Reading room terms and conditions v3

TERMS AND CONDITIONS OF HIRE
Helmdon Reading Room
(Charity number 275715)
Please contact the booking officer if you require clarification of any of the Terms and
Conditions of Hire. The contact details for the Reading Room Management Committee
(hereinafter referred to as RRMC) are available on our website at www.helmdon.com
1. Payment and deposit
The Hirer shall pay the hire charge together with the required damage deposit as shown on the hiring agreement, in full, at the time of booking confirmation. The deposit is £100.
The deposit will be refunded provided there is no loss or damage to the hall; that the hall has been left in a clean and tidy condition; and that the duration of the hire has not exceeded the time booked. The refund of the deposit in whole or in part is at the discretion of the RRMC.
2. Cancellation or postponement by Hirer
Any damage deposit paid will be refunded in full. In addition, if more than 4 weeks’
notice from the proposed date of hire is given, up to 100% of the hire charge will also be refunded. If between 2 & 4 weeks’ notice is given, up to 50% of the hire charge will be refunded. For less than 2 weeks’ notice 0% of the hire charge will be refunded. However, regardless of the notice given, the RRMC reserve to right to withhold any or all of the hire charge as an administration fee, at their sole discretion.
3. Maximum Capacity of Hall
The maximum capacity of the hall is 100 people and no bookings can be made for more than this. It is the responsibility of the hirer to ensure that this limit is not exceeded at any time during the hire.
4. Capacity of Hirer
All hirers must be aged 18 or over and are responsible for ensuring the premises are used only for the purpose described in the Hire Application Form and may not sub-hire or allow the premises to be used for any unlawful purpose, or in any unlawful way.
5. Access
The RRMC reserves the right to have access to the premises at any time. If the RRMC
believes that the terms and conditions are in any way being breached, the right is reserved to terminate the event with immediate effect and no monies paid will be refunded.
6. Supervision during hire period
The Hirer must be present at all times during the period of hire, and take responsibility for the supervision, behaviour and Health & Safety of all those attending the event. The Hirer is responsible for making guests aware of the emergency fire exits and evacuation routes, and to ensure the fire exits are not obstructed at any time. Guests should be made aware that noise in the environs of the hall, should be kept to a minimum.
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7. Damage
The Hirer is responsible for ensuring the premises and their contents are not damaged or misused, and shall indemnify the RRMC for the cost of any damage to the premises or their contents as the result of the hiring, which shall not be limited just to the damage deposit paid.
8. Licences
The Hirer is responsible for obtaining any licences which may be required in connection with the hiring. If alcohol is to be sold on the premises, the hirer must obtain a
Temporary Event Notice (TEN) from South Northamptonshire Council (01327- 322322).
A copy of the TEN must be handed to the Booking Officer before the event. The Hirer must ensure the terms of the TEN are fully observed, together with regulations applicable to the premises stipulated by the Local Authority, Fire Authority, Local
Magistrates, or other legally constituted body.
9. Period of hire
Setting up and clearing away time for all bookings must be included within the period of hire. In addition, the hall must always be vacated by 12pm.
10. Responsibility
The Hirer is responsible for any equipment, including electrical equipment, brought onto the premises for the period of hire. They must ensure it is in good working order and used in a safe manner, and shall take responsibility for the insurance of such items. The RRMC
does not take responsibility for the loss or damage to any goods, including equipment, clothing, jewellery, vehicles or their contents, or money, of the Hirer or the Hirer's guests during the period of hire.
11. Kitchen hygiene
If food is prepared or served during the hiring, the Hirer must ensure all relevant food hygiene and safety regulations are observed, Children under the age of 16 are not permitted in the Hall's kitchen unless supervised by an adult.
12. End of hire
At the end of the hire, the Hirer is responsible for leaving the premises in a clean and tidy condition, ensuring floors are swept, tables and chairs are clean and returned to and stacked in their storage areas. Both the kitchen area and kitchen equipment must be left clean .
All rubbish must be contained within plastic sacs and placed in the LARGE GREEN BIN
at the bottom of the drive. All bottles and recyclables go in the light blue bin marked for Reading Room use.
At the end of the hire, the Hirer will ensure that all lights (except security lights) are turned off, that the building is properly secured, including closing all windows, closing and locking all doors, and the keys returned to the Booking Officer, or a nominated representative of the RRMC.
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13. End of hire Inspection
The RRMC reserves the right to inspect the Hall after the period of hire, and in the event that the premises are not in a clean and tidy condition, to withhold some or all of the Hirer's damage deposit.
14. Right of Cancellation
The Hirer accepts that the RRMC has, in exceptional circumstances, the right to cancel without prior notice, any booking made (for instance should the hall be required for use as a polling station), in which case the liability of the RRMC shall be limited to the return of all monies paid to the RRMC. In the event that the Hall is rendered unfit for use in the opinion of the RRMC (e.g. flood, fire, etc.), the liability of the RRMC shall be limited to the return of all monies paid to the RRMC.
This version of the Terms & Conditions applies to all bookings and supersedes all previous versions.
Effective date 1st August 2017 (v3)
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