Venue Hire Terms & Conditions
These Terms & Conditions apply to the hire and use of spaces, equipment and associated services at the Courthouse Gallery & Studios (CHG&S), operated by Old Ennistymon Heritage Ltd.
By confirming a booking, the hirer agrees to these Terms & Conditions. They should be read alongside the applicable quotation, booking confirmation and CHG&S Venue Hire & Event Rates.
1. Nature of the Venue
CHG&S is primarily a visual arts gallery and community arts organisation with a continuous programme of exhibitions, events and activities.
Use of the Main Gallery is subject to compatibility with the exhibition and programme taking place at the time of hire. Hirers must respect all artworks, installations, exhibition furniture, technical equipment and other materials within the building.
Nothing may be moved, altered, attached to walls or other surfaces, covered, interfered with or incorporated into an event without prior permission from CHG&S.
CHG&S reserves the right to decline any proposed use that it considers incompatible with the current exhibition, the safe operation of the venue, or the organisation's charitable and artistic purposes.
2. Booking & Confirmation
All bookings are subject to availability and approval by CHG&S.
A booking is not confirmed until CHG&S has accepted the booking and any required deposit has been received.
The hirer must provide accurate information regarding the nature of the proposed activity, anticipated attendance, opening hours, equipment requirements, catering, performers, contractors and any other circumstances relevant to the booking.
Significant changes to the nature, scale or operation of an event must be communicated to CHG&S.
3. Hire Charges & Additional Costs
Hire charges are based on the applicable CHG&S rates and the information supplied by the hirer.
Where possible, room hire, staffing, equipment and additional services will be identified in advance and included in the quotation.
Where additional staff, equipment, cleaning, technical assistance or other services are requested by the hirer or become reasonably necessary for the safe, effective or appropriate operation of the event, these may be provided and charged at the applicable CHG&S rate.
Where practicable, CHG&S will discuss additional requirements with the hirer before costs are incurred. Where immediate action is reasonably necessary for safety, venue protection or the effective operation of the event, CHG&S reserves the right to provide or appoint the necessary staff or services and charge accordingly.
Additional charges will be itemised on the final invoice.
4. Responsibility of the Hirer
Unless expressly contracted otherwise, CHG&S is providing a venue for the hirer's activity and is not the organiser, producer or provider of that activity.
The hirer is responsible for the organisation, management, supervision and safe and lawful operation of their event or activity.
The hirer is also responsible for the conduct of their participants, attendees, employees, facilitators, performers, contractors, caterers and other service providers while using the venue.
Hire of a CHG&S space does not constitute CHG&S approval, certification or endorsement of the hirer, their activity, professional services, qualifications or compliance arrangements.
5. Insurance, Qualifications, Licences & Compliance
The hirer is responsible for ensuring that all insurance, registrations, licences, permissions, qualifications, certificates and other statutory or professional requirements applicable to their activity are valid and in place.
Depending on the nature of the booking, this may include:
- public liability insurance;
- employer's or professional indemnity insurance where applicable;
- professional qualifications or registrations;
- licences and statutory permissions;
- risk assessments and health & safety documentation;
- safeguarding policies and procedures;
- Garda vetting where applicable;
- first-aid arrangements;
- fire and emergency procedures;
- food safety requirements; and
- appropriate documentation for contractors or third-party service providers.
CHG&S may request evidence of any such documentation before or during the hire.
CHG&S reserves the right to refuse, suspend or discontinue an activity where required documentation is not provided, where information supplied by the hirer is materially inaccurate, or where CHG&S reasonably considers that the activity presents an unacceptable safety, compliance or venue risk.
6. Health, Safety & Event Management
Hirers must comply with all applicable health and safety requirements and with reasonable instructions given by CHG&S staff.
Depending on the nature and scale of the event, CHG&S may require an event plan, risk assessment, emergency arrangements, first-aid provision, safeguarding arrangements, audience-management plan or other relevant documentation.
Fire exits, escape routes, extinguishers and emergency equipment must remain accessible at all times.
Venue capacity limits and any instructions concerning access, seating, audience movement or use of equipment must be observed.
7. Staffing
Not every booking requires CHG&S staff. Small meetings, classes, workshops and private pre-booked activities may be operated independently where approved by CHG&S and where the hirer has appropriate arrangements in place.
Public events, larger gatherings, performances and technically complex activities may require Front of House, technical, sound engineering, event-management or other personnel.
CHG&S reserves the right to require and appoint appropriate staff where we consider this reasonably necessary for the safe, effective or appropriate operation of an event.
Where additional staffing becomes necessary before or during an event, the applicable staffing charge may be added to the hirer's final invoice.
8. Equipment & Technical Services
CHG&S equipment may only be used for its intended purpose and in accordance with any instructions provided.
Certain equipment may require installation or operation by CHG&S staff or an approved competent technician.
The hirer is responsible for damage to CHG&S equipment arising from misuse, negligence or unauthorised operation by the hirer, their participants, contractors or attendees.
External equipment brought into the venue must be safe, suitable and appropriately operated. CHG&S may request relevant safety documentation or refuse the use of equipment it reasonably considers unsuitable or unsafe.
9. Photography, Filming & Recording
CHG&S is a working visual arts gallery. Professional or commercial photography, filming, video production, audio-visual recording or organised photoshoots within the gallery spaces are not permitted without prior written permission from CHG&S.
Permission must be sought in advance and must specify the intended nature and use of the photography, filming or recording. CHG&S may impose conditions or additional charges and may refuse permission where the proposed activity could interfere with an exhibition, artwork, artist's rights, visitor experience or the operation of the venue.
Hire of a CHG&S space does not grant the hirer, photographer, filmmaker or any other party any licence or right to reproduce, publish, commercially exploit or otherwise use artworks, exhibitions, installations, CHG&S branding or other protected material appearing within the venue.
Copyright and other intellectual property rights in artworks and exhibitions remain with their respective artists and/or rightsholders. The hirer is responsible for obtaining any permissions or licences required for the photography, filming, recording, reproduction or publication of protected material.
Where CHG&S grants permission for professional photography or filming, that permission relates only to use of the venue and does not constitute permission on behalf of an artist or other third-party rightsholder unless expressly confirmed in writing.
CHG&S reserves all rights in its own name, branding, commissioned materials, photography and other intellectual property.
10. Catering, Food & Beverages
Food and beverage arrangements must be notified to and approved by CHG&S where required.
Hirers using external caterers are responsible for ensuring that those providers comply with applicable food safety, insurance and other regulatory requirements.
Where catering or refreshments are supplied or arranged directly by CHG&S, the applicable charges and service arrangements will form part of the booking.
Food and beverages must be consumed and served in accordance with venue requirements, particularly where artworks or exhibition materials are present.
11. Alcohol
Any provision or service of alcohol must be discussed with CHG&S in advance.
The hirer is responsible for ensuring that the supply, sale or service of alcohol associated with their event complies with all applicable licensing and legal requirements.
CHG&S may impose restrictions on where and how beverages are served in order to protect artworks, visitors and the venue.
12. Cleaning, Waste & Condition of the Venue
The hirer must leave the venue in a reasonable condition following their event.
CHG&S provides normal refuse and recycling facilities. A cleaning and waste-management charge may apply depending on the nature and scale of the event.
Excessive waste, specialist cleaning, damage, spillages or cleaning substantially beyond normal venue use may incur additional charges.
The hirer must remove any equipment, materials, decorations, catering supplies or other property brought into the venue unless otherwise agreed.
13. Damage to Venue, Exhibitions & Equipment
The hirer must take reasonable care of the building, furniture, equipment, artworks and exhibition materials.
Any damage, accident or incident must be reported to CHG&S as soon as possible.
The hirer may be charged for loss, damage, repair, replacement or specialist cleaning resulting from the actions or negligence of the hirer or persons for whom they are responsible, subject to applicable law.
Particular care must be taken around artworks and installations. No artwork or exhibition component may be touched, moved or altered without express authorisation from CHG&S.
14. Children & Vulnerable Persons
Where an event or activity involves children or vulnerable persons, the hirer is responsible for ensuring that appropriate safeguarding policies, procedures, supervision and vetting requirements are in place.
CHG&S may request evidence of these arrangements before allowing the activity to proceed.
15. Public Events & Audience Conduct
For public events, the hirer is responsible for ensuring that the event is appropriately managed and that attendees behave in a safe and respectful manner.
CHG&S reserves the right to refuse entry to or require the removal of any person whose behaviour presents a safety risk, causes significant disruption, threatens artworks or property, or breaches venue requirements.
CHG&S may require additional Front of House, security, technical or event-management arrangements depending on the scale and nature of an event.
16. Access & Accessibility
The hirer must provide CHG&S with sufficient information about their event to allow appropriate access and operational arrangements to be considered.
Hirers should notify CHG&S in advance of any known accessibility requirements associated with their event so that reasonable arrangements can be discussed.
17. Event Content & Legal Compliance
The venue must not be used for unlawful activity or for a purpose materially different from that described in the booking.
The hirer is responsible for obtaining any licences, permissions, consents or rights required for performances, music, screenings, reproductions, broadcasts, presentations or other content forming part of their event.
CHG&S reserves the right to refuse or discontinue an activity where its actual nature materially differs from the booking information supplied or where continuing the activity would create a significant safety, legal, regulatory or venue risk.
18. Cancellation & Deposits
The applicable deposit and cancellation arrangements will be confirmed as part of the booking.
Unless otherwise agreed, a deposit is required to secure a confirmed booking and will be deducted from the final invoice.
Main Gallery bookings that affect CHG&S's exhibition or public programme may be subject to enhanced or non-refundable deposit requirements due to the difficulty and cost of replacing cancelled programme dates.
The applicable cancellation conditions will be stated in the booking documentation.
19. Payment
The remaining balance for venue hire and associated services is payable in accordance with the payment terms stated on the invoice.
The final invoice may include additional staffing, equipment, cleaning, waste management, extended hire time or other services requested or reasonably required in connection with the event.
20. Personal Property
Property brought into CHG&S by the hirer, attendees, contractors or other participants remains their responsibility.
CHG&S accepts responsibility for loss or damage only to the extent required by applicable law.
Items must not be left at the venue following a booking unless this has been agreed in advance.
21. Liability
Nothing in these Terms & Conditions is intended to exclude or restrict any liability that cannot lawfully be excluded or restricted.
Subject to applicable law, the hirer remains responsible for loss, damage, claims or costs arising from their event or activity, or from the acts or omissions of persons for whom they are responsible.
CHG&S is responsible for the venue and for those services expressly contracted to and provided by CHG&S. CHG&S is not responsible for the professional services, activities, content or conduct of independent hirers, performers, facilitators, caterers, contractors or other third parties merely because those activities take place at CHG&S.
22. Force Majeure & Circumstances Beyond Our Control
CHG&S will not be responsible for failure or delay in providing the venue or services where this results from circumstances reasonably beyond our control, including severe weather, utility failure, emergency closure, government restrictions, public-health measures or other exceptional circumstances.
Where such circumstances affect a booking, CHG&S will endeavour to work with the hirer to identify a reasonable alternative arrangement where practicable.
23. Data Protection
Personal information supplied in connection with a booking will be processed in accordance with applicable data-protection law and the CHG&S Privacy Policy.
Information may be used where reasonably necessary to administer the booking, communicate with the hirer, process payments and invoices, manage safety and compliance requirements and provide agreed services.
24. Changes to Bookings
Any material change to the date, duration, attendance, format, content, equipment requirements, catering arrangements or other significant aspect of a booking should be notified to CHG&S as soon as possible.
Changes may affect the hire charge, staffing requirements, equipment requirements or suitability of the venue.
25. Governing Law
These Terms & Conditions and venue hire arrangements are governed by the laws of Ireland.
Any dispute arising from a booking will be subject to the jurisdiction of the Irish courts, without affecting any statutory rights that may apply.
Acceptance of Terms
By confirming a booking with Courthouse Gallery & Studios, the hirer acknowledges that they have read and accepted these Venue Hire Terms & Conditions together with the applicable quotation and booking information.
Where a booking is made on behalf of an organisation, the person making the booking confirms that they are authorised to do so on behalf of that organisation.
Courthouse Gallery & Studios (CHG&S)
Operated by Old Ennistymon Heritage Ltd