Centre Manager: Mr Vinny Mitchell
Phone 07879-413723
Email: [email protected]
1. LOSS OR DAMAGE: The Association will hold the Hirer liable for loss or damage to the Centre and/or its contents howsoever caused. Unless the Hirer shall show before the commencement of the period of hiring that any property of the Association is damaged, and reports this fact to the Centre Manager, such property shall be deemed to have been undamaged at the commencement of the period of hire. Any damage occurring during hire must be reported to the Centre Manager as soon as possible. at the end of the hire.
2. RESPONSIBILITY OF HIRERS: The Hirer will be deemed responsible for the safety and behaviour of all persons attending a function. The Hirer shall ensure that nobody attending a function shall trespass into rooms of the Centre not subject to the hiring. Hirers must ensure that their activities are contained within the rooms they have rented and are not allowed to spill into the foyer and corridor areas. Unless specific permission has been obtained from the Association, any food or drinks must be consumed in the rooms rented and not in the foyer or corridors. Permission must also be obtained from the Association if the foyer is to be used for support activities such as the sale of tickets or souvenirs. The Hirer shall not assign or sublet any interest in the hiring to any other person or organisation. The premises shall not be used for any other purpose than specified on the booking form. For evening bookings, the building must be vacated by midnight.
3.CONDITION OF PREMISES: (i)The Hirer shall be responsible for ensuring that all furniture and equipment is returned to its original position, all areas used, including kitchens are left in a clean and tidy state at the close of hire, and that the Centre is properly locked and all lights are extinguished when leaving unless otherwise agreed. Failure to do so, will entitle the Association to make a charge for such additional cleaning as required. Failure to properly secure the premises will entitle the Association to make a charge to cover the replacement of any item lost or damaged as a result. Brooms etc. will be found adjacent to each room. Vacuum cleaners are also available. Mops/buckets are available. The hirer shall remove all equipment belonging to the Hirer or his/her agents (including caterers) from the premises immediately the hire is over. Bins are provided in the Car park for all rubbish to be emptied.
Under no circumstance are hirers permitted to place wax or powder upon any floor.
Stiletto heels are NOT to be worn on the floors of the Tulk Hall or Muriel Wise Room.
(ii) Confetti, table scatter, Glitter, petals and any similar decorations are NOT allowed. Balloons filled with similar decorations are NOT allowed. Extra cleaning charges will apply for any breach of these conditions.
4. SAFEGUARDING OF CHILDREN AND VULNERABLE PEOPLE: Addlestone Community Association is committed to safeguarding and promoting the welfare of children and vulnerable people. If children or vulnerable people are involved in any part of the event the Hirer must ensure they comply with all legislative and regulatory requirements and follow any published guidelines.
NOTE – If the hirer’s role involves “regulated activity” (defined by the government), they will need a DBS check, regardless of whether they are employed or volunteering.
5. ACCIDENTS & DANGEROUS OCCURENCES: The hirer must report all accidents involving injury to the public to the Centre Manager as soon as possible and complete the relevant section in the Community Centre’s accident book. This is in the main foyer to the right-hand side of the bar. Any failure of equipment either that belongs to the Community Centre or is bought in by the Hirer must also be reported as soon as possible. Serious illness, accident or injury must be reported to the Health and Safety Executive’s Incident Contact Centre on 0845 300 99 23. This is in accordance with Reporting Injuries, Diseases and Dangerous Occurrences Regulations 1995.
6. ELECTRICAL APPLIANCE SAFETY: The Hirer shall ensure that any electrical appliances brought by them to the premises and used there shall be inspected and have a valid PAT certificate attached to the devise.
7. HALL CAPACITIES: The Hirer must ensure that the maximum number of persons attending the function does not exceed the capacity as set out below:
| Tulk | Muriel Wise | Mitchell | Committee | Colin Gaskin | |
| Banquet Dining | 200 | 70 | 40 | N/A | N/A |
| Concerts / Seating | 360 | 80 | 60 | 30 | 20 |
| Dinner Dances | 150 | 50 | 40 | N/A | N/A |
| Dances | 200 | 80 | 50 | N/A | N/A |
Seating layouts must be in accordance with the Runnymede Borough Council regulations which are displayed in the main foyer of the Centre.
Wheelchairs-If wheelchair-bound persons attend an event where the formal seating arrangement is used such as concerts, stage plays, etc., such persons must remain in the chairs and be sited in the place of seating adjacent to the exit doors. Attendants must be seated in the row behind the chairs.
8. ALCOHOL: The Centre holds a premises licence and a designated premises supervisor (DPS) who has a personal license for the sale of alcohol. The sale of alcohol on our premises can only be provided with the express agreement of the DPS who holds the personal license. Hirers are responsible for ensuring that all alcohol related activities on the premises comply with the Licensing Act 2003.
- Hirers must prevent the sale or supply of alcohol to individuals under the age of 18. Should a person under the age of legality be found to have consumed alcohol in the premises the hirer shall be liable for any legal action that may be brought as a result.
- Hirers must ensure that drunk and disorderly behaviour is not permitted on the premises or in its immediate vicinity.
- No alcohol or glasses are to be taken outside.
- Anyone who appears to be drunk and/or disorderly, may be asked to leave the premises. Refusal to do so may lead to the Police being called.
- Hirers must ensure an age verification policy is in place, requiring individuals who appear to be under 18 to produce identification.
- Hirers are NOT permitted to bring alcohol onto the premises without prior consent from the Operations Committee.
9. CHARGES/DEPOSITS: On acceptance of a single private hire the hirer will receive a written confirmation email. The booking is provisional until you receive the confirmation email. All hirers should not arrive before their booked time and should leave by the end of their booked period. Failure to comply can result in additional charges. A deposit of not less than 25% of the total hire charge must be paid at the time of booking (but see condition 10 below). An INDEMNITY DEPOSIT will be paid by the Hirer when the balance of the hire money is paid, i.e. 28 days prior to the actual hire. In the case of any contravention of paragraphs 1, 2 and 3 the Association will reserve the right to recover any monies for repair or cleaning from the indemnity deposit. If it is the case that paragraphs 1, 2 and 3 are adhered to, then the indemnity deposit will be returned in full to the Hirer within 14 days after the date of hire. The Association reserves the right to impose special conditions when, in its opinion, the nature of the hiring so demands.
10. SHORT NOTICE BOOKINGS: In the case of a potential Hirer making a booking less than two months before the date of hire, full payment will be required, together with the indemnity deposit. In the case of seven days or less before the date of hire the Hirer will be required to pay the total hire charge. In all cases, the indemnity deposit must be paid via BACS.
11. PERSONAL PROPERTY: Neither the Association nor its servants accept responsibility for any loss or damage to articles left anywhere on the premises. Private property is not covered by the Association’s insurance policy.
12. CANCELLATION BY THE ASSOCIATION: The Association may cancel any booking at any time on giving notice to the Hirer in writing. The Association will not be called upon in any event to give any reason for so doing or to make any compensation other than a refund of the fee already paid.
13. CANCELLATION BY THE HIRER: When a booking is cancelled, a refund of the fee paid may be made as follows:
(i) 50% if the accommodation is relet by the Association
(ii) Up to 100% at the discretion of the Operations Committee, if cancellation is caused by personal circumstances, such as death or similar personal tragedy
(iii) If a cancellation is made within 7 days of the booked event any refund of the full amount will be at the discretion of the Operations Committee.
14. OPEN FLAMES AND NAKED LIGHTS: Candle-lit and any other open flamed functions will be allowed only if they comply with Runnymede Borough Council Fire Regulations. To hold such functions written Council authority must be supplied by the hirer at the time of paying the balance of the hire.
15. NOISE: The Hirer is required to ensure that music played at the hired premises shall not cause a disturbance to other hirers or occupiers of neighbouring properties, and any form of amplification shall be controlled by the hirer, to prevent such a nuisance. The Hirer is advised that if excessive noise is caused and not controlled, the Association can terminate the booking agreement and require the immediate vacation of the premises and refuse future applications to hire the Centre.
16. FIRE APPLIANCES, EXITS AND EXIT LIGHTS: Hirers must acquaint themselves with the positions of the fire appliances, emergency exits and exit lights, the locations of which are displayed in the main foyer of the Centre (on the notice board to the right of the Muriel Wise Suite).
17. FIRE REGULATIONS:
(i) Hirers must ensure that, during the whole period of hire, all exit doors are NOT LOCKED and have free access.
(ii) In the event of a fire, one person (from the hirers group) must be nominated to meet the fire and rescue service and ensure that each and every member of your group has evacuated the building.
18. SMOKING: Smoking is not allowed in any part of the building.
19. NOTICES: Notices, posters, banners, placards, decorations or flags, etc., must not be attached to the walls or doors of any part of the building. “Sellotape” must not be used under any circumstances. Bolts, screws, nails or drawing pins shall not be driven into any part of the building. Existing posters can only be removed if they are out of date.
20. PUBLICITY: Any advertisement for the Hirer’s event may be displayed at the Centre by arrangement with the Publicity Officer of the Association.
21. ANIMALS: Animals are NOT permitted in the Centre or its grounds unless with the express permission from the Centre Manager. Assistance dogs are permitted but must be always kept on a lead and under control. The award of live animals as prizes is prohibited.
22. PHONOGRAPHIC PERFORMANCE LTD (PPL)
The premises are licensed with PRS for Music and with Phonographic Performance Ltd (PPL) for the playing of recorded copyright music and for the live performance of copyright music.
If you hire or loan the Association’s radio microphones, you must obtain a permit from the Centre Manager.
23. STORAGE OF EQUIPMENT: The management may provide storage space, including lockers, for regular users and may charge a deposit for the use of keys to these storage spaces. These keys remain the property of the Centre.
The management accepts no responsibility for any stored equipment or other property brought on to or left at the premises.
24. CAR PARKING: Vehicles are parked at the owners risk and may be parked only in the marked spaces.
25. FAILURE TO OBSERVE CONDITIONS
If the Hirer shall fail to observe or perform in any respect or secure the due observance or performance by others of the provision of these terms, the Association may, without notice, forthwith terminate the Hirer’s rights and effect the immediate vacation of the Centre. Such termination shall not release the Hirer from any of his or her obligations or affect any right or remedy which the Association may have, and the Association shall be entitled to retain for their own use and benefit any monies paid by way of deposit and to sue for any balance outstanding.