CONDITIONS OF HIRE

 

For the purposes of these Conditions of Hire, “The Sands Room” refers to the main room, toilets, hallway, kitchen and garden areas only. No access is granted to any other areas of the building. Hire does not guarantee exclusive use. Members of the committee, people invited by members of the committee, the tenant of the 1st floor room, their clients and visitors have access to The Sands Room and grounds at all times. The capacity of The Sands Room is 50 people.

 

Hire times are entry and exit times and must include all time required for setting up and clearing away. Hirers and attendees should not enter the hall before the agreed entry time and must exit on or before the agreed exit time. All time is chargeable. Payment should be made by bank transfer or card payment unless otherwise agreed at the time of booking.

 

Applications for the hire of The Sands Room must be through the Booking Manager. You must be 25 or over to book The Sands Room. The person booking the hall must be 25 years of age or over and will be considered the Responsible Person during hire. Please ensure that the responsible person is in the hall at all times during hire and ensures compliance with these Conditions of Hire. We reserve the right to refuse any bookings.

 

For non regular or large party users, a Damage Deposit of up to £500.00 may also have to be paid in advance. The hirer will be informed at the time of booking if this is required. This deposit is to be paid as a separate payment at least 2 weeks before the event. An inspection will be made after the event by a member of The Sands Room committee and if no damage or loss or extra cleaning work is required as a result of the event, and the conditions of hire have been adhered to, this deposit will be refunded in full within 14 days from The Sands Room. The Hirer is responsible for any damage or loss to the hall & grounds during the hire period, and for the hall & grounds being left in an acceptably clean condition for the next hirer. If the hall & grounds are left in an unsatisfactory state, or if there is loss or damage, the security deposit will be forfeit in whole or part. In extreme cases any additional costs for cleaning, repairs or loss replacement may be levied on the Hirer

 

Cancellations.  Seven days notice, otherwise full payment required.

 

No sellotape, blutack or other forms of fixing to be used on walls or painted surface. Please use only the provided hooks in the window reveals.

 

The hall should be left clean and in a fit state for the next user. In particular, you agree to ensure that all tables are wiped down and stacked in the store room, all floors are swept and left clean and dry if mopped, the kitchen surfaces to be wiped and toilet areas are left clean. Crockery and cutlery must be washed and placed in the cupboards. The cooker must be left clean. Any breakages must be reported.

 

All rubbish generated by the hirer’s use of the hall must be removed from the premises. Bin bags are not provided. Any rubbish left may incur a removal fee.

 

Hirers should take note of the Fire Action notices and familiarise all attending with the locations of fire exits. Fire exits must be left unlocked during the            occupancy of The Sands Room.

 

Before leaving The Sands Room, it must be securely locked at all points of access and the key to be returned to the key box. Failure to do so will result in a charge. There will be a charge of £75 for any keys to The Sands Room lost during your hire. You may also incur a charge should keys be removed from the premises without permission and not returned to the key box at the end of your hire.

 

The Committee accepts no responsibility for personal belongings including clothing left in any part of the building or grounds.

 

The Sands Room is not licensed for the sale of alcohol. The Sands Room does not hold a music licence.

 

The Sands Room operates a no smoking and no naked flame policy. Smoking and use of any naked flame is not permitted anywhere within the Sands Room.

 

Parking and noise. Please be aware of residents in The Green. All hirers and visitors must park considerately and not block access to any property. The level of noise during hire should be acceptable and not cause a nuisance to others.

 

The hirer must not permit the performance of any dramatic, musical or other work where copyright exists without the consent of the owner of such copyright. Any commercial organisation and individual earning an income from providing the event or any event where the profit does not go entirely to the voluntary 

organisation which operates the building, must obtain a licence from PPL PRS Ltd www.pplprs.co.uk. Such licence application shall be made prior to holding such entertainment.

 

The Hirer will, during the period of hire, be responsible for supervision of the premises and undertakes to keep the Committee indemnified against all claims, demands, actions, suites proceedings, costs, damages and expenses made, brought or suffered by any persons admitted to the premises in the course of the hiring. 

 

The Hirer shall be responsible for the safety of children present during the hire period.

 

The First Aid Box is located in the kitchen. Accidents must be recorded in the accident book located inside the First Aid Box.

 

The room thermostat and timer are not to be adjusted.

 

Chairs to be stacked no more than 6 high.

 

The hirer is responsible for the movement of their own equipment. Hired in equipment should be insured, a copy of insurance should be sent to The Sands Room at the time of booking.

 

Where The Sands Room is hired for dances or other such event providing entertainment or music such entertainment or music shall cease no later than 11pm.

 

The premises must be vacated by midnight. Please respect our neighbours when leaving, by exiting the hall promptly and quietly.

 

Force Majeure. An event of “Force Majeure” means an event or circumstance beyond the reasonable control of that party including (without limitation) any act of God, inclement weather, failure or shortage of power supplies, flood, draught, lightening or fire, strike, lock out or trade dispute, acts or omissions of government or any other quasi governmental organisation, any telecommunications carrier, operator or administration or other competent authority, the act or omission of any Internet service provider, war, military operations, acts of terrorism or riot delay or failure in the manufacture, production or supply by any third party of equipment or services. If, as a result of a Force Majeure event, The Sands Room is unable to honour any hiring, then it shall not be deemed to be in breach of this Agreement or otherwise liable to the Hirer for any losses it may suffer.

 

The Committee reserves the right to alter and amend these conditions of hire and regulations at any time and reserve the right to refuse or cancel hire at our discretion.