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TERMS & CONDITIONS & INFORMATION FOR HIRERS

 

Registered Charity Number: 285015

 

BY SIGNING THE BOOKING CONFIRMATION FORM ALL HIRERS AGREE TO THE TERMS AND CONDITIONS SET OUT IN THIS DOCUMENT. 

 

PLEASE NOTE: THE ENTIRE BUILDING IS A NON SMOKING AREA
​
STRICTLY NO FOOTBALLS, GLITTER OR CONFETTI TO BE BROUGHT INTO THE BUILDING
 
General 

 

  • The Hall may be booked for recurring or single lettings. Hall hire is charged by the hour or session (Hire Rates sheet available on request). 

  • Hirers must be 18 years or over. If the event involves persons under the age of 18 years, the Hirer acknowledges that the children under 18 will be supervised by signing the Booking Confirmation Form.

  • Bookings for Commercial Hirers: Please include copies of relevant Public Liability Insurance Certificate, DBS etc.

  • Kitchen use is available at an additional charge (see Hire Rates sheet) and must be left clean and tidy with all rubbish removed from site after use. Under the Food Safety Act 1990, it is the responsibility of persons providing food for any event held in the Hall to ensure that they are aware of and abide by the legal requirements. The Management Committee/Trustees are not responsible for any food brought into the Hall. Those using the kitchen for commercial/business hire will be required to produce a copy of a current Food Hygiene certificate and/or a copy of the FSA “Scores on the Doors” rating

  • Hirers are welcome to make use of tables and chairs if required during their hire period but are asked to kindly clean tables and put them away after use.

  • A refundable damage deposit and cleaning deposit will be required for all events or activities.

  • Hirers will be responsible for setting up and putting away equipment required for their activity. We appreciate your assistance with this and ask you to respect the hirer following you.


 

Health & Safety

 

  • It is the responsibility of the Hirer to ensure that they are aware of the Health & Safety at Work Act 1974 and to take all reasonable precautions to ensure that their activities are carried out in a responsible and safe way.

  • First Aid kit and accident book is located in the entrance lobby on the right hand side front corner.

  • Any accidents should be recorded in the Accident Report book located in the entrance lobby next to the First Aid kit. A message should also be passed to the Caretaker either written or by phone.


 

Fire Precautions

 

  • Hirers must make themselves familiar with the location of the fire extinguishers and the instructions for use, “break glass” fire alarms, emergency exits and the location and importance of fire doors. Hirers will be responsible for informing all those using the Hall of the position of the emergency exits. Hirers must also familiarise themselves with the instructions on what to do in case of a fire. Instructions are displayed in the entrance lobby, main hall and social club areas.

Music & Entertainment

 

  • The Hall holds the appropriate licence for Public Entertainment.

  • Music must cease at 12.00 midnight and all music kept to a suitable level to avoid any disturbance of neighbours.

  • Noise outside the building should be monitored throughout the event to ensure noise levels are not likely to create a disturbance to neighbours.

  • All external doors and windows should be closed whilst sound amplification is being used.

  • Responsibility for the use and safety of electrical equipment (and/or other equipment specified at the time of booking) brought on to the premises by the Hirer rests entirely with the Hirer. Any such equipment must have passed the necessary P.A.T tests and certificates must be produced upon request.

  • Public liability insurance cover must exist for such equipment. Copies of certificates of insurance are required before a booking can be confirmed.

  • The current capacity of the Hall is 300.

 

Alcohol

 

  • The Hall has a Premises licence as required under the Licensing Act 2003. 

  • Only alcohol served from the bar may be consumed on the premises. The bar facility can only be operated in-house.

  • The Hirer is responsible for ensuring that all persons attending the function behave in an orderly and responsible manner and the persons under the age of 18 consume no alcoholic beverages.

  • The Hirer is responsible for ensuring that any guests arriving in an intoxicated manner (either by alcohol or drugs), or not invited by the Hirer, shall be refused entry.

  • The bar will close at 12.30am and no alcohol can be served after this time.

  • All guests must have completely vacated the premises by 1.00am

  • Where alcohol is to be consumed, the damage/cleaning deposit is £100.  This will be returned as soon as the hall has been checked.

 

Supervision

 

Hirers are held responsible for adequate supervision of the premises and grounds used by their own members/customers etc during the period of hire.

 

Child Protection is the responsibility of the hirer (under the Children's Act 2004) to ensure the safety of all children at all times during any event or activity. There is also a responsibility to safeguard vulnerable adults.

Hirers are responsible for the observance of the law regarding child protection, in particular that adults having continued and close contact with children or vulnerable adults should have undergone a DBS (Disclosure & Barring Service) check. A declaration form for such user groups should be signed in addition to the booking form.

 

Liability

 

  • The Hirer shall indemnify the Committee against:

  • All third party liability arising during their use of the premises. 

  • Liability arising from any loss or damages howsoever caused arising from the hall not being available due to circumstances outside the control of the Committee

 

Cancellations

 

  • Hirers may cancel by giving at least 48 hours notice (24 hours for court bookings).

  • If a Hirer cancels with at least 48 hours notice being given, the deposit will be retained but the hire charge (if already paid) will be refunded.

  • Cancellations made with less than 48 hours notice may be liable to the whole hire charge being due.

  • Cancellations are only accepted via the booking system.  Instructions for this can be found https://www.jubileehallloddon.org/cancelabooking or https://www.jubileehallloddon.org/cancelsinglesession

  • The Management Committee reserves the right to cancel any booking by giving notice in writing and returning the hire charge and deposit, should the purpose of hiring the Hall be in any way improper or unauthorised, or should the building be required as a Polling Station or in the case of force majeure. The Management Committee shall not be liable to pay to the Hirer any money/loss incurred by the cancellation.

 

Contact

 

  • If you have any issues on the day please message our urgent communications WhatsApp (only) number on 078 7443 6286

  • Any questions you have in the run up to the booking please email hall@jubileehallloddon.org and we will get back to you as soon as we can.

  • Any amendments must be made via the booking system.

 

Document reviewed 07/2024

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