The Downton Memorial Centre (DMC), a Charitable Incorporated Organisation, is run and maintained by a committee of Trustees for the benefit of the residents of Downton and its locality. The DMC is run entirely by volunteers and has no staff.
All hirers must be 18 years or over and are required to read, accept and keep to these terms and conditions.
Applications for the use of the rooms must be approved by the Booking Secretary or the Trustees, where relevant, before the application becomes a firm booking. If the application is agreed, the hirer enters into a formal Hire Agreement with the Trustees.
The Trustees will close the DMC and terminate an event if they have reason to believe that either the law, or the conditions outlined below, have been or are being broken.
The DMC is a no smoking, vape free facility and this includes the outside areas.
The Hirer’s Responsibilities
The hirer shall not use the DMC for any purpose other than that described in the hiring agreement and shall not sublet or use the DMC for any unlawful purpose or in any unlawful way or bring into the DMC anything that may endanger the premises or render invalid any insurance policies.
All hirers are required to have their own current Risk Assessments covering their group and activities. These must be produced upon request.
The hirer is responsible for ensuring that the maximum numbers on their application are not exceeded. The capacity for the spaces varies as to how people are seated. Please contact the Booking Secretary for further information.
Any damage, breakage or loss must be reported to the Booking Secretary immediately. Deposits may be kept to cover replacement or repair/cleaning costs.
The hirer shall ensure nothing is carried out in the DMC that contravenes the law relating to gaming, betting and lotteries.
The Hirer during the period of hire is responsible for the security and supervision of the premises.
All hirers are required to read and comply with the following conditions of hire:
Fire Regulations and Procedures
Appliances with naked flames, smoke machines et al are not allowed in or around the DMC. In addition, no explosive, flammable, toxic, hazardous or infectious materials are to be brought on to the premises.
No alterations or additions may be made to the lighting or power arrangements existing at the time of hire without the written consent of the Trustees.
The hirer is responsible for ensuring that no fire exits, exits from or within the DMC are blocked inside or outside. No chairs or obstacles are to be placed in corridors, walkways or access areas leading to emergency exits. No fire appliance is to be removed, moved, or tampered with. This could cost lives in an emergency.
All hirers are required to be familiar with the emergency evacuation procedure for the DMC. Regular drills will be conducted when requested. Make sure everyone knows where the fire exits are, and where the fire extinguishers are located.
The hirer must familiarise themselves with the location of the alarm call points.
Hirers have the responsibility for safe and immediate evacuation of its group and activities whilst on the DMC site. In the event of either finding a fire, in which case sound an alarm and CALL 999, or on hearing the fire alarm, leave the building as quickly as possible using the nearest Fire Exit route. Keep calm, do not run. Only take personal belongings if they are immediately available. Do not use the lift. Shut all fire doors. The fire assembly point for the DMC is in the children’s playground area of the adjacent Memorial Gardens.
For people with a disability, every assistance should be given during the evacuation procedure: if using the extension there is a safe refuge point on the balcony opposite the kitchenette. Evacuation sleds are situated by the lift on the first floor, and by the stage next to the fire doors. Do not use the lift if the alarm sounds.
If the door interlocks fail on the controlled access doors, break the green glass panel next to the doors to release the lock.
Safety
Doors marked Fire Doors Keep Shut must be shut in the event of a fire.
The hirer must make themselves familiar with the fire instructions on site, and must ensure that any volunteers, paid workers, activity, service users are made aware of the instructions.
In the event of an emergency situation, evacuate the DMC and call the emergency services.
Ensure that tables and chairs are laid out with provision of gangways between rows for safe exit of able bodied, people with a disability and wheelchair users.
Do not re-enter the DMC until authorised by the emergency services.
Electrical Appliances
Must not be brought into the DMC by the hirer, or any person, without prior written permission of the Trustees.
All appliances must have a current Portable Appliance Test certificate (PAT).
You are responsible for checking that any contractors you use (eg bouncing castles) have the required certificates.
First Aid
Basic first aid kits are provided in the kitchen cupboard in both the Hall kitchen and kitchenette.
Ensure the accident book is completed after any accident and the accident reported to the Booking Secretary.
Payment
Regular users may pay in advance or be invoiced monthly in arrears..
Private, occasional and business hirers must pay one month in advance of the booking, or, if the booking is less than two weeks away, immediately. A 50% deposit may be requested earlier.
Children’s parties will require a £25 deposit for any cleaning or damage, and a £100 will be required for adult parties. This will be returned at the end of the event if no cleaning is required or damage incurred. Permission for all teenage and adult parties will be at the sole discretion of the Trustees.
Hire charges must allow for setting up and clearing away, so please take this into account when booking. Charges for utilities are included in the room rates.
In the event of cancellation by the hirer, return of the hire fee is at the sole discretion of the Trustees.
Alcohol and Drugs
If you are selling alcohol and providing regulated entertainment, then the Hirer must apply for a Temporary Event Notice from Wiltshire Council. Please view the link to see if this applies to your event www.wiltshire.gov.uk/licences-permits-ten
Drugs and substances, that can be abused, are not permitted on or outside the premises.
It is the hirers responsibility to ensure drugs and illegal substances are not available and that alcohol is not drunk by under 18s.
At the End of the Event
All music and other noise must cease by 11pm, all guests must be off the premises by 11.30pm. Please make sure that nothing disturbs the neighbours.
Return the booked room(s) to how they were found. Please put away all tables and chairs.
It is the hirers responsibility to sweep floors, mop as necessary and also leave the kitchen clean and tidy. There is a hoover upstairs to clean the carpets in the Bonvalot and Centenary rooms.
ALL rubbish is to be taken home, not left in the DMC or in the outside bin.
Secure all doors, lock windows, close fire exits.
Check that all water taps are turned off in the toilets and kitchen. Check toilets are how you would like to find them.
Unplug electrical appliances used, apart from the fridge and freezer in Hall kitchen and the fridge in the kitchenette upstairs.
Return the keys or lock up as per agreement with the Booking Secretary.
Performance Rights and Phonographic Performance Licences
The DMC has an annual ‘MusicLicence’ from PPL PRS for both live and recorded music and other media-based entertainment.
Hirers must observe all relevant food health and hygiene regulations and legislation if preparing, serving or selling food.
Car Parking
Consent from the Trustees is needed to use the Downton Primary School car park (out of school hours only).
Insurance
The Trustees maintain building, contents and liability insurance to discharge their duties regarding their own responsibilities and activities. The Certificate of Insurance is displayed in the Centre. This insurance may not provide adequate or even any suitable cover for the hirer’s 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 Downton Memorial Centre, and to discharge their own liability towards others involved in or affected by their event or activity.
Young and Vulnerable people
The hirer must ensure any event where children and vulnerable people are present conforms to current safeguarding legislation. It is the hirers responsibility to ensure that any person running an event is properly accredited.
Furniture and Furnishings
No furniture or furnishings may be brought into the DMC without prior written permission of the Trustees.
Unsupervised Items
Any items left in the DMC overnight, or unsupervised by day must have prior agreement from the Booking Secretary.
Any loss or damage is the responsibility of the hirer.
Storage Space
Hirers who have agreed storage areas within the DMC must ensure that items are stored in a safe manner, not causing a hazard to other users.
Insurance of any stored items is the responsibility of the user.
Animals
The hirer shall not bring any animals or birds (except Guide or Assistance Dogs) without the prior permission of the Trustees.
The kitchen areas are out of bounds to all animals at all times.
Sale of Goods
If food or items are on sale in the DMC, the hirer must ensure compliance with current food safety standards and applicable legislation.
Cancellation and Refusal of a Booking
The Trustees reserve the right to cancel a booking if the DMC is required for use as a Polling Station for a parliamentary or local government election. The hirer will be entitled to a refund of any monies paid.
In the event of the DMC being rendered unfit for use, the Trustees will not be liable to the hirer for any loss or damage.
The Trustees reserve the right to refuse a booking without notice or to cancel the hirer’s agreement at any time. Any reimbursement is at the sole discretion of the Trustees.
