Conditions of Hire

Confirmation of Bookings

1. The Hiring Agreement must be completed in full and returned to the Bookings Secretary (See here for contact details).

2. The Hirer must confirm any provisional bookings made by completing and returning the hire agreement together with full payment of the hire charge at least 14 days before the hire period.

Individual Bookings

3. In the case of a one-off booking, the hirer must give no less than 7 days notice to cancel this agreement. A minimum of £20 will be forfeited if such notice of cancellation is not given and another hirer does not subsequently book the whole of the cancelled hire period.

Regular Bookings

4. Where a number of regular bookings are made in advance during the year (“Regular Bookings”) payment for the hire of the Premises must be made:-

4.1 At least one month in advance, where the hire of the Premises is on a monthly basis.

4.2 At least 7 days in advance, where the hire of the Premises is on a weekly or twice-weekly basis or at such intervals in advance as may otherwise be agreed by the Management Committee.

5. Non-payment of an advance fee for a Regular Booking will render that booking cancelled and this Agreement will automatically end (without prejudice to the alternative rights of the Management Committee to otherwise end this Agreement) should the Hirer fail to pay two consecutive advance fees.

6. In the case of Regular Bookings the Hirer may terminate this Agreement by one months written notice to the Management Committee. Refund of fees for any periods missed with prior notice shall be at the Management Committee’s discretion.

General Conditions

7. Where the booking for an event takes place within 7 days of the start of the Hire Period payment must be made in full at the time of the booking.

8. If the agreed Hire Period is exceeded, additional charges at an appropriate rate may be levied at the discretion of the Management Committee.

9. The Management Committee reserves the right to inspect without notice the Premises at any time during the Hire Period to ensure that the activity carried on by the Hirer is within the terms of this Hire Agreement and is not in breach of any of these conditions.

10. The Management Committee gives no warranty of the suitability of the hall, any associated rooms, grounds, parking area or additional facilities provided to the Hirer under this Agreement (together referred to throughout this Agreement as “the Premises”) for the use to which the Hirer intends to put them.

11. The entire premises must be left in a clean and tidy condition ready for the next hiring, with no damage or breakages.

12. An additional charge may be made to cover the costs of repairs after damage to the Premises and/or cleaning of the same.

13. The Hirer acknowledges that this is a Licence to use the Premises at the times agreed on the booking form only and no relationship of Landlord and Tenant shall be created between the Management Committee and the Hirer.

14. The Management Committee reserves the right to cancel or amend bookings where these conditions have been breached or where it may be required to do so to comply with any regulation bylaws or legislation or for use by the Local Authority as polling station or in the event the unavoidable maintenance is required to the Premises without being liable to account to the Hirer.

15. In the event of the Premises or any part being rendered unfit for the use for which it was being hired the Management Committee may end this Agreement and shall not be liable to the Hirer for any resulting loss or damage whatsoever

The Hirer undertakes:-

16. To indemnify the Management Committee against any liability for injury to persons, damage to property, all actions, costs or claims which may arise during or resulting from its use of the Premises.

17. Not to use the Premise for any purpose other than that as stated in this Agreement nor to sub-let or to allow the Premises to be used for any unlawful purpose nor do anything which may damage the same or invalidate any related insurance policies or licences.

18. To ensure that the maximum capacity of the Hall (being 130 persons seated and 225 standing) shall not be exceeded under any circumstances.

19. To ensure that all licences required for the proper performance of this Hiring Agreement are obtained prior to the commencement of the Hire Period including but not limited to Liquor licences, catering licences or similar. The Hirer shall also be required to give the Management Committee advance notice of any intended performances.

20. To be responsible for the public during the Hire Period and ensure that all conditions of any Public Entertainments Licence or Stage Play Licence (and any other relevant licences) relating to the management and supervision of the Premises are met.

21. The Hirer must vacate the Premises as quietly as reasonably practical and (subject to condition 22 below) remove all property not belonging to the Management Committee immediately following the end of the Hire Period (or where the Premises are to be used on a regular basis, at the end of each individual session) or in any event no later than 11.30 pm.

22. Any additional cleaning required and any breakages to the hall, its fittings, fixtures and furnishings must be paid for in full by the hirer. Damage must be reported as soon as possible so that repair or replacement can be arranged.

23. To be responsible for all damage to the Premises howsoever caused during the Hire Period and for the behaviour of all persons attending the Premises and for ensuring that no nuisance is caused inside or outside the Premises or to neighbours of the Premises.

24. To be responsible for making arrangements to insure against any third party claims which may lie against the Hirer or his/her organisation whilst using the Premises and to produce a copy of the same to the Management Committee upon request.

25. To ensure that no stiletto or pointed heeled shoes are to be worn by anyone using the Hall.

26. Where the Management Committee has agreed to the storage of items by the Hirer on the Premises under this Agreement the Hirer must comply with the following additional conditions:-

26.1 The Storage Fee as indicated on page 1 of this Agreement must be paid monthly in advance.

26.2 The items stored shall be located in areas as notified from time to time by the Management Committee to the Hirer and the size of the area permitted shall not be exceeded except with the prior permission of the Management Committee. Any permitted increase in the size of the area may result in the revision of the Storage Fee rate accordingly.

26.3 No flammable or dangerous substances shall be stored on the Premises at any time.

26.4 The Hirer will be responsible for making arrangements to insure the items being stored and acknowledges that items are stored at the Hirer’s own risk and that the Management Committee will accept no responsibility for any loss or damage sustained to the same while on the Premises (howsoever occurring).

27. To comply with the Health and Safety Policy of the Management Committee (a copy of which has been made available to the Hirer) and be aware of all requirements in the case of an emergency, including the location and use of fire fighting equipment and the escape routes and the calling of the fire brigade to any incident of fire (however slight) and details given to the Booking Secretary or Chairman for the time being of the Management Committee.

28. To ensure that all fire exits are kept clear from any obstruction at all times.

29. Subject to Condition 30 below the Hirer is a person of 21 years of age or over and that at least two responsible adults will be supervising the function throughout the Hire Period where persons under the age of 21 are using the Premises.

30. Where the Premises is being used primarily by those under the age of 16 that the number of supervisors shall not be less than that laid down by law for the age group concerned and that the Hirer has undertaken the necessary legal checks and approvals to those supervising/attending.

31. To comply with all conditions regulations bylaws or legislation relating to the hiring of the Premises.

32. To indemnify the Management Committee in respect of the cost of repair for any damage done to any part of the Hall including the fabric of the Hall itself, the fixtures and fittings and contents thereof the grounds driveways fences and/or markers and any other damage to any property belonging to the Management Committee howsoever caused.

33. As soon as reasonably practical following arrival at the Hall to inform the booking secretary of any damage found of which the Hirer has not been made aware. Failure to do so shall make the Hirer liable for the damage.

34. To leave the Premises in a clean and tidy condition at the end of the Hire Period (or where the Premises are being used on a regular basis at the end of each individual session), with all furniture returned to the furniture storeroom.
The Hirer must also ensure that:-

34.1 The tables are cleaned.

34.2 The Chairs are stacked 10 high.

34.3 The refrigerator and gas water heater are left on.

34.4 The heaters are switched off

34.5 All windows and external doors are properly shut

34.6 The cooker, electric water heaters and extractor fans are switched off.

35. Not to bring onto the Premises or store any valuable articles or objects of any kind or any flammable or dangerous materials.

36. That where the combination door lock has been given the Hirer must not under any circumstances disclose to any third party the said combination without the express written permission of the Management Committee.

37 No dogs in the kitchen area.

38 No smoking or vaping in the building.

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