The Wyvern Taunton CIC – Terms & Conditions of Indoor Hire
Effective Date: August 2025
These Terms & Conditions form part of the hire agreement between The Wyvern Taunton CIC (“the Venue”) and the Hirer, as set out in the Booking Form. By signing or accepting the booking, the Hirer agrees to comply with the following conditions.
1. Definitions
1.1 The Venue – The Wyvern Taunton CIC, Mountfields Road, Taunton TA1 3BJ.
1.2 The Hirer – The individual or organisation named on the Booking Form.
1.3 The area(s) hired – The specific indoor space(s) booked by the Hirer, as stated in the Booking Form. Guests may also access common areas such as corridors, toilets, and (if open) the Bar.
1.4 The Period of Hire – The time(s) and date(s) confirmed in the Booking Form, including agreed set-up and clear-down times.
1.5 The Amount Due – The total hire fee and any additional charges as set out in the Booking Form.
2. Scope & Capacities
2.1 These Terms apply to the indoor areas of the Venue and to any ancillary use of outdoor areas provided with the hire, such as car parking areas, access routes, and the designated smoking area. They do not apply to the pitches or other outdoor spaces unless specifically agreed under a separate hire arrangement.
2.2 Current maximum capacities will be notified in writing at the time of booking and must not be exceeded.
2.3 The Venue reserves the right to request guests to leave if safe capacity would otherwise be exceeded.
3. Use of the Venue
3.1 The Hirer shall use the area(s) hired only for the purpose agreed in the booking and must not sub-hire or allow use for:
- Any unlawful or prohibited purpose.
- Any political rally, demonstration, or activity likely to cause offence, civil unrest, or reputational harm to the Venue.
- Any activity that may invalidate the Venue’s insurance.
- Private birthday parties for ages 16–20 inclusive, which are prohibited under the Venue’s premises licence.
3.2 The Venue reserves the right to refuse or terminate a booking, or to require individuals to leave, if:
- Safety, legal, or community concerns arise.
- Activities pose a risk of damage, loss, or significant expense.
- The Hirer must not leave any equipment or property on-site overnight without prior written permission.
- Compliance with the Law & Prohibited Activities – The Hirer must ensure that all guests comply with the law while at the Venue. The consumption or possession of illegal substances is strictly prohibited. The Hirer must also ensure that no alcohol is consumed by persons under the age of 18. If any such activity is discovered or reasonably suspected, the individuals involved will be asked to leave immediately. In serious cases, or if the matter affects the safety or enjoyment of others, the Venue may bring the hire period to an early end at its absolute discretion.
Any person who is currently barred from the Venue will not be permitted to attend as a guest. If such a person is identified during the event, they will be asked to leave immediately.
The Venue will report illegal activity to the police where appropriate.
- Right of Entry & Removal – The Venue’s staff, and statutory authorities with lawful right of entry (e.g. police, fire, licensing officers), may enter any hired area at any time. They may require any person to leave where, in their reasonable opinion, that person is intoxicated, acting unlawfully, posing a safety risk, or causing a nuisance. The Venue reserves the right to terminate the event without refund if guests fail to comply with a lawful instruction to leave.
- Security/Stewards – For certain events, the Venue may require the Hirer to provide SIA-licensed security and/or stewards at the Hirer’s cost and to the Venue’s specification. The Venue will notify the Hirer of any such requirements at the time of booking or as soon as reasonably practicable. Failure to provide required security will be treated as a breach of these Terms.
4. Licences & Legal Compliance
4.1 The Venue holds the relevant premises licence for alcohol sales and entertainment. Hirers must comply with its terms. Full details of the licence are available on request.
4.2 The Venue currently holds PRS-PPL licensing for music. Any additional licences required for activities outside the scope of the Venue’s existing licences must be obtained by the Hirer.
4.3 The Hirer is responsible for ensuring that any entertainment or activities brought into the Venue (such as DJs, live performers, or equipment hire) comply with all legal and licensing requirements.
4.4 Public liability insurance may be required where the Hirer engages external suppliers, contractors, or entertainment. The Venue may specify a minimum level of cover and require evidence in advance.
4.5 Where the Hirer or their suppliers fail to comply with legal or licensing requirements, the Venue may suspend or stop the activity and will not be liable for any resulting loss.
4.6 Licence Breach – If the Hirer’s event results in the Venue incurring any penalties, enforcement action, or reasonable costs arising from a breach of the premises licence caused by the Hirer or their guests/suppliers, the Hirer shall be responsible for those costs and shall indemnify the Venue for any such costs, fines, or penalties.
5. Alcohol, Food & Catering
5.1 All alcohol sales must be through the Venue’s bar facilities. The Venue does not normally permit any alternative arrangements. In rare and exceptional cases, and only at the Venue’s sole discretion, alternative arrangements may be agreed in writing and may be subject to additional charges.
5.2 Hirers and guests are not permitted to bring their own alcohol, drinks, or food into the Venue, with the sole exception of a celebratory cake. In rare and exceptional cases, the Venue may, at its sole discretion and by prior written agreement, permit outside food, soft drinks, or alcohol subject to a corkage charge. Such permission will only be granted in writing and should not be assumed.
5.3 All bar service will be staffed by the Venue. Staff will operate a “Challenge 25” policy and refuse service to anyone unable to produce acceptable ID.
5.4 Glasses must not, under any circumstances, be taken onto the pitches or playing fields.
5.5 No outside catering (external caterers or self-supplied food) is permitted, unless specifically agreed under 5.2.
5.6 The Venue can provide a buffet menu for events. Orders for buffet catering must be confirmed and paid in full at least 12 days prior to the event date to allow for purchasing and preparation.
5.7 If payment is not received within this timeframe, the Venue reserves the right not to provide the catering. This will not entitle the Hirer to any refund or reduction in the hire fee, and the standard cancellation terms in Section 8 will still apply.
5.8 By default, any food provided by the Venue will be removed after two hours for food hygiene reasons. Should the Hirer wish food to remain available beyond this time, the Leftover Food Waiver and Release of Liability Form must be signed in advance of the event. Without this waiver, food will be removed. The Venue may refuse to accept a waiver if the Hirer is under the influence of alcohol at the time of signing.
6. Music, Noise & Event Timings
6.1 If an earlier set-up time is available, it must be agreed in writing and may incur an additional charge.
6.2 The Hirer must ensure guests leave the Venue quietly to avoid disturbing neighbours.
6.3 All music and amplified sound must stop by midnight and comply with the Venue’s premises licence. The Venue reserves the right to control noise levels at any time, including before midnight, if necessary to prevent nuisance or in response to complaints.
6.4 Overrun Charges – Late vacating beyond the agreed end time may be charged at the Venue’s published overrun rates (or, if not published, at a reasonable rate set by the Venue) per 15-minute period or part thereof.
Evening Events
6.5 Evening hall hire normally starts at 7:00 pm unless otherwise agreed.
6.6 For evening events, the Venue’s bar will call last orders at 11:15 pm and cease serving at 11:30 pm.
6.7 Guests are expected to begin leaving the Venue from midnight. The Hirer, together with any third parties such as DJs, bands, or contractors, must ensure the hired area is fully vacated, with all equipment removed, by 12:30 am. This period is strictly for guest departure and event pack-down only. Entertainment or music may not continue after midnight.
7. Payment Terms
7.1 For one-off bookings, the full hire fee is payable at the time of booking to secure your reservation. For repeat or multiple bookings, alternative payment terms may be agreed in writing at the Venue’s discretion. Any alternative payment terms must be confirmed in writing prior to the start of the hire period.
7.2 The booking will not be confirmed until payment has been received in full, or in accordance with any alternative terms agreed under 7.1.
7.3 If the Hirer cancels, the cancellation terms in Section 8 will apply.
8. Cancellations
These cancellation terms apply to each individual booking date. Where multiple dates are booked, the terms will apply separately to each date.
8.1 If you cancel with 90 days’ notice or more, you will receive a full refund.
8.2 If you cancel with 45 days’ notice or more (but less than 90 days), you will receive a 50% refund.
8.3 If you cancel with less than 45 days’ notice, no refund will be given.
8.4 The Venue reserves the right to cancel the booking without notice if the Hirer breaches, or is reasonably suspected of breaching, these Terms & Conditions. In such cases, no refund will be given, and the Venue will not be liable for any resulting costs or losses incurred by the Hirer.
8.5 In the unlikely event the Venue must cancel a booking for reasons beyond its control, the Venue’s liability will be limited to refunding any hire fees paid. It will not be responsible for additional costs incurred by the Hirer.
8.6 Force Majeure – The Venue shall not be liable for any failure or delay in performing its obligations under these Terms where such failure or delay results from events, circumstances, or causes beyond its reasonable control. Examples include (but are not limited to) severe weather, power failure, industrial action, national emergencies, government restrictions, or staff illness. In such cases, the Venue’s liability will be limited to refunding any hire fees paid, and it shall not be responsible for any additional costs incurred by the Hirer.
9. Care of the Venue
9.1 The Hirer must take all reasonable steps to prevent damage to the Venue, including furniture, fittings, and equipment.
9.2 The Hirer remains fully liable for any damage to the Venue, furniture, fittings, or equipment, whether accidental or deliberate. Damage identified during or after the event will be documented by the Venue and invoiced to the Hirer, payable within 14 days unless otherwise agreed in writing.
9.3 Charges will apply where cleaning required is beyond normal use — for example, the removal of excessive rubbish, spillages, or staining.
9.4 Decorations & Fixings – No nails, screws, pins, or fixings may be used on walls, ceilings, or floors. Only low-tack, non-marking adhesives may be used where permitted by staff. Confetti, glitter, and similar materials are not permitted inside the Venue unless expressly agreed in writing. Additional cleaning charges will apply where permitted.
9.5 Exception – Where the Venue is available, and at its sole discretion, the Hirer may, with prior written agreement, remove decorations and carry out tidying the following day. This is not guaranteed, even if there is no booking on the following day.
10. Liability
10.1 The Hirer is liable for all loss, damage, claims, and costs arising from their use of the Venue, including acts or omissions of their guests, contractors, or performers, except where caused by the Venue’s negligence.
10.2 The Venue accepts no responsibility for injury, loss, or damage to persons or property brought into the Venue, except where such injury, loss, or damage is caused by the negligence of the Venue or its staff.
11. Health & Safety
11.1 The Hirer remains responsible for the behaviour and safety of their guests and participants at all times and must ensure they comply fully with the Venue’s health and safety instructions. Venue staff are normally present during hires to provide assistance where required. However, staff may not always be continuously on site for all types of booking. The absence of staff does not reduce or remove the Hirer’s responsibilities under these Terms. Nothing in this section removes the Venue’s own legal obligations for the safety of the premises itself.
11.2 The Hirer must ensure they are aware of the location of fire exits and evacuation routes in the area(s) hired. In the event of an emergency, the Hirer and their guests must follow all instructions given by Venue staff (where present).
11.3 All emergency exits must remain unobstructed. Fire doors must remain closed unless opened in an emergency.
11.4 Any accidents or incidents must be reported to Venue staff as soon as possible so they can be recorded in the Venue’s Accident Log. If Venue staff are not present at the time, the Hirer must notify the Venue at the earliest opportunity and in any event within 24 hours. The Venue may request reasonable information from the Hirer in connection with any incident, and the Hirer is expected to provide this.
11.5 Pyrotechnics, smoke machines, haze, foam, lasers, strobe lighting, and similar effects are prohibited unless expressly approved by the Venue in advance. Approval may be withdrawn if safety is compromised. Unauthorised use may result in immediate cessation without refund.
12. Electrical Safety
12.1 Any electrical equipment brought in by the Hirer must be safe for use and in good working order; formal PAT test certification may be requested for certain items at the Venue’s discretion.
12.2 Extension leads must be used safely, not overloaded, and positioned to avoid trip hazards.
12.3 The Venue reserves the right to prohibit unsafe equipment.
13. Additional Conduct & Safety Rules
13.1 Children under 14 must be accompanied and supervised at all times.
13.2 Smoking/vaping is not permitted inside the building; designated facilities are provided at the front of the Venue.
13.3 The Hirer must not allow anyone attending their hire to do anything at the Venue which is, or may become, a nuisance to the Venue, other hirers or customers, or the occupiers of nearby premises and homes.
13.4 Animals – No animals are permitted inside the Venue, except assistance dogs.
14. Advertising & Promotion
14.1 For public events, the Hirer must not use the Venue’s name, logo, or images in promotional materials without prior written consent.
14.2 The Venue reserves the right to approve ticketed or public advertising before issue. Any such materials must be submitted to the Venue for approval at least 14 days prior to distribution.
14.3 Private events do not require advertising approval unless requested by the Venue.
15. CCTV
CCTV operates at the Venue for safety and security. For information on how we use and store personal data, please see our Privacy Notice (available on request).
16. Lost Property & Parking
16.1 Lost property – Items left at the Venue will be held for a reasonable period (normally 30 days) and then disposed of. The Venue accepts no responsibility for loss or damage to personal property.
16.2 Parking – Parking (if available) is at users’ own risk. The Venue is not liable for loss or damage to vehicles or contents. Vehicles must be parked considerately and not obstruct access routes.
17. General
17.1 These Terms & Conditions may be amended by the Venue at any time, with written notice given to affected bookings.
17.2 This agreement is governed by the laws of England, with exclusive jurisdiction of the English courts.
17.3 Entire Agreement – These Terms and the Booking Form constitute the entire agreement between the parties in relation to the indoor hire. Where outdoor areas (such as the pitches) are hired in addition, separate terms and conditions will apply, and together with these Terms they will form the entire agreement.
17.4 Variations – Any variation to a confirmed booking must be agreed in writing by the Venue.
17.5 Assignment – The Hirer may not transfer or sub-licence the booking without the Venue’s prior written consent.
17.6 Severability – If any provision is found invalid or unenforceable, the remaining provisions shall continue in full force and effect.
17.7 Third-party Rights – Nothing in this agreement confers any rights on any person under the Contracts (Rights of Third Parties) Act 1999.
17.8 Statutory Rights – Nothing in these Terms limits or excludes liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation, or any liability that cannot lawfully be limited or excluded.