West Malvern Social Club

booking parties and events

 
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booking parties and events

At the end of 2018, we made some changes to the way that we book and manage parties and events. If you are booking either, you should make yourself aware of this page as it may affect the way you run your gig.

What do we mean by 'parties' and 'events'?

The main change we have made is to ensure that we do not put on events, parties, or whatever you like to call them that are open to the general public. We are a club and not a pub.

A "party" is a gathering at which most of those attending are known to the person giving the party. Generally, the bar is in use and there is entertainment. Those attending don't pay anything for the entertainment.

An "event" is a gathering at which many of those attending are not known to the person arranging the event. Generally, the bar is in use and there is entertainment. Those attending may make a contribution towards the entertainment.

parties

"Parties" are defined above.

In this case, those attending and who are not WMSC Members are regarded as Guests. The main requirements are:

  • Guests all need to be listed (name and address - email or postal) on the Guest List.
  • The listing has to be either:
    • done as free ticketing via our eventBrite.co.uk site;
    • or produced on paper or as a pdf the day before the party.
  • There has to be someone on the door to check that those attending are on the Guest List.
  • Any Guests who arrive after the Guest List has been produced have to sign in with their name and address, and they pay a £1 charge.
  • WMSC Members can simply attend if invited.

events

"Events" are defined above.

In this case, those attending who are not WMSC Members have to join as Temporary Members. This can be done at the same time as tickets are bought by using our TicketSource.co.uk ticketing site.

The main requirements are:

  • Temporary Members all need to be listed (name and address - email or postal) on a Temporary Members List.
  • They need to apply to join the WMSC as a Temporary Member via our TicketSource.co.uk site.
  • Such applications must be made at least 48 hours before the event starts.
  • A Temporary Members List will be produced from the TicketSource.co.uk site and made available to WMSC.
  • If tickets are being sold to existing WMSC Members, their names must also be listed on the Temporary Members List but they should be identified as Members.
  • WMSC will review the Temporary Members List and
    • approve (or not) those seeking Temporary Membership;
    • identify any person claiming to be a Member who is not.
  • There has to be someone on the door to check that those attending are on the Temporary Members List and that they have been approved.
  • Anyone who wishes to attend the event after application for Temporary Membership has closed (ie: after 48 hours before the event starts) may be able to sign in as a Guest, but:
    • they must know a Member who can sign them in;
    • they have to sign in with their name and address, and they pay a £1 charge;
    • only a limited number of such Guests may be admitted.
  • WMSC Members can simply attend if they have a ticket.
  • Ticketing must be via our TicketSource.co.uk ticketing site.

ticketing

All ticketing must be done via the WMSC ticketing site on TicketSource.co.uk.

Events for which the tickets are free (typically parties) pay no fee for ticketing.

Events which make a charge for tickets pay a fee to the TicketSource.co.uk site. Their charges are 8.4% per paid ticket (incl vat). For example, this works out for a £10 as £10.84.

The web site will generate the required lists so long as those booking provide the right information. It is the responsibility of the person organising the party or event to ensure that this is done.

managing the door

You must be a WMSC Member to book the club for a party or an event. You are then responsible to the WMSC for all matters concerning the party or event.

One such matter is to provide a person to "manage the door" - ie: to ensure that only those who are permitted to enter do enter. This means checking that before admission,

  • people are on the ticket list and are who they say they are, and
  • that any Guests are properly signed in before entry.

On request, WMSC may be able to provide a person to man the door - but at a cost.

If there is entertainment provided by a band or similar, band members and bona fide ancillary staff need not be signed in as Temporary Members or Guests but they must be identified on a list provided to WMSC 24 hours before the event starts.

PS:

This page was produced in February 2019 by GK to support discussions about how to make us more compliant with licensing requirements.

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last updated on 18 February 2019
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