Helmsley Arts Centre -  Event, Workshops & Classes Hire Form 

Thank you for considering HAC for your event!

Our spaces...

Access Info

https://www.helmsleyarts.co.uk/visit-us/access-

The Jean Kershaw Auditorium

The Main Theatre has an intimate, friendly atmosphere with exceptional acoustics. The raked seating can accommodate 138 (inc two wheelchair spaces) with a stage area and a full size cinema screen with digital projection facilities. Please note, any event in our auditorium which included tech equipment, stage lighting or sound equipment requires a HAC technician to be in attendance for Health & Safety. 

The floor area is - 7.5m (25’) x 7m (23’). Height from floor to ceiling 6m (20’)

HAC Studio Bar

As the name suggests, this room serves more than one purpose. It is used as a bar with tables and chairs arranged around it and exhibition pictures on its walls. But it has an excellent wooden floor, suitable for dancing, and so, cleared of tables and chairs; it is turned into a ballet studio or a venue for ballroom dancing. Then again it can be turned into a venue for small-scale theatre or musical events – The studio is an excellent workshop space and meeting room. It is well lit through a series of French doors on its east facing side, that open out onto a courtyard garden with further chairs and tables for the outdoor area.

The Studio Bar has an attached Kitchen/license bar with shutters which open directly into the Studio Bar. This can be hired, alongside HAC Staff for serving alcohol or refreshments for your event.

The floor area is 9m(25ft) x 7.25m (24ft). Maximum capacity 55 seated.

(If you require the Kitchen/Bar for an event in the auditorium, you must then hire the Studio Bar for the same hire time).

The Dorothy Morley Room

The Dorothy Morley Room is an excellent light and spacious room perfect for meetings, talks, classes and small dance/movement groups. It can accommodate 30 people theatre style or 20 boardroom style. Chairs and tables are available and the room has its own tea and coffee making facilities, fridge and microwave. Please note The Morley Room is upstairs and access to the Morley Room is via stairs only.

Pop Up Foyer event

With a high footfall of visitors for our events and activities, including our Friday morning Café, our Foyer is a perfect space for pop up stalls. We can provide tables, chairs and other basic equipment.

Please note we do not provide catering but we can advise on local companies.

Car parking – We have 1 space available for the hire booker/facilitator. We also have a limited amount of disabled parking available, which must be booked in advance via our Box Office 01439 771700 | boxoffice@hemsleyarts.co.uk

 Parking in Helmsley

There is a Pay and Display Car Park in Helmsley Market Square which charges Mon - Sun 9am-18.30pm, It is free of charge outside of these hours. Alternatively, Cleveland Way Car Park can be found using postcode YO62 5AT.

HAC Front of House Stewards - HAC will provide FOH stewards for hire bookings free of charge, if required.

If you require further information on the spaces and facilities available  for events at Helmsley Arts Centre please email director@helmsleyarts.co.uk or call 01439 772112.


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How to Find HAC!
HIRE Charges / Spaces Required
 (For Music & Theatre bookings in the Jean Kershaw Auditorium, the hire fee is chargeable from 1 hour before event start time until your get out time. Get in time is to be agreed with Artistic Director.

 *
Required
PRS - charged at 4% where applicable.
Please complete and return a PRS for where relevant
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Required
Contact Name *
Contact Email *
Contact number *
Activity / Event  *
Date/s Required *
Event Start Time  *
Event End Time *
Get In Time - include time for setting up to nearest half hour.  *
Get Out Time - include time for clearing away to nearest half hour.  *
Total Hours required - from get in until get out time. *
Frequency of booking  *
Required
Event Type *
Required
Event Information *
Expected numbers - 
(organisers, facilitators, musicians, cast, crew)
 *
Expected numbers - guests/audience/participants *
Do you have any U18 organisers, facilitators, musicians, cast, crew. If your event is a class or workshop, will you have participants U18?   *
Technical requirements
Technical - HAC Technician must be hired for any events using PA/projector/stage lighting. A HAC must be hired for any events using Cinema Equipment.  *
Required
Equipment Available - free of charge. Please note equipment will be available in the room for the hirer to arrange as they wish. 
Bar Facilities
HAC will provide a Licensed Bar & Bar Staff for live events
Additional Requirements - costs to be agreed
Marketing & Publicity 
If required, the booking includes a listing on HAC website www.helmlsleyarts.co.uk. Please email event information & high res images to marketing@helmsleyarts.co.uk. 

Please send printed publicity for display at HAC to Marketing Coordinator, Helmsley Arts Centre, Old Meeting House Court, Helmsley, York, YO62 5DW.
(A1, A3 & A5 accepted)

If your booking is within our deadline we can include a listing a listing in our Spring/Summer or Autumn/Winter brochure. Please email director@helmsleyarts.co.uk for further information.
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Required
Tickets & Booking Info  *
Required
Confirmation & Payment
Once we receive your completed form we will contact you to discuss further details. Your booking will be confirmed upon receipt of a non-refundable 50% deposit for the venue hire cost. You will be invoiced after your event for any additional charges including tech and equipment. The invoice must be paid by return, within 7 days of receipt.

Cancellation Terms
Both parties will endeavour to avoid cancellation but should it be deemed necessary the party cancelling the hire will inform the other at the earliest opportunity. Should HAC cancel your hire, your payment will be refunded in full. If the hirer cancels the booking after tickets have been sold buy HAC, there will be an admin fee of 20% of ticket income to cover admin and credit card refund processing fees.

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Required
Other - Please use this section to ask any questions you may have! 
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A copy of your responses will be emailed to the address you provided.
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