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Terms and Conditions for the use of a Cadw Monument for Civil Ceremony Hire

Cadw is the Welsh Government’s historic environment service. Its aim is to promote the conservation and appreciation of Wales's historic environment.  Cadw manages 132 sites across Wales.  Each one has a slightly different set of facilities but all offer the opportunity to allow you to enjoy the distinctive atmosphere of an historic site at your event, be it a wedding, charity or community event, filming or photography session.

Please note that each Cadw site is a legally protected scheduled monument of national importance.  It is a criminal offence to damage or carry out any works that would disturb a scheduled monument or the ground within it without first obtaining scheduled monument consent. 

Depending on the nature of your event, you may be required to submit a scheduled monument consent application with supporting documentation such as location plan, specification, method statement etc.  This is more likely for large or complex events, or where the archaeology is particularly sensitive.  If required, Cadw’s regional Inspector of Ancient Monuments will guide you through the process.

Cadw aims to determine 90% of scheduled monument consent applications within thirteen weeks, so you will need to plan this requirement into your event timetabling. 

As a general rule, you are not allowed to fix anything to or lean anything against historic masonry, light fires, excavate holes or drive on grassed areas which often preserve fragile archaeological remains at shallow depths.  You will be expected to ensure that all contractors and sub-contractors employed by you are also aware of these restrictions.

1.1. The Hirer undertakes to keep the Welsh Ministers fully and effectually indemnified against all actions, proceedings, costs, claims, demands and liabilities whatsoever (whether or not arising from any damage, inconvenience or disturbance) consequent upon or arising in any way from or in connection with the hire activity stated below (“the Activity”) at the Monument to the extent where caused by the negligence, error or omission of the Hirer.

1.2. Without prejudice to condition 1 above, the Hirer also undertakes to fully and effectually indemnify the Welsh Ministers against damage or injury caused to any person arising in any way from or in connection with the Activity or the purported exercise of the Activity at the Monument to the extent where caused by the negligence, error or omission of the Hirer.

1.3. Without prejudice to condition 1 above, the Hirer undertakes not to cause or permit to be caused any damage to the Monument and to keep the Welsh Ministers fully and effectually indemnified against all liabilities, costs, claims and demands consequent upon or arising in any way from or in connection with any damage being caused to the Monument during their period of access, to the extent where caused by the negligent act or omission of the Hirer or their employees or agents. The Hirer will also be liable for all legal costs and expenses arising in respect of any loss or damage or personal injury (including death) which arises out of or in connection with the Activity to the extent that the loss, damage or injury is caused by the negligent or wilful act or omission of the Hirer or their employees or agents.

1.4. The Hirer shall use the Monument at their own risk and no liability shall attach to the Welsh Ministers in respect of any loss or damage to property of the Hirer, or to any guests of the Hirer or the Hirer’s employees or, agents, at the Monument or in any way arising out of the condition of the Monument SAVE THAT neither the Hirer nor the Welsh Ministers shall limit their liability for death or personal injury caused by negligence or any other liability which cannot be excluded or limited under applicable law.

1.5. The Hirer is responsible for immediately notifying Cadw’s nominated representative of any accidents, incidents or damage caused to the Monument during the period they are allowed access to the Monument or upon notification to them after the event has finished (logging them immediately via email to Cadw and contacting emergency services where necessary).

1.6. All arrangements must be made in advance with and to the satisfaction of and without cost to Cadw, before the Activity can take place at the Monument. If Cadw finds it necessary to provide any service or make special supplies in connection with the Activity, whether at the request of the Hirer or not, the Hirer will be required to reimburse Cadw for its costs.

1.7. On approval of the proposed Activity by Cadw, the Hirer must arrange full Public Liability Insurance. This must include cover for the Hirer’s negligent and accidental damage to the Monument, and have a minimum limit of cover of £5million. The Hirer must provide a copy of the insurance certificate to Cadw before the Activity can take place.

1.8. The use of any equipment which is required to be attached to masonry or pegged into the ground is forbidden. It is Cadw’s requirement that marquees are weighted with concrete or water ballast rather than using pegs or pins.

1.9. The Hirer shall not use the Monument for any illegal, dangerous unjustifiably offensive or otherwise inappropriate activity; for the filming of any scenes of a sexual, offensive or inappropriate nature, in any way likely to damage the reputation of the Welsh Ministers, Cadw or the Welsh Government; and must be within keeping when judged against generally accepted standards. This determination will be deemed at the sole discretion of Cadw.

1.10. The Hirer must at all times follow the instructions of the appointed Cadw representative when undertaking the Activity at the Monument. The Hirer is responsible for determining whether any additional licences are required or where Cadw has instructed that there is the requirement for additional licences to be obtained such as to cover the performance of music or sale of alcohol, the Hirer is responsible for ensuring that these are obtained and copies provided to Cadw in advance of the Activity taking place.

1.11. The Hirer must seek approval from Cadw and obtain any statutory consents to display advertising materials at the Monument. Once you have booked to hire a Cadw monument for your event, you may, subject to obtaining the prior written approval of Cadw, use the Cadw logo in your promotional materials providing that such promotional materials adhere to the Welsh Government guidelines on fully bilingual advertising which can be found in this link Welsh Language Standards: communication and marketing guidelines GOV.WALES.

We cannot grant permission to use the Cadw logo or support your advertising on any of our properties or channels if materials are not produced in both Welsh and English, if the Welsh language is not placed ahead of the English language, if the Welsh language is treated less favourably than the English language, that the communication in Welsh will be of an appropriate quality and standard and otherwise in accordance with the Welsh Language marketing guidance referred to above. Cadw reserves the right to refuse any advertising if deemed inappropriate or could damage the reputation of the Welsh Ministers, Cadw or the Welsh Government.

1.12.  If the Activity takes places at a Cadw staffed Monument during normal opening hours, the public will continue to be admitted to the Monument and the Hirer should take all reasonable steps to ensure the safety of the public at all times. Any interference with the normal access of staff or members of the public to the areas being used must be kept to the minimum and agreed in advance by Cadw.  If Cadw, acting at their sole discretion, deem that any set up or take down work is inappropriate to be carried out during opening hours, then the Hirer will be required to be undertake such works outside normal opening hours.

1.13. If the Activity takes place outside normal opening hours or at an unstaffed site, a charge will be made to the Hirer for Cadw staff in attendance to be remunerated. This charge will depend on hours and level of work required and Cadw staff attendance will be agreed in advance and on a case by case basis.

1.14. The Hirer must remove all of their belongings, waste and litter from the Monument forthwith. Cadw reserves the right to recover any additional costs from the Hirer incurred from such removal, arising from the Hirer or as a result of its Activity (from any bond monies paid).

1.15. Cadw reserves the right to charge a fee for the use of the Monument or to claim reimbursement for loss of admission receipts.

1.16. Unless a reason acceptable to Cadw is given, failure to carry out the Activity at the Monument on the agreed date, may entail liability for a charge.

1.17. Cadw reserves the right to cancel the Activity in the event of any of these conditions not being met.

1.18. This agreement is personal to the Hirer and cannot be assigned.  It may only be exercised by the Hirer or their employees or agents.

1.19. The Hirer will be expected to complete a risk assessment as part of the application to hire the Monument. The initial application form should be submitted to Cadw 90 days before the Activity. All paperwork including Public Liability, Risk Assessment and Method Statement must be received by Cadw 60 days before the Activity.

1.20. Cadw may require the Hirer to provide a cash bond to be held by Cadw, free of any express or implied trust obligations on the part of Cadw.  The amount of the cash bond required will be confirmed when Cadw accepts the application by the Hirer.  Any cash deposits required by Cadw will be paid to Cadw by the Hirer, no later than 6 months before the date of the Activity.  Upon Cadw being satisfied that the Monument and any property of Cadw’s at the Monument have not been damaged in any way, Cadw will return the cash bond to the Hirer. Without prejudice to any other terms and conditions contained herein, at the absolute discretion of Cadw, if any damage has occurred to the Monument and/or any property of Cadw’s at the Monument then Cadw may deduct such amount from the cash bond as it considers, in its absolute discretion, appropriate to meet the cost likely to be incurred by Cadw in carrying out any repairs to the Monument or the repair or replacement of any property of Cadw’s at the Monument.

1.21. It is the responsibility of the Hirer to obtain all necessary consents including scheduled monument consent, if applicable, and to comply with the conditions in full.  On request, access will be provided for Cadw officials to confirm compliance with the conditions of this agreement and/or scheduled monument consent.

1.22 Post 28 March 2022 when Covid restrictions in Wales were lifted to reflect a move from pandemic to endemic, the following measures must be adhered to by all site visitors and hirers:

  • Get vaccinated and stay up to date with Covid-19 vaccinations.
  • Follow the latest public health advice on testing and self-isolation.
  • Stay at home if you can when ill, and wear a face covering in indoor areas if you have symptoms but do need to leave home.
  • Meet outdoors where possible and ensure good ventilation if indoors.
  • Take additional precautions when visiting vulnerable people, and avoid meeting them if possible if experiencing symptoms of respiratory infection.
  • Wash hands regularly, cover coughs and sneezes, and wear face coverings in close contact areas.

2.1. The proposed civil ceremony and any associated photography must be, in the opinion of Cadw, in keeping with the character and the tradition of the monument.

2.2. No electrical apparatus is to be connected to the domestic socket outlets in the castle.

2.3. No windows or doors which are normally kept closed are to be opened.  Similarly, no windows or doors which are normally kept open are to be closed.

2.4. Use of candles, any other form of naked flame or any smoke or heat-producing equipment within the castle is not permitted. 

2.5. A strict no smoking policy is in place in the castle.

2.6. The movement of furniture is not permitted, no additional furniture is to be brought in.  No material is to be placed on the furniture or fastened by pinning to the fabric or furniture.

2.7. No decoration which requires fixing to the walls or ceiling of the monument may be used.  No confetti or rice of any kind should be thrown either inside or outside the monument.

2.8. These conditions must be brought to the attention of any professionals i.e. photographer, musicians, florists by the applicant.  It is the responsibility of the applicant to make sure that they are followed.

2.9. CONSERVATION — Cadw cannot accept responsibility for conservation or maintenance work that is taking place during your event. This includes scaffold erection or partial closure of the site for safety reasons. Due to the age and historical importance of the monument such work may need to be undertaken at short notice. Every effort will be made to minimise any inconvenience or disturbance caused.

2.10. BOOKING — Cadw will hold a provisional booking for a specified date on behalf of a client for a maximum of one calendar month. The client will be required to complete an on-line application form with details of the event to confirm the booking. Cadw will send written acknowledgement of the booking to the client on receipt of the form.

2.11. DEPOSIT — A 50% non-refundable deposit is required on acceptance of the booking.  The balance of the fee is due 6 months before the event. The booking will not be considered to be finally confirmed until the deposit has been received. Cadw reserve the right to request full payment on confirmation.

2.12. CANCELLATION — In the event of the cancellation of any booking after written confirmation by Cadw, the client shall pay Cadw a cancellation fee calculated as follows:

  • a) 50% of full fee retained if cancelled earlier than 6 months prior to function
  • b) 75% of full fee retained if cancelled after 6 months and before 3 months prior to the function
  • c) 100% of full fee retained if cancelled later than 3 months prior to the function.

3.1 The proposed civil ceremony and any associated photography must be, in the opinion of Cadw, in keeping with the character and the tradition of the monument.

3.2 No electrical apparatus is to be connected to the domestic socket outlets in the house.

3.3. No windows or doors which are normally kept closed are to be opened.  Similarly, no windows or doors which are normally kept open are to be closed.

3.4. Use of candles, any other form of naked flame or any smoke or heat-producing equipment within the house is not permitted. 

3.5. A strict no smoking policy is in place in the house.

3.6. The movement of furniture is not permitted, no additional furniture is to be brought in.  No material is to be placed on the furniture or fastened by pinning to the fabric or furniture.

3.7. No decoration which requires fixing to the walls or ceiling of the monument may be used.  No confetti or rice of any kind should be thrown either inside or outside the monument.

3.8. These conditions must be brought to the attention of any professionals i.e. photographer, musicians, florists by the applicant.  It is the responsibility of the applicant to make sure that they are followed.

3.9. CONSERVATION – Cadw cannot accept responsibility for conservation or maintenance work that is taking place during your event. This includes scaffold erection or partial closure of the site for safety reasons. Due to the age and historical importance of the monument such work may need to be undertaken at short notice. Every effort will be made to minimise any inconvenience or disturbance caused.

3.10. BOOKING - Cadw will hold a provisional booking for a specified date on behalf of a client for a maximum of one calendar month. The client will be required to complete an on-line application form with details of the event to confirm the booking. Cadw will send written acknowledgement of the booking to the client on receipt of the form.

3.11. DEPOSIT - A 50% non-refundable deposit is required on acceptance of the booking. The balance of the fee is due 6 months before the event. The booking will not be considered to be finally confirmed until the deposit has been received. Cadw reserve the right to request full payment on confirmation.

3.12. CANCELLATION - In the event of the cancellation of any booking after written confirmation by Cadw, the client shall pay Cadw a cancellation fee calculated as follows:

  • a) 50% of full fee retained if cancelled earlier than 6 months prior to function
  • b) 75% of full fee retained if cancelled after 6 months and before 3 months prior to the function
  • c) 100% of full fee retained if cancelled later than 3 months prior to the function.

4.1. The proposed civil ceremony and any associated photography must be, in the opinion of Cadw, in keeping with the character and the tradition of the monument.

4.2. No electrical apparatus is to be connected to the domestic socket outlets in the castle.

4.3. No windows or doors which are normally kept closed are to be opened.  Similarly, no windows or doors which are normally kept open are to be closed.

4.4. Use of candles, any other form of naked flame or any smoke or heat-producing equipment within the castle is not permitted. 

4.5. A strict no smoking policy is in place in the Castle.

4.6. The movement of furniture is not permitted, no additional furniture is to be brought in.  No material is to be placed on the furniture or fastened by pinning to the fabric or furniture.

4.7. No decoration which requires fixing to the walls or ceiling of the monument may be used.  No confetti or rice of any kind should be thrown either inside or outside the monument.

4.8. These conditions must be brought to the attention of any professionals i.e. photographer, musicians, florists by the applicant.  It is the responsibility of the applicant to make sure that they are followed.

4.9. CONSERVATION – Cadw cannot accept responsibility for conservation or maintenance work that is taking place during your event. This includes scaffold erection or partial closure of the site for safety reasons. Due to the age and historical importance of the monument such work may need to be undertaken at short notice. Every effort will be made to minimise any inconvenience or disturbance caused.

4.10. BOOKING - Cadw will hold a provisional booking for a specified date on behalf of a client for a maximum of one calendar month. The client will be required to complete an on-line application form with details of the event to confirm the booking. Cadw will send written acknowledgement of the booking to the client on receipt of the form.

4.11. DEPOSIT - A 50% non-refundable deposit is required on acceptance of the booking.  The balance of the fee is due 6 months before the event. The booking will not be considered to be finally confirmed until the deposit has been received. Cadw reserve the right to request full payment on confirmation.

4.12. CANCELLATION - In the event of the cancellation of any booking after written confirmation by Cadw, the client shall pay Cadw a cancellation fee calculated as follows:

  • a) 50% of full fee retained if cancelled earlier than 6 months prior to function
  • b) 75% of full fee retained if cancelled after 6 months and before 3 months prior to the function
  • c) 100% of full fee retained if cancelled later than 3 months prior to the function.

5.1. The proposed civil ceremony and any associated photography must be, in the opinion of Cadw, in keeping with the character and the tradition of the monument.

5.2. No electrical apparatus is to be connected to the domestic socket outlets in the castle.

5.3. No windows or doors which are normally kept closed are to be opened.  Similarly, no windows or doors which are normally kept open are to be closed.

5.4. Use of candles, any other form of naked flame or any smoke or heat-producing equipment within the castle is not permitted. 

5.5. A strict no smoking policy is in place in the castle.

5.6. The movement of furniture is not permitted, no additional furniture is to be brought in.  No material is to be placed on the furniture or fastened by pinning to the fabric or furniture.

5.7. No decoration which requires fixing to the walls or ceiling of the monument may be used.  No confetti or rice of any kind should be thrown either inside or outside the monument.

5.8. These conditions must be brought to the attention of any professionals i.e. photographer, musicians, florists by the applicant.  It is the responsibility of the applicant to make sure that they are followed.

5.9. CONSERVATION – Cadw cannot accept responsibility for conservation or maintenance work that is taking place during your event. This includes scaffold erection or partial closure of the site for safety reasons. Due to the age and historical importance of the monument such work may need to be undertaken at short notice. Every effort will be made to minimise any inconvenience or disturbance caused.

5.10. BOOKING - Cadw will hold a provisional booking for a specified date on behalf of a client for a maximum of one calendar month. The client will be required to complete an on-line application form with details of the event to confirm the booking. Cadw will send written acknowledgement of the booking to the client on receipt of the form.

5.11. DEPOSIT - A 50% non-refundable deposit is required on acceptance of the booking.  The balance of the fee is due 6 months before the event. The booking will not be considered to be finally confirmed until the deposit has been received. Cadw reserve the right to request full payment on confirmation.

5.12. CANCELLATION - In the event of the cancellation of any booking after written confirmation by Cadw, the client shall pay Cadw a cancellation fee calculated as follows:

  • a) 50% of full fee retained if cancelled earlier than 6 months prior to function
  • b) 75% of full fee retained if cancelled after 6 months and before 3 months prior to the function
  • c) 100% of full fee retained if cancelled later than 3 months prior to the function.