Facility Hire – Terms and Conditions

To cancel or make a change to this booking please login to BookingLive or contact Customer Services on 01784 451499 and quote your reference number.
This booking is subject to acceptance and adherence to our terms and conditions which are outlined in full below.

1. The Hirer

1.1 The Hirer being a person over the age of 18, hereby accepts responsibility for being in charge and present on the premises at all times, during the period of hire and ensuring that all conditions under this agreement, relating to the management and supervision of the premises are met.

1.2 The Hirer must be on site at the time stated on the Application Form, if not the building will be closed no later than 15 minutes after that time. In these circumstances no refund will be given.

 

2. Use of Premises

2.1 The Hirer must not use the premises for any other purpose other than the one stated on the application form.

2.2 This booking is personal to the Hirer and they may not transfer or sub-hire this consent to any other person.

2.3 The Hirer whose names appear on the Application Form shall be responsible for compliance with all terms and conditions or laid down from time to time by the Council in respect of the use of the premises and shall be deemed to be the responsible person nominated to be in charge of the premises during any period of hire.

3. Charges

3.1 Any charges due, must be paid by the Hirer. The Hirer can either pay by credit or debit card at the time of booking online.

3.2 Where an advanced hiring is accepted the charge will be at the rate applicable on the date of the event (the hire date).

3.3 The Hirer must adhere to the times of booking as stated on the application form and must ensure that the facilities are vacated on or before the end of the agreed hire session. Should the time of hire be exceeded, the Council reserves the right to levy supplementary charges based on the hourly rate for the booking.

4. Cancellation

4.1 Cancellations must be made by email or in writing. If the Hirer cancels a booking within 7 working days prior to the event there will be no refund of the fee.

4.2 The Council reserves the right to alter and vary any fees or charges in respect of the hire of the premises and to impose any special conditions in respect of particular hiring.

4.3 The Council reserves the right to cancel any booking of the premises by written notice to the Hirer in the event of:

a) the premises being required for use as a Polling Station for a Parliamentary, or Local Government election or by-election;

b) the Council reasonably considering that,

(i) such hiring will lead to a breach of licensing conditions, if applicable, or other legal or statutory requirements or;

(ii) unlawful or unsuitable activities will take place at the premises as a result of this hiring;

c) The premises becoming unfit for the use intended by the Hirer; and in such case the amount paid by the Hirer (or the proportionate part thereof in the case of a hiring for a series of occasions) shall be refunded.

4.4 In the event of an emergency requiring use of the premises such as a pandemic, a shelter for victims of flooding, snowstorm, fire, explosion or those at risk of these or similar disasters, the Council reserves the right to cancel the booking immediately.

 

5. Behaviour

5.1 The Hirer shall ensure that there is no disorderly conduct within the premises and that nothing contrary to sobriety, decency and good manners is performed, exhibited, represented or transacted therein and no activity shall be permitted which may be or become a nuisance or annoyance to the Council or the owners or occupiers of any adjoining property.

5.2 Any cost incurred by the Council in calling the Police or other emergency services to the premises shall be borne by the Hirer.

5.3 The Hirer shall be responsible for ensuring that all its guests are familiar with the emergency plan for evacuating the premises and any other safety procedures.

5.4 All exits, gangways, passages, corridors, lobbies, external passageways and forecourts must be kept clear and free from obstructions.

5.5 All use of the hall premises and facilities is subject to the users or Hirers accepting responsibility for removing any waste from the premises and leaving both the premises and the surrounding areas, in a clean and tidy condition, awaiting the caretaker to secure the building.

5.6 The Hirer shall ensure that all persons have vacated the premises by the time stated on the Application Form. Excess charges will be incurred if the pre-booked time is exceeded.

 

6. The Council

The Council and their authorised officers reserve the right to enter the premises at any time for any authorised purpose.

 

7. Decorations and Furniture

7.1 No internal or external decorations, flags, emblems or notices shall be displayed without prior written consent of the Council and any artificial flowers, temporary paper hangings or other decorations, or any scenery etc., which may be used in any part of the premises, shall be rendered and maintained in a fire resistant condition.

7.2 No artificial smoke machines are allowed on the premises.

7.3 No alterations or additions to the existing lighting arrangement shall be made without the prior consent of the Council.

7.4 No lighted oil stove, lamp or candle shall be used in any circumstances.

7.5 The use of bouncy castles, inflatables and ball play areas are not permitted on the premises.

 

8. Footwear

No stiletto-heeled shoes shall be worn inside the premises unless heels of such shoes are fitted with rubber caps capable of protecting the floor of the premises.

 

9. Food and Alcohol

9.1 All articles, goods and refreshments brought onto the premises must be removed at the time of departure and taken off site, unless by prior arrangement with the caretaker.

9.2 Unfortunately food cannot be allowed in the Village Halls. No food is to be prepared and cooked on the premises.

9.3 No alcoholic drinks shall be sold or distributed on the premises without the Hirer obtaining prior consent from the Council.

9.4 The Hirer shall indemnify the Council against all costs, claims or liabilities which the Council may incur by reason of any infringement of the rights referred to in this Clause 9 hereof occurring during the period for which the premises are hired.

 

10. Smoking

Smoking is strictly prohibited in and around the premises and all of its buildings.

 

11. Heating

The Hirer shall ensure that no unauthorised heating appliances shall be used on the premises. The heating and ventilation of the premises are placed in the sole charge of the caretaker with whom arrangements must be made with regard to any variation thereof.

 

12. Sound Equipment

12.1 The Hirer is responsible for ensuring that the noise levels do not disturb other local residents.

12.2 Amplified sound must be contained within the building and the Hirer shall ensure that noise is kept to a minimum on arrival and departure of the premises.

 

13. Music Copyright licensing

13.1 The Hirer shall not use any part of the premises for the performance in public of any other musical work or any dramatic or literary work or for the delivery in public of any lecture with the consent of the owner. The Hirer must obtain, prior to the period of the hiring, the consent of the owner of the relevant copyright. The PRS certificate must be on public display during the event and a copy given to the Customer Services department prior to an event.

 

14. Animals

The Hirer shall ensure that no animals (including birds) except guide dogs are brought onto the premises.

 

15. Limitation of Liability

15.1 The Council shall not be liable for any loss caused by any breakdown of machinery, failure of electricity supply, leakage of water, fire and smoke detectors, government restrictions or act of God, which are beyond the responsibility or control of the Council and which may cause the accommodation to be temporarily closed or the Hirers use thereof to be interrupted or cancelled.

15.2 The Council's liability in the event that the premises or any equipment are not available or a hiring is cancelled for whatever reason shall be limited to and shall not exceed the hiring charge.

15.3 The Council do not accept any responsibility for injury, damage or loss howsoever caused to any persons or in respect of any articles or goods brought onto the premises by the Hirer or any other person.

 

16. Damage to Council Property

16.1 The Hirer shall take good care of and shall not cause any damage or permit or suffer any damage to be done to the hired premises, or any part thereof, to any fittings, equipment or other property therein.

16.2 In the event of any damage (including accidental damage) to the building or furniture or the loss or breakage of any furnishings, fixtures, fittings, equipment or any article or property owned by the Council during the period of hire, the expense of replacing or making good the same shall be borne in full by the Hirer.

16.3 Any defects should be reported to the caretaker at the commencement of booking otherwise such property should be deemed to have been undamaged at the commencement of the period of hire.

 

17. Damage or Loss of Property and Accidents

The Council does not accept liability or responsibility for any loss, theft, damage of or to any goods or property of the Hirer or any visitor to the premises.

 

18. Insurance and Indemnity

18.1 It is compulsory for all businesses, societies or organisation hirers to have Public Liability Insurance for a minimum indemnity limit of £1 million. A copy of the certificate of insurance must be provided before a booking can be confirmed.

18.2 Private bookings, such as birthday parties, do not require this insurance but it is recommended.

18.3 The Hirer shall indemnify the Council, and their officers against all claims, demands, actions or proceedings in respect of the death of or injury to any person or damage to, loss of property belonging to any person arising out of the use of the venue otherwise than as a result of the defective condition of the venue or the Council's equipment or the negligence of the Council, and their officers.

 

19. Complaints

Any complaint in respect of the facilities on the premises or connected with the hire of the premises must be made in writing to the Customer Service Department within three days after the date of hire. Emails can be sent to: customer.services@spelthorne.gov.uk

 

20. Failure to Observe Conditions

If the Hirer or any associated person omits or refuses to comply with these terms and conditions or with any reasonable instructions provided by the Customer Services Manager, or designated officer, they may be excluded from the premises until they comply with the conditions.

IN CASE OF AN EMERGENCY DURING YOUR EVENT PLEASE CALL THE EMERGENCY SERVICES ON 111