Petts Wood War Memorial Trust

Registered with the Charity Commission for England and Wales number 303032

STANDARD TERMS & CONDITIONS OF HIRE(revised January 2016)

● 200Petts Wood Road, Petts Wood, BR51LA ● 01689877313

Petts Wood War Memorial Trust

Registered with the Charity Commission for England and Wales number 303032

  1. GENERAL

The following conditions have been prepared to assist in the safe use and maintenance of the Trust’s premises and equipment in a secure and tidy condition. It is part of the acceptance of your booking that you have read these terms and conditions and given your agreement to adhere to them.

  1. APPLICATION FOR HIRE

Application shall be made in writing to the Lettings Secretary by the Hirer (either as an individual hirer or as an authorised representative of an organisation) who must be 21 years old or over. The Hirer shall be held jointly and severally responsible with any organisation on whose behalf the premises is hired.

  1. AVAILABILITY FOR HIRE

The premises are normally available for hire from 09:00 to 22:00 daily. Extended hours may be available by prior arrangement. Unless otherwise agreed in writing, the gardens and any communal areas are not available for exclusive use by Hirers.

  1. CHARGES
  2. The Hirer shall pay all applicable charges for each period of hire as per the current scale of hirefees which is available on the website Hire fees may be varied at any time with three months notice and annually taking effect from 1January.
  3. Any preparation and/or clearing up time will form part of the period of hire.
  4. Any additional costs relating to the hiring will be charged to the Hirer.
  5. BOND
  6. TheTrust may require a bond as security against damage, loss, breakages, rubbish being left on the premises, failure to leave the premises in good order, overstaying of the time originally booked or any other breach of these terms and conditions.
  7. The amount of the bond will depend on the nature of the hiring.
  8. Any additional charges will be deducted from the bond held. If the cost is more than the bond held, then the Trust will require payment immediately for the difference.
  9. Subject to the above, any bond will normally be returned within 28 days of the conclusion of the period of hire.
  10. PAYMENT
  11. Full payment is required in advance of the period of hire consistent with instructions on the hiring application.
  12. Payment should be made by bank transfer (preferred) or by cheque payable to “Petts Wood War Memorial Trust”.
  13. Receipt will be acknowledged upon request.
  14. All amounts receivedwill be banked.
  15. We do not accept cash (it may be credited directly to the Trust’s bank account and a receipt obtained from the bank cashier).
  16. PREPARATION AND ACCESS TO THE PROPERTY
  17. The Person(s) on duty will open the appropriate part of the premises at the beginning of the period of hire.
  18. The Hirer may bring property onto the premises in readiness for a hiring provided that it is stored safely, neatly and so as not to inconvenience other Hirers. Arrangements for delivery/collection must be made with management. The Trust will not accept any liability for any loss or damage incurred in any way whatsoever.
  19. Whilst making every endeavour to keep the premises, furniture and equipment clean and ready for use, the Trust will not be held responsible for any delay, uncleanness or damage consequent upon a previous hiring.
  20. USE OF THE PREMISES
  21. The maximum capacity of the Main Hall is 180 persons.
  22. The maximum capacity of the Small Hall is 50 persons.
  23. At all times the Hirer shall provide sufficient stewards to control all persons attending, to prevent overcrowding, disorder, nuisance, interference or undue noise affecting local residents or the public and to ensure the safety and access to all users. In addition to the Hirer, there should be a minimum of two competent adults on duty per 100 people on the premises at all times.
  24. No amplified music is to exceed 95 decibels (dB). (A limiter may be used to enforce this rule.)
  25. Furniture or fittings must not be taken outside the building for any purpose.
  26. No alterations to gas or electrical equipment, supplies or settings may be made.
  27. The Hirer shall not move the piano without prior written permission.
  28. No animals except guide dogs are allowed inside the building without prior written permission. No animalsare to enter the kitchen areas at any time
  29. CLEARING UP AND VACATING THE PROPERTY
  30. The Hirer is required to vacate the premises, leaving them in good order, no later than the end of the period of hire.
  31. Music must finish no later than midnight.
  32. The premises must be vacated no later than 01:00.
  33. The Hirer shall arrange to clean the premises and any equipment used.
  34. The Hirer shall wash up any crockery and utensils used.
  35. The Hirer shall return all Trust furniture and equipment to its original position unless agreed otherwise in writing.
  36. Stackable chairs should be left in stacks of no more than four chairs against the walls. Chairs must not be stacked against any door or in front of fire extinguishers.
  37. Tables shouldbe wiped clean and returned to the storage area.
  38. The disposal of all refuse is the responsibility of the Hirer. All rubbish must be removed from the site. Hirers may not use the Trust’s refuse bins.
  39. LOSS OR DAMAGE
  40. The Hirer shall indemnify the Trust for the cost of repair of any damage done to any part of the premises including the curtilage thereof or the contents of the buildings which may occur during the period of hire as a result of the hiring.
  41. 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 premises.
  42. The Trust shall not be liable for the loss or damage to the property of any persons visiting or using the premises.
  43. The Trust will not be responsible for any loss, other that the hire fees, due to any breakdown of services or equipment or any cause rendering the premises unfit for use.
  44. Any damage or loss must be reported to the Person(s) on duty.
  45. CANCELLATION
  46. The Hirer may give written notice to cancel a hiring but shall remain liable for hire fees unless the Trust is able to re-let the premises for the same period.
  47. The Trust may cancel a hiring, without being liable to the Hirer beyond the refunding of any monies paid if the premises are required for a Civic purpose; are unfit for use; or if the function is considered by the Trust to be objectionable or undesirable.
  48. SAFETY

The Hirer is responsible for the safety of their users and has a duty of care towards anyone on the premises during the period of hire.

The Hirer shall comply with all conditions and regulations made in respect of the premises by the Fire Authority, Local Authority or otherwise, particularly in connection with any event which includes public dancing or music or other similar public entertainment or stage plays.

It is the Hirer’s responsibility to carry out a full risk assessment and to ensure that access to fire exits, doors, corridors and fire extinguishers is unrestricted.

  1. ACCIDENTS AND DANGEROUS OCCURRENCES

The Hirer must report all accidents involving injury to the public to the Person(s) on duty as soon as possible. Any failure of equipment either that belonging to the Trust or brought in by the Hirer must also be reported as soon as possible. Certain types of accident or injury must be reported on a special form to the local authority. Management on duty will give assistance in completing this form. This is in accordance with the Reporting of Injuries, Diseases and Dangerous Occurrences Regulation 2013.

  1. HEALTH AND HYGIENE

The Hirer shall observe all relevant food health and hygiene legislation and regulations.

  1. ELECTRICAL APPLIANCE SAFETY

The Hirer shall ensure that any electrical appliances used are safe and in good working order, and used in a safe manner.

  1. COMPLIANCE WITH THE CHILDREN ACT

The Hirer shall ensure that any activities involving children under eight years of age comply with the Children Act 1989 and that all supervisors have the proper checks and authorisations to be responsible for children.

  1. LICENCES

The Hirer shall be responsible for obtaining such licences as may be needed whether for the sale or supply of alcohol,or from PRS for Music, or from Phonographic Performance Limited, or otherwise, and for the observance of the same.

  1. 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.

  1. RIGHT OF ACCESS

A Right of Entry is reserved at all times to the Person(s) on duty, an Officer of the Management Committee, a Police Officer in uniform, or an Officer of the Local Authority and any such Officer may terminate any hiring and close the premises without notice.

  1. SMOKING

Smoking is not permitted on the premises.

  1. ALCOHOL

Alcohol is not permitted on the premises without prior written permission.

  1. TRUST REPRESENTATIVES

Evan Jones & Lee Parkes,

200 Petts Wood Road, Petts Wood, BR51LA

01689 877 313

I accept the Standard Terms and Conditions above:

Signature:......

Name:......

Date:......

● 200Petts Wood Road, Petts Wood, BR51LA ● 01689877313