Hall Hirers Terms and Conditions
ST. PETER IN THANET COMMUNITY HALLS HIRE TERMS AND CONDITIONS
(Reviewed May 2023)
All hall bookings are carried out via our website, www.stpeterinthanet.org.uk either by the Hirer direct or with the help of the Parish Administrator. Hirers can only use the halls during the hours agreed, and equipment, furnishings, kitchen hire must also be arranged in advance. See Kitchen Rules Appendix for full details. There is a small charge for the use of the Main Hall kitchen(see website) and this will be added for one-off bookings. Hirers must sign our on-line declaration to confirm that they have read and will abide by our Ts and Cs and GDPR protocols and the special rules relating to the kitchen, and ensuring they notify their members/volunteers/guests of these Terms and Conditions, including the fees and charges for any loss/damage/Rubbish left/ breakages/ however caused, cancellation charges, lost keys, deposits etc in our terms, and conditions.
Our bookings are subject to approval by the halls committee.
Hirers are responsible for setting up and clearing their furniture within the hired times agreed and ensure that any furniture/equipment used is replaced in the correct places and is clean.
- Security bars must be removed from Fire Exit before the meeting/event starts.
- In the Main Hall, hirers can find extra chairs behind the screens at the back of the stage. We ask that furniture is not dragged across the floor.
- We advise that tables are lifted into position using two people.
- The use of chalk/powder on the floor is strictly forbidden.
- Hirers should mop up any form of liquid immediately and display the wet floor sign. * The Halls have brooms/mops/dustpans/brushes available for use.
- If necessary, Hirers should sweep the floor and clean the tables.
- Please do not move furniture from the entrance foyer.
When leaving the building, the Hirer has a responsibility to ensure:
- All lighting, ventilation, and kitchen equipment is switched off and left safe; turn off water taps in the kitchen/toilets. Turn down radiator settings to original setting if they have been adjusted.
- Security bars to be replaced across the emergency exits.
- All external doors are locked, including windows and fire-doors, and check that no one is left in the building including toilet areas. N.B. In the main hall, if the office is open during weekday mornings, locking up instructions should be queried with the Parish Administrator
Care
The Hirer shall undertake to take reasonable care when hiring our halls, especially regarding fixtures and fittings, the floors, tables and chairs, etc. No fixings shall be driven into any part of the buildings, if decorations are used, please do not use tape. We reserve the right to recover the cost of any loss, damages, breakages and repairs, or non-compliance of our terms and conditions from the Hirer and invoice the Hirer and expect payment within seven days.
All rubbish is to be removed from the premises.
Please keep main doors closed, and locked where possible.
Disco Equipment/Music
- The use of disco equipment for private functions is strictly restricted to between 9am and 10.30pm and is only allowed in the Main Hall
- We ask that the use of such equipment be kept to as low a volume as possible to avoid a noise nuisance to our neighbouring residences.
- At 10.30 pm all music should cease or if an extension has been granted kept at a minimum level as it should be a quiet/clearing up time.
- At the end of hire, all individuals should be asked to leave the building quietly to save disturbing the residents.
Bouncy Castles
- If a Bouncy Castle is being booked for a children’s party, a small surcharge will be applied(see website). It can only be used in the Main Hall and must only be assembled at the Non-Stage end of the hall because of the ceiling-mounted projector at the stage-end. It must also be erected, dismantled and removed within the hired period by the supplier. The hirer is responsible for any damage caused by its use.
Prohibited Items
- No Candles, Naked Lights, Sparklers, Fireworks, Oil Burners, Gas or Liquid Petroleum Flames smoke
- No bubble machines/ foam machines, or glitter are allowed.
- Deep Fat Frying is not allowed.
- No attachments to light fittings shall be permitted, and no excessive load shall be placed on the Hall electrical supply system with regard to amplification, etc. Electrical appliances owned and used in our halls by hirers must have a valid PAT test label attached.
Health and Safety
It is the responsibility of the Hirer to ensure the health and safety of all persons attending the function of which he/she is the organiser.
- The Hirer should familiarise themselves with the location and operation of the emergency exits and Assembly Point (Co-op Car Park).
- Please ensure all fire exits and emergency evacuation routes are always kept clear.
- A first aid kit is kept in the kitchen with the accident book.
- If an accident occurs, report to Parish Administrator using accident report book. Located in the visitors sign-in folder and in First aid box.
- A Defibrillator is situated by the internal door into the Main Hall. In the Foyer of The Portland Centre there is an access key to the Main Hall
- If someone is taken ill while in the halls, they should immediately be removed from the room, and arrangements must be made to get them home, to a doctor or hospital as soon as possible. Dial 111 or 999 if an emergency.
- Hirers are encouraged to keep a list of attendees together with a contact number and retain this for 3 weeks
Insurance
The Hirer shall NOT be covered by Owner’s insurance for any claim whatsoever arising from the activities of The Hirer. The Hirer shall indemnify the Owner against any claim which may arise out of the hiring or which may be made by any person affected by the activities of The Hirer or person(s) visiting or using the premises during the occupation by The Hirer. The Hirer shall be responsible for taking out insurance to cover any public liability arising from their activities. The Owner shall not be liable for any loss or damage arising out of the hiring, nor for any loss, damage or injury which may be incurred or suffered by, or be done, or happen to, any person(s) visiting or using the premises, during the occupation by The Hirer, arising from any cause whatsoever, so far as any exclusion is permissible by law. The Owner shall not be responsible for any loss due to a breakdown of equipment, failure of the electricity supply, leakage of water, fire or any other circumstance which may cause the premises to be closed or the hire arrangements interrupted or cancelled.
Indemnity to Hirer
We will indemnify You and, at Your request, any person who hires, rents or borrows The Premises for occasional social events. The maximum We will pay inclusive of Costs and Expenses is £2,000,000.
We will not provide indemnity
(1) In respect of
(a) any commercial or business hire
(b) any individual, club, organisation, society or group who hire The Premises on a regular weekly or monthly basis
(2) where indemnity is provided by another insurance policy.
Bookings: It is not our policy to hire out our buildings for individual party-political meetings or religious uses other than those acceptable to the Christian Faith.
Performing Rights Society licences: Our premises licences are displayed in the halls’ entrances.
Sale Of Alcohol – No alcoholic drink may be sold at any time unless the Hirer has obtained a Temporary Events Notice from Thanet District Council and has produced the licence to the Halls’ Administrator or authorised representative. No licence will be authorised for Sunday use.
Smoking/ Vaping Policy – Smoking or vaping is prohibited anywhere within our buildings.
Sub-Letting/Hall Hire – Hirers must not sub-let any room/hall, nor use any room/hall other than that set-out and paid for under their Booking Request/Invoice.
Church function – Very occasionally a church function may have to take preference over a hirer’s regular booking. The Administrator will give the Hirer as much notice as possible, and any hire charges will be reimbursed.
Under stage/Storage –No one is permitted under the stage unless requiring access to their storage lockers. Due to health and safety regulations, children are strictly prohibited from under the stage area (this includes the uniformed groups).
- We offer storage cupboards for hire by the year, but these are limited and always in high demand.
- If you do not have a cupboard, all equipment/items must be removed before leaving the premises. Any property left without permission will be disposed of.
- Ensure when visiting Cupboard/Storage area, that you sign in and out.
Lost property can be found in the cloakroom near the parish office. Unclaimed items will be disposed of after eight weeks.
Vulnerable Adults – Care of Children
Particular attention must be given to the protection of vulnerable adults and children in line with the Safeguarding Vulnerable Groups Act 2006.
Regular Hirer
It is the responsibility of the hirer to produce a Risk Assessment for their event and to take responsibility for the safety of those attending their group.
- It is of paramount importance that all Regular recurring Hirers are aware that it is their responsibility
to submit their own online booking requests for any future dates and that these are entered on an ongoing basis. It is suggested that as one month is paid for, the corresponding dates for the following year should be added. This will avoid hirer’s regular slots being booked online by others.
One-off Hirers
- A non-returnable deposit of £25 must be paid at the time of booking.
- An extra £50 returnable key deposit is required for any evening booking which extends beyond 6pm and we reserve the right to retain some or all of this if there is any mess or damage incurred.
- Hire prices will be reviewed annually and introduced from January 1st.
- All Hire payments must be paid in full at least 14 days before the event, by BACS. Cash or Card can be used for payment in the Parish Office.
- The Terms and Conditions are reviewed annually by the Halls’ Management Committee and can be changed without notice. Please view them online if you are in doubt at www.stpeterinthanet.org.uk/halls/Tsand&Cs
DATED: May 31st 2023