Terms and Conditions of Hire

Terms and Conditions of Hire

1. Bookings must be requested through the Bookings Secretary, who will confirm availability, post a provisional booking onto the availability calendar, and send an invoice for a deposit or the whole fee. The booking will only be confirmed by the Booking Secretary when this fee has been paid. Regular users may arrange to pay on a monthly basis.

2. Certain bookings will be required to lodge a security and cleaning deposit of up to £500. This deposit will be returned in total if there is no additional cleaning or repair work necessary. Otherwise the balance will be returned after the cost of remedial work has been deducted.

3. If a confirmed booking is cancelled by the Hirer, and the Bookings Secretary is advised one calendar month or more prior to the booked date the whole fee will be returned. If the cancellation is between 14 days and one calendar month before the event, 75% of the fee will be returned. If cancellation is 7 to 14 days before the event, 50% of the fee will be refunded. If cancellation is made under 7 days from the booked date, the full hire fee will be charged.

4. The individual who signs the booking application shall be deemed the Hirer, or where a recognised organisation is named, the Organisation shall be deemed the Hirer. Hirers must be 18 years or over.

5. The Hirer must read the Motcombe Memorial Hall Management (“MMH”) Committee Terms and Conditions of Hire and sign agreement to these on the Booking Form.

6. The MMH Committee has the absolute right to cancel any booking, for any reason and at any time prior to the event; in which case a refund of the full Hire charge will be made.

7. The hire of the Hall does not entitle Hirers to use or enter the premises other than the period 15 minutes before and 15 minutes after the specific hours for which the Hall was hired. If any set-up or clear up time is required this must be arranged, agreed and paid for, at the time of booking, with the Bookings Secretary.

8. The maximum capacity of the Main Hall, for functions is: 90 persons seated, or 180 persons in the case of dancing and entertainment. The maximum capacity of the Pavilion, for functions is: 60 persons seated, or 100 persons in the case of dancing and entertainment. The Hirer undertakes that these limits will not be exceeded.

9. The Hirer shall be responsible for obtaining any necessary licences for any copyright, dramatic or musical work performed, and shall as such indemnify Motcombe Memorial Hall Trustees and MMH Committee (the “Owners”) against any infringements of such licences or the failure to obtain them.

10. No alcohol shall be sold on the premises unless the Hirer has applied for permission from MMH Committee, the permission has been granted and the appropriate fee paid. An ‘Application for One-Off Permission to Sell Alcohol At An Event’ form can be requested at the time of booking through the Bookings Secretary.

11. All conditions attached to the Premises Licence for the Hall shall be duly observed. A copy of such Licence is displayed in the Hall.

12. Music and Dancing is permitted for Hirers from Monday to Saturday, but no music may be played after 11:00 pm. Dancing on Sunday is not allowed, but recorded music, at a suitable volume, is permitted up to 7pm.

13. No Smoking is permitted in any area within the Hall.

14. No fireworks are to be released either inside or outside the Hall, nor in the adjacent Recreation Field.

15. The Hirer must not sub-let the Hall or any part thereof. Any unauthorised cutting of keys is illegal and will result in the Hirer being banned from future hire of the Hall.

16. The Owners shall not be responsible for any loss of or damage to any property arising out of the hiring, nor any damage or injury to any persons resorting to the Hall during the hiring. The Owners shall not be liable for any loss that might arise from the Hall being unavailable to the Hirer for reasons of Public Safety. Hirers shall be responsible for making arrangements to insure against any third party claims which may lie against them (or Organisation if acting as a representative) whilst using the Hall (The Hall is insured against claims arising out of the Owners’ negligence).

17. The Hirer shall be responsible for seeing that good order is kept in the Hall prior to, during and after the hiring and the Owners may, if they think fit, charge the Hirer for any extra expense incurred for engaging Police Officers to preserve order during such times. The Owners reserve the right to terminate any entertainment or meeting not being properly conducted.

18. The Hirers shall be responsible for all damage to the Hall and adjacent premises, and to any property in the Hall and such adjacent premises, occurring during the period of hiring, and while persons are entering or leaving the Hall for the hire. This is not intended to make the Hirers liable for any damage or loss caused by persons unconnected with the hire.

19. No exits may be blocked, no chairs or obstructions placed in corridors, no fire appliances removed or damaged. The switched lights over the two fire exit doors must remain on during all functions. No unusual use of existing electric fittings shall be made without the consent of the Bookings Secretary.

20. The right of entry to the Hall is reserved to the Bookings Secretary, or the Licence Holders, or any Agent of the Owners, or Police Officer, or any Local Authority Officer, at any time during the Hire.
21. No nails, screws, pins, adhesives, blue-tac or other objects shall be adhered to or driven into any part of the Hall or its walls without prior consent of the Bookings Secretary. If such consent is given, then the Hirers shall remove all such objects and make good, at their own expense, after the hiring.

22. Property of the Hirers must be removed at the end of the hiring period or, upon agreement with the Bookings Secretary, the next day – providing that there is no booking with which this would interfere. Any further delay in removal could lead to a charge being made. The Owners accept no responsibility for any property left on the premises before or after the hiring. In the case of bazaars, jumble sales and any other occasion when property is brought into the Hall for sale, all such property remaining unsold, at the termination of the hiring, must be cleared by the Hirer on vacating the Hall.

23. The Hirers shall, at the expiration of the hiring, leave the Hall and its surrounds in a clean and orderly state. All rubbish must be taken away and disposed of by the Hirer. The tables and chairs are to be returned to their storage areas as per displayed notices, and all lights are to be switched off. All Hirers must pay specific attention to this requirement in order that no unsatisfactory conditions arise for other Hirers. Failure to comply with this condition could result in additional charges or deductions from or forfeiture of the deposit paid.

24. The Bookings Secretary must be informed, as soon as possible after the commencement of a hire period, but no later than 3 days, if the condition of the Hall has been found to be sub-standard.
25. The electric piano stored in front of the stage is available for use by the hirer, at no extra charge, on the strict understanding that it is used properly and not abused or misused in any way. The hirer is to advise the booking agent at the time of booking that the piano will be used and access to the piano lock key will be duly authorised. It should be noted that the hirer is responsible for the piano throughout the hire period, whether it is used or not. Should the hirer require the piano to be situated in the pavilion rather than the main hall, the hirer is to contact a memorial hall committee member to facilitate its relocation.

26. The Main Hall has a PA System that is available for use by the hirer, at no extra charge, on the strict understanding that it is used properly and not abused or misused in any way. The hirer is to advise the booking secretary at the time of booking that the PA System will be used and access to the master key will be duly authorised. It should be noted that the hirer is responsible for the PA System throughout the hire period, whether it is used or not.
27. Any Electrical equipment brought into the Hall by anyone must have been PAT tested within the last 12 months and must be safe.

28. Note: It should be remembered that the Memorial Hall is a community building and run by the Trustees and Management Committee for the benefit of all in the community.

29. Bands or musical groups must be sited in the main hall and under no circumstances are they permitted to play in a marquee on the recreational field.

30. Hirers are obliged to complete a Temporary Event Notice which is to be submitted to the relevant authority at least 10 days prior to the event. (Go to :NDDC/Popular Services.Licences and Permits/Alcohol and Entertainment License/Temporary Event Notice) This submission is to be copied to the Motcombe Hall Booking Secretary. Failure to comply with this obligation will jeopardise the booking.

October 2014