Hire Agreement ~ Conditions of Let

 

Booking

1 The Application for Let form must be completed stating the purpose for which the Let is required and the period of the Let.

2 Bookings are made on a ‘first come first served’ basis, and may be taken up to a maximum of one year in advance, with the understanding that regular Hirers may be required to give way to accommodate major promotions and events.

3 In the event of a cancellation the Hirers are bound to notify the Hall Keeper or the Hall Convenor no later than 14 days before the Let. Failure to do so may result in a cancellation fee equal to the relevant hire charge.

4 In the event of circumstances arising which would deprive the Hall Committee of the Hall, or any other part of the building, the Committee may cancel all prior Lets without notice and without incurring any liability as a result.  A request for a funeral tea in the hall takes precedence over other bookings and could result in cancellation of other bookings without notice and without incurring any liability as a result.

5 No applications for trade sales, commercial disco dances, or agents acting on their behalf, shall be accepted unless prior approval has been given by Hopeman Hall Committee.

6 If in the opinion of the Hall Committee the proceedings are considered unsuitable they may at their sole discretion cancel/terminate the Let, without notice or incurring any penalty.

7 All meetings or functions shall be held during the hours specified in a contract between the Hall Committee and the Hirer engaging the Hall, and shall in any case terminate by 1.00am Monday to Sunday and the Hall shall be cleared not later than one hour thereafter. Hirers wishing to begin setting up their event before the session they have booked will be required to pay for the earlier session. Similarly, if tidying and clearing an event goes into the next session, that session will need to be paid for.

8 The Hall Committee reserves the right to refuse any application without giving any reason.

Liability

9 Hirers of the Hall shall be held liable for any damage to the building, or property or furniture or furnishings therein, or in any other part of the building during, or arising out of, their occupancy of the building.

10 Hopeman Hall Committee will not, under any circumstances, be responsible for any injury to third parties organising, attending or participating in events, or damage, loss of goods or property brought to, or left on, the premises.

Organisation

11 The Hirer shall obey all instructions of the Hall Committee or the Police related to overcrowding, good order or otherwise.

12 Hirers will ensure that persons obviously under the influence of drink and/or drugs are not admitted to the building.

13 The Hall Committee members are empowered to request the promoters of any entertainment or other proceedings to have the doors closed against further admission whenever it is considered expedient to do so for safety and good order or for any other reason. In the event of the promoters failing to comply with the request, the Hall Committee may have the doors closed.

14 All approaches, staircases and passages within the building must be kept free from any obstruction, and all doors leading to the passages kept unlocked from the opening until the close of the proceedings.

15 Hirers are required to provide a sufficient number of persons to ensure safety and preserve public order, both within and without the premises to the satisfaction of the Hall Committee. They shall also provide sufficient door-keepers, ticket collectors, etc. to ensure proper admission and exit of the patrons.

16 Hirers using the Hall for children’s entertainments shall be bound to take all necessary precautions for the safety of the children, particularly those required by Statute.

17 The number of persons to be admitted to functions in the Hall is regulated by the Hopeman Hall Committee and it will be the responsibility of the Hirer to ensure that these numbers are not exceeded. The maximum occupancy capacities are:

Main HALL	Dancing: 168	Seated at Tables: 133	Close Seated: 199
Back HALL	Dancing: 42	Seated at Tables: 42	Close Seated: 50

 

Alcohol, food and smoking

18 No alcohol shall be sold in any part of the premises without the prior approval of the Hall Committee and the appropriate licence being in place.

19 Where a special permission for the sale of excisable liquor has been granted in respect of a function taking place in the Hall, to comply with the Food Hygiene Legislation, the bar must be sited close by the kitchen premises where washing facilities are available.

20 Hirers using the kitchen appliances shall leave them in clean good order and to the satisfaction of the Hall Committee. In the interests of food hygiene, Hirers should provide their own dishcloths and towels.

21 Any requirement to comply with the Food Safety Legislation and associated regulations as a result of the nature of the hire shall be met by Hirers. They will be responsible for ensuring that where required food handlers will have the necessary training for the nature of the food service being undertaken.

22 Smoking is not permitted in any part of the building.

Further details

23 Nothing shall be done, nor shall anything, including volatile substances of any nature, be brought into the premises which, in the opinion of the Hopeman Hall Committee. If Hopeman Hall committee think anything will involve extra risk to the building or its contents and then only upon payment by the Hirers of any additional insurance premium which may be required by the Hall’s insurance providers.

24 The Hirers shall be required to take all precautions for the protection of the floor surface of the Hall, or any other part of the building, and shall be liable for any expense incurred in making good any damage arising. The Hirers are prohibited from putting any polish or other substances on the floors.

25 No nails or screws shall be fixed into the floors or walls in any part of the building.

26 Stage and hall lighting and other equipment shall be controlled only by an experienced person approved by the Hall Committee.

27 No additional fittings/decorations shall be used within the building without the consent of the Hall Committee. All such fittings and decorations shall be removed as soon as possible after the proceedings have finished, else an additional charge may be levied.

28 All extra furnishings or packing material, including catering equipment, packing cases, straw, shavings, paper, etc. shall be removed immediately after the conclusion of the event.

29 Please note that commercial Hirers using music are not covered by the Hall’s license; and bouncy castles are not covered by the Hall’s insurance policy.

30 Where, as the result of a let, extra cleaning is required, a supplementary charge (minimum £50) to cover such extra cleaning will be payable by the Hirers.

This agreement

31 The proper officer of the Hopeman Hall Committee from whom approval must be sought under these conditions is the Hall Convenor or their representative.

32 Should any dispute regarding a Let occur, the same shall be settled by the Hopeman Hall Committee whose decision shall be final and binding upon the Hall and the Hirer.

33 The signature of the person/s applying for the Hall hire will bind them or those whom they represent to observe the forgoing Conditions of Let.