READING A Guide to Event Space

Promote your business/brand in Reading to maximum effect

livingreading.co.uk/book-space CONTENTS

Reading in figures...... 3-5

Booking your space made easy...... 6

Sample price list...... 7

Booking agreement form ...... 8-9

Terms and conditions...... 10

livingreading.co.uk/book-space A GUIDE TO EVENT SPACE 2 READING IS SURPRISING in so many ways...

800+ MICHELIN STAR LISTED BUILDINGS BOUTIQUE RESTAURANTS & MONUMENTS HOTELS

2 FAMILY FRIENDLY NATIONAL FORBURY MUSEUMS TRAILS GARDENS

2 GREAT RIVERS – ONE OF UK’S A WORLD- THE THAMES & TOP RETAIL RENOWNED RED- RIVER KENNET DESTINATIONS BRICK UNIVERSITY

livingreading.co.uk/book-space A GUIDE TO EVENT SPACE 3 LOCATION

Reading is a major commercial/administrative centre located approximately 35 miles west of London and 26 miles south east of Oxford. Road communications are excellent. Reading is adjacent to junctions 10 to 12 of the M4 motorway. The town centre mainline railway station is the second busiest outside of London, only 24 minutes journey time. Heathrow airport is also easily accessed, just 28 miles via the M4.

35 miles 26 miles Adjacent WEST OF SOUTH EAST TO J10 –J12 LONDON OF OXFORD OF THE M4

2nd 24 mins 28 miles BUSIEST RAILWAY TRAIN JOURNEY TO HEATHROW STATION OUTSIDE TO LONDON AIRPORT LONDON

livingreading.co.uk/book-space A GUIDE TO EVENT SPACE 4 80k + 15 million 7million FOOTFALL ANNUAL SHOPPERS ANNUAL SHOPPERS AT DAILY AT THE ORACLE BROAD STREET MALL

45,000 55,000 Over 2 million sq ft FOOTFALL PER DAY PASSENGERS PER DAY OF OCCUPIED OFFICE AT READING TRAIN TRANSPORTED BY SPACE IN READING STATION READING BUSES CENTRE

RETAILING IN READING

Reading benefi ts from a primary catchment area of 649,000 with an estimated shopping population of 390,000 (ranked 20th and 17th respectively on the PROMIS* ranking). The Reading catchment includes a notably high proportion of adults aged 25-44 and is one of the UK’s most affl uent (ranked 25th on PROMIS). The town is recognised as a leading commercial centre, home to many multi-national companies and one of the

Financial Times’ Top 25 European Cities of the Future. * PROMIS – source Capita Properties

• Reading’s main shopping area, Broad Street enjoyed footfall of 2.519* million in March 2016 (an average of 81,000 daily). * Springboard UK

• The Oracle, Reading is the foremost shopping and leisure destination in the Thames Valley region with an entry onto Broad Street East, and welcomes over 15 million shoppers annually.

• Broad Street Mall exits onto Broad Street West and welcomes over 7 million shoppers annually.

• In 2014 Reading (town centre) Station had 16,339,60* entries/exits – an average of 45,000 footfall per day. * ORR

• In 2015 Reading Buses transported 20 Million* passengers to and from Reading – an average of 55,000 per day. * Reading Buses Mar 2016

• For bus journeys per head of population, Reading was 4th in the country outside of London * in 2014 . * Reading Buses Mar 2016

• PwC and think-tank Demos’ ‘Good Growth for Cities’ report, places Reading in second place out of the 36 largest economic areas in the country according to 10 indicators considered to be the key to economic success and wellbeing.

• Central Reading’s retail area has benefi tted from a thriving Business Improvement District since 2006 which contributes over £500k annually to help make for a vibrant, attractive destination for shoppers, workers and visitors.

livingreading.co.uk/book-space A GUIDE TO EVENT SPACE 5 Reading Station Garard St Car Park BOOKING YOUR SPACE BLAGRAVE STREET

CAVERSHAM ROAD / ID MADE EASY THE FORBURY FORBURY ROAD VALPY STREET Below is a map showing the spaces available to book. Forbury For more information contact Yulia Syrovoiskaia on Gardens

0118 937 4463 or by email [email protected] FRIARQU STREET

NO STREET UNION STREET T ’S WALK AR STREET VICTORIA EEN ABBOT FRI ABBEY STREET SPACE 1 STREET SPACE 3 SPACE 5 WEST STREET CHATHAM STREE Abbey Broad Street West Broad Street East Broad StreetMARKET PLACE East (Superdrug) (Marks & Spencer A) (Sainsbury’s Central) Ruins 5m x 3m 8m x 3m 11m x 3m CHESTNUT CROSS WALK

ST STREET CHAIN BROAD ST MARY OXFORD STREET SPACE 2 SPACE 4 KING ST KI NGS ROA D Broad Street ’S BUTTS Broad Street West Broad Street East DUKE Mla l (Waterstones) (MarksMINSTER & Spencer STREET B) 3m x 4m 7m x 7m

STREET

Queen’s Rd GUN STREET Th eOracle CarPark QUEENS ROAD A risk assessment may be required for large/complex events. We will only issue formal consent for your event when all issues have been agreed and your signedA4155 IDR/ application received. Please note: The prices listed below are a guide. Applications are assessed on an individual basis, depending on the type of activity, length of visit and footprint. Please contact us to clarify your details. The following locationsBRIDGE STREET are available to commercial and non-profit organisations. (Use of the town centre for promotional purposes is strictly enforced to maintain the quality of the public realm for all users) BOOKING YOUR SPACE STREETLONDON 6

STREET

CASTLE

MILL LANE / IDR ROW FOBNEY STREET

COLEY CASTLE HILL WILLOW

CHERITON COURT STREET

MALLARD PLACE COLEY HILL ST NEW BRIGHT

FIELD ROAD A329 A33

WOLSEY STREET SAMPLE PRICE LIST

EVENT SIZE/TYPE EVENT INFRASTRUCTURE PRICE per day/s PRICE per day WEEKDAY WEEKEND BRAND AWARENESS Stall/gazebo (3mx3m), SMALL EVENT promotional materials, (up to 3 people) banners, etc.

Commercial organisations (same costs are payable if no £450 +VAT £500 +VAT (headquartered outside of static equipment deployed) (up to 3 days) Reading Borough)

Commercial organisations £200 +VAT £250 +VAT (headquartered inside of (up to 3 days) Reading Borough)

BRAND AWARENESS Stall/gazebo (3mx3m), & SAMPLING promotional materials, MEDIUM EVENT sampling, giveaways (up to 5 people)

Commercial organisations £800 +VAT £900 +VAT

BRAND AWARENESS Large stall/gazebo, promotional & EXPERIENCE materials, sampling, giveaways, LARGE EVENT branded car/minibus/van/bus/any (more than 5 people) vehicle, amplified music Any event that takes more space Commercial organisations than 3mx3m £1,200 +VAT £1,400 +VAT

BRAND AWARENESS Stall/gazebo, promotional materials, SMALL/MEDIUM/LARGE branded car/minibus/van/bus/ EVENTS any vehicle or sampling activities and amplified music Non-profit organisations £300 +VAT (headquartered outside of Any activity that takes a lot of Reading Borough) public space

Non-profit organisations £40 +VAT (headquartered inside of Reading Borough) All prices are subject to VAT at 20%

VALID FROM FILMING/PHOTOGRAPHY FEES IN READING JANUARY 2016 SIZE ACTIVITY TYPE 1 HOUR HALF DAY WHOLE DAY (up to 4 hours) (up to 8 hours)

FILMING TV/Commercial / £50 +VAT £160 +VAT £320 +VAT SMALL CREW Feature film /Documentary/ (up to 5 people) Brand awareness

FILMING TV/Commercial / £125 +VAT £450 +VAT £850 +VAT LARGE CREW Feature film /Documentary/ (over 5 people) Brand awareness

For photography enquiries please contact [email protected] Filming that does not fit into either category above, please contact [email protected]

Not for Profit Organisations (incl faith, charity, education and other community sectors) Applications from non-profit organisations are welcome. These are controlled to ensure fair distribution of promotional space and to maintain a safe and welcoming town centre. Bookings are restricted to no more than four bookings per organisation in one calendar year (with a maximum of one booking per three month period). *The fees for non-profit organisations may be increased at Reading UK CIC discretion for larger-scale activities where additional management time and/or facilities are required. Street Collection Permit Registered charities that wish to carry out a street collection (only) should apply for a permit from Reading Borough Council’s Licensing Section: http://www.reading.gov.uk/businesses/Licensing/StreetCollectionPermit/

All prices are subject to VAT @ 20% livingreading.co.uk/book-space A GUIDE TO EVENT SPACE 7 BOOKING AGREEMENT Please complete as fully as possible

Contact name:

Organisation name & address:

Charity number: (if applicable)

Email:

Work tel:

Mobile:

Home tel:

Name & mobile telephone number of the person responsible on the day

Name: Mobile:

livingreading.co.uk/book-space A GUIDE TO EVENT SPACE 8 BOOKING AGREEMENT cont’d

PLEASE TICK LOCATION REQUIRED

Space 1 Space 4 Broad Street West (Superdrug) Broad Street East (Marks & Spencer B)

Space 2 Space 5 Broad Street West (Waterstones) Broad Street East (Sainsbury’s Central)

Space 3 Town Hall Square Broad Street East (Marks & Spencer A) Other locations (please contact us for details)

Date(s) of event:

Times of event: from to

EVENT (please provide a full description including: purpose, features, set-up & dimensions of structure/display)

VEHICLES & REGISTRATION NUMBERS (for onsite vehicles only)

I, the undersigned, have read the attached conditions and agree to be bound by them, to pay all fees and charges, and to adhere to this Booking Agreement, which, once counter- signed by Reading UK CIC is my authority to proceed.

Signed (Hirer) Date:

Signed (Authorising) Date:

POST TO: OR CLICK SUBMIT HERE: Reading UK CIC The Library Building, Abbey Square, Reading, RG1 3BQ

All prices are subject to VAT @ 20% livingreading.co.uk/book-space A GUIDE TO EVENT SPACE 9 5 Use of the Location TERMS AND CONDITIONS 5.1 The Hirer shall keep the site clean and tidy and any litter generated by the Event shall be removed by the Hirer. RISK ASSESSMENTS AND PUBLIC LIABILITY INSURANCE 5.2 The Hirer must at all times take good care of the Location and CERTIFICATES will be responsible for any damage to the Location or any part A detailed risk assessment and evidence of current Public Liability of it or any equipment or other property of the Council whether Insurance cover (minimum £5 million) must be submitted with the forming part of the hire or not. booking agreement. 5.3 The property of the Hirer and the Hirer’s agents must be NOTICE PERIOD removed at the end of the period of hire or by a time and date Due to demand all bookings must be made as early as possible. to be agreed with the Marketing & Events Co-ordinator.Reading Enquiries at short notice may not be possible. UK CIC accepts no responsibility for any property left at the Location after the Hire period. USE OF VEHICLES 5.4 If the Hirer fails to perform any of its obligations set out in • Clients are permitted to use vehicles to transport event equipment on and off site. This must be done before 10am and after 6pm. Clauses 5.1 to 5.3. Above, Reading UK CIC reserves the right to carry out any such obligations and any costs incurred by • While we give clear access and egress instructions, we will not Reading UK CIC in the performance of such obligations shall be be responsible for any breaches of highway regulations made by borne by the Hirer. clients. 6 Assignment • All support vehicles must be parked off-site for the duration of the event.Parking arrangements are the responsibility of the client. 6.1 The booking shall be personal to the Hirer and the Hirer shall not be allowed to let another person or another organisation • Vehicles which form part of the promotion or event must be fully use the site whether for the purpose of the booking or any branded, and must be declared as part of the activity at the time of other purpose without the previous written consent of Reading booking. UK CIC. USE OF GENERATORS 7 Broadcasting and Television Generators are permitted in some instances and must be declared at the time of booking. When using a generator, the event organiser must 7.1 The Hirer may not carry out or permit to be carried out any provide drip trays, spillage kits and fire extinguishers.All generators photography, filming, video recording, taping, television or must be super-silenced and be powered by diesel. radio broadcasts or any other recording of any kind of the Event during the period of hire without the prior written consent of USE OF AMPLIFICATION AND ELECTRICAL EQUIPMENT Reading UK CIC. Any consent given by Reading UK CIC may be Permitted in some instances and must be declared at the time of subject to such condition, including as to payment, as Reading booking.All electrical equipment should be PAT tested and all items UK CIC considers appropriate. listed in the booking agreement. 8 Advertisements 1 Definitions 8.1 No advertising material may be issued nor tickets sold until 1.1 “Due Date” means the date when the Hirer has received the such time as a Booking Agreement has been made on payment invoice from Events Executive. of the fee. 1.2 “Location” means the site to be used within Reading town centre 8.2 Any contravention of the Town and Country Planning (Control as specified on the Booking Agreement. of Advertisements) Regulations 1984 or any amendments or 1.3 “Event” means the purpose for which the location has been booked. variation thereto may be deemed a reason for the cancellation of a Hiring or series of Hirings. If there shall be any contravention 1.4 “Hirer” means the representative of the organisation booking of these requirements, howsoever, wheresoever and by the “Event” who pays any fees due under clause 2 below. whomsoever caused, permitted or made then the Hirer shall 1.5 “Events Executive” means the Events Executive for the time reimburse or refund to Reading UK CIC the cost of removing being of Reading UK CIC or any employee appointed by Reading any such unauthorised or illicit advertisements or advertising UK CIC to carry out the duties which would otherwise have been material. carried out by the said Events Executive. 9 Permits and Licences 1.6 “Council” means Reading Borough Council of Civic Offices, Bridge St, Reading, Berkshire RG1 2LU 9.1 The Hirer shall ensure and, where requested, produce to Reading UK CIC on demand, a copy of the Booking Agreement or any 1.7 Reading UK CIC means town centre management authority that other permit or other consent which may be required, whether acts on behalf of Reading Borough Council. from Reading UK CIC or otherwise, before the Event may take 2 Payment place.If any such Agreement or permit has not been obtained, 2.1 Payment of all fees must be made in full prior to the event at the Reading UK CIC reserves the right to cancel the booking. Due Date. If the payment is not received after the Hirer received 10 Selling the invoice, Reading UK CIC shall have the right to cancel the 10.1 Nothing may be sold from the location. booking immediately. 11 Nuisance 3 Cancellation 11.1 The Hirer shall ensure, so far as is reasonably practical, that no 3.1 Cancellation of bookings must be in writing and the effective undue noise, nuisance or obstruction is caused to passers-by date will be the receipt of such information by the Events or adjoining premises either before, during or after the Event. Executive at Reading UK CIC. All reasonable requests by Reading UK CIC to reduce noise 3.2 On cancellation of the booking the Hirer shall be liable to pay the levels or to take steps to reduce nuisance and obstruction whole of the fee together with any additional expenses incurred shall be complied with immediately.Furthermore, the hirer by Reading UK CIC to the discretionary power of the Events shall take all necessary steps to ensure that access to or egress Executive to vary this provision in appropriate cases. from adjoining premises is in no way obstructed whether by 3.3 Hirers who do not take up their commitment for any reason or equipment, including vehicles, or people attending the Event, fail to notify the Events Executive in writing of cancellation shall whether as participators or members of the public. forfeit any fee paid and shall be liable to Reading UK CIC for the whole of the fee together with any additional expenses incurred 12 Equipment by Reading UK CIC. 12.1 The Hirer shall ensure that any equipment is clearly marked and 3.4 Substitution and amendments to the nature of the booking must used in a manner which will not cause danger or annoyance to be notified in writing to the Events Executive who reserves the members of the public and other users of the site. right either to cancel the booking, or amend the fee as s/he 13 Indemnity and Insurance considers appropriate.In the event of such cancellation the Hirer 13.1 The Hirer agrees to indemnify Reading UK CIC against all shall be liable as stated in clauses 3.2 and 3.3. above. claims, actions, demands, proceedings, cost or wards in respect 3.5 Reading UK CIC accepts no responsibility for the non-arrival by of any loss, damage, injury or death to persons or property the Due Date of application forms, remittances or cancellations. engaged by or assisting the Hirer and the Hirer shall take out 4 Emergencies Public Liability Insurance Cover (£5 million) against such risks and produce evidence of such insurance prior to the Due Date. 4.1 Reading UK CIC shall have the right to cancel any booking Failure to provide proof of insurance cover prior to the Due immediately in the event that the site is affected by an emergency Date will lead to cancellation of the Event. of any kind. Reading UK CIC will consider refunding part or all of any fees and charges paid and the amount shall be at the sole A GUIDE TO EVENT SPACE 10 discretion of Reading UK CIC. livingreading.co.uk/book-space