118 SULLIVAN ROAD, STEENBERG. 7945 TEL: 021 7014212 FAX: 0866163292

Striving for total involvement, holistic development and meaningful participation within the community.

HALL HIRE CONTRACT: TERMS & CONDITIONS

  1. Bookings

1.1The school hall may be booked at the discretion of the school Governing Body of Sullivan Primary School, hereafter referred to as ‘The School’, provided that tariffs laid down are paid within 14 days of the date the provisional booking was made.

1.2Payment is to be made at the school or directly by EFT into the schools banking account. Failure to make payment within 14 days will result in the provisional booking being automatically cancelled.

1.3The full tariffs payable must be paid IN FULL at least 12hours BEFORE the time of hire. No access to the hall will be granted without confirmation of full payment.

1.4Every permit for the hire of the hall shall be accompanied by a deposit of an amount that may be stipulated by The School, which will be used to off-set the cost of any loss or damage done to the property of the school. In the event of the deposit being insufficient to cover any extra charges in terms of these conditions, an account for the amount will be rendered to the hirer. Any portion of the deposit remaining after deduction of any amount payable in terms of these conditions shall be returned to the hirer within 7 days of the letting.

1.4Banking Details:Acc Name:SULLIVAN PRIMARY SCHOOL

Acc No.:270092765

Bank:Standard Bank

Branch:Blue Route, Tokai

Branch Code:205609

Reference:Hall + date requested for hire

  1. Cancellations / Transfer of dates & Refunds:
  2. A full refund will be made for the written cancellation of any booking made up to 7 days before the date of the letting. A cancellation within less than 7 days of the event will result in a 25% deduction from the tariff paid.
  3. Dates of bookings may be altered subject to the approval of The School provided that notice is given on or before the 7th day prior to the date reserved and the hall been available.
  4. In the event of the hirer requiring an extension of time, the hirer shall be obliged to accept the additional cost at the per hour tariff agreed upon in the original hire agreement. This additional amount shall be payable before commencement of the ‘additional time’.
  1. Cleaning:

3.1The tariff includes normal cleaning of the venue by the hirer at the close of the letting. Should the cleaning requirement be excessive in the opinion of the school, the excess cost will be deducted from the deposit referred to in clause 1.4

  1. Equipment, Furniture & Fittings:
  2. The hire of the hall entitles the hirer to make use of all the tables and chairs therein. Should more tables and chairs be required, it would the responsibility of the hirer. It must be noted that the layout of tables and chairs is the responsibility of the hirer.
  3. The hire of the hall entitles the hirer to make use of all kitchen equipment, PROVIDED THAT THE KITCHEN HAS BEEN BOOKED AND PAID FOR. The hirer, when hiring the kitchen for preparation/cleaning, shall be obliged to include the kitchen hire for the full duration of the letting. Should additional kitchen equipment be required, it would the responsibility of the hirer.
  4. The hire of the hall EXCLUDES all crockery and cutlery.
  5. No equipment shall be allowed to be removed from the hall. The hirer shall be required to make good all losses occasioned by such unauthorized removal by him/her or any other persons.
  6. At the conclusion of each hiring period, the hall shall be handed over to the school representative in charge, and all furniture, fittings, decorations and other articles brought into the hall by the hirer, shall have been removed by the hirer.
  1. Balcony & Dressing Rooms:
  2. The normal hire of the hall EXCLUDES the use of the balcony and dressing rooms. The balcony and dressing rooms may be hired under all the terms and conditions of this agreement, but at an additional cost as stipulated by the school.
  3. The hire of the hall entitles the hirer to make use of all toilet facilities, but does not include toilet paper, cloths, hand towels or paper towels. All of these are the responsibility of the hirer.

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  1. Handing over:

6.1Before letting, the hall shall be inspected by the school representative together with the hirer. A record of any damage or defect in the hall shall then and there be recorded on the deposit release form. Immediately after the letting, a further inspection is to be made by the above-mentioned persons who shall then record any damage which occurred during the course of the hiring period.

  1. Cancellation of lease

7.1The school reserves the right to cancel any lease of the hall upon giving reasonable notice, but not less than 48 hours, without assigning any reason. Upon such cancellation, all monies paid will be refunded.

  1. Subletting of the lease:

8.1The hirer SHALL NOT SUBLET THE PROPERTY UNDER ANY CIRCUMSTANCES.

  1. Right of Entry:
  2. The School representative shall have the right of entry to the hall at all reasonable times to ensure compliance with the conditions of the hall as well as all other applicable and relevant Municipal by-laws.

10Security, Supervision & Control:

10.1The Hirer shall take all steps necessary for the supervision of all persons at the hall with a view to ensuring acceptable behaviour and preventing damage to the property, and the hirer shall comply with all the requirements of the Municipal Engineer and any instructions of municipal officials and/or members of the South African Police Services.

10.2The hirer shall take the necessary steps to establish appropriate security personnel required for his/her function.

  1. Decorations
  2. Any form decoration/banners etc must be of free standing nature and made of non-flammable material. Under no circumstances is any decoration to obstruct fire escape doors and fire fighting equipment, or to be attached to any part of the building in any way whatsoever.
  3. Under no circumstances will any of the following be permitted: drilling of holes, applying nails, hooks or screws to any surfaces, or drawing pins into wooden surfaces, any form of adhesive to painted surfaces (this includes, but is not limited to cellotape, prestick, masking tape etc). Evidence of such contravention will cause the hirer to pay all costs for making good.
  4. ALL decorative materials must be removed by the hirer within the period booked for hiring.
  1. Control of Loudspeakers:

12.1The Hirer’s attention is drawn to the municipal regulation for the control of loudspeakers number 1954 para2. “No person shall, in or upon any property, use or permit to use any loudspeaker or other device for the reproduction or amplification of sound in such a manner or such a time that the sound there is audible beyond the boundaries of such property and materially with the ordinary comfort, convenience, peace or quiet of the occupiers of the neighbouring properties.”

  1. Compliance with Emergency regulations:
  2. It is the hirer’s responsibility to ensure that the number of people permitted to be present in the hall at any one time does not exceed the set limit of the hall.
  3. The limit is set in terms of the need to evacuate the hall under fire and/or emergency situations. Failure to comply could make the hirer liable for any injuries or claims resulting from an overcrowded hall.
  4. The set limit of the Sullivan Primary School Hall is 600 persons (Balcony excluded); 640 persons with balcony included.
  5. The hirer shall be responsible for ensuring that all escape doors are kept free from obstructions and are in no way secured by means other than a fitted strike lock. Exit signs must remain visible at all times.
  6. It shall be the responsibility of the hirer to arrange for the evacuation of all persons from the hall in the event of a fire, bomb threat or any other emergency situation.
  1. Smoking & Sale of Liquor
  2. SMOKING IS STRICTLY FORBIDDEN IN ANY AREA OF THE HALL, THIS INCLUDES THE FOYER, MAIN HALL AREA, TOILETS, STAGE, DRESSING ROOMS and KITCHEN.
  3. THE SALE OF LIQUOR ON ANY AREA OF THE SCHOOL PREMISES, INCLUDING THE SCHOOL HALL, CLASSROOMS, PARKING AREA IS STRICTLY FORBIDDEN. CONTRAVENTION OF THIS REGULATION WILL RESULT IN IMMEDIATE CANCELLATION OF THE EVENT FOR WHICH THE HALL WAS HIRED AND FORFEITURE BY THE HIRER OF ALL MONIES PAID IN RESPECT OF THE HIRE FOR THAT EVENT.

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  1. Damages

The hirer shall be liable for the full reparation costs of any damages caused through negligence or whatever means to the hired facility incurred during the period for which the facility was hired. In the event of any damages being in excess of the deposit paid, The school retains the right to claim the full amount such reparations from the Hirer. During the period of hire, the Hirer shall take reasonable measures to secure the full premises through controlled access so as to ensure that the rest of the school buildings on the premises are not exposed to risk or damage. The Hirer accepts that, upon receiving access to the premises, he/she remains legally responsible for the complete site.

  1. INDEMNIFICATION

The School shall not be held liable for any loss or damage in which the Hirer may be involved in the consequence of any defect or neglect in the arrangement attending the letting of the hall however caused in arising in any way from the hire of the hall and the hirer hereby indemnifies The School and the Western Cape Education Department, hereafter referred to as WCED and keeps The School and the WCED indemnified against all actions, suit, proceedings, claims, demand, cost, damage and expenses which may be levied or made against The School and WCED or which The School and WCED may sustain or incur by reason of any injury or damage to persons, or property of any persons arising directly or indirectly out of the Hirer’s occupations at or use of the hall and the Hirer hereby further indemnifies The School and WCED and keeps The School and WCED indemnified against all cost, damage and expenses which may be suffered by The School and WCED as a result of any damage of whatsoever nature caused to The School and WCED arising directly or indirectly out of the Hirer’s occupation or use of the hall.

The Hirer herewith declares that he/she or his/her duly appointed representative has read the Terms and Conditions as set out in the document above entitled “Hall Hire Contract: Terms and Conditions”, and fully understands the terms and conditions for the hiring of the hall at Sullivan Primary School as stipulated in the afore-mentioned document. The Hirer or his/her duly appointed representative herewith accepts the said Terms and Conditions.

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Name of HirerDate

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Signature of Hirer

For or on behalf of ………………………………………………………………………………………………………………

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Name of School representative

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Signature of School representative

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