The Wakes
Room Hire – Terms and Conditions 2025 to 2026
Bookings are accepted by the Town Council, subject to availability and on the following conditions: –
1. | Contact Information | |
Address: The Wakes, Theatre Square, Oakengates, Telford, TF2 6EP Contact Number: 01952 567503 Email: thewakes@oakengates-tc.gov.uk Website: www.thewakes.org.uk
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2. | Definitions | |
“The Wakes” means The Wakes, Theatre Square, Oakengates, TF2 6EP. “The “Town Council” means Oakengates Town Council, the Town Clerk or an officer appointed by the Town Council. “The Hirer” means the person making the booking agreement with the Town Council whether in person or on behalf of any organisation. “The Service User” is anyone attending activity, event, meeting or group run by The Hirer.
The Town Council reserves the right to refuse any application, or terminate at any time, any agreement for hire made in consequence of any application.
Terms and conditions apply to all Service Users too, but The Hirer is deemed responsible for their activity, event, meeting or group taking place within The Wakes.
The Hirer is personally responsible for ensuring that the terms and conditions herein are adhered to and that any moneys due to Oakengates Town Council arising from this Agreement are paid upon completion of the hire. The Hirer must be at least 18 years of age or over. Where a company or organisation is named in connection with this engagement that organisation shall be jointly and severally liable thereon with the person who signs the contract. The word “Hirer” shall also include any employees, agents, tradesmen, contractors, suppliers and members of the public entering the building at the invitation or implied invitation of The Hirer.
Every effort has been made to ensure the accuracy of all information provided. The Town Council does not accept liability for any errors or omissions and reserves the right to amend any information within the Terms and Conditions at any time.
Any updates to these terms and conditions will be provided as and when they happen and if The Hirer does not wish to accept the changes made to the terms and conditions, they will need to cancel their booking in writing. | ||
3. | Permitted Use | |
The Wakes shall not be used for any purpose other than that stated in the acceptance of the application for hire and any conditions stated therein must be complied with.
The Hirer shall not re-hire or sub-let the accommodation or any part thereof. The Wakes is a licensed venue and any alcohol on the premises must be supplied by The Outpost Café & Bar (subject to availability).
The Hirer is responsible for monitoring the behaviour and conduct of Service Users. The Town Council have the right to require anyone who they consider to be intoxicated or under the influence of illegal substances to leave the premises.
No Service Users under the age of 18 are permitted to consume alcohol on the premises or to be intoxicated on the premises. The Town Council staff have the right to challenge any person to provide proof of age and require them to leave if they consider them to be under 18 and have consumed alcohol.
Service Users who create a disturbance or behave in a disorderly manner should be asked to leave the Wakes by The Hirer. The Town Council reserves the right to ask any unauthorised visitors to vacate the Wakes at its sole discretion.
The Hirer shall not supply, sell, or allow to be sold, any excisable liquor refreshments or tobacco on the premises.
The Hirer shall observe all regulations and all conditions of all licenses which apply to and are in force at The Wakes and, in particular but not exclusively, the Public Entertainment Licence.
Restrictions applying to all events: –
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4. | Room Details | |
The Hirer to ensure the following maximum capacities are always adhered to when hiring out rooms: –
· Function space: Ø 70 standing room Ø 64 seated cabaret style, this may need to be further reduced subject to any space you require, for example – buffet/drinks station, disco or entertainers · Meeting space: Ø 15 seated
Please note, capacities may be reduced for certain activities and/or seated events, subject to the room layout.
It is the Hirer’s responsibility to inform the Town Council of any Service Users attending their event who would require assistance with evacuating the building and to ensure a personal evacuation plan is prepared. Due to the size of the refuge area, there can be no more than 5 wheelchair users in the building at one time.
Room Layout – rooms will be set up by the Town Council as pre-agreed by the Town Council and The Hirer.
Windows – Hirers are welcome to open the windows during their session; these will need to be closed again at the end of the session/meeting.
Waste – please place any waste in the bins provided in the room. Large items of waste must be removed by The Hirer unless pre-arranged with the Town Council. The Hirer is responsible for making sure that all areas used are left clean and tidy.
The Hirer is responsible for leaving the premises and surrounding area in a tidy and acceptable condition and that any contents temporarily removed from their usual positions are properly replaced. Storage Space – The Town Council is unable to provide storage space for equipment. | ||
5. | Availability | |
To place a booking, please complete the online form. Until the completed booking form, copy of public liability insurance has been provided, terms and conditions have been accepted, and payment has been received, the booking will be considered provisional. The booking is not confirmed until you receive a confirmation email from the Town Council.
The Wakes is available for hire subject to availability, between 9.00am and10:00pm, 7 days a week, except for public holidays. Please note these times are inclusive of room set up and set down times, which you will need to consider and include in your booking.
The Hirer must ensure all Service Users vacate the premises within the time specified on the accepted booking form.
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6. | Damage, Loss, or Accident | |
The Town Council shall not be liable for loss due to failure of supply of electricity, leakage of water, fire, Government restriction or Acts of God, which may cause the accommodation to close or the hire to be interrupted or cancelled.
The Hirer shall pay to the Town Council, the amount incurred by the Town Council in making good any damage to or loss of furniture, carpets, equipment, furnishings and fittings, or any article owned by the Town Council arising in any way out of the hire of The Wakes.
The Hirer shall indemnify the Town Council against all liabilities, claims, costs, or demands in respect of personal injury and/or loss or theft of property and/or damage to property howsoever arising from the hiring of the accommodation.
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7. | Health and Safety | |
The Town Council shall not be liable for risks associated with Health and Safety beyond their statutory responsibilities for the premises. The Hirer is responsible for Health and Safety risks associated with the behaviour of the Service Users and any risks that arise because of any activities undertaken.
The Hirer shall carry out and observe all instructions issued by the Town Council regarding precautions to be taken to safeguard the premises from damage from fire, or other cause and to prevent injury to persons or property and shall ensure that fire exits are not impeded, nor any firefighting appliance is tampered with, removed or used for any purpose other than for firefighting.
The Town Council prohibits smoking (including e-cigarettes and vapes) in any part of The Wakes at any time and will immediately exclude from The Wakes any person who contravenes this matter.
Safeguarding The Hirer is responsible for safeguarding any young people and/or vulnerable adults.
Accidents Should an accident occur on site, this must be reported to the Town Council prior to leaving site.
Personal Safety – As this is a public building, personal safety is important. In the event of an unsafe situation, The Hirer should call the police if necessary and alert the Town Council immediately. The Town Council will assess the situation and implement the lockdown procedure if required. ` First Aid If The Hirer is leading a course or activity, they should have at least one qualified first aider at each session. A First Aid Kit is available from the Reception Office (access can be provided by the duty keyholder).
The Hirer is to ensure that any first aid provisions including the defibrillator which is located within The Outpost Café are not tampered with unless required for medical purposes.
Risk Assessment For certain events a Risk Assessment may be requested by the Town Council. Further information, including a Risk Assessment template you can use can be found at the Health and Safety Executives’ website www.hse.gov.uk
Fire Safety
Fire extinguishers are located in the entrance stairway, Clerk’s Office, Outpost Café, meeting room, near the passenger lift on the first floor, main corridor and function space. Evacuation chairs are located at the first-floor entrance and half landing at the internal escape stairs at the rear of The Outpost Café. It is The Hirer’s responsibility to ensure they provide people who are competent with using this equipment.
The Hirer is to familiarise themselves with the fire call points in each room, the location of extinguishers and the available escape routes. Service Users must not cause any accumulations of combustible materials or do anything likely to cause a fire risk.
Should The Hirer or any Service Users require any assistance with regards to evacuating the building in the event of the fire alarm sounding, The Hirer should inform the Town Council.
In case of small fire:
In case of large fire: Carry out FIRE EVACUATION PROCEDURE immediately.
FIRE EVACUATION PROCEDURE
It is the responsibility of The Hirer to inform the duty keyholder (before the start of an event) of the likely number of Service Users who require assistance and make suitable arrangements to provide the necessary help in the case of an emergency evacuation, without using the lift. It is The Hirer’s responsibility to provide Personal Emergency Evacuation Plans (PEEPS), when necessary to the Council, it is Tthe Hirer’s responsibility to implement the PEEPS.
Upon discovering a fire and/or hearing the fire alarm: –
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8. | Insurance | |
As ‘The Hirer’, you are responsible for all claims, costs, damages, actions, and proceedings including injury, accident, death, loss, and damage which arise from the booking, other than those arising from the negligence of The Wakes.
Any group that is formal in nature – meets regularly, has an organiser, committee or its users pay fees – must have Public Liability Insurance of its own that will cover damage to The Wakes property and injury to its members or users. You will be required to provide the Town Council with a copy of your public liability insurance when you accept the room hire terms and conditions.
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9. | Electrical Equipment | |
The Hirer may bring electrical equipment into the hall only if they are confident the item is safe and has been inspected for electrical safety (PAT tested) by a competent person. If in doubt the item will not be allowed.
The Hirer should take adequate steps to ensure that no electrical socket or circuit is overloaded and that no equipment or cables can become a trip, or any other, form of hazard. | ||
10. | Facilities Hired | |
Only those facilities and equipment previously agreed with the Town Council may be used by The Hirer.
The Hirer shall ensure that the premises are vacated by all Service Users and the venue is left in a tidy and orderly condition at the end of the period of hire.
The Hirer shall always comply with all reasonable requests of the Town Council in connection with the premises and The Hirer during the hire period.
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11. | Media System & Noise | |
The Function Space has an in-built sound system. The Meeting Room and Function Space has a projector. These can be used as part of the room hire charge and instructions on use will be provided by the Town Council upon request, any damage caused to media items used will be the responsibility of The Hirer and any cost for repairs will be passed on.
Noise levels within The Wakes shall be subject to any reasonable restriction imposed by the Town Council within its sole discretion. Service Users leaving the Wakes must be respectful to neighbouring properties and businesses.
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12. | Promotion / Publicity in Connection with Hire | |
Decorations or notices (external or internal) cannot be displayed on walls without prior agreement of the Town Council. No nails or screws shall be driven into any part of The Wakes and no electric cables or lights or alterations made in the arrangements of The Wakes except with the approval of the Town Council and such approval shall be subject to the conditions the Town Council may specify.
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13. | Payment Information | |
Fees are reviewed annually and are currently charged per hour.
One-off Room Hire Only A minimum of 14 days’ notice is required for all one-off room bookings.
Once The Hirer has received confirmation the room is available for hire, full payment is required not later than 14 calendar days prior to the date of your room booking to secure the room. The Hirer will receive an invoice, via email, at the end of each month which will will require payment within 28 days, failure to comply with this will result in termination of any remaining bookings.
Room Hire Fees The hire charge shall be in accordance with the scale of charges set by the Town Council. Room hire fees for 1 April 2025 to 31 March 2026 are: – Ø Monday to Sunday until 5pm – £18.00 per hour Ø Monday to Thursday after 5pm – £18.00 per hour Ø Friday, Saturday, and Sunday after 5pm – £25.00 per hour Ø Registered charities – £15.00 per hour.
Methods of Payment · Cheques should be made payable to Oakengates Town Council · Bank Transfer Name of Account: Unity Trust Bank · Cash is payable in person at The Wakes.
The Hirer will be invoiced for any damage (including accidental damage) caused as an act of neglect or malicious intent. The Hirer is responsible for the payment of all hire charges and settlement of all invoices. | ||
14. | Cancellation Policy | |
Cancellation by The Room Hirer The Hirer shall give written notice of cancellation to the Town Council.
One-off Room Hire Only · Up to 28 days – 100% of room hire refunded · 28 – 14 days – 50% of room hire refunded · 14 days or less – 0% of room hire refunded · All catering requirements MUST be cancelled 7 days prior to the event. If they are not cancelled within this time frame the client will be charged the full amount. Recurring Room Bookings Only · Up to 48 hours – no charge · 48 hours or less – full room hire charge Cancellation by The Town Council In the event of room hire being cancelled, the Town Council shall not be held liable to The Hirer for any damages or loss sustained as a result of or in any way arising out of the cancellation other than for the return of such part of the Hire Fee as shall have been paid by The Hirer.
We retain the right, in our absolute discretion, to refuse or cancel a booking at any time for any good and sufficient reason or in the case of emergency. • If a Hirer (or a supplier used by them) contravenes any of these terms and conditions of hire, we reserve the right to cancel or shut down your event. • We may cancel any Agreement if the venue is rendered unfit or becomes unavailable due to unforeseen circumstances. • We reserve the right to cancel any booking if the building is required for a civic or national event. | ||