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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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.  

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

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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

Once a Recurring Sessions Booking Request has been accepted by the Hall Council, the Treasurer will provide details of the Hall's bank account and payment for the first hire date must be paid in advance via Bank Transfer to the quoted bank account.

All subsequent dates will be invoiced at the end of each month, and this must be paid via bank transfer within 15 days of invoice issue date.

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Cancellation and Amendment

All cancellations and amendments must be notified by email to the Bookings Team here not less than 24 hours prior to the scheduled booking date. Failure to do so may result in unnecessary charges being levied on the monthly invoice.

Although normally no cancellation/amendment charges are levied, repeated last-minute changes may result in financial penalty or an embargo on future bookings.

   

​New Hirer 
If you are a new hirer on your first booked date, at least one of us will be in attendance to open the premises before the event. At this time, we will also make you aware of the various facilities and rules that apply to their use, and at the end of the event, we will also explain the procedure for securing the Hall so that should you book a subsequent date, we will attend again to potentially present you with a set of keys for which your signature will be required. You may also be required to pay a refundable deposit for the keys which will appear on your next invoice. 

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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, e.g. 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.

Unforeseen Situations

In the event of the Hall, or 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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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).​

 

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.
 

Food and/or Drink

Should you wish to serve food and/or drink, you must read the appropriate conditions here

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