The Hirer or a Nominated Responsible Adult (NRA) acting for the Hirer will, 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 and note that the use of smoke machines or similar equipment is forbidden, since the fitted smoke detectors will be triggered, requiring a safety evacuation of the premises and other procedures in the Full Fire Instructions to be followed.
Where the Hirer has indicated there will be consumption or sale of ALCOHOL on the premises during the period of hiring, the Hirer will sign and submit a satisfactorily completed Supplementary Hire Form before the hiring commences.
The Hirer/NRA must ensure that the three fire exit routes are kept clear at all times. Full Fire Procedures and instructions for the use of the Fire Alarm System are available in the Kitchen drawer..
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 this document 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 suitably qualified adults 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:-
The Hall Administrator: tel No 07596 137660.
The Hirer will report to The Hall Administrator 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 the occupancy unless previously known to the Trustees or reported before the Hall is occupied.
The Hall Keys are obtainable during business hours from the Post Office, Fernhurst Centre or Newsagents and at other times by arrangement with The Hall Administrator (tel 07596 137660)
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 Trustees are unable to confirm 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 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.
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 or put into the CORRECT rubbish and recycling bins provided, all crockery washed and put away and the floor left in a clean condition. Failure to observe this requirement will entail extra charges for cleaning and responsibility for any fines imposed by the District Council for incorrect waste disposal.
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.