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Campus West, Hawthorne Theatre, RollerCity and its Affiliates

Terms and Conditions of Sale

Campus West refers, for the sake of this document, Hawthorne Theatre (live events and cinema), RollerCity (including private events and skate parties and public session) and any events that are owned and promoted by Campus West including events that take place outside Campus West i.e. The Hawthorne Studio, Green Square Open Air Theatre, Vineyard Barn and Hazel Grove Community Centres and other spaces not determined .Campus West is owned and operated by Welwyn Hatfield Borough Council.

General

The final decision for all matters pertaining to daily operation of Campus West - The Duty Manager (representing the Council) word is final in all matters.

Tickets and event purchase By purchasing a ticket(s) by via any means, for example by telephone, over the counter, online you are agreeing to our terms and conditions of sale.

If you buy tickets for events where Campus West is acting as a ticket agent then in addition to these terms of business you are also bound by the client’s term of business as well – please visit the appropriate website for that information.

Agency tickets may be subject to different terms and conditions.

Ticket Agents

Campus West reserves the right to sell tickets through outside agencies. We accept no responsibility for tickets or services purchased through an agency or third party. Purchases can be made online at www.hawthornetheatre.co.uk or www.rollercity.co.uk, by telephone on 01707 357117, or in person over the counter.

Please check your ticket details carefully as mistakes cannot be rectified after the booking has been confirmed.

Ticket Refunds and Exchanges

Tickets may be exchanged through the Box Office on a like-for-like basis for another performance and this will incur a £2.00 administration fee. This only applies to the Hawthorne Theatre, Hawthorne Studio, RollerCity (not Skate Parties) and Green Square Production events and sessions. Tickets cannot be refunded.

If for whatever the reason Campus West has to close due to unforseen circumstances i.e. Snow and other inclement weather, we will refund any monies in full, however if Campus West and its operations remain open, no refund will be given. The decision not to attend any event is then purely that of the hirer or customer.

Re-Selling Tickets

Re-selling your ticket for profit or commercial gain makes it void. Only tickets purchased from our Box Office or our appointed agents are valid for admission.

Booking Tickets Online

For your safety and security, you will be asked to provide your name, address, postcode, email address and a telephone number. All personal information given will be stored under the auspices of the Data Protection Act.

No promotional information will be sent out to customers without their permission.

Posting Tickets
If you choose the "Post" option your tickets will be posted to you and are NOT attached to your Online Receipt and Confirmation Email. If you dot receive your tickets within four working days, please contact the Box Office. We only post tickets to UK residents.

Print At Home Tickets

If you choose the "Print At Home" Option, your eTickets are an attachment on your Online receipt and Order Confirmation Email.

Collection from the Campus West Box Office

For the "Counter" Option, your tickets can be collected from the Campus West only and anytime in advance of the event (ID may be required).

Payment

We accept payment by Cash,Visa, Delta, MasterCard, Maestro and Electron Solo. We do not accept American Express cards.

Reservations

Tickets may be reserved in advance and can be held without payment for up to 4 days, or 24 hours before a performance / screening / RollerCity session (whichever is sooner) by which time payment must be made to confirm the booking.

Discounts

Discounts are shown in the listings for each show but may not be available for all performances.From time to time we may also make supplementary special offers in addition to those published in the Events Diary or on our website.

Discounts cannot be combined with other offers (unless specifically stated) or applied retrospectively, and may be withdrawn at any time. Proof of ID may be required. Some discounts will not be available online.

Advance Ticket Sales

Where an Advance Ticket price is offered, this will run until 10pm on the night before the performance, unless otherwise noted. After that time, the full price will come into effect.

Tickets for Schools

For certain events, tickets can be purchased online or at the Box Office at reduced prices for teacher-led school/college groups. See our Events Diary, website or email campuswest@welhat.gov.uk for details.

Tickets for school groups must be paid for before any changes in the price setup (expiration of discounts of any kind) as advertised or no later than 7 days prior to a performance (whichever is sooner) by which time payment must be made to confirm the booking.

Tickets for Groups

For certain events, group discounts are offered to groups of 10 or more people. Please email campuswest@welhat.gov.uk or see the website or our Events Diary for further details of these discounts.

Babes-in-arms (12 months or under)

Babes-in-arms are not allowed in the theatre or cinema but there are exceptions please see below:

Babes- in- arms are allowed into Mini Cin-Ma and Kids Klub Film Fun screenings and pantomime performances as indicated in the publicity. All babes-in arms must have a ticket for admission. To keep distractions to a minimum during these screenings and performances, we ask that you take the baby outside if they are continually crying in the theatre.

By ordering seats for Mini Cini-Ma and Kids Klub screenings and pantomime performances you acknowledge that the tickets are for the use of a carer and a baby, and that Campus West reserves the right to take action against individuals who obtain ticket fraudulently.

Accessibility

Wheelchair booking: We are here to welcome you. If you have any access issues, please let us know when you book and we will do all we can to accommodate your request.

A limited number of wheelchairs can be accommodated in the theatre auditorium. Access to these seats is via a gentle slope outside the Stage Door, where there are also limited Disabled Parking Places and a Disabled Access Drop-Off Point.

Complimentary tickets are offered for essential carers for disabled visitors.

There is a lift access to the First Floor Foyer from either the RollerCity or Library entrances and disabled toilets are available on the Ground and First Floors.

By ordering wheelchair accessible spaces and a carer seat, you acknowledge that the accessible spaces and adjacent carer seat are for use of a person with a disability who requires accessible seating due to that disability, and the adjacent seat is for the carer of that patron using a wheelchair.

Campus West reserves the right to take action against individuals who fraudulently obtain wheelchair accessible spaces and carer seats including ejecting the individuals and/ or ensuring they forfeit the ticket price.

Hearing enhancement

Infra-Red (IR) headphones and an Induction Loop system have been installed in the Theatre for the hearing impaired and the hard of hearing. Hearing Dogs and Guide Dogs are welcome at Campus West.

Rules of Admission

Everyone entering the theatre or RollerCity needs a valid ticket which must be produced on arrival and shown to a steward.

Glass and China

Glass and china is prohibited in the Theatre and RollerCity – plastic/paper cups will be offered.

Food and Drink

No food and drink, other than that purchased at Campus West, is allowed in Campus West, this include all public skate session and theatrical event. Drinks, purchased at Humphrey's Cafe or RollerCity Tuck Shop, may be taken into the theatre if in a plastic container.

Electronic communication devices

Mobile phones, pagers and alarms must be turned off at all times during the performances/screening.

Electronic Cigarettes or similar

These are not permitted in any part of Campus West - they are difficult for staff to distinguishing between these and the real thing and can be distraction/annoyance to other customers.

Recording Equipment

For public screenings, all events and sessions, cameras and recording equipment are not allowed in Campus West.

Refusal of Admission to Campus West

Campus West reserves the right to refuse admission in reasonable circumstances or to request any ticket holder to leave Campus West and to take appropriate action to enforce this Right.

Campus West also reserves the right to alter the performance and cast as advertised in advance where such alterations are necessary due to unforeseen circumstances.

In the event of a cancelled performance, Campus West will not be liable for any additional travel or accommodation expenses.

Theatre Specific

We follow the Wittertainment Code of Conduct for all theatrical events (film and live events).

Late arrivals

Live events

If you arrive late to an a live event, other than RollerCity, we appreciate that you will want to take your seats immediately; however, to limit disturbance to fellow audience members and artists, we may ask you to wait until a suitable break in the performance. Very occasionally, this may mean waiting until the interval.

Film screening

If you are more than 15 minutes late for a film screening you will be refused admission – this is so you do not disturb the other member of the audience - you will not be entitled to a refund.

RollerCity specific

Skate Parties

The hire period and time for RollerCity is for the agreed party type that is agreed at the time of booking. Access is 15 minutes before the advertised start time and vacation must be within 15 minutes of the advertised end time of the party.

This is an example only:

Access 4.30pm

Advertised start time 4.45pm

Advertised end time 6.45pm

Vacation by 7pm

All skate party prices include VAT.

Skate parties are only available to book online and can be paid for at the time of purchase – be sure you want a particular date as there are no refunds once a party has been paid for.

For Private Hire Skate parties only you are allowed to bring you own food and drink – please ensure to clear away and remove any food drinks and rubbish at the end of the party.

The person the party is for should not be any younger than 7 years old.

RollerCity will provide adequately trained Marshals for all parties and a DJ where appropriate.

Skate parties cannot be sold to anyone under 21.

There is a maximum of 60 guests including non skaters.

Party organisers are fully responsible for the control of all children attending the party. Strictly NO alcohol allowed on the premises.

Use of own roller skates/ roller blades is welcomed.

RollerCity does not accept responsibility for the loss or damage to personal belongings.

Animals are not allowed in any part of the premises (except Guide or Hearing Dogs).

The Party organiser may not sub-let the premises. The Party organiser may not do anything on the premises that might endanger the premises or those using them or violate the terms of insurance for the premises.

Public Skate Sessions

No food and drink, other that purchased from RollerCity or Humphrey’s Cafe, is allowed during public Skating sessions.

An adult must accompany children under the age of seven.

The parents/guardians are fully responsible for the control/behaviour of all children under the age of 16 and the subsequent consequences.

Private skates will be checked on entry.

Cover protruding axel nuts on inline skates.

No stunt, speed or chariot skating during general skate sessions.

Protective safety equipment is available for you to use, free of charge. Please ask at the Skate Hire.

If you fall or hurt yourself please see a marshal. They are here to help you!

No skating is permitted on the raised public area or by the Skate Hire and Shop.

No Chewing Gum.

Alcohol is only permitted for consumption by persons over the age of 18, during the Adult Skate Session.

General Room Hire

1. All prices quoted are correct at the time of issue. The Council reserves the right to revise any hire fees up to 12 weeks prior to the date of hire.

2. The Hirer(s) must be present at all times during the booking. They must also ensure that, a suitable standard of behaviour is adhered to by all of their guests. Unruly behaviour will not be tolerated. For 21st Birthdays we ask for a suitable adult presence at all times to ensure the above is adhered to.

3. The Council does not accommodate 18th Birthday parties and any party booked knowingly under this pretence will be cancelled with immediate effect.

4. All applicants must be at least 21 years of age.

5. All bar services must be provided by The Council.

6. The Council reserves the right to refuse admission to any person. For reasons of diplomacy and security an explanation may sometimes not be given.

7. The Council reserves the right to refuse the serving of alcohol to any person known or believed to be under the age of eighteen. Furthermore, The Council reserves the right to have removed from the premises any person attempting to purchase alcohol for consumption by a person known or believed to be under the age of eighteen. ID will be required for anyone who appears to be under the age of eighteen, acceptable forms of ID are a UK British passport or a UK Photo Card Driving licence only. This is not negotiable. The decision of the bar staff is final. It is the duty of the Hirer of the room to inform their guests of this condition.

8. The Council reserves the right to have removed from the premises any person appearing to be under the influence of alcohol or acting in a disorderly or objectionable manner.

9. Anyone found or suspected to be in possession of illegal drugs of any kind, which includes cannabis, will be asked to leave the premises immediately and without exception, the police may also be informed. Should they refuse to leave or cause issue then the police will be called immediately.

10. The use and positioning of any equipment or signage brought onto the premises will be subject to the Council’s approval. Any such equipment or signage should be fully insured against loss or damage by the Hirer.

11. Any damage occurring to the Premises or within the grounds of the Premises which is proved to be as a direct result of wilful damage or negligence by any person attending an event will be charged to the Hirer.

12. The Council requires record of a credit/debit card as a bond against any terms and conditions that may be broken or any damages that may occur. Any costs incurred to the Council as a result of your booking will be charged to this card.

13. Access and vacation of the premises is as stated in the Contract of Hire.

14. All cheques and money payments should be made payable to Welwyn Hatfield Borough Council.

15. The Hirer shall not transfer this agreement or the benefit thereof and shall not part with or share the use of the premises or any part thereof but may, with the consent of the Council surrender this hiring to the Council so that the premises may be re-let.

16. The Hirer shall strictly observe the conditions of any and all licences granted to Welwyn Hatfield Borough Council in respect of Alcoholic Liquor, Music and Dancing, Public Performance, and Cinematographic Projection together with the various Acts of Parliament governing such activities. The Hirer shall be deemed to have notice of all such conditions and it is therefore essential that full details of each hire is discussed fully with the Council, who will advise the Hirer without prejudice to any of the conditions contained therein.

17. The Hirer shall not in any circumstances hold or permit to be held in any part of the accommodation any lottery unless such lottery shall be by law permitted by virtue of the provisions of the Betting and Lotteries Act, 1963, and the Betting, Gaming and Lotteries Act, 1964, or any modification or amendment.

18. The Hirer shall make no alterations to the lighting, heating, seating, gangways, fittings, fixtures or decorations except with the consent of the Council. All signage and decorations that are to be placed on the wall must only be attached with Blue Tack and not sellotape.

19. In every hire there shall be deemed to be implied on the part of the Hirer an undertaking with the Council strictly to observe and perform all Statutory Regulations and all conditions and regulations imposed by the Licensing Authority on the premises and to indemnify the Council, their officers and staff from all penalties, damages and costs which may be incurred in consequence of any breach or default in complying with any such provisions, regulations or conditions.

20. For entertainment events, other than those held in Hawthorne Theatre, e.g. all social events - Parties, Dancing etc.), tickets may NOT be sold.

21. No responsibility will be accepted or compensation paid by the Council or its officers in the event of loss or damage being suffered by the Hirer or by any other person on account of the failure, for whatever reason, of the lighting, heating or any other equipment on the premises.

22. There shall indemnify the Council and its staff against all claims, demands, actions proceedings, costs and damages in respect of:

a. Death or injury of any person whilst on or in the premises or loss or damage of

any property during the period of or in connection with this hire provided that he

shall not be liable so to indemnify for any such death, injury, loss or damage

caused solely by the negligence of the Council or the faulty or defective nature

of the premises or any plant, equipment or machinery therein.

b. Any infringement or copyright or licence during the period of hire.

23. In the event that the goods, services, equipment or access times vary in any way from those specified in the Hire Agreement and Contract, the Council reserves the right to vary the agreed hire charges accordingly.

24. Under no circumstances will the Council accept any responsibility for loss or damage to the contents of or to any car or other vehicle, which in connection with the function may be brought or left within the precincts of the Premises.

25. The Hirer shall ensure that no car or other vehicle is allowed to be parked in any unauthorised position and that any instruction given by any of the Council's officers or staff in regard to parking of vehicles is strictly observed. The Council shall be entitled to remove without notice to the owner any car or other vehicle from the said precincts if such car or vehicle is parked in an unauthorised position or is left within the said precincts after the termination of the function without incurring any liability for any loss or damage to the said car or vehicle or its contents whether or not such loss or damage is caused by the negligence of the Council, its members, servants or agents. The Hirer shall ensure that the provision of this Clause are brought to the notice of and are accepted by all persons using the premises or any part thereof by reason of the hiring to the Hirer.

26. The Hirer shall ensure that his/her guests, members and employees shall be made fully aware of the Terms and Conditions and hereby undertake to comply with them in all respects. 27.The Council may terminate this Agreement at any time by notice to the Hirer whenever they are of the opinion that the continuance of the hire would not be in the interests of the good management of the premises. The right to terminate this Agreement by notice to the Hirer is reserved when the Government, Borough Council or other Public Body may require the use of the premises for any matter of special importance (as to which the decision of the Council shall be final).

28. Should the Council before a function commences be of the opinion that it is likely to prove of an objectionable or undesirable character it shall have full power to cancel the engagement and return the money paid and the Council shall not be liable to pay for any compensation.

29. Council may cancel any hire, for whatever reason, in writing, to the address stated in the hire contract and a full refund for the room hire will be given. The Council shall give the Hirer as long a notice as possible of their intention to terminate the hire but shall not be liable for any loss or damage or otherwise in respect of his/her actions or the actions of the Council under this clause and not be under any liability to the Hirer for any loss or damage they may sustain by reason of such termination.

30. If the Hirer wishes to cancel their booking he/she must give at least 28 days notice to the Council in writing. For less than 28 days notice no refund will be applicable. Clause 27 is also applicable in this case.

31. In the event of the premises being, on the dates specified in the Hire Agreement and Contract, unusable for the purpose of the event through flood, fire, tempest or other reason beyond the control of the Council, the Council shall not be liable to the Hirer for any loss thereby occasioned by the Hirer.

32. If the Hirer shall in the opinion of the Council fail to observe or to ensure that their guests observe the terms of this Agreement, the Council, may without notice terminate this Agreement and the Hirer shall immediately vacate the premises. Such an occurrence shall not release the Hirer from any of his/her obligations under this Agreement or affect any right to remedy which the Council may have in respect of any breach of any of the terms of this Agreement.

33. The maximum capacity shall not be exceeded, in the event of this occurring the Management reserve the right to refuse entry so there may be compliance with the licensing regulations

Terrace Suite - 180 people standing or 100 people seated with tables and

chairs or 120 seated theatre style.

Park Lounge - 40 people seated theatre style or 20 with tables and chairs.

34. The Hirer must ensure that the requirements of all food safety legislation are met.

35. The Hirer must leave the Premises as found. All food, plates, decorations etc. will be tidied/removed. There will be no facilities for clearing up on the following day.

36. All hirers must know where the nearest fire exit and assembly points are. In the event of hearing a prolonged ringing of the fire alarm they must make sure that all members of their group are safely evacuated from the building in a sensible manner via the nearest fire exit. The assembly point for Campus West is outside in the car park adjacent to the complex.

37. All portable electrical equipment must be Portable Appliance Tested (PAT) or the Institute of Electrical Engineers (IEE) latest test and inspection code of practice for in-service inspection of test and electrical equipment before use within any council building. Without such proof being provided when asked for, the equipment shall not be used. Careful positioning of equipment is required to prevent tripping hazards to public and staff members.

38. Alcohol and all other beverages consumed at on the Premises must be purchased from the Premises. Unless otherwise arranged with the Council. The Premises offers a corkage service for a toast drink i.e. Champagne or Cava, Wine is not allowed for corkage. There is a charge for corkage, and a limited number of bottles per booking.

39. The Premises is a “NO SMOKING” building. Guests attending any private function should they wish to smoke must do so in the designated smoking areas outside the Premises. The Hirer must ensure all their guests are informed of this condition.

40. No naked flames are allowed in any of the function rooms. Only electric food warmers will be allowed no burners, gel cans or flamed equipment of any sort will be allowed in food prep or the heating of food for your guests. Candles and tea lights also fall under this condition and will be removed if supplied by the hirer.

41. The vacation time stated on your contract must be strictly adhered to. Any entertainment that is hired by the hirer i.e. DJ’s, Bands etc. must be notified of the vacation time on the contract and will be expected to strictly observe this. If equipment is not dismantled and removed by the vacation time, they will be asked to leave it overnight in the building and collect it the following day. If the vacation time is not observed and adhered to this may also affect your bond. You will be charged 50% of your original hire for every ½ hour or part of if the vacation time is not adhered to.

42. The Manager “representing the Council” on duty at the time of your booking is final in all matters.