Events at St Matthew's

The following were agreed by St Matthew's PCC in July 2013, and revised in July 2014, November  2015, January 2016, January 2017 and July 2025. 

1. The first point of contact for requests to use the church for events such as concerts and  other public performances should be the Church Administrator, who will ensure that the  proposed event does not clash with any other planned activities and that it is otherwise  suitable (see footnote). The Rector and the PCC are willing to entertain all requests for  the use of St Matthew’s as a venue, but it is their anticipation that it shall be used for  community and charitable events and not for commercial gain. 
2. Events should be welcomed - provided that they are manageable and can be ‘staffed’ by someone (an ‘Event Manager’) who would take responsibility for making the church  facilities available on the day and for any rehearsals. This means making sure that there  is an Event Manager available before the booking is confirmed. For complex events an  additional Deputy Event Manager is required. It is important to consider whether it is  necessary that either the Event Manager or Deputy Event Manager need to have daytime  availability. Two car park marshals are also required to supervise the use of the adjacent  farmyard for parking for the event (parking for special events is allowed by kind  permission of the farmer but on the condition that there are marshals). Hirers are  expected to give the car park marshals free entry to the event in recompense for their  labour. Otherwise, there is a fee of £50 per marshal. 
3. The Event Manager can be anyone prepared to take on the role for the particular event,  provided that they are familiar with the operation of the facilities required (e.g. lighting,  heating, sound system, unlocking/locking the church). 
4. The appointed Event Manager can then take over contact with the organisers from the  Church Administrator, liaising with the Rector or Church Administrator as necessary. 
5. The church is available for non benefice affiliated groups for £15 per hour plus the cost  of electrical consumption as metered. Part hours will be charged as a full hour. The  minimum booking is 2 hours for each calendar date booked i.e. if the booking spans several dates, each date will incur a minimum charge of 2 hours. 
6. Organisers are invited to book the church for any number of rehearsals, understanding  that this is subject to the availability of the church, an Event Manager and to the above charges. Note that the adjacent farmyard is not used for parking for rehearsals i.e. it is  then limited to the roadside. 
7. It will be made clear to those who use the church for events that they are expected  to leave it as they find it, i.e. move furniture back and clear up/clean up after  themselves, and that they should seek permission from the Event Manager for any  changes they wish to make to the normal church layout. 
8. As the church is not a licensed premise within the meaning of The Licensing Act 2003,  amended by the Live Music Act 2012 and the Licensing Act 2003 (Descriptions of  Entertainment) (Amendment) Order, alcoholic beverages cannot be sold - or donations 
asked for the oSer of alcohol - on the premises, except where the event organiser has  obtained a Temporary Event Notice after agreeing the proposed arrangements for  serving and sale with the Event Manager. This does not apply if the alcohol is genuinely  free, as for when mulled wine is served following a carol service. 
9. The organisers must carry out their own risk assessment for their use of the church prior  to using it for rehearsal or performance. They must check with the Event Manager that  this risk assessment takes account of particular issues of safety in the church, for  example if the performance involves unusual aspects such as the use of naked flames  or dry ice. The St Matthew’s event risk assessment template includes consideration of  safeguarding risks.  
10. St Matthew’s has an “Event Checklist” to help the organiser with the planning of their  event. The Event Manager will work with the organiser to address any concerns arising  from working through the list and seek the event organiser’s agreement to the points on  this checklist 
11. The organisers will be responsible for all materials and stage sets associated with any  event/concert/performance which are stored or used in St Matthew's Church. Liability  for accident or damage caused by materials, stage sets, performers, or associated  visitors to the church or a performance itself is entirely that of the organisers. 
12. If any part of the church fabric is to be used for attachment or load-bearing (other than  normal use of the floors) the organisers must agree this with the Event Manager, who will  if necessary seek advice from the Church Wardens or the Buildings Committee. 
13. Regarding potential theft, kindly note that the church will remain unlocked during the  usual hours regardless of any concert/performance equipment left out. Note that the  church’s insurance does not cover use of the building by external groups. External hirers  must arrange their own insurance. The Church Administrator will require proof of public  liability insurance before a booking can be confirmed.  
14. Organisers are responsible for the behaviour of their cast and crew at all times.  Inappropriate or dangerous behaviour or wilful contravention of law may result in  cancellation of the booking. In particular, the church reserves the right to cancel the  event if the organisers of the event fail to confirm insurance-related arrangements with  the Event Manager or fail to organise a license to sell alcohol if required. 
15. The Rector and churchwardens or their representatives must be allowed access to the  church building at all times during the period of hire. 

Footnote: Canon F16(1) 
“When any church or chapel is to be used for a play, concert, or exhibition of films or pictures,  the minister shall take care that the words, music, and pictures are such as befit the House of  God, are consonant with sound doctrine, and make for the edifying of the people.”