Terms and Conditions of Hire
Page last updated at 00:23 on Wednesday, 10 October 2018
For the purpose of these terms and conditions, the term HIRER shall mean an individual hirer or, where the hirer is an organisation, its authorised representative and the term COMMITTEE shall mean the Charles Morris Hall Management Committee or its authorised representative.
If the Hirer is in any doubt as to the meaning of any part of these Standard Terms & Conditions of Hire, the Hirer should consult the Booking Officer, Steve PARISH, 51 Tyttenhanger Green, Tyttenhanger, ST. ALBANS, AL4 0RN, firstname.lastname@example.org.
For the purpose of these terms and conditions, the term “Hirer” shall mean an individual Hirer or, where the Hirer is an organisation, its authorised representative and the term “Committee” shall mean the Charles Morris Hall Management Committee or its authorised representative.
The Charles Morris Hall (the “Hall”) comprises:
a) Main hall which is rectangular in shape measuring eight (8) yards by 15 yards (approximately 7.5 metres by 14 metres), giving a usable floor area of 1,080 square feet (approximately 105 square metres);
b) Bar Room which contains two (2) chill cabinets and an eight (8) foot wide serving hatch opening directly to the main hall;
c) Kitchen which contains a range-style cooker (gas hobs, electric oven), domestic sized refrigerator, double sink with double drainer, two electric kettles, a microwave oven and a three foot wide serving hatch opening directly to the main hall;
e) Separate toilets for male, female, and disabled guests; and
f) Off-street parking for approximately 25 cars.
Viewing of the Hall can be arranged by contacting the Booking Officer.
The area of grass to the front and to the rear of the Hall, including the children’s’ play area and its equipment, is public open space and is the property of and managed by Colney Heath Parish Council.These facilities are not covered by a Hiring Agreement with the Committee. The Hirer may enquire about these facilities, whether or not in connection with a hiring of Hall, by contacting the Clerk of Colney Heath Parish Council (www.colneyheathparishcouncil.gov.uk) on 01727 825 314 or email@example.com.
The Hall is licensed by St Albans City and District Council under the provisions of the Local Government (Miscellaneous Provisions) Act 1982 for Public Music and Dancing and Public Entertainment of the Like Kind on weekdays (Mondays to Saturdays inclusive) between 12:00 and 23:59 and for Musical Entertainment only on Sundays between 16:30 and 22:00.
A copy of this licence should be on display in the Hall and on the website of the Hall (www.charlesmorrishall.org.uk).Under the terms of this licence the number of persons (excluding staff and attendants) to be allowed at any one time in the Hall shall not exceed one hundred and twenty (120).
The Hall may be booked for casual (i.e. one-off) and regular bookings at rates notified from time to time by the Committee. All bookings at the Hall shall be made with the Booking Officer.
For each casual or regular booking of the Hall the Hirer shall (a) complete one copy of a Hiring Agreement and return it to the Booking Officer and, if required by the Committee, (b) pay to the Booking Officer a Deposit.
The Deposit, if applicable, does not form part of the Hiring Fee and shall be the amount stated on the Hiring Agreement.
The amount of the Deposit, if applicable, is normally £100 for children’s functions and £250 for adult functions but, dependent on the nature of the booking, the final amount shall be at the discretion of Booking Officer.
Where a Deposit is required it shall be paid in cash or by cheque made payable to “Charles Morris Hall” and shall be sent to the Booking Officer with the completed Hiring Agreement.
Receipt by the Booking Officer of a completed Hiring Agreement and, if applicable, a Deposit shall constitute a confirmed booking.
For each booking of the Hall the Hirer shall, unless otherwise agreed by the Committee, pay a Hiring Fee.
The amount of the Hiring Fee shall be as stated on the Hiring Agreement for the booking.The Hiring Fee shall be paid at the same time as the completed and signed Hiring Agreement and Deposit, if applicable, are returned to the Booking Officer.
The Hiring Fee may be paid electronically by bank transfer to account number ******** sort code **-**-** or paid to the Booking Officer in cash or by cheque made payable to “Charles Morris Hall Management Committee”.
The Hirer may cancel a booking at the Hall by giving written notice to the Booking Officer.
The date of cancellation of a booking at the Hall shall be the date on which written notification of the cancellation is received by the Booking Officer.
If the Hirer wishes to cancel a booking at the Hall and gives at least three (3) calendar month's written notification of the cancellation to the Booking Officer, the Committee shall repay to the Hirer one hundred per cent (100%) of all monies paid by the Hirer to the Committee for the booking.
If the Hirer wishes to cancel a booking at the Hall and gives at least two (2) calendar month's written notification of the cancellation to the Booking Officer, the Committee shall repay to the Hirer seventy-five per cent (75%) of all monies paid by the Hirer to the Committee for the booking.
If the Hirer wishes to cancel a booking at the Hall and gives at least one (1) calendar month's written notification of the cancellation to the Booking Officer, the Committee shall repay to the Hirer twenty-five per cent (25%) of all monies paid by the Hirer to the Committee for the booking.
If the Hirer wishes to cancel a booking at the Hall and gives less than one (1) calendar month's written notification of the cancellation to the Booking Officer, the Committee not repay to the Hirer any of all monies paid by the Hirer to the Committee for the booking.
The Hirer shall, during the period of their booking at the Hall, 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 not use the premises for any purpose other than that described in the Hiring Agreement and 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 same or render invalid any insurance policies in respect thereof nor allow the consumption of alcoholic liquor thereon without written permission.The Hirer is responsible for ensuring all persons attending their function at the Hall to be made aware of safety notices displayed in the Hall. In particular all persons using the Hall should be aware of the general advice that in the event of a fire:
Under no circumstances should the Hirer or anyone using the premises during the booking remain in the Hall and attempt to fight the fire.
The Hall is not licensed on a continuous basis for the sale of alcohol. If alcohol is to be sold during a booking at the Hall a licence for this purpose must be obtained and be available for inspection on the day of the hire.
The Hall is not licensed for the sale of alcohol. If alcohol is to be sold during a booking at the Hall a Temporary Event Notice (TEN) must be given to:
Contact information for the above and further information on TENs can be found at http://www.stalbans.gov.uk/business/Business-in-St-Albans/StAlbans-Council-Services-for-Businesses/BusinessLicences/alcohol-and-entertainment-licences/appying/types/one-off-events.aspx (web address correct at May 2018).
The Hirer shall ensure that any TEN given to SADC by the Hirer or someone with a personal licence in connection with a booking at the Hall shall be valid no later than 23:00 on the date of the hire.
One copy of the TEN acknowledged by SADC and returned to the Hirer or someone with a personal licence in connection with a booking at the Hall shall be sent to the Booking Officer to arrive no later than one (1) week before the date of the booking at the Hall.
The Hirer shall be responsible for obtaining such permission as may be needed whether, from the Performing Right Society, from Phonographic Performance Ltd, or otherwise and for the observance of the same.
The Hirer shall comply with all conditions and regulations made in respect of the premises by the Fire Authority, Local Authority, the Local Magistrate’s Court, or otherwise, particularly in connection with any event which includes public dancing or music or other similar public entertainment or stage plays.
The Hirer shall not use the kitchen or any other part of the Hall to prepare food.
The Hirer may use the facilities to arrange pre-cooked or prepared food brought in for presentation to guests or to keep such food warm.
The Hirer shall, if, serving food observe all relevant hygiene legislation and regulations.
In the interests of hygiene the Hirer shall use the Hirer’s own hand-towels and tea-towels.
The Hirer may bring onto the premises the Hirer’s own crockery and cutlery. The Hirer may hire a set of crockery and cutlery from the Committee subject to the payment by the Hirer to the Committee of a separate fee.
The Hirer shall ensure that any electrical appliances and other equipment brought by the Hirer into the Hall and used therein shall be safe and in good working order, and used in a safe manner.
Equipment brought into the Hall by the Hirer or the Hirer’s agent, for example disco equipment, is not covered under any insurance policy of the Committee for the Hall and the Committee shall accept no liability for loss or damage to such equipment howsoever caused.
At the start of the booking, and for the duration of the booking, the Committee (normally the Booking Officer) shall issue to the Hirer keys for the car park gate and the front door to the Hall.
If crockery and cutlery has been hired, the Committee shall issue to the Hirer keys for the crockery and cutlery cupboard.
The Hirer shall, for the duration of the booking, be responsible for the safe keeping and use of all keys issued to the Hirer by the Committee.
At the end of a booking the Hirer shall return to the Committee all keys issued by the Committee to the Hirer.
If a key(s) issued to the Hirer by the Committee is lost during the period of the booking the Hirer shall indemnify the Committee for the cost of replacing the lock to which the said key(s) fits and all keys for the said lock to whomever they are issued.
For the avoidance of doubt, this means if the Hirer loses a key issued to the Hirer by the Committee, the Hirer shall reimburse the Committee for the cost of replacing the lock to which the said key fits and all other keys for the same lock to whomever they are issued. For example, the cost for replacing the lock to the front door of the Hall and all eighteen (18) keys for this lock was one hundred and twenty-five (125) pounds in 1998.
Hirer shall indemnify the Committee for the cost of repair of any loss or damage done to any part of the property including curtilage thereof or the contents of the buildings (including keys) which may occur during the period of the Hirer's booking of the Hall or as a result of the Hirer's booking of the Hall (e.g. subsequent loss of Hall keys).
The Hirer shall ensure that any activities for children under eight (8) years of age comply with the provisions of The Children Act 1989 and that only fit and proper persons have access to the children.
The Hirer shall respect the privacy and rights of the residents of Tyttenhanger Green and shall ensure that the minimum of noise is made on arrival, during the booking, and at departure.
The Hirer shall ensure the children’s play area and its equipment to the side of the Hall is used only by children under the age of fifteen (15) and that any persons using the same shall do so without causing damage to the children’s play area and its equipment or causing unnecessary disturbance to the residents.
The Hirer shall ensure the children’s play area and its equipment shall not be used after 20:00.
The Hirer shall ensure that no dogs except guide dogs are brought into the Hall without the permission of the Committee.
A TV Licence is needed to watch or record any live TV on any channel and, since September 2016, a TV Licence has been required to download or watch BBC programmes on demand – including catch up TV – on BBC iPlayer. The Hall does not have a TV Licence. This means the Hirer or anyone else using the premises and wishing to access the BBC iPlayer or watch or record live TV while in the premises may do so only if they are covered by a TV Licence. This applies to all devices, including but not limited to, smart TVs, desktop and laptop computers, mobile phones, tablets, digital boxes and games consoles.
At the end of the booking the Hirer shall be responsible for leaving the Hall and surrounds in a clean and tidy condition, properly locked and secured unless directed otherwise, and any contents temporarily removed from their usual positions properly replaced, otherwise the Committee shall be at liberty to make an additional charge.
The Hirer shall ensure the following before leaving the Hall:
The Hirer shall return to the Committee all keys issued to the Hirer by the Committee for the duration of the booking.
For an evening booking of the Hall the Hirer shall ensure the Hall is cleared of all Hirer’s and Hirer’s agent’s equipment and belongings by 23:59 on the same day.
All Provisional Bookings at the Hall shall be made with the Booking Officer.The Booking Officer shall, at the time of the Provisional Booking or a soon as practicable thereafter, send to the Hirer a letter acknowledging the Provisional Booking and a Hiring Agreement.
Receipt by the Booking Officer of a completed Hiring Agreement and, if applicable, a Deposit shall constitute a firm booking.Subject to these Terms and Conditions any Deposit paid by the Hirer to the Booking Officer shall be returned to the Hirer after a booking at the Hall.
The Committee reserves the right to cancel a booking at the Hall in the event of the Hall being required for use as a Polling Station for a Parliamentary or Local Government election or by-election and the like, in which case the Hirer shall be entitled to a refund of any Deposit, if applicable, already paid.
In the event of the Hall or any part thereof being rendered unfit for the use for which it has been booked, the Committee shall not be liable to the Hirer for any resulting loss or damage whatsoever.
The Committee reserves the right to refuse a booking or to cancel a Hiring Agreement at any time either before or during the term of the Hiring Agreement upon giving seven (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 Committee but the Committee shall not be liable to make any further payment to the Hirer.
Charles Morris Hall Management Committee, October 2018
last approved by Charles Morris Hall Management Committee at it meeting on
09 October 2018