TERMS AND CONDITIONS OF HIRE:
1 APRIL 2005 TO 31 MARCH 2007

1. GENERAL

1. The premises shall be under the control of the Isle of Wight Council.
2. All hiring of premises shall be made in accordance with the scale of charges adopted by the Council unless in any particular case the Council agrees special terms. The charges include, in all cases:

• The hall keeper’s attendance
• Ordinary heating and lighting where necessary
• Use of kitchens, bar and surrounding house grounds (other than when permission is sought for the erection of hirer’s marquee).

1. The hirer will, however, be responsible for any damage, breakages or reinstatement etc, occasioned by reason of the letting.
2. No person other than a responsible person who has been appointed to act on behalf of the Council, shall work or tamper with the electric light switches or operate such lighting and sound equipment, including all types of microphones, etc.
3. A representative of the Council will be in attendance at all times at Northwood House and has the authority to require any persons that he/she may consider to be causing a nuisance or damaging Council property to leave the premises.

1. In respect of all bookings a holding deposit of 50 per cent is required. No booking is considered unless the holding deposit accompanies the application form. The balance must be paid one month prior to the date of the hiring taking place, together with a ‘damage limitation’ deposit, which will be held on account in the event of any damage occurring.
2. Cancellations : If for any reason the event is cancelled less than one month before the event the full amount of the hire will be payable. One to three months before the event 30 per cent of the hire will be payable. Three to six months before the event 15 per cent will be payable. More than six months before the event, an administration fee of £20 will be payable. Any damage limitation deposits will be refunded.
3. In respect of all bookings made within one month of the date of hire, full payment in cash must accompany the application form. This is not refundable if the event is cancelled.
4. The damage limitation deposit will be refunded subject to a satisfactory feedback report from the hallkeepers. Any refund, or proportion thereof, will normally be returned to the hirer within 28 days of the event taking place
5. In the event of damage occurring, the damage limitation deposit (or a proportion), will be forfeited, and the hirer will be charged the cost of repair or replacement as may be determined by the director or officer appointed by Northwood House to act on its behalf.
6. For the reason as set out in 2.3 above, a damage limitation deposit to cover the cost of wilful damage caused to the premises, is required for all bookings. Should no damage be sustained to Council property, the deposit held on account will be returned to the hirer.
7. The hire of Northwood House in conjunction with the use of the lawn is limited to the function rooms. Access to the parts is confined to the main entrance and access from the House gardens. Separate terms and conditions apply when permission is sought for the erection of a marquee within the private house gardens or grounds of Northwood Park gardens
8. The Isle of Wight Council reserves the right to refuse any application should they consider it necessary.
9. All hirers must be 18 years of age or over and present at the event.
10. No sub-letting is allowed.
11. The Isle of Wight Council accepts no responsibility for the loss of personal affects or any items/articles brought into or left on the premises.
12. All applications for the use of premises must be made on the form provided for the purpose which should be returned to Northwood House, Ward Avenue, Cowes, Isle of Wight, PO31 8AZ, together with the required deposit. Where re-arrangement of existing facilities applies, a detailed floor plan layout must be supplied Northwood House not less than 21 days prior to the event.
13. The Council reserves the right to cancel any letting should it appear at any time desirable to do so, subject only to return of the fees paid and the hirer agrees not to make any other claim against the Council

1. Northwood House does not hold an entertainments licence. Any event providing entertainment and that is open to the public may require a Public Entertainment Licence. Please contact Northwood House in the first instance for further information on this.
2. In all cases where a licensed bar is required in Northwood House, the hirer must complete the application form for Grant of an Occasional Liquor License and return the same with the booking form to Northwood House.
3. Any application for a bar licence will only extend to 0030 or the period of hire times specified on the Public Entertainment Licence, if applicable and granted (ie 0130 if such licence is held), but will be subject to the approval of the Justice of the Licensing Court in the first instance.
4. In the case of any hiring of premises for a purpose which involves the giving of musical entertainment in any form, the hirer (if appropriate), is required to and must arrange with the artist(s) or performer(s) for the completion of forms of return (copies of which will be issued by Cultural and Leisure Services), indicating the title of each musical work performed, the number of times played and such other particulars as may be indicated on the Performing Rights Society forms, and to hand such completed forms to Cultural and Leisure Services for transmission to the Performing Rights Society.

1. Securing the hiring and payment of a minimum of two door/security stewards, such stewards must be registered with the Isle of Wight Council, be appropriately insured for the purpose of the hiring and be present both on the door and inside. Their duties will be to ensure that proper order is kept.
2. The good conduct of the patrons during the hiring.

1. Hirers must comply at all times with fire regulations which are posted at all venues. ALL EXITS MUST BE KEPT CLEAR AT ALL TIMES.
2. At the commencement of any event and, in the interest of safety to all persons using Northwood House during the hire period, it will be the hirer’s responsibility to appoint a responsible person to receive a health and safety briefing from the duty Hall Keeper in order that the nominated responsible person can notify guests and users of Northwood House of the designated fire exits and emergency procedures which are on display at the premises
3. No nails, drawing pins, screws, adhesive tape, sellotape, Blutack or similar materials may be affixed to any part of the building. Balloons may be used on the premises, subject to the hirer agreeing to forfeit all or part of the damage limitation deposit if, in the event of such use, damage is caused or alarms are activated.
4. The use of confetti (including confetti ‘bombs’ and polystyrene firing ‘guns’), is not permitted anywhere within the building.
5. If decorative or special lighting is required, including the use of decorative candles, this may be arranged at the hirer’s own expense, and all additional equipment must be installed in a safe manner and to the satisfaction of the officer appointed by Northwood House.
6. When flowers, shrubs, etc, contained with earth in flower pots are brought into the premises in connection with any hiring, the same shall be placed in trays, or other suitable receptacles, which will prevent any moisture from seeping through the floor. Every precaution shall be taken to prevent the spilling of water from vases, etc, containing cut flowers.
7. No artificial flowers are permitted on the premises unless they are of flame-resistant material or have been treated with a flame- retardant material.
8. With the exception of ‘assistance dogs’, no animal or livestock of any description shall be taken into or allowed to enter any part of the accommodation covered by the regulations without prior consent.
9. Pyrotechnics – The firing of maroons, flash boxes, or the like, is not permitted (Isle of Wight Council General Conditions, Section 25/77)
10. The use of indoor fireworks (including indoor sparklers) is not permitted anywhere in the building.
11. Smoke machines are not permitted on the premises.
12. In areas where smoking is permitted ashtrays are provided and must be used. Hirers are requested to ensure, that in rooms where there is to be ‘no smoking’, this rule is strictly adhered to in the interests of health and safety.
13. No heavy objects, such as pianos or other furniture, are to be dragged through the corridors.
14. No truck, trolley or barrow is to be used on the premises, other than the trolley provided by the Council.
15. The hirer is required not to permit children to play in any part of Northwood House not included in the letting.
16. The hirer should ensure and note that all personal belongings and other articles not belonging to the House and all musical instruments, disco or entertainment equipment must be removed from the premises at the expiration of the hire period, as no facilities are available for temporary storage.
17. The premises must be left in a reasonably clean condition.