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Hall Booking Terms & Conditions

  1. Payment of Fees:
    All hire fees, storage charges, and deposits must be paid at the times stipulated in the Hiring Agreement. No hiring will be booked, and the Hirer will have no right to use the rooms and facilities until all payments have been made in full at the times stipulated.

  2. Cancellation Policy:
    If the Hirer wishes to cancel the booking and the Trust is unable to secure a replacement booking, the repayment of fees shall be at the discretion of the Trust.

  3. Storage of Equipment:
    • If the Hirer is permitted to store equipment between sessions, it must be stored as directed by the Lettings Officer and only for the duration permitted by the Trust, subject to the payment of storage charges.
    • Dangerous or unsuitable items may not be stored.

  4. Liability for Stored Equipment:
    • The Trust accepts no responsibility for any stored equipment or other property brought onto or left on the premises, and all liability for loss or damage is excluded.
    • All equipment and other property (except stored equipment) must be removed at the end of each session. Otherwise, fees will be charged for each day or part of a day at the hire fee per session until the items are removed.
    • The Hirer shall indemnify the Trust, its employees, agents, and invitees against all claims for damage, loss of property, or injury arising from the use of the premises (including storage of equipment) by the Hirer.

  5. Disposal of Items:
    The Trust may dispose of items brought onto or stored on the premises if:
    • Stored equipment charges are unpaid, or the equipment is not removed within 7 days after the hiring.
    • Other property brought onto the premises is not removed within 7 days after the hiring.
    Disposal may be by sale or otherwise, on terms the Trust deems fit, with any associated costs charged to the Hirer.

  6. Insurance:
    The Hirer must take out adequate insurance to cover themselves, their organization, and invitees against claims arising from the hire. The policy or evidence of cover must be produced to the Lettings Officer on demand. Failure to provide such evidence will void the hiring and allow the Lettings Officer to re-let the premises to another hirer.

  7. Copyright and Licences:
    No literary, dramatic, musical, film, or video work shall be performed or shown without obtaining the necessary copyright licences and relevant approvals (e.g., theatre, film, video, and public entertainment licences). All works must have prior approval from the Lettings Officer, and no alterations may be made after approval.

  8. Approvals and Licences:
    • The Hirer is responsible for obtaining necessary approvals or licences (e.g., liquor licences) not already held by the Trust.
    • The Hirer must comply with all conditions attached to such approvals or licences and indemnify the Trust against losses, costs, damages, or expenses resulting from non-compliance.
    • Licences must be produced to the Lettings Officer before the hire commences.

  9. Alcohol:
    No alcohol shall be sold or supplied without the permission of the Lettings Officer.

  10. Responsibility During Hiring:
    The Hirer is responsible for:
    • Supervising the premises.
    • Protecting the fabric and contents from damage.
    • Ensuring safety from damage, however slight.
    • Overseeing the behaviour of all persons using the premises.
    • Ensuring orderly departure from the premises without causing nuisance or annoyance to nearby owners or occupiers.
    The Hirer must observe all regulations pertaining to the premises as stipulated by the Licensing Justices, Fire Authority, or Local Authority. Any damage caused must be repaired or paid for as directed by the Lettings Officer.

  11. Permitted Use of Premises:
    The Hirer shall use the premises only for the purposes specified in the Hiring Agreement and may not use or enter the premises outside the agreed times without prior consent.

  12. Assignment and Sharing:
    The Hirer shall not assign the Hiring Agreement or share the use of the premises with others except for members or invitees under the agreement.

  13. Termination of Events:
    The Trust reserves the right to terminate any activity, event, or meeting that is not conducted properly.

  14. Alterations and Fixtures:
    Alterations or fixtures must have prior approval from the Lettings Officer and, at their discretion, will either:
    • Remain on the premises and become the property of the Trust, or
    • Be removed by the Hirer, who must repair any damage caused by the removal.

  15. Termination of Agreement:
    The Hiring Agreement may be terminated if:
    • Fees, storage charges, or deposits are unpaid.
    • The Hirer fails to comply with these conditions.
    • As stipulated under Rule 3(c).

  16. Fair Trading and Sales:
    The Hirer must comply with Fair Trading Laws and ensure:
    • Total prices of goods and services are prominently displayed.
    • The organizer's name and address are displayed.
    • Discounts offered are based on Manufacturer’s Recommended Retail Prices.

  17. Permission, Not Tenancy:
    The agreement grants permission to use the premises but does not confer tenancy or any right of occupation.

  18. Fire Safety:
    • A Responsible Person must complete a Fire Risk Assessment and record it in the provided book.
    • The Responsible Person must familiarize themselves with fire safety instructions displayed on the notice board in the entrance vestibule.

  19. Fire Safety Equipment Locations:
    • Fire Extinguishers: Inside the main hall and in the computer room.
    • Break Glass Fire Alarm: Inside the main door and at the emergency back door exit.
    • First Aid Box: In the first wall cupboard on the right in the kitchen.

  20. Unattended Premises:
    The hall must not be left unattended at any time.