Hall Hire Links

Hall Hire Terms and Conditions

The Management of the Community Centre is Vested in the Executive Committee of the Community Association, whose powers and composition are defined in its constitution. Under the provisions of the constitution the Executive Committee is empowered to make rules, or withdraw or amend said rules.

1. Use of the centre

Use of the Community Centre and its facilities is subject to the following rules, and in the case of hirers, to certain standard conditions incorporated in the hiring agreement.

2. Applying to use the Centre

(a) Application to use the centre shall be made to the Booking Secretary.

(b) The right to refuse any application for use of the centre facilities is reserved to the Executive Committee or the Booking Secretary, provided that the Booking Secretary reports his/her action to the next meeting of the Executive Committee.

(c) A booking is not confirmed until the booking form is returned with the hire charge paid in full. A damage deposit is to be paid 7 days before hire of the hall.

(d) All arrangements for the use of the centre facilities are subject to the Association reserving the right to cancel bookings when the premises are required for use as:

A polling Station

Are rendered unfit for the intended use

At the decision of the Executive Committee (see item 18)

(e) Sections and Affiliated Groups of the Association shall normally have prior use of its facilities, but all arrangements to hire facilities made with outside bodies and individuals shall be honoured by the Association, except as provided in (d) above.

3. Hours Of Opening

Facilities at the Community Centre are normally available to its members and outside hirers between the hours of 9am to 11pm on weekdays, 9am to 12pm on Saturdays and 10:30am to 10:30pm on Sundays. In exceptional cases, these hours may be extended on application to the Executive Committee.

4. Maximum Capacity

The Centre's Main hall has a maximum capacity of 150 persons for closely seated performances and disco dancing. This number also applies to ballroom dancing. A maximum of 50 persons are permitted for sporting activities. All of these numbers include helpers and performers. On no account shall these numbers be exceeded

5. Safety Requirements

All conditions attached to the granting of the Centre's Public Entertainment Licence. Theatre Licence, and other licences shall be strictly observed. This includes, but not restricted to current conditions of Insurance. Health and Safety Legislation. Children's Act Legislation, Alcoholic Beverages Legislation and Gaming and Lotteries Legislation.

At no time will any Safety Procedures be Ignored or by-passed

Nothing shall be done that will endanger the users of the building or the general public, in particular but not confined to.

(a) Obstructions must not be placed in the passageways or any exits, including emergency exits. Emergency exits must be immediately available for free public egress.

(b) All groups will co-operate in fire drills, which may be arranged from time to time. All groups must be familiar with Emergency Evacuation Procedures.

(c) Fire fighting equipment must be kept in it's designated place and only be used for its intended purpose.

(d) The Fire Brigade must be called to any outbreak of fire, however slight. The details of such an occurrence must be given to the Abshot Community Association Executive Committee as soon as reasonably practicable.

(e) Performances involving danger to the public will not be given

(f) Highly flammable substances must not be bought into nor used in any part of the premises. No internal decorations of a combustible nature (eg. Polystyrene, cotton etc) will be undertaken or erected.

(g) No unauthorised heating or electrical appliances will be used on the premises.

(h) First Aid is strictly the responsibility of the person(s) hiring the facilities. The Abshot Community Association does not provide First Aiders or First Aid equipment.

6. Supervision

The person(s) in charge of any activity must not be under the age of 18 years of age and must be on the premises for the whole duration of the said activity. They must not be engaged in any other activities that prevent them from exercising adequate supervision. When the premises or any part of the said premises is used for the purpose of public entertainment, there must be a minimum of 2 persons supervising. Neither of whom will be under the age of 18 years of age. These are the requirements for numbers of persons attending being less than 100. The number of adult supervisors required is increased in the following circumstances.

(a) Where there are 100 - 150 persons present then there must be 3 supervisors.

(b) When the majority of these present at the entertainment are less than 16 years of age there must be 1 adult supervisor for every 10 children.

All persons in charge of functions, activities or groups must have read and understood the emergency evacuation procedures for these premises. They will also have familiarised themselves with the fire fighting equipment provided.

 

7. Safety of children and young persons

No activities or groups involving young children under 8 years of age will be permitted on the premises except with the written agreement of the Executive Committee. The Executive Committee will require that the relevant provisions of the Children's Act 1989 (or subsequent comparable legislation) and any conditions required by the local Social Services Department(or subsequent comparable body) are complied with fully before giving such permission

In the case of affiliated groups or outside hirers, it is the responsibility of the organisers of the activities concerned to ensure that only fit and proper persons have access to children and young persons. It is also the responsibility of the organisers of the activities concerned to ensure that such persons must at all times be in attendance upon children and young persons who are on the premises for the activities concerned.

8. Intoxicating Liquor

(a) The hirer must not permit or allow any intoxicating liquors to be taken into the premises for the consumption on the premises, except for wine, champagne, or sherry for a toast. This must be by prior permission of the booking secretary or the licensees.

(b) Any persons in a drunken or unfit condition is not to be present or allowed on the premises.

(c) The Executive Committee of the Licensees reserve the right not to serve alcohol to any persons.

(d) The Executive Committee or the Licensees reserve the right to close the bar if it is suspected that any person under the age of 18 years is consuming alcohol, on the premises or within its confines.

(e) The Licensees or their designated bar staff will require photographic ID in the form of a passport or recognised proof of age card, from any person they suspect of being under the age of 18 years, before being served alcohol.

9. Music in the centre

The premises are licensed with the Performing Rights Society (PRS) for the performance of copyright music. Users should, however advise the booking secretary as to the frequency of musical performances during their activities.

The Community Association's licence with the Phonographic Performance Limited (PPL) does not cover the performance of pre-recorded music by affiliated groups or other hirers of the premises. Affiliated groups and other hirers must discuss cover by PPL with the providers of any pre-recorded music i.e.. Discos.

Affiliated groups and other hirers must also be aware that the Community Centre does have a Sound Governor in operation. Affiliated groups and other hirers will be responsible for informing any booked entertainment of this. Affiliated groups and other hirers must also be aware that any efforts to by-pass the sound governor may result in the entertainment being terminated.

10. Betting, Gaming and Lotteries

Nothing shall be done on, or in relation to the premises that is in contravention of the current legislation relating to betting, gaming and lotteries. All persons responsible for functions held in the Community Centre premises shall ensure that the requirements of the relevant legislation are strictly observed.

11 Storage

The permission of the Executive Committee must be obtained before goods or equipment are left or stored at the Community Centre. In exceptional circumstances the Booking Secretary is authorised to grant permission for overnight storage of goods or equipment brought to the Centre for a particular function or event.

12. Loss of Property

The Abshot Community Association cannot accept any resposability for damage to, or the loss or theft of the Community centre users property and effects.

13. Car Parking

Cars must not be parked so as to cause an obstruction at the entrance to or exits from the Community Centre. Use should be made of the parking facilities provided and only those specifically provided.

Users of the Community Centre must avoid undue noise on arrival and departure. Please remember this is a residential Area.

14. Nuisance

(a) Litter must not be left in or around the Community Centre premises.

(b) Riotous or unruly behaviour will not be tolerated in or around any of the Community Centre Confines.

(c) Except in the cases of trained guide dogs or dogs for the disabled, dogs shall only be permitted on the Centre's premises in connection with organised activities such as dog training or dog shows.

(d) Hirers and organsisers of events in the Community Centre are responsible for seeing that the noise level of their function is not such as to interfere with other activities within the building or cause inconvenience to the occupiers of nearby houses and property (Please refer back to item 9)

(e) Hirers and organisers of events in the Community Centre are responsible for ensuring that persons under the age of 18 years remain inside the centre during the activity or event for which they are attending and do not cause a nuisance to local residents.

15. Damage to the Centre and Centre Property

Hirers for functions and events will pay a damage deposit not less than 7 days before the function or event. A deduction will be made from the damage deposit for any loss or damage to the Community Centre property. Should the cost of repair, replacement or cleaning exceed the deposit paid, the Community Association will be reimbursed in full by the hirer.

16 Cleaning and Security

All use of the Centre premises and facilities is subject to the users accepting responsibility for returning furniture and equipment to their original position, and for securing doors and windows of the premises. All users must also leave the premises and surrounds in a clean and tidy condition.

17 Committee's Right of Entry

The hirer shall permit the committee or authorised officers at all times to enter and remain on the premises without making any charge or deduction during the use of the premises by the hirer.

18. Cancellation Charges

When a hirer cancels a booking, the following charges will be payable

28 days or less = 40% of total charge

28 days to 8 weeks = 30% of total charge

8 weeks to 12 weeks = 20% of total charge

12 weeks plus = 10% of total charge

When the Association cancels a booking under item 2 (d) of these conditions: No monies already paid will be refunded.