BALTIC EVENTS General Terms and Conditions of Use 1. General Policy BALTIC’S facilities may only be used by companies for entertaining on a corporate basis, by educational and training institutions, by arts – related funding bodies and by BALTIC’S Corporate Members. Individual parties and wedding receptions are also welcome. All bookings are agreed at the discretion of BALTIC’S Marketing Team, Restaurant Associates and McCoys. 2. Booking Arrangements a) All bookings are subject to availability and must be confirmed in writing. It is advisable for bookings to be made at least two months in advance. b) A minimum of 25% of the Room Hire or the restaurant hire is required to secure a booking, preferably one month in advance of the event. c) Booking prices do not include the hire charges for any onsite A/V equipment or the cost of any extra equipment hired in by BALTIC for an event. This includes tables, chairs, linen, staging, lectern and A/V equipment. Please approach the Events Organiser for confirmation of requirements and hire charges. Additional staffing will also incur a charge. d) All hire charges quoted are net amounts. VAT will be added. The exception is catering where VAT is included. e) A 25% cancellation fee will be charged if BALTIC is not informed at least 14 days prior to an event. drafttandcsv1.doc 3. Print/Promotional Material a) All printed materials, including invitations, on which BALTIC’S name appears, must be approved by BALTIC Communications Dept. b) BALTIC is always referred to as BALTIC Centre for Contemporary Art. c) The display of any advertising or promotional material must be approved by the Communications dept. d) Press releases making reference to BALTIC must be approved by the Media Officer. e) BALTIC’S logo may only be used on its’ own printed material. 4. Catering a) BALTIC has two catering franchises: Restaurant Associates (ground Floor Riverside) and McCoys (Rooftop Restaurant). All catering at BALTIC must be done by either of these. b) Full hires of the restaurants are subject to a 25% deposit. c) All arrangements must be confirmed with the Caterers at least 7 days prior to an event. d) All menu and drinks charges quoted are net amounts. VAT will then be added. 5) General Restrictions a) Smoking is only permitted in the restaurants and café/bar. If the fire alarms go off at any point during an event the building must be evacuated immediately. BALTIC CREW are trained in safety and evacuation and one member of CREW must always be present during an event. b) No one is to collect any personal possessions. c) Instructions from any member of BALTIC staff must be complied with. BALTIC staff have the right to insist on the removal of anything, or anybody, which they perceive as inappropriate to the integrity of BALTIC or representing a risk to the building, exhibits or visitors. drafttandcsv1.doc 6) Advance Notification The Events Organiser must be advised of the following at least two weeks in advance of the event, although all requests cannot guarantee approval: a) Any out of hours access: BALTIC will make a charge based on specific requirements. b) Early opening of Main Doors: If you require the main entrance to be open before 10am this must be cleared and arranged in advance. c) Any parking requirements. d) Booking of the Arts Lift to transport set/equipment to Level 1. e) Any Cloakroom requirements. f) Any special arrangements which may be planned for the event: floral decorations, signage, live music, any alterations to BALTIC’s fixtures and fittings. g) A full guest list is required two days before the event, including any VIP's or press who are expected to attend the event. This information is needed by our security staff and will be treated in the strictest confidence. 7) Guests a) The organisation hosting the event is responsible for the research and preparation of guest lists, production of name badges, and checking the attendance of guests at the event itself. b) Guests should be asked to bring their invitations with them. c) If senior BALTIC representatives are invited to attend or speak at the event three weeks notice is required. d) Parking arrangements must be confirmed by BALTIC before informing guests where they may park. drafttandcsv1.doc 8) Timing a) Events must begin and end at the agreed times, as must get–ins and load outs. b) If you wish to alter the timings of your event, arrangements must be made with the Events Organiser at least two weeks in advance. c) Events or get ins/load outs which overrun by more than 30 minutes will incur a minimum charge of £130 per half hour, in order to cover unexpected overtime costs and to recover all additional incurred costs. 9) Gallery Clearance a) All equipment, flower arrangements, branding and displays must be removed from BALTIC’s spaces immediately after the event. Nothing is to remain in public areas from a previous event. b) Collection of limited pieces of equipment may be arranged no later than 10.00am the following morning from the loading bay. Arrangements for morning collection must be made with the Events Organiser in advance. If BALTIC staff are required to assist, a request must be made at least one week in advance. c) The customer will be liable for all and any damage caused to any room, facilities, furniture or equipment caused by acts or omissions of their delegates, guests or staff. d) BALTIC regrets that it cannot be held responsible for the loss of or damage to any property during or after an event. e) Any items left in any of BALTIC’s spaces without prior notification will be discarded, since there are no facilities at BALTIC for storage. 10) Parking Parking is provided in Pay & Display Car Parks owned & controlled by Gateshead Council (70p for 3 hours). BALTIC accepts no liability for the Council’s management of these facilities. Some limited provision may be made in consultation with the Events Team. drafttandcsv1.doc