Room Hire T&C

Standard Terms & Conditions governing the use of HALL & ROOM HIRE of the Community Centre Prior to hire, these terms & conditions MUST BE READ and signed and dated confirming your agreement to adhere to them.
The following is a list of terms & conditions under which the HEDCA Management Committee (HMC) agrees to hire the hall, & rooms 1 & 2 inc. kitchen if required, to the person named on the booking form, and to which the person booking either the hall, room 1 or 2 agrees to be legally bound to comply with.

1.
A refundable deposit is required as predetermined and advised at the date and time of the booking, with the balance to be paid no less than 14 days prior to the event. The deposit is in respect of ALL aspects of the following terms and conditions 2-14 being adhered to, and any one or more T&Cs being violated (no exception) will result in either partial or full withholding of the deposit received.  Drinks accounts must also be settled prior to the function date.
2.
Alcoholic Drinks not purchased at the bar are NOT PERMITTED onto the premises under any circumstances. All drinks, including wine orders, must be supplied by the Association’s License. No Alcoholic Drinks are permitted to be taken into Rooms 1 & 2 after 7pm (19:00) from the Social Club Bar for Under 21s for group booking parties and the rooms are to remain free from alcohol.
3.
Cleaning/damage – All events and venues are expected to be in the same state of usage and cleanliness as upon arrival and left the same on departure (the onus is upon the hirer proving otherwise, if a difference of opinion – see 8).
4.
Non-deposit return (full or partial) is initially at the full discretion of the HEDCA Caretaker or Office Administrator or upon joint agreement and discussion with the HMC if they deem any part of the terms and conditions to have been disregarded. DO NOT approach them direct, verbally, or physically, but put your concerns of disagreement in writing addressed to The Secretary, HEDCA Management Committee, for acknowledgement and to process. An acknowledgement will be made within 72 hours and a final response provided within 10 working days of receipt and any decision is ‘absolute’ with no recourse of action.
5.
No gas cylinders or material creating a fire risk must be brought into the centre. Under no circumstances must an emergency or other exit be blocked or restricted in any manner.
6.
The Hirer is responsible for the behaviour of their guests and any additional visitors (invited or otherwise) at all times. Once open, the Hirer is accountable for the security and access to all areas of the building and liable for any damage or loss incurred. Likewise, if the venue is not secured upon completion of hire. Violent and abusive behaviour will not be tolerated at any time. You must appreciate that HEDCA has neighbours and therefore request that Hirer’s guests leave quietly upon completion of hire.
7.
If any children under the age of 18 are found to be drinking alcohol, the event will immediately be shut down with no refundable deposit (see 1 & 4) and/or the return of the booking fee.
8.
Last Orders are called at 23:30 and you must clear the hall by midnight and music must cease BY 23:30. The Hirer shall ensure that the cleaning of the hall or Rooms 1 & 2 are carried out within 30 minutes of the last orders, with tables left clear, floor swept & mopped where necessary and with rubbish removed. Advisable to take pictures ‘before & after’ as evidence that these tasks have been completed, otherwise failure to comply could result in your deposit, full or partial, being retained (see 1, 3 & 4).
9.
The Hirer shall be responsible for ensuring all rules and regulations that apply to the Centre stipulated by the Licensing Justices, the Fire Authority, and Local Authority or otherwise, together with complying to the General Rules governing the use of the Community Centre including noise nuisance which should be reduced by closing windows & doors at 10pm. The Hirer is responsible for their own event ‘risks assessment(s)’ and Health & Safety checks, ensuring they are familiar and aware of the fire exits, escape routes, assembly points and action to be taken in other emergency scenarios e.g., bomb scare etc. This information should be relayed to attendees prior to the start of the event.
10.
The person hiring must notify the Office Administrator of any requirements as to the provision of refreshments or the use of kitchen facilities and shall be responsible for any extra charges incurred. The Hirer shall be responsible for their own insurance against any third-party claims, which may be made against them or their organisation. The kitchen facilities must be left in the state that it was upon arrival – see 3. and it is advisable to take pictures, ‘before & after’; the onus of proof is with the Hirer.
11.
No notices, posters, plans, or decorations are to be fixed to any part of the premises without prior permission (please liaise via the Office Administrator, who will check on your behalf with the Caretaker as to what date & time you are permitted to ‘decorate’). In the main hall, the ‘decorating rail’ with hooks is only to be used and blue tack, cellotape or any other fixing material is not to be used on the walls or other areas. Failure to comply will result in the retention (full or partial) of the deposit for redecoration purposes.
12.
During the period of hiring, the Hirer shall be responsible for overseeing the premises, fabrics, and contents, the safety thereof from damage however slight or other change of any sort, and behaviour of all persons using the Centre whatever their capacity, including proper supervision of car parking arrangements to avoid obstruction on or off the centre site.
13.
The Association accepts no responsibility whatsoever for property or goods left on any part of the Centre. The Hirer is responsible for their own insurance against any third-party claims which may be made against them or their organisation.
a.
When booking, if a 3rd party is being hired for entertainment or catering, i.e. singer, group, band, performer, inflatables, catering, then their Public Liability certificate shall be produced no later than 5 working days prior to the event date. Failure to comply within this predetermined timeline will result in the cancellation of the booking event.
14.
The Hirer shall indemnify and reimburse within 10 working days to HEDCA, for the cost of repair of any damage to any part of the property including the curtilage thereof or the contents of the building, due to the hire.