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Conditions of Hire

Conditions of Hire1.The hirer shall pay the “Collings-Wells Memorial Hall” a £50.00 returnable deposit and repay any further expenses which may be incurred in repairing, making good or replacing any part of the Hall or contents thereof which may be lost, damaged or destroyed as a consequence of the hirer’s use of the Hall or if the Hall is left in an unclean or untidy state. The deposit shall be paid at the time of booking and the full hire fee shall be paid not less than one month before the hire date or the booking will be cancelled. 2.Due to the location of the Hall in a primarily residential area, the Management Committee regrets that we are unable to accept bookings for 18th or 21st birthday parties or any other adult functions such as anniversary celebrations, unless these are a) directly connected with a function at All Saints Church such as a christening or a funeral and/or b) specifically agreed by the Hall Management Committee. Under these circumstances the returnable deposit will be at least £100. The hirer will also be liable to repay any further expenses which may be incurred in repairing, making good or replacing any part of the Hall or contents thereof which may be lost, damaged or destroyed as a consequence of the hirer’s use of the Hall or if the Hall is left in an unclean or untidy state. The deposit shall be paid at the time of booking and the full hire fee shall be paid not less than one month before the hire date or the booking will be cancelled. 3.The Committee reserves the right to refuse any booking if, in the general view of the Committee, it is felt that the Hall facilities, including car parking, may be inadequate for the function, where local disturbance may result or where excessive cleaning up after the function is likely to be required.4.All hires must be for a minimum period of one hour.5.Cancellation of hire must be notified to the Bookings Secretary not later than one month before the date of hire. In the event of the cancellation of the hire less than one month before the date of the booking, The Hall Management Committee reserves the right to withhold all or part of the hire fee. If the notification is not received, for any reason, the hirer may still be liable for the full cost of the hire.6.In accordance with English law, the Hall has been designated a smoke-free environment and No Smoking is allowed anywhere inside the building. The Hirer’s deposit will be forfeited if there is evidence of any smoking during the function.7.The Hall Management Committee cannot be held responsible for any loss or injury that may occur in the Hall. It is confirmed that the Hall is fully covered for public liability.8.Hirers are strongly advised to familiarise themselves with escape routes, location of fire extinguishers and exit doors in case of fire or other emergency. Please make every effort to call the Fire Service if fire should break out. A First Aid Box is available in the kitchen for minor injuries as is an Accident Report Book. 9.The Hall must be cleared of the hirer’s equipment, food and drink and, in the event of a sale, of any unsold items. Hirers should leave the Hall as they would wish to find it.10.Every care must be taken to protect the condition of the Hall floor. Tables and chairs etc must be carried across the floor and never dragged.11.Any problems with the Hall or its equipment must be reported immediately to the Chairman, Mr Peter Graham on 01582 738470.12.Licensing for the sale of liquor on the days of hire is the responsibility of the hirer. A ‘Temporary Events Licence’ MUST be obtained from Central Bedfordshire Council (0300 300 8000 or www.centralbedfordshire.gov.uk) and the Bookings Secretary MUST be informed BEFORE THE EVENT.The period of hire must include all the time needed to set up before and clear up after the hirer’s event. Unless specifically authorised by the Bookings Secretary, (e.g. for New Year’s Eve celebrations), ALL HALL FUNCTIONS MUST END BEFORE 11.15pm AND THE HALL AND THE IMMEDIATE VICINITY MUST BE TOTALLY VACATED BY 11.45pm at the latest. Drinks and refreshments must not be served after 11.00pm and all music must stop by11.15pm. (SPECIAL TERMS AND HOURS OF HIRE APPLY TO ADULT EVENTS SEE INDIVIDUAL CONTRACTS OF HIRE). All hirers are particularly reminded of their responsibility to local residents. Hirers and their guests must leave the Hall and its grounds as quickly and quietly as possible, especially after evening functionsost of the hire.



Collings-Wells VC Memorial Hall

Registered Charity No. 1108529