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Hall Hire: Terms & Conditions

TERMS AND CONDITIONS OF HIRE

It is important when you hire or use our halls you read and understand these Conditions of Hire. They apply in all cases, whether you have formally agreed or not.

General
These terms and conditions apply to all those who book and use our halls. They are part of an agreement between the Rush Green Community Association (“RGCA”) and the hirer, who may be an individual or an organisation represented by an authorised person. All these terms and conditions, plus any special conditions imposed at the time of booking, apply unless specifically excluded in writing in the Booking Confirmation Form. Signing or signifying agreement to the Booking Confirmation Form certifies that the hirer is aware of these terms and conditions, will abide by them and will ensure that those who use the Hall in conjunction with their booking act in accordance with them.

The RGCA will assume that anyone signing on behalf of an organisation is duly authorised to do so. In the event of someone using our halls without signing or specifically agreeing to the Booking Confirmation Form, then it will be deemed that they are aware of these terms and conditions, will abide by them and will ensure that those who use the Hall in conjunction with their booking act in accordance with them.

Charges, payment, invoicing and deposits
Charges for all bookings are shown clearly on the Booking Confirmation Form. Bookings are charged individually, in accordance with these terms. As well as charges for use of the Hall spaces and facilities, there may be charges for use of equipment, the benefit of a license to sell alcohol etc.

Invoicing and payment
Invoicing and payment is by specific arrangement, shown on the Booking Confirmation Form. Payment may be required in part or in full before an event takes place as set out in the Schedule of Charges.

Full hire charges must be paid in advance and this must be paid in full. The RGCA will enforce its right to not to refund a deposit if any of these terms or conditions are not met.

Returnable security deposits of at least £50 per booking will be charged for any bookings in advance. These deposits cover against possible damage, extra cleaning, excess refuse disposal/recycling, missing property etc. caused by the Hirer in contravention of their agreement. If the deposit is insufficient to cover the actual cost then the Hirer may be charged an additional amount Security deposits will be repaid (subject to any deductions) within 14 days of an event

Cancellation
Once agreement to the Booking Confirmation Form has been accepted and any deposit paid, the Hall (or part of the Hall) will not be hired out to any other user at that time without the prior agreement of the hirer. If a Provisional Booking Confirmation Form has been issued but not signed or agreement otherwise signified, the “slot” may be given to someone else.

Cancellations by the hirer and cancellation charges
The RGCA will be reasonably flexible in relation to modifications, postponements and cancellations, but reserves the right to make cancellation charges in accordance with the rules specified.

Cancellations by The RGCA
The RGCA reserves the right to cancel a booking by written notice in the following circumstances:

  • The premises being required for use as a Polling Station for a Parliamentary or Local Government election or by-election
  • The RGCA Management Committee reasonably considering that such hiring will lead to a breach of licensing conditions, if applicable, or other legal or statutory requirements unlawful or unsuitable activities will take place at the premises as a result of the hiring

In any such case the hirer shall be entitled to a refund of any deposit already paid, but the RGCA shall not be liable to the hirer for any resulting direct or indirect loss or damages whatsoever.

Access to the Hall/time periods of hire
Bookings relate only to the specific rooms and days and times hired.  Hire periods must be long enough to allow for any setting up of and putting away/dismantling any furniture/equipment.

Access is controlled by Key Cards which allow entry to the building and to the spaces booked for the time period of the hire. Key Cards will NOT allow entry outside the booked period. Any extra use is logged and will be charged for unless there are extenuating circumstances (at the discretion of the Bookings and Press Officer).

Use of premises, supervision
The hirer (or his/her authorised representative) must be present during the period of hire and ensure that terms and conditions are observed.

Use of our halls must always be responsible, with respect to the accommodation, facilities and equipment. The hirer shall, during the period of the hiring, be responsible for: supervision of the premises, the fabric and the contents; their care, safety from damage however slight or change of any sort; and the behaviour of all persons using the premises whatever their capacity, including proper supervision of car parking arrangements so as to avoid obstruction of the highway.

The hirer shall be responsible for leaving the premises and surrounding area in a clean and tidy condition; utensils and equipment put away; lights, taps, equipment etc all turned off; the rooms they have used and where appropriate the building itself secured unless directed otherwise; and any contents temporarily removed from their usual positions properly replaced.

If you intend to use the kitchen you must supply your own washing up liquid, cloths and towels etc. And leave the kitchen in a tidy, clean condition.If the Hirer fails to meet this requirement the RGCA shall be at liberty to make an additional charge.

The basic rule is that the room and facilities should be left as they were found. 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.

The hirer shall not use the premises for any purpose other than that described in the Provisional Booking Confirmation; shall not sub-hire or use the premises or allow the premises to be used for any unlawful purpose or in any unlawful way; nor do anything or bring onto the premises anything which may endanger the premises. The hirer shall ensure that nothing is done on or in relation to the premises in contravention of the law relating to gaming, betting and lotteries.

NO BOUNCY CASTLES OR SMOKE MACHINES ARE ALLOWED ANYWHERE ON CLUB PREMISES.

Policies
All users must be familiar with and observe the policies of the RGCA relating amongst other things to Health and Safety; Equal Opportunities; Environment; and Protection of Children and Vulnerable Adults. Copies of these are available on the Hall website and are displayed in our halls.

Any hirer or user of the Hall where Children and/or Vulnerable Adults are involved must have appropriate policies/procedures in place and must ensure that these are observed when using the Hall.

Fire
All Hirers must make themselves, and any individuals using the premises as part of their Hire, aware of emergency escape routes and fire alarm procedures.

Licensed activities and sale of alcohol
The RGCA has a Club Premises Licence authorising the following regulated entertainment and licensable activities:

  • The performance of plays
  • The performance of live music
  • The playing of recorded music
  • The sale of alcohol

YOU ARE NOT ALLOWED TO BRING YOUR OWN ALCOHOL ONTO THE PREMISES.

The Hall has PRS and PPL licences. However, if you are playing recorded music as part of an event for which a fee is charged (for example an exercise class) you may need to have your own licence. If other licences are required in respect of any activity in the halls, the hirer should ensure that they hold the relevant licence.

No Alterations
No alterations or additions may be made to the premises nor may any fixtures be installed or placards, decorations or other articles be attached in any way to any part of the premises without the prior written approval of the RGCA.

Any alteration, fixture or fitting or attachment so approved may at the discretion of the RGCA remain in the premises at the end of the hiring. It will become the property of the RGCA unless removed by the hirer who must make good to the satisfaction of the Hall any damage caused to the premises by such removal.

No Rights
The hiring agreement constitutes permission only to use the premises and confers no tenancy or other right of occupation on the hirer. No interference with the activities of other Hall users. Any use must be conducted in such a way that it does not unreasonably interfere with the activities of other Hall users by way of noise, disturbance or otherwise

Registered Charity Number: 294786
ICO Registration Number: ZA055571