Agenda item

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

The Committee received and considered a detailed report from the Venue & Events Manager.

Bar Hire Policy – Private Hire Events

The Committee discussed at length the introduction of a proposed cost-based bar hire policy, which comprised of two options for private hirers.

Members noted that the proposed policy was focused on loss prevention rather than profit generation, with the primary aim of protecting the Council from subsidising private events and reducing financial risk. It was highlighted that the existing £50 flat fee no longer reflected the true cost of operating a bar service.

The Committee welcomed the transparency of the two options presented, considering them a fair and proportionate approach to address the variety of usage at both the Corn Exchange and Burwell Hall. Members noted that the policy would help support the proposal to increase booking volumes, particularly at Burwell Hall, while ensuring that the Council was protected from potential losses.

It was further noted that hirers would retain the option not to use the bar, and that the policy would be subject to review to assess its effectiveness.

With regard to community and charity events, the Venue & Events Manager explained that four options were presented within the report for consideration. A Member highlighted that charities come in various sizes and that the policy should be fair to all.  It was also noted that smaller charities and community groups may continue to benefit from the opportunity to apply to the Council for a subsidised let. The Committee were unanimous in agreement with proceeding with Option two meaning that the Council would equally bear the risk of losses with the community groups.

Cancellation Policy Review

The Committee reviewed the existing cancellation policy, which had been in operation for over twelve months. It was noted that the policy had been applied successfully with no complaints being recorded and that the policy would continue to be monitored by Officers.

1863 Café – Local Art Display Proposal

The Committee considered a proposal to use wall space in the café for the display of local artwork. Members broadly supported the principle and emphasised that the scheme should be kept simple, with arrangements that were easy for staff to manage. The display should maintain accessibility for emerging and young artists, with a limited display period to ensure that no single artist dominates the space.

It was suggested that artists could be asked to offer an honest commission on any sales, perhaps in the range of 10–20%, rather than charging any fee to display.

Members agreed that a draft policy should be prepared by officers for consideration, and that they should structure this in a similar way to the community window initiative.

Recommended:

1.     That, the Minimum spend policy for private event hires be approved with a review in six months and

2.     That, Option two be adopted for charity and local community events, applying a 50% cost-based staffing charge for bar provision and,

3.     That the cancellation policy remains appropriate, and no changes are required and

4.     That, the 1863 Local Art Display scheme be approved and officers draft a policy for further consideration