CONDITIONS OF HIRE
The Hirer or a Nominated Responsible
Adult (NRA) acting for the Hirer will,
To comply with statutory regulations, maximum numbers using the Hall at any one time shall be limited to 210 persons. However, our recommendations are as follows:
a) For closely seated audiences in Main Hall-120 persons
b) For closely seated audiences in Community Room- 60 persons
c) For functions seated at tables in Main Hall-100 persons
At the end of the Hiring the Hall is to be left in a clean and decent condition. All food and litter must be removed, all crockery washed and the floor left in a clean condition. Failure to observe this requirement will entail extra charges for cleaning.
The Hirer/NRA shall be responsible for security in the Hall during and after his hiring by ensuring that the Hall is securely locked at the end of the function. See also Hall Users’ Instructions.
YOUR ATTENTION IS ALSO DRAWN TO THE FOLDER OF GENERAL PROCEDURES KEPT IN THE KITCHEN.
When booking, the Hirer must include the time required for both the preparation and the tidying up of the Hall.
If the Hirer wishes to cancel the booking before the date of the event and the letting agent is unable to conclude a replacement booking, the question of the payment or repayment of the fee shall be at the discretion of the Trustees. Normal period of notice of cancellation is 14 days.
The Trustees reserve the right to decline, or terminate, any booking if it is felt that there will be, or might be, a breach of these Conditions of Hire or if they have reasonable grounds to believe that the hiring will be detrimental to the proper management of the premises.
The Trustees reserve the right to cancel any hiring in the event of the Hall being required for use as a Polling Station for any Parliamentary, Local Government election or by-election, or if commandeered by any legal or judicial authority, in which case the Hirer shall be entitled to a full refund of any deposit paid.
The Trustees, under normal circumstances, shall require and hold a reasonable deposit against the risk of damage or non-payment of hire fees, which amount shall be refunded upon satisfactory completion of the hiring.
The Hirer/NRA must ensure that no nuisance is caused to neighbours of the Hall and must take responsibility for any such nuisance. For late night bookings the Hall must be vacated by 12 Midnight and care must be taken to minimise noise.
The Hirer/NRA shall not use the premises for any such purpose/function other than that described in the hiring agreement slip appended to their Booking Form and shall not sub-hire or use the premises or allow the premises to be used for any unlawful purpose or in any unlawful way nor do anything or bring onto the premises anything which may endanger the same or any insurance policies in respect thereof. Where use of premises involves minors, or other vulnerable persons, the Hirer is expected to provide a suitably qualified adult who will be responsible for ensuring the safety and protection of their charges.
The Hirer shall indemnify the Trustees Management Committee for any and all matters arising from breach of the above conditions; in the event of any breach the Hirer or their NRA shall immediately contact one of the Caretaker Trustees listed on the Notice Board.
The Hirer will report to the letting agent (Post Office) and make good all damage and losses which take place during his/her occupancy. In addition, the Hirer accepts responsibility for loss or damage discovered in the Hall after his occupancy unless previously known to the letting agent or reported before the Hall is occupied.
The Hall Keys are obtainable during business hours from the Post Office or the Newsagents and at other times from the Fernhurst Club and must be returned promptly at the end of the hiring session.
during the period of the hiring, be responsible for supervising the premises,
protecting the fabric and contents from damage however slight, and supervising
the behaviour of all persons present, whatever their capacity. He/She must also be
responsible for the proper supervision of car parking so as to avoid obstruction to the highway (parking is not allowed on the north side of Glebe Road).
The Hirer/NRA is responsible for any and all compliance with current Health and Safety regulations, the Licensing Act 2003, the Hall Users’ Instructions document to be found on the premises and these Conditions of Hire during the period of hire. He/She must also ensure that there is no smoking in the building.
Where the Hirer has declared there will be consumption of ALCOHOL on the premises during the period of hiring, the Hirer will sign and submit a satisfactorily completed Supplementary Hire (Alcohol Licence) Form before the hiring commences.
The Hirer/NRA must ensure that the three fire exit routes are kept clear at all times. Full Fire Instructions and those for the use of Fire Safety Equipment are displayed in the Hall.