Agenda item

To receive and consider the report of the Venue & Events Officer.

The Committee received the report of the Venues & Events Officer (V&EO), together with a verbal explanation on the technical aspects contained within it.

Members received updates on the “1 in 200” local author scheme and the local art display initiative. It was noted that both initiatives are generating interest among users of the Corn Exchange and Café 1863.

A request to light up the Corn Exchange for Long Covid Awareness day in March each year was considered and received unanimous approval.

Members considered the comprehensive report outlining proposed wedding packages for the Corn Exchange. It was agreed that the venue was a valuable asset, that would offer excellent value through the proposed three-tier package structure.

Members raised questions regarding catering arrangements and insurance requirements, which were addressed by the V&EO to the satisfaction of Members.

Members noted that offering the packages in a tiered format provided clarity for both Officers and customers from the outset, ensuring a shared understanding of the services to be delivered by the Venues and Events Team, both in advance of and on the day of events.

Members were unanimous in their support for the rollout of the wedding packages and looked forward to receiving updates following implementation.

Members noted that the previously approved budget for a basic hearing loop system would not, following further exploration by Officers, be sufficient or suitable for the Council’s requirements. The report therefore presented alternative options for consideration.

Following discussion, it was unanimously agreed that the Auracast system be selected for installation at the Corn Exchange (Main Hall), and Infrared for Burwell Hall and the Corn Exchange (Gallery Room), at a cost of £20,000, based on the quote received. This would provide the best coverage for the bespoke needs of the venues, ensuring clarity of audio and confidentiality for hirers. Members also recognised that individuals with hearing difficulties did not always raise concerns when audio quality was poor, they emphasised the importance of ensuring accessibility so that all users are able to fully enjoy and engage with events.

In addition, Members agreed to the purchase of two independent and portable hearing loop systems, at a cost of £210 each. These would support one-to-one conversations and would be available within the Administration Office and Café 1863.

It was further suggested that an application be submitted to the Witney Town Hall Charity for grant support, alongside the continuation of the application to Arts Council England. Members also noted that the Responsible Finance Officer (RFO) had advised that as part of the year-end review of available earmarked reserves, that a potential funding stream may become available and that this could be reported to the Policy, Governance and Finance Committee on 22 June 2026.

Members discussed the findings of the recent fire safety audit at the Corn Exchange and considered a number of proposed improvements. It was unanimously agreed to amend the booking conditions to emphasise the importance of hirers recognising and fulfilling their responsibilities when using the Council’s venues.

Members sought clarity regarding responsibility for the preparation of Personal Emergency Evacuation Plans (PEEPs), and how the Council could ensure that electrical equipment brought on site by hirers had undergone appropriate PAT testing. The V&EO confirmed that established procedures were in place to work with hirers to ensure these requirements were met and compliance was maintained.

Recommended:

1. That, the report together with the verbal update, be noted and;
2. That, the request to light up the Corn Exchange for Long Covid Day annually be approved and;
3. That, the proposed wedding packages for the Corn Exchange be recommended for approval and implementation and;
4. That, the Auracast system (Corn Exchange Main Hall) and Infrared systems (Burwell Hall and Corn Exchange Gallery Room) be approved for installation, together with the purchase of two portable hearing loop systems and;
5. That, Officers submit a grant application to the Witney Town Hall Charity and continue the application to Arts Council England to support the hearing loop project and;
6. That, the RFO reviews potential funding from earmarked reserves, with any proposals to be reported to the Policy, Governance and Finance Committee and;
7. That, the proposed amendments to booking conditions, following the fire safety audit, be recommended for approval.