such cancellation, the Hirer shall remain liable as stated in clauses 3.2 and 3.3 above.
3.4 Substitution and amendments to the nature of the booking must be notified in writing to the Events Executive who reserves the right either to cancel the booking or amend the fee as s/he considers appropriate. In the event of such cancellation the Hirer shall be liable as stated in clauses 3.2 and 3.3. above.
3.5 REDA accepts no responsibility for the non-arrival by the Due Date of application forms, remittances or cancellations.
4.1 REDA shall have the right to cancel any booking immediately in the event that the site is affected by an emergency of any kind. REDA will consider refunding part or all of any fees and charges paid and the amount shall be at the sole discretion of REDA.
5.1 The Hirer shall keep the site clean and tidy, and any litter generated by the Event shall be removed by the Hirer.
5.2 The Hirer must at all times take good care of the Location and will be responsible for any damage to the Location, or any part of it, and to any equipment or other property of the Council, whether or not forming part of the hire.
5.3 The Hirer's property must be removed at the end of the hire period, or by a time and date agreed with the Events Co-ordinator. REDA accepts no responsibility for any property left at the Location after the hire period.
5.4 If the Hirer fails to perform any of its obligations set out in clauses 5.1 to 5.3 above, REDA reserves the right to carry out any such obligations and any costs incurred by REDA in the performance of such obligations shall be borne by the Hirer.
6.1 The booking shall be personal to the Hirer and the Hirer shall not be allowed to let another person or another organisation use the site whether for the purpose of the booking or any other purpose without the previous written consent of REDA.
7.1 The Hirer may not carry out, or permit to be carried out, any photography, filming, video recording, taping, television or radio broadcasts, or any other form of recording of the event during the hire period without the prior written consent of REDA. Any consent granted by REDA may be subject to such conditions, including payment, as REDA considers appropriate.
8.1 No advertising material may be issued, nor tickets sold until such time as a Booking Agreement has been made on payment of the fee.
8.2 Any contravention of the Town and Country Planning (Control of Advertisements) Regulations 1984 or any amendments or variation thereto may be deemed a reason for the cancellation of a Hiring or series of Hirings. If there shall be any contravention of these requirements, howsoever, wheresoever and by whomsoever caused, permitted or made then the Hirer shall reimburse or refund to REDA the cost of removing any such unauthorised or illicit advertisements or advertising material.
9.1 The Hirer shall ensure and, where requested, produce to REDA on demand, a copy of the Booking Agreement or any other permit or other consent which may be required, whether from REDA or otherwise, before the Event may take place. If any such Agreement or permit has not been obtained, REDA reserves the right to cancel the booking.
10 SELLING
10.1 Nothing may be sold from the location.
11.1 The Hirer shall ensure, so far as is reasonably practical, that no undue noise, nuisance or obstruction is caused to passers-by or adjoining premises either before, during or after the Event. All reasonable requests by REDA to reduce noise levels or to take steps to reduce nuisance and obstruction shall be complied with immediately. Furthermore, the hirer shall take all necessary steps to ensure that access to or egress from adjoining premises is in no way obstructed whether by equipment, including vehicles, or people attending the Event, whether as participators or members of the public.
12.1 The Hirer shall ensure that any equipment is clearly marked and used in a manner which will not cause danger or annoyance to members of the public and other users of the site.
13.1 The Hirer agrees to indemnify REDA against all claims, actions, demands, proceedings, cost or wards in respect of any loss, damage, injury or death to persons or property engaged by or assisting the Hirer and the Hirer shall take out Public Liability Insurance Cover (£5 million) against such risks and produce evidence of such insurance prior to the Due Date. Failure to provide proof of insurance cover prior to the Due Date will lead to cancellation of the Event.