CONDITIONS AND REGULATIONS OF HIRE
Centre Manager
Vinny Mitchell
The Community Centre – Garfield Road – Addlestone – Surrey KT15 2NJ
Tel 07934 287 004
vinnymitchell@hotmail.co.uk
FOR EVENING BOOKINGS
THE BUILDING TO BE VACATED BY MIDNIGHT
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. The Hirer shall report any damage to the premises 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 that specified on the booking form.
3. HALL CAPACITIES: The Hirer must ensure that the maximum number of persons attending the function does not exceed the capacity as set out below:
HALL NAME Tulk Muriel Wise Mitchell Committee Colin Gaskin
Banquet Dining 200 70 40 – –
Concerts/Seating 360 80 60 30 20
Dinner Dances 150 50 40 – –
Dances 200 80 50 – –
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.
4. CONDITION OF PREMISES: The Hirer shall be responsible for ensuring that all furniture and equipment is returned to its original position, the premises are left in a clean and tidy state at the close of the function to the reasonable satisfaction of the Association, and that the Centre is properly locked and all lights are extinguished when leaving. 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. Under no circumstance are hirers permitted to place wax or powder upon the floor. The hirer shall remove all equipment belonging to the Hirer or his agents (including caterers) from the premises immediately the function is over.
5 ALCOHOL: Where a licensable event is to be held the Hirer shall be responsible for obtaining such authorisation as may be needed and for ensuring that all laws and conditions associated with the licence are strictly conformed to; in particular this applies to the sale of alcohol.
In order to hold a licensable activity not covered by our existing Premises Licence a Temporary Events Notice (TEN) will need to be given to the appropriate Licensing Authority. For most licensable activities this will be the Runnymede Borough Council.
Before giving the appropriate Licensing Authority a TEN the hirer must obtain written consent from the Addlestone Community Association using the form available on request from the Centre Manager. Only after such consent has been granted by the Association may a TEN application be given to the appropriate Licensing Authority. Failure to do so will result in cancellation of the hiring.
6. DEPOSITS: A deposit of not less than 25% of the total hire charge must be paid at the time of booking (but see condition 7 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 4 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 4 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.
7. 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 cash. In all cases, the indemnity deposit may be in the form of a cheque
8. 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.
9. 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.
10. CANCELLATION BY 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 Association, 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 Association
11. 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.
12. NOISE: The Hirer is requested to ensure that music provided at the hired premises shall not cause a disturbance to 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 may refuse future applications to hire the Centre.
13. 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.
14. FIRE REGULATIONS: Hirers must ensure that, during the whole period of hire, all exit doors are NOT LOCKED and have free access.
15. SMOKING: Smoking is not allowed in any part of the building.
16. 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. Confetti, table scatter, petals and any similar decorations are NOT allowed. Balloons filled with similar decorations are NOT allowed.
17. PUBLICITY: Any advertisement for the Hirer’s event may be displayed at the Centre by arrangement with the Publicity Officer of the Association.
18. PHONOGRAPHIC PERFORMANCE LTD (PPL)
Hirers using recorded music for dancing classes, aerobics, socials, dances, discos etc. will be required to provide proof of registration with PPL. This does not apply to private parties, weddings, etc. (Please contact Centre Manager for further details). If you hire or loan the Association’s radio microphones, you must obtain a permit from the Centre Manager.
19. 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 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.