Almondsbury Sports and Community Centre

Hall Bookings

Almondsbury Sports and Community Centre – Conditions of Hire

Upon confirming a booking of the Parish Hall or Moxon Room you are agreeing to the following conditions of hire. Failing to adhere to these conditions shall result in the corresponding charges and/or restrictions listed below.

GENERAL CONDITIONS

  1. The Hirer, not being under 18 years of age, accepts responsibility for being in charge of and present on the premises at all times when the public are in attendance and ensures that all conditions contained within this agreement, relating to management, supervision and safety are met. 

     
  2. During the period of hire, the hirer is responsible for the supervision, care and safety from damage however slight, or change of any sort to the premises, their fabric and contents. The hirer shall indemnify the Trustees of the Almondsbury Sports and Community Centre and Management of Almondsbury Creative for the cost of repairing any damage caused to any part of the property, their fabric and adjacent area in ownership of the Trustees or the contents of the building during the period of hiring. 

     
  3. The Hirer shall not use the premises (including the car park) for any purpose other than that described in the Hire Agreement and shall not sub-let, use or permit use of any part of the premises for any unlawful or unsuitable purpose or in any unlawful way that might endanger or render invalid any insurance policies in respect thereof.

     
  4. No alcohol may be consumed upon the premises other than that provided by the premises, unless prior written approval has been granted by Trustees and the relevant corkage fees paid.

     
  5. The Trustees/Almondsbury Creative Management reserves the right to refuse any application for use of the Hall premises and its officers always retain right of entry.

     
  6. The Trustees reserves the right to cancel this hiring in the event of the Hall being required for
    1. use as a Polling Station for Parliamentary or Local Government elections,
    2. annual Almondsbury village pantomime

 in which case the hirer shall be entitled to a refund of any hiring fees or deposit already paid. 

BOOKINGS, DEPOSITS & CHARGES

  1. Any hiring arrangements must be confirmed prior to use of the premises. Change of hiring times or requirements must involve notification of management and for any extra booked time, additional hire costs must be paid in advance. 

     
  2. Payment in full must be made to the Trustees of the Almondsbury Sports and Community Centre within seven days of booking the premises. Failure to pay will mean the booking is cancelled. At the discretion of the Booking Secretary, it may be possible to agree to deferred payments for frequent hirers. In these circumstances, hiring costs and deposits will be invoiced monthly to the hirer. 

     
  3. Cancellation of any bookings must be made in writing to the Booking Secretary.  If a booking is cancelled with more than a month’s notice, the payment made shall be returned in full. For any cancellation with less than a month’s notice, The Trustees reserve the right to retain 100% of the payment with any refunds being at the discretion of the Booking Secretary. 

     
  4. No charge is made for cleaning, provided that all the Cleaning, Supervision and Safety conditions are met below. If these conditions are not met, the Trustees reserves the right to charge up to £50 in cleaning fees any costs incurred restoring the premises to their state prior to the hirer’s use by themselves or any of the guests under their supervision.

CLEANING, SUPERVISION & SAFETY

  1. At the end of hiring, the hirer is responsible for ensuring that any contents temporarily removed are properly replaced, chairs stacked, tables clean and returned to cupboards, and that all windows are securely fastened, heating, cooking, electrical appliances and lighting are switched off, and candles extinguished, and doors locked before leaving the premises and returning the keys to the key box. The condition of the premises should be as they were prior to hire and any cleaning not possible by the hirer or their guests should be reported to Almondsbury Creative management immediately. Alternatively, if you wish Almondsbury Creative to carry out the above, a pre-paid fee of £50 is applicable.

     
  2. The hirer is responsible for the removal of all the rubbish from the hall. The Trustees also encourages the hirer to recycle as much waste as possible. 

     
  3. The hirer shall not use, or permit to be used on the premises, any electrical appliance for supplementary heating, nor any appliance for heating or cooking other than portable electrical equipment. For example: an electric slow cooker would be permitted, but a spirit heated fondue or a gas or charcoal barbeque would not. Any equipment brought into the Hall or Moxon Room to be used by the hirer should be in good working order. We recommend that it is PAT tested and covered by your insurance. 

     
  4. No apparatus or equipment belonging to the hirer can be left on the premises without the prior confirmation of the Booking Clerk. The Trustees/Almondsbury Creative also does not take any responsibility for personal items left on the premises or any damage caused to them by the premises or misuse of them by others. 

     
  5. It is the responsibility of the individual Hirers to ensure that they are aware of the Health & Safety at Work Act 1974 and to take reasonable precautions to ensure that their activities are carried out in a responsible way. Any accidents or incidents that affect the health or wellbeing of the hirer and/or their guests should be reported to a member of staff immediately.

MUSIC & ENTERTAINMENT

  1. Almondsbury Creative holds the appropriate licences for Public Entertainment. Music must cease by 2am on a weekday and 2am on a Friday or Saturday and all music must be kept to a suitable level to avoid disturbance of neighbours. The hirer must ensure that they have proper insurance for any equipment used in the premises, to include any damage caused by them to the premises and its users.

     
  2. Responsibility for the use and safety of electrical equipment (and/or other equipment specified at the time of booking) brought on to the premises by the Hirer rests entirely with the Hirer. Any such electrical equipment must have passed the necessary PAT tests and certificates must be produced upon request.

     
  3. Public Liability insurance cover must exist for music and entertainment equipment. Without adequate insurance cover such equipment must not be used. Hirers may be asked to remove such equipment from the premises.

     
  4. Children shall be restricted from viewing age-restricted films classified according to the recommendations of the British Board of Film Classification. Performances involving danger to the public or of a sexually explicit nature shall not be given.

INSURANCE

  1. The Trustees/Almondsbury Creative Management does not accept responsibility for injury sustained by any person or persons, or for loss or damage to personal property including motor vehicles and/or contents therein. Hirers of the premises must have their own Public Liability insurance in force. It is the responsibility of all hirers to ensure that they have adequate insurance arrangements in place to cover all their responsibilities including Public Liability risks.

 

FIRE PRECAUTIONS

  1. Hirers must make themselves familiar with the location of the fire extinguishers and the instructions for use, ‘break-glass’ fire alarms, emergency exits and of the importance of fire doors. Hirers will be responsible for informing all those using the Hall of the position of the emergency exits. 

     
  2. The hirer shall not use, or permit to be used, anything that produces a naked flame or any pyrotechnic such as fire-works (indoor or otherwise). The only exception is candles which must be fully enclosed within a glazed or partially glazed holder unless temporarily lit upon a foodstuff (e.g. Cake Candles) or otherwise with the express permission of the Management Committee/ Almondsbury Creative Management, and may not be left unattended at any time.

FOOD SAFETY

  1. Under the Food Safety Act 1990, it is the responsibility of persons providing food for any event held in the premises to ensure that they are aware of and abide by the legal requirements. The Trustees/Almondsbury Creative is not responsible for any food brought into or stored within its premises by the hirer or their guests.

 

DEPOSITS

  1. In addition to the room hire deposit, a cleaning/security deposit of £100 is payable 3 days in advance of your booking for any social/party bookings.  This deposit will be refunded at the end of your booking dependant on all conditions within this contract being met.