SACRED HEARTS’ CHURCH HALL
CONDITIONS OF HIRE
Please read this contract before signing the booking form to show you comply.
BEFORE THE LETTING
1. Applicants must be over 21 years of age and may not sponsor any event for anyone under 21. This does not apply to young children’s parties.
2. All events to finish and music to stop by 11.30pm. (We accept that hirers may have to spend a while after 11.30pm tidying up). Hirers must not cause any disturbance to neighbours particularly after 10pm. There is a sound limiter installed on the premises and music must be powered by the electrical sockets in the hall or on the stage. If the sound goes above a pre-set level, then the power will disconnect.
3. Hirers must secure their booking with a hire form and £50 deposit. If no form and deposit are received within 2 weeks of provisional booking, the date will be deemed cancelled. In the unlikely event that we need to withdraw a booking, we aim to give at least 4 weeks’ notice.
4. The full hire fee must be paid not less than 2 weeks before the event. (This is not applicable to regular users who are invoiced). Keys will not be released if full payment has not been made and we do not send out reminders. In the event of cancellation by the hirer, the deposit is not refundable unless 4 weeks’ notice is given.
5. Alcohol must be sold through the bar which is not available without the hire of the lounge. No alcohol may be brought on to the premises without prior agreement with the Hall Manager.
6. A security guard is required for large evening events. This is provided free of charge when the bar is hired otherwise the hirer is responsible for the cost of a security guard provided by us. A damage deposit of £100 is required for large evening events which will be returned after the event provided the premises are left clean tidy and undamaged.
7. Keys to the hall can usually be collected from and returned to the Parish Office, open weekdays 9am-1pm. Keys to internal doors can be found inside the hall and used with permission – please ask for details. No keys will be released without receipt of the final payment and any damage deposit required. Lost keys must be paid for.
8. Times of hire must be strictly adhered to – failure to keep to hire times may mean another event overlaps with yours. Where multiple events are taking place on the hall premises, cooperation and respect for the other users are required at all times.
9. Hirers must obtain any necessary licences – e.g. copyright – for the use of the hall and comply with them and any statutory common law or other requirements of any competent authority. The premises are licenced by PRS and PPL to permit the public performance of copyrighted music.
10. The car park and the kitchen and its equipment are available for the use of the hirer. If more than one event is taking place, these facilities must be shared. Catering equipment brought to the hall must be appropriately tested. The hirer/caterer must comply with the Food Safety Act 1990.
11. The hirer accepts responsibility for all claims for theft, loss, breakage and damage to property arising from its use, including the misuse of any fire extinguisher. Hirers are responsible for public liability insurance for their event or will be personally liable for any damage costs in full.
12. Hirers are responsible for cleaning and tidying up after their event. For large events a cleaning service can be provided to clean and stack tables/chairs, sweep the floors and clean the toilets. The waste bins in the kitchen area may be used and then emptied into the outside bins. If the premises are not left clean and tidy, we reserve the right to refuse future bookings and retain the damage deposit.
13. Outside of the hire times, hirers must not store belongings in any of the rooms at the hall or on the stage without the agreement of the Hall Committee. Tables, chairs and other furniture must be replaced, as found, after the hire. The exception is when the cleaner has been paid to stack the tables/chairs.
14. During the hire, the hirer is the responsible person within the meaning of the Regulatory Reform Order 2005 and hirers must make themselves aware of the fire safety arrangements and the fire actions applicable to the hall. See notice in foyer. No flammable materials or sources of naked flame are permitted in the building. No smoking is allowed anywhere on the premises.
15. Emergency exits must be kept clear at all times. If music is playing, then doors and windows must be kept closed. A cooling system is available for use – the switch is on the back wall of the hall marked ‘cooling system’. Please switch off after use.
16. The hirer must ensure that any electrical equipment brought into the building is in a safe and good order with a current PAT Test. The building installations must not be interfered with or added to in any way.
17. Hirers must familiarise themselves with the location of the first aid kit and defibrillator and take precautions for the safety of all persons entering and using the hall during the hire. Details of any accidents must be filled in the accident book, which is kept in the food prep room (adjacent to kitchen) along with first aid kit and defibrillator. All accidentsresulting in a call to the emergency services MUST also be reported immediately to the Hall Manager. Contact details are displayed on the foyer noticeboard.
18. Hirers must have a charged mobile phone with them for the duration of the hire period so that the emergency services can be contacted.
19. Other than communal areas hirers must only use facilities that they have specifically booked.
20. Notices and decorations may be attached to any glass surface with ‘white-tac’. Staples, drawing pins and sellotape must NOT be used. Damage resulting from any misuse must be paid for.
21. Chairs should be moved using the chair lifters in the hall and lounge and must not be stacked more than 5 high.
22. The hall capacity is 200 and this number MUST not be exceeded under any circumstances.
23. No activities involving gambling or gaming will be allowed.
24. Access to the premises will not normally be permitted before the time booked on the application for hire. Please advise any catering/entertainment companies of this. Setting up and clearing up time needs to be allowed for in the booking times.
25. Kitchen equipment must be thoroughly cleaned and replaced in the cupboards provided. All breakages and damages must be reported to the Hall Manager as soon as possible.
26. No foods to be brought to the hall that may cause an offensive smell.
27. No notices or leaflets may be displayed on the noticeboard without the prior consent of the Hall Manager.
28. Upon vacating the premises hirers are responsible for ensuring that all windows to rooms hired are closed and the doors locked and internal keys returned after use.
29. No animals are permitted in to any parts of the building except for registered guide dogs.
30. The hall accepts no responsibility for any stored equipment or other property brought on to or left at the premises and all liability for loss or damage is hereby excluded.
31. Any organisation hiring the premises where children are involved confirm by signing the application for hire that they have their own ‘Safe to Grow’ or ‘Child Protection Policy’ or similar document safeguarding children that conforms to UK Government guidelines and may be asked to provide a copy prior to hire commencing.
32. Signing the Booking Form confirms the hirer’s acceptance of these Terms and Conditions and any breech may result in the booking being withdrawn without refund of any hire fees paid.
33. The hall committee reserves the right to refuse any application for hire.