Plan Your Concert

Reading Borough Council reserves the right in its absolute discretion not to hire or provide its venues –

1. To any organisation or individuals that do not conform to the values (Equality, Fairness and Inclusivity) of the Council, or that are banned or proscribed by law;
2. Or, for political rallies, or for demonstrations which incite hatred or violence or any breach of criminal law and/or spread hatred and intolerance;

Furthermore, the Council reserves the right to refuse to grant, or withdraw permission with immediate effect:

1. If any or all parts of the event are considered by the Council, in its reasonable opinion, to be dangerous, offensive, noxious, illegal or which may become a nuisance to the Council or any other occupiers in the areas (or any neighbouring property) where the event is held;
2. If the organisers are found to have falsely represented the event at the time of booking, but are subsequently found to breach the principles set out here.  
3. Or, if the Council is not satisfied that the safety of the buildings and the public can be ensured.  

Event organisers will be required to provide information about the nature and details of the proposed event, speakers, participants and organisers prior to confirming the booking.  It may be necessary to record, check and pass these details to Council and external partners in order for the venue to fulfil its responsibilities under the policy.

The event organiser agrees to abide by the terms of the policy and the Council will not be held responsible or accept liability for any costs incurred by the hirer for any cancellations, refusals or withdrawal of permission.  No individuals or groups will be denied the opportunity for access to local authority managed properties unless there is a justifiable reason to do so within the spirit of this policy.

The main legislation/guidance governing this issue is:

Prevent Duty  Section 26 of the Counter-Terrorism and Security Act 2015 places a duty on certain bodies (including the local authority), to have due regard to the need to prevent people from being drawn into terrorism. This is known as the Prevent Duty. In complying with the Prevent Duty, local authorities must ensure that publicly-owned venues and resources do not provide a platform for extremists and are not used to disseminate extremist views.   The Government have defined extremism as including “vocal or active opposition to our fundamental values, including democracy, the rule of law, individual liberty and mutual respect and tolerance of different faiths and beliefs. We also include in our definition of extremism calls for the death of members of our armed forces”

Statutory Duty  As a responsible authority under the Crime and Disorder Act 1998, Reading Borough Council also has a statutory duty to work in partnership with other agencies to reduce and prevent crime. Maintaining public order is a priority for the Local Authority and the Police, therefore when an event poses a risk to the general public, there are grounds to review and reconsider venue hire. Where the property is not under Local Authority control, they can provide advice to the property owners/occupiers.

The Human Rights Act 1998  The Human Rights Act 1998 sets out the fundamental rights and freedoms that everyone in the UK is entitled to. In some limited situations, certain freedoms are qualified meaning that public authorities may interfere with them. This is only possible where the authority can show that its action has a proper basis in law, and is necessary and ‘proportionate’ in order to protect Public safety, Public order, Health or morals, the rights and freedoms of other people.

The Equality Act 2010  The Equality Act 2010 requires public bodies to have due regard to the need to eliminate unlawful discrimination, harassment, victimisation and any other conduct prohibited by the Act as well as advance equality of opportunity and foster good relations between people who share a protected characteristic and people who do not. The latter relates to the need to tackle prejudice and promote understanding.

Full policy can be downloaded here

All tickets must be issued by Reading Arts and include a valid QR code for scanning on entry.  Unless otherwise agreed Reading Arts will sell tickets through our usual channels, by telephone, in person at the venue and online.  

All tickets purchased through Reading Arts will be subject to an additional booking fee charged to the customer at the point of sale and retained by the venue. 

The hirer may request a small allocation of tickets to sell or distribute independently, allocations are charged at 50p per ticket plus postage costs.

Additional Terms and Conditions and charges apply for agent allocations.

The Hirer is wholly responsible for the marketing and advertising of the event.   If you are producing your own flyers, posters or programmes you must include venue logos and information and designs must be submitted to Reading Arts for approval. 

The Hexagon can provide an entry on whatsonreading.com and inclusion in local listings as appropriate and the cost of any additional marketing or advertising requested will be recharged.  

Misleading advertising, flyposting or contraventions of any current legislation may result in the cancellation of the event.

Existing Hirers: Please contact Reading Arts for copies of the current venue logos and marketing assets. 

Licensed security must be instructed for all public events taking place at the venue.  

Security will operate bag checks on arrival and are required for the duration of the event including any pre and post show activities open to the public.   The cost of security is recharged in full to the hire.  The exact levels required and costs will be determined by the venue based on type of show, capacity, ticket sales, timings, expected audience behaviour, current threat levels, hirer requirements and other relevant considerations.  

The hirer must inform the venue in advance if any children of compulsory school age or below are performing or taking part in the event, and provide relevant details when requested.

The hirer has a legal obligation to ensure that all children are covered by either an individual performance licence, a ‘Body of Person Approval’ (BOPA) or exemption.  It is for the local authority to determine whether the performance or activity requires a licence, and the responsibility of the hirer to ensure applications are made in good time and conditions of the licence are met in full.  

Exception : Where the production is organised by a mainstream school (of education), the school is solely responsible for all aspects of the child’s welfare and there is no requirement to gain any form of consent from the Local Authority or instruct additional licenced chaperones.

The hirer must ensure licensed, or local authority approved chaperones are provided in accordance with current legislation. 

A guide on chaperones is available at www.brighterfuturesforchildren.org/for-parents-carers/children-in-employment/

The Hirer must also ensure that appropriate risk assessments and safeguarding policies are put in place to maintain the safety and well-being of children and young people taking part.  

The venue may cancel an event if the necessary licences or paperwork are not provided by the hirer when requested.

Further information on Child Performance Licences & Safeguarding is available on request

The Performing Rights Society (PRS) is the national body responsible for collecting and distributing royalties when music is played in public, broadcast, downloaded, streamed, or performed live both in the UK and around the world. If you are putting on any type of public performance or event which includes music you must declare the details to the Performing Rights Society and pay the appropriate royalty fees.  

Both the venue and the hirer have legal obligations under current regulations to ensure that royalties are paid correctly.   The Hirer must declare any music (live or recorded) which will be played in their event.  This is regardless of duration, composer or type of event or organisation.  The Venue will then calculate royalties payable based on the information provided. 

The hirer must complete a PRS set list declaration form no later than 1 day after the event.   Set lists can be downloaded from the link below and emailed in advance.

Downloads

SET LIST DECLARATION FORM

GUIDE TO PRS FOR LOCAL HIRERS