Conditions of Hire

Standard Conditions of Hire.

The Hirer should read this carefully and retain it for future reference. If the Hirer is in any doubt as to the meaning of the following, the Bookings Secretary should be immediately consulted.

1. THE HIRER will, during the period of the hiring, be responsible for the supervision of the premises, the fabric and the contents, their care, safety from damage however slight, or change of any sort and the behaviour of all persons using the premises whatever their capacity, including proper supervision of car-parking arrangements so as to avoid obstruction of the highway.

2. THE HIRER shall not use the premises for any purpose other than that described in the hiring agreement and shall not sub-hire the premises, or use, or allow the premises to be used, for any unlawful purpose or in any unlawful way nor do anything, or bring into the premises anything, which might endanger the same, or any insurance policies in respect thereof, nor allow the consumption of alcoholic liquor thereon without written permission from the Hall Management Committee.

3. THE HIRER shall be responsible for obtaining such licences as may be needed whether for the sale or supply of alcoholic liquor or from the Performing Right Society, or otherwise, and for the observance of the same.

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

5. THE HIRER shall ensure that the no-smoking policy of the Hall is understood by all persons using the Hall during the period of the hiring, and that anyone who wishes to smoke does so outside the building.

6. THE HIRER shall indemnify the Management Committee for the cost of repair of any damage done to any part of the property, including the curtilage thereof, or the contents of the buildings, which may occur during the period of the hiring as a result of the hiring.

7. IF THE HIRER wishes to cancel the booking before the date of the event and the Management Committee is unable to conclude a replacement booking, the question of the payment or repayment of booking fees or deposits shall be at the discretion of the Management Committee.

8. AT THE END of the hiring period, the Hirer shall be responsible for leaving the premises and surrounds in a clean and tidy condition, properly locked and secured unless directed otherwise, and any contents removed from their usual positions properly replaced, otherwise the Management Committee shall be at liberty to make an additional charge.

9. THE MANAGEMENT COMMITTEE reserves the right to cancel the hiring in the event of the Hall being required for use as a Polling Station during a Parliamentary or Local Government election or bye election, in which case the Hirer shall be entitled to a full refund of any deposit already paid.

10. IN THE EVENT of the Hall or any part thereof being rendered unfit for the use for which it has been hired, the Management Committee shall not be liable to the Hirer for any resulting loss or damage whatsoever.

Special Conditions of Hire.

1. THE HIRER hereby acknowledges understanding, where required, of the conditions of the Hall’s Premises Licence as displayed in the Hall. (The Secretary also has a copy.)
2. THE HIRER, not being a person under 18 years of age, hereby accepts responsibility for being on, and in charge of, the premises at all times when the public are present, and also for ensuring that all conditions of the Public Entertainment / Stage Play Licence relating to management and supervision of the premises are met.
3. THE HIRER is obliged to comply with the licensing requirements relevant to his / her activity.
4. THE HIRER shall, in advance of the hiring period, read the instructions displayed in the Hall concerning the action to be taken in event of fire ( including calling the fire brigade and evacuating the Hall) and shall also ensure that he/she has full knowledge of the following:-
• location and use of fire fighting equipment,
• escape routes and the need to keep them clear,
• method of operation of escape door fastenings,
• appreciation of the importance of fire doors and of closing them at the time of a fire,
• necessity of an adequate number of persons over 18 years of age on duty at all times who have been instructed as to their essential responsibilities in the event of a fire or other emergencies, including attention to disabled persons, the location and use of fire fighting equipment available, how to call the fire brigade and evacuation procedures.
5. THE HIRER shall, in advance of the hiring period, check the following items:-
• that all fire exits are unlocked and panic bolts in good working order,
• that all escapes routes are free from obstructions and can be safely used,
• that any fire doors are not wedged open,
• that exit signs are illuminated,
• that there are no obvious fire hazards on the premises.
6. CAPACITY. Maximum numbers in the Main Hall have in June 2014 been set at:

  • 100 where no tables and few chairs were needed
  • 80 where chairs, but not tables were needed
  • 70 where tables and chairs were needed.

7. MEANS OF ESCAPE. All means of exit from the premises must be kept free from obstruction and must be immediately available for instant public egress.
8. OUTBREAKS OF FIRE. The fire brigade shall be called to any outbreak of fire, however slight, and details thereof shall be given to the Secretary of the Management Committee.
9. DANGEROUS PERFORMANCES. Performances involving danger to the public shall not be given.
10. EXPLOSIVES AND FLAMMABLE SUBSTANCES. These shall not be brought into, or used in any portion of, the premises. In addition, no internal decorations of a combustible nature (e.g. cotton wool, polystyrene) shall be erected without the consent of the Management Committee.
11. HEATING. No unauthorised heating appliances shall be used on the premises when open to the public, without the consent of the Management Committee.
12. HOURS OF OPENING. The premises shall not be used for public entertainment except between the hours of 10.00am and 11.00pm on Monday to Wednesday inclusive, between the hours of 10.00am and 11.45pm on Thursday to Saturday inclusive and between the hours of 10.00am and 10.30pm on Sunday (except when a Sunday falls on a special religious day) unless special permission has been issued by the Hall Management Committee and, if required, by Alnwick District Council. In addition, the premises shall not be used for public entertainment on Christmas Day, Good Friday or any other special religious day.

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