Throughout these terms and conditions:-

• the hall called Wootton Memorial Hall will be referred to as 'the Hall'. 

• 'we', 'our' and 'us' mean and include the Hall’s charity trustees, council and temporary volunteers.

• the Hirer, which means an individual or, where the hirer is an organisation, the authorised representative, may be referred to as “you” or “your” and is deemed to include the members of your management committee (if appropriate), your employees, volunteers and agents or similar. 

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Age Restriction

The Hirer must be over the age of 21 and accept responsibility for being in charge of and on the premises at all times during the Event, and ensuring that these Terms and Conditions are adhered to.

 

Supervision & Responsibilities

The Hirer will, during the period of the hire, be responsible for the supervision of the premises, the fabric and contents, their care, safety from damage however slight, and the behaviour of all persons using the premises, whatever their capacity, including proper supervision of car-parking arrangements in order to avoid obstruction of the highways.

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Use of the Hall 
The Hirer shall not use the premises for any purpose other than agreed with the Hall Council, and shall not sub-hire, or use the premises or allow the premises to be used for any unlawful purpose or in any unlawful way, nor do anything or bring onto the premises anything which may endanger the Hall, or render invalid any of the Hall’s insurance policies. The consumption of alcohol is not allowed other than by special permission of the Hall Council and that permission must be sought at the time of Booking.
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Alcohol

The Hall does not have a premises licence, but if alcohol is to be consumed at your event, it is essential to understand the Licensing Rules that need to be adhered to. Therefore, you must read the rules that apply by visiting this page here

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Hall Floor

Please note that the hall floor does not take kindly to stiletto heels and in fact they may damage the floor! Please make that known to your guests in advance of your event.  

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Music Licensing 

The Hall already has a PPL and PRS licence for music which covers any hirers for performance and playing of music until 11pm latest.

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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.

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Smoking or Vaping 

Smoking and Vaping are not allowed anywhere within the Hall’s boundary fence. We would also ask that any smokers dispose of cigarette ends, matches etc. outside of the boundary fence and in a tidy and responsible manner so as not to cause a fire, Finally, we would ask vapers to take any finished disposable vapes with them and dispose of them responsibly. complying with the disposal instructions found here

 

Animals 

The Hirer shall ensure that no dogs except guide dogs, hearing dogs and assistance dogs are brought into the Hall. No other animals (including birds) are to be brought into the Hall.

 

Electrical Safety 

The Hirer shall ensure that any electrical appliances brought by them to the premises and used there shall be certified as being safe and in good working order and used in a safe manner.
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Indemnity 

The Hirer shall indemnify the committee for the cost of repair or replacement due to any damage done to any part of the property (including the courtyard, any of the buildings or items within the boundary and the boundary fence and parts thereof) or the contents of the buildings, furniture, fittings and equipment which may occur during the period of the hiring, or as a consequence of the hiring.

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Payment

• A deposit of 50% of the total hire charge must be paid once your Booking Request has been accepted.

• The balance must be paid at least 7 days prior the event.

• Further, to cover any additional costs incurred (damage to property, additional cleaning costs, removal of rubbish, etc.) a Refundable Security Deposit of £100 is required at the same time as the balance is paid,

• The Deposit, Balance and Security Deposit must be paid by Bank Transfer, details on the Booking Acceptance that you will receive from us.    

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Cancellation

If the Hirer wishes to cancel the booking, please see our cancellation rules here

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​Opening

There will be at least one member of the Hall Committee in attendance to open the premises before the event. At this time, the member will also make you aware of the various facilities and rules that apply to their use.

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During the Event

The Hirer shall ensure that the minimum of noise is made on arrival and especially departure to/from the Hall. Any event must finish at the agreed time, and must NOT, in any circumstances, continue beyond 11pm, eg music, eating and drinking must finish by that time. The Hirer must then ask the attendees to depart as quickly as possible. The Hirer, shall at the end of the hiring period, be responsible for leaving the premises and surrounds in a clean and tidy condition as per instructions given on arrival.

Closing

There will be at least one member of the Hall Committee in attendance to check the state of the Hall at the finish of your event, check whether there is any reason to retain the security deposit and be responsible for securing the premises once everyone has departed. 
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Unforeseen Situations

In the event of the Hall, or any any of its facilities being unavailable or unfit for the use for which it has been hired, the committee shall not be liable to the Hirer for any losses incurred by the Hirer.
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Safeguarding children, young people, and adults at risk
The welfare of children, young people and adults at risk is paramount. The Hirer must ensure that any activities for children, young people and adults at risk are only provided by fit and proper persons in accordance with the current law and any subsequent legislation.

If the Hirer is an individual not linked to any organisation:-

• For children under 11 or any adults at risk present at the event, there must be a family member (parent, grand-parent or carer) for each separate family group and they must always be supervised.

• For older children (12 – 18), the Hirer must ensure there will be enough trusted adults present to ensure the behaviour of the children does not get too boisterous and that any trouble that kicks off is quickly dealt with. There should be no inappropriate entertainment.

• For adults at risk, a parent, guardian or carer must be present.

• All reasonable steps must be taken to prevent harm, and to respond appropriately when harm does occur. Relevant concerns must be reported. Please see our signage posted on the Hall’s noticeboard.

   

If an organisation is hiring the Hall for a children’s activity or one that includes adults at risk, when requested, you must provide us with a copy of your Safeguarding Policy and evidence that you have carried out relevant checks through the Disclosure and Barring Service (DBS).

Capacity

The Hirer shall ensure that the number of persons present in the Hall at any one time shall not exceed the maximum capacity, currently defined as one hundred (100).
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Accidents and dangerous occurrences
You must report to us as soon as possible any failure of our equipment or equipment brought in by you. You must report all accidents involving injury to the public to us as soon as possible and complete the relevant section in our accident book. You must report certain types of accident or injury on a special form to the Incident Contact Centre. Our Booking Secretary will give assistance in completing this form and can provide contact details of the Incident Contact Centre. The health and safety file is kept in a cupboard in the kitchen. A First Aid box is located in the same cupboard.

Explosives and flammable substances
You must not bring or use any highly flammable substances in any part of the premises, and must not erect any internal decorations of a combustible nature (e.g. polystyrene, cotton wool) without our consent.

Heating
You must ensure that no unauthorised heating appliances are used on the premises when open to the public without our consent. You must not use portable liquefied propane gas (LPG) heating appliances.