Hire agreement for Palairet Hall

By proceeding with your booking you are deemed to have accepted the following terms and conditions for the hire of the hall.

 

TERMS & CONDITIONS OF HIRE Agreements with the Trustees of The Palairet Hall Management Committee (“the Committee”) for the hire of the Palairet Hall or any part thereof (“the Premises”) are subject to these Terms and Conditions of Hire (“the Hire Conditions”).

 

Undertaking of the Hirer  

The Hirer undertakes to ensure that they have an understanding of the Hire Conditions for the time being in force. Supervision by the Hirer The Hirer undertakes to be present, or arrange for sufficient adult representatives to be present, throughout the hiring to ensure compliance with the provisions and stipulations contained or referred to in these Hire Conditions and any relevant licences.

 

Responsibility of the Hirer

The Hirer shall be responsible during the period of hire for:- 

  • Unlocking and locking the hall. If not a key-holder, obtaining the hall key from the key safe and returning the key at the end of the hire period, ensuring the key code numbers are scrambled. 

  • Being familiar with, and complying with, the guides provided for the use of the Palairet Hall

  • Ensuring that the Premises are kept secure for the duration of the hire  

  • Supervision of the use of the Premises and the care of its fabric and contents

  • Ensuring that the Premises (including foyer, kitchen, kitchen appliances and toilets as appropriate) are left clean and tidy with rubbish removed from the site at the end of the hire

  • Ensuring that if any of the hall’s crockery or cutlery are used, they are washed, dried and returned to the appropriate drawers. Any breakages should be reported to the bookings clerk

  • Ensuring that all equipment, chairs and tables have been returned to their storage positions safely, the Premises are cleared of people, all lights and heating switched off, and the building secured, including the locking of the fire escape door if this has been opened during the period of hire

  • Ensuring that any temporary fittings and fixtures comply with Health and Safety guidance, and in particular ensuring that any decorations used are not a fire hazard

  • Ensuring that any equipment or electrical appliances brought onto the Premises and used there shall be certified safe and in good working order, and used in a safe manner

  • Ensuring that no animals (including birds), except assist dogs are brought into the building, without written permission of the Committee on the occasion of a special event or hire agreed to by the Committee

  • Ensuring that NO animals whatsoever enter the kitchen at any time

  • Ensuring that no Barbecues, LPG appliances or highly flammable substances are brought onto the Premise

  • Ensuring that they and their attendees recognise the fact that the Premises are situated in a residential neighbourhood and conduct themselves accordingly by, for example, taking care not to slam car doors, especially late at night, and not playing music or making other sounds at inappropriate levels

  • Conforming with the Palairet Hall Bouncy Castle policy and confirming to the Committee that they have appropriate public liability insurance.

 

Bookings which may be refused

The Palairet Hall booking administrator, on behalf of the trustees, has the right to refuse any booking for whatever reason, including concern over potential noise levels and other nuisances especially to neighbours.

 

Cancellation

1. No charge if cancelled 4 weeks or more before a booking

2. 50% of booking charge is due if cancellation is between 4 and 1 weeks before a booking

3. 100% of booking charge is due if cancellation is 1 week or less before a booking

 

Payment terms

1. For most bookings, payment will be requested at the end of the month in which the Hall was hired

 

Deposit

A deposit is required for all adult parties. If the hall is not left in an acceptable state deductions will be made before the deposit is returned.

 

Fire Regulations

The Hirer shall: 

  • Ensure that the “Emergency Exit” signs are kept illuminated

  • Ensure that the Fire Brigade is called to any outbreak of fire, however slight, and details given to the Committee

  • Prior to the start of an event indicate the fire exits and Evacuation Meeting Place to the persons attending the event

  • Ensure that all fire exits in the hall they have booked are kept clear at all times.

  • Ensure that the hall foyer entrance is not blocked with items such as buggies, wheelchairs or mobile scooters

  • The Evacuation Meeting Place is the green between the school and the church. No person may re-enter the Hall without the permission of the Fire Brigade.

 

Use of Premises

The Hirer shall not:-

  • sub-let or use the Premises for any purpose other than that described in their Booking Application

  • use the premises or allow the Premises to be used for any unlawful purpose or in any unlawful way

  • do anything or bring onto the Premises anything which may endanger the Premises or render invalid any insurance policies in respect thereof

  • allow the use of drugs on the Premises

  • allow smoking on the Premises or in the vicinity of the entrance or in the courtyard

 

Car Parking

There are no dedicated car parking spaces but cars may be parked on Church Street or Vicarage Lane if spaces are available. The space in front of the hall is reserved for emergency vehicle use, but may be used temporarily for unloading. 

Premises Licence and other relevant legislation

The Hirer is responsible for:

  • Notifying the Committee that they are running a bar and selling alcohol. In this case, a ‘Permission to Serve Alcohol’ form must be completed and approval obtained.

  • Conforming to the terms of the Premises Licence granted to the Palairet Hall, including, but not limited to, permitted hours for licensable activities (serving alcohol, playing live or recorded music).

  • Ensuring that Alcohol is not served to any person under the age of 18 years.

  • Ensuring no excessive noise occurs, particularly late at night or early morning, with a minimum of noise being made by any person on arrival or departure The Hirer shall ensure that the users:

  • do not contravene the law relating to gaming, betting, and lotteries

  • comply with all conditions and regulations required by the Licensing Act, particularly in connection with events which include public dancing or music, or stage plays, or films, or similar entertainment taking place at the premises. A breach of this condition may lead to prosecution by the local authority.

Music Licences

The Hirer is responsible for ensuring that they have an appropriate music licence. Please refer to ‘The Music Licence’ for details. In general, private hire does not require any additional licence.  If the Hirer is operating as a business, or is organising an event where the profit does not go entirely to the voluntary organisation, then the hirer is responsible for obtaining a PPL licence (Public Performance Licence). The Committee is responsible for obtaining a PRS (Performing Rights Society) licence, which covers all users.

 

Compliance with legislation relating to children or vulnerable adults

For all bookings involving children or vulnerable adults, except private parties where the Hirer is a family member, the Hirer is required to have their own safeguarding policy and must ensure that those who work with young people or vulnerable adults hold a current DBS certificate. The Hirer shall ensure that any activities at the Premises for children or vulnerable adults comply with current legislation in that regard and that only fit and proper persons have access to children or vulnerable adults. Child Protection Policies are the responsibility of the Hirer.

 

Indemnity

The Hirer shall indemnify and keep indemnified each of the Trustees of the Palairet Hall and their employees, volunteers, agents and invitees against:

  • the cost of repair of any damage done to any part of the Premises including the curtilage thereof or the contents of the Premises against all actions, claims, and costs of proceedings arising from any breach of the Hall Conditions

  • all claims in respect of damages, including damage for loss of property or injury to persons, arising as a result of the use of the Premises (including the storage of equipment) by the Hirer As directed by the Committee, the Hirer shall make good or pay for all damage (including accidental damage) to the Premises or to the fixtures, fittings or contents and for loss of contents Insurance

  • The Hirer is responsible for ensuring that any third party such as a catering company or operator hired to bring equipment such as bouncy castles onto the Premises has relevant and appropriate insurance, which shall include public liability insurance. If the Hirer is operating as a business they are responsible for ensuring that they have relevant and appropriate insurance, which shall include public liability insurance.

Accidents and Dangerous Occurrences

The Hirer must report all accidents involving injury to the public to an authorised representative of the Palairet Hall as soon as possible, and complete the relevant section in the Palairet Hall’s Accident Book. The hirer shall ensure the appropriate medical assistance is sought, or an ambulance is called. Any failure of equipment, either that belonging to the Palairet Hall, or brought in by the Hirer must also be reported as soon as possible.

 

Stored equipment

The Palairet Hall may provide storage space for regular users.  The Committee accepts no responsibility for any stored equipment or other property brought onto or left at the premises and all liability for loss or damage is hereby excluded. All equipment and other property, other than that stored on the premises by agreement, must be removed at the end of each hiring or storage period. The Committee may dispose of any such items 7 days thereafter at its discretion, by sale or otherwise on such terms and conditions as it thinks fit, and charge the Hirer daily storage fees and costs incurred in storing and selling or otherwise disposing of the same.

 

Decorating

Care must be taken when decorating the hall so as not to cause any damage to the panelling or plaster. No Blu-tack, drawing pins, adhesive tape or similar may be used.

 

Cancellation by the Hirer

If the Hirer cancels the booking before the date of the event and the Palairet Hall is unable to conclude a replacement booking, the Committee may, at their discretion, require a further payment of hire fees or withhold part of the deposit and hire charge already paid.

 

Cancellation by the Palairet Hall

The Palairet Hall reserves the right to cancel a hiring by written notice to the Hirer in the event of a national emergency, or similar force majeur situation that requires the Premises to be closed, or of the Premises being required for use as a Polling Station for a Parliamentary or Local Government election or bye-election or referendum or if the Committee reasonably consider that:

  • such hiring may lead to a breach of the licensing conditions, or other legal or statutory requirements, or

  • unlawful or unsuitable activities may take place at the Premises as a result of the hiring, 

  • the Premises have become unfit for the use intended by the Hirer In any such case the Hirer shall be entitled to a refund of any deposit or hire fees already paid, but the Committee shall not be liable for any resulting direct or indirect loss or damages whatsoever.

 

Public Health

The Hirer is responsible for conforming to all Public Health legislation and guidance that relates to the control of viral pandemics or diseases such as Covid-19 and to take reasonable precautions to stop the spread of the virus

 

Acceptance

These Terms and Conditions will have been made available to the Hirer at the time of making the booking. By proceeding with the booking the Hirer is deemed to have accepted these terms and conditions.

 

Current Hire Charges

Morning Session (9am-1pm) £20 Afternoon Session (1pm-5pm) £20 Evening Session (5pm-11pm) £30 All Day (9am-11pm) £50 Small Committee Room £5 per session