INTRODUCTION

Downton Memorial Centre  is a registered charity, run and maintained by a Committee of Trustees, for the benefit of the residents of Downton and its locality.

All users are to be represented by an Applicant who makes the Application for a Booking.

All Applicants are required to read, accept and adhere to the Booking Conditions as set down in this Hire Agreement.

Applicants for use of the Memorial Centre must be over 18 years of age and, if unknown to the Committee, may be required to establish their bona fides.

Applications for the use of the rooms must be approved by the Booking Secretary or the Committee, where relevant, before the Application becomes a firm booking.  If the Application is agreed, the Applicant, now the Hirer, enters into a formal Hire Agreement with the Committee.

BOOKING CONDITIONS OF HIRE

The Trustees are authorised, and have a duty, to close the hall and terminate an event if they have reason to believe that either the Law or the Conditions, as outlined below, of the Application have been or are being broken.

Conduct

THE Hirer will, 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 the car parking arrangements so as to avoid obstruction.

Use of Premises

THE Hirer shall not use the premises for any purpose other than that described in the hiring agreement and shall not sub-let or use the premises for any unlawful purpose or in any unlawful way or do anything or bring onto the premises anything which may endanger the same or render invalid any insurance policies in respect thereof nor allow the sale of alcohol thereon without a licence.

Damage or loss

Any damage, breakage or loss must be reported to the Booking Secretary immediately.  Deposits may be used to defray such replacement or repair costs.

Fire safety equipment is not to be interfered with or moved except for its intended purpose in an emergency.

Payment

Regular users may pay in advance, at the time of use or monthly in arrears.

Private, occasional and business applicants, must pay within two weeks of Application or immediately if booking is less than 2 weeks away.  Private party bookings require a damage/cleaning deposit of £25 for children’s parties and £100 for adult parties.

Hire charges apply to setting up and clearing up time so Hirers must take these into account.  Charges for utilities are usually included in the hire rates.

At the end of the event
The Hirer is to:

  • Return the Hall/ Meeting rooms to the condition in which they were received.  In the Main hall this means putting away chairs and tables and leaving the room clean and tidy and rubbish after parties to be taken away. Meeting rooms: the setting up of chairs and tables will vary as to the terms of the booking
  • Secure all doors and windows, and close fire exits
  • Check that all water taps are turned off
  • Check that any heating you have turned on is turned off
  • Turn off all lights
  • Unplug electrical appliances
  • Complete the Accident Book if necessary
  • Report any damage, breakages or losses to the Booking Secretary
  • Make any constructive suggestions regarding the management of the
    Hall/rooms, Fire Safety or Health & Safety to a Committee Member
  • Return the keys or lock up as per agreed arrangement
  • Pay any balance of hire charges to the Booking Secretary

Alcohol

No alcohol may be consumed on the premises of the Hall, regardless of whether the alcohol is sold or provided free of charge, unless the Applicant has applied for and been granted permission/ obtained an appropriate licence. Where such permission is granted, it is the duty of the Applicant to nominate a responsible person to stay sober in order to assist in the case of emergencies (e.g. fire evacuation).  No alcohol must be supplied to anyone under the age of 18.

Performance Rights & Phonographic Performance licence

The Committee purchases an annual licence from the Performing Right Society Phonographic Performance (PRS/PPL) for incidental music and/or other media based entertainments and the like in the Hall.  Applicant’s representing regular use leisure groups should satisfy themselves as to whether a separate PPL licence is required for their activity and, if so, are responsible for licensing their activity appropriately.

Guidance on this licence can be obtained by contacting PPL on 0207 543 1000.

Fire safety

It is a requirement for the Applicant to brief those attending and to keep fire exits clear during the event or activity. Downstairs all fire exit routes are available to those with reasonable mobility, and wheelchair users.  If there is a fire upstairs, the lift is not to be used.  Applicants organising activities or functions attended by the physically disabled are advised to nominate able-bodied persons to assist individuals in the case of fire evacuation.

Health and Safety

Hirers must conduct a Risk Assessment for their specific event and have a duty to mitigate all risks identified in their planning.

Health  & Hygiene  

The Hirer shall, if preparing, serving or selling food, observe all relevant food health and hygiene legislation and regulations.

Electrical Appliance Safety

THE Hirer shall ensure that any electrical appliances brought by him to the premises and used there shall be safe and in good working order, and used in a safe manner. Where a residual circuit breaker is provided under terms of the PEL or CPL, the Hirer must make use of it in the interests of public safety.

Security

Hirers are to make specific arrangements with the Booking Secretary regarding access to the Hall/ Meeting rooms and securing it after use.  Hirers are responsible for the security of the premises at all times during the period of hire.

Noise

It is the responsibility of the Hirer to ensure that those attending events at the Hall/ Meeting rooms leave quietly, showing due respect for the Memorial Centre’s neighbours.

All music and other noise must cease by 11pm and all guests must be off the premises by 11.30pm.

Car parking

Consent from the Committee is required to use the Primary School car park out of school hours

Insurance

The Committee maintains building, contents and liability insurance to reasonably discharge its duties regarding its own responsibilities and activities.  The Certificate of Insurance is on display in the Centre.  Applicants may view a copy of the policy on request.  This insurance may not provide adequate or even any suitable cover for certain events or activities.  Applicants are urged to consider, and obtain if appropriate, their own insurance to underwrite their event or activity, to cover any property brought to the Centre, and to discharge their own liability towards others involved in or affected by their event or activity.

Indemnity

The Hirer shall indemnify The Downton Memorial Centre Committee for the cost of repair of any damage done to any part of the property, including the curtilage thereof, or the contents of the buildings which may occur during the period of the hiring as a result of the hiring.  The Hirer shall be responsible for making arrangements to insure against any third party claims which may lie against him or her (or the organisation if acting as a representative) whilst using the Memorial Centre.

First Aid

A First Aid box is situated in the kitchen downstairs and the kitchenette upstairs.

All accidents and incidents, whether requiring First Aid or not, are to be recorded in the accompanying Accident / Incident Book. The completed form should be given to the Booking Secretary.

Smoking

In accordance with the Law, smoking is not permitted anywhere within the Hall/ Meeting rooms, including the outside roof terrace.

Young and Vulnerable People

Events where children, young and vulnerable people are present must conform to the Law. Hirers must ensure appropriate supervision of children by adults at all times and that young and vulnerable people are protected from alcohol abuse. The Hirer must ensure that supervisors running events (not private parties) are properly accredited.

Drugs and Substance Abuse

Drugs and substances that can be abused are not permitted on the premises and Applicants are responsible for appropriate supervision of their event to ensure drugs and illegal substances are not available.

Flammable & Toxic Material

No explosive, flammable, toxic, hazardous or infectious materials are to be brought onto the premises.

Gaming, Betting and Lotteries  

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.

Unsupervised Items

Items left at the Hall/ Meeting rooms premises overnight or unsupervised by day, remain the responsibility of the Hirer and not the Committee.

Storage space

Those regular users granted storage space within the Hall/ Meeting rooms are to return all their resources to the agreed area at the end of their session and store them in a safe manner that does not create a hazard to other users. Insurance of any items so stored is the responsibility of the user.

Animals

The Hirer shall ensure that no animals (including birds) except guide dogs are brought into the hall, other than for a special event agreed to by The Memorial Hall Committee. No animals whatsoever are to enter the kitchen at any time.

Sale of Goods 

The Hirer shall, if selling foods on the premises, comply with Fair Trading Laws and any code of practice used in connection with such sales.  In particular, the Hirer shall ensure that the total prices of all goods and services are prominently displayed, as shall be the organiser’s name and address and that any discounts offered are based only on manufacturer’s Recommended Retail Prices.

Cancellation by the Downton Memorial Centre Management Committee

The Management Committee reserves the right to cancel this hiring in the event of the Centre being required for use as a Polling Station for a Parliamentary or Local Government election or by-election, in which case the Hirer shall be entitled to a refund of any hire fee or deposit already paid

Unfit for Use

In the event of the hall or any part thereof being rendered unfit for the use for which it has been hired, the Downton Memorial Centre Committee shall not be liable to the Hirer for any resulting loss or damage.

Refusal of Booking

The Memorial Centre Committee reserves the right to refuse a booking without notice or to cancel this hiring agreement either before or during the term of this agreement upon giving 7 days notice in writing to the Hirer. The Hirer shall be entitled upon such notice to reimbursement of such monies, including the deposit or a proportion of the same, as has been paid by the Hirer to the Community Centre Management Committee.  The Memorial Centre Committee shall not be liable to make any further payment to the Hirer.