Black Swan Venue Hire Terms & Conditions

  • Hire Fees must be paid in full at least 2 months prior to the event. Non-payment will be regarded as cancellation of your event.
  • A refund (less the booking deposit) will be given if cancellation is 41 days or more prior to the event. Cancellation 40-21 days prior will qualify for a 50% refund. No refund will be given 20 days or less prior to the event and you may still be liable for the full Hire Fee.
  • Please note the booking deposit is non-refundable.
  • All alcohol consumed on the premises must have been purchased through The Black Swan Bar.
  • Under 18s can only attend events at the Black Swan Bar & Venue if they are accompanied by a parent or legal guardian, and leave by 11pm. If a school or educational organisation is hiring, then they must have the legally required number of chaperones within their team for the number of Under 18s scheduled to attend the event.
  • Any person(s) under the age of 18 caught consuming alcohol on the premises will be asked to leave. (Please note, it is against the law to purchase alcohol for any person(s) under the age of 18.)
  • The Black Swan does not host birthday parties for Under 25s. Exceptions are made for birthday parties for toddlers and young families.
  • Welcome Drinks and Drinks Vouchers must be paid 20 days prior to the event (vouchers available on request).
  • Outdoor caterers (ie. BBQs or hog roast trailers) must be equipped with a fire blanket and fire extinguisher, adequate insurance and perform a Risk Assessment upon arrival to the premises.
  • Hot food being served to guests must be provided by a licensed caterer; if any food is being sold to guests, whether hot or cold, this must also be provided by a licensed caterer.
  • Gas canisters brought onto the premises for balloons etc, must be removed before the event is due to start.
  • Any mains-powered equipment must have a current Portable Appliance Test (PAT) certificate.
  • Fabrics brought into the venue for decor or stage props must have a fire retardant certificate issued by the manufacturer. Spray retardant does not meet current fire regulations.
  • Production Companies (ie. theatre, music, events) must perform a Risk Assessment of the Venue, including any equipment/props in use as part of the show/production, and share this with The Black Swan/Newcastle Arts Centre team before the event.
  • PRS forms provided by The Black Swan must be completed and returned to the bar on the night of the event to avoid any penalty fees.
  • As the Hirer you will be held responsible for any damage to the venue and/or its contents, and the courtyard and/or its contents, as a result of your event.
  • The use of paper confetti or table confetti is not permitted.