BOOKING CONDITIONS FOR MORETONHAMPSTEAD PARISH HALL
The acceptance of these conditions constitutes a legal agreement of hire.
Note: Your hall is an entirely volunteer-run charity and you use it on a “self-service” basis.
The hall is entirely self-financing and all running costs and repairs are met from hire income. For major works we save to ensure a contingency fund and apply for grants and fundraise from the community. Much of the maintenance is carried out free by members of the community.
We do pay a weekly cleaner but do not employ any staff which means we can keep our hire costs to a minumum. However we do rely on users to keep the building clean, tidy and secure after use. PLEASE BRING YOUR OWN TEA TOWELS.
The self-service hire basis means that:-
The Hirer will, during the period of hire, be responsible for supervision of the premises, the fabric and the contents, their care, safety from damage however slight; and manage the behaviour of all persons using the premises, whatever their capacity.
The Hirer shall not use the premises for any other purpose other than described on the booking form and shall not sub-hire or allow the premises to be used for any unlawful purpose nor do anything nor bring onto the premises anything which may endanger the same or render invalid any insurance policies in respect thereof nor allow the consumption of alcohol thereon without written permission.
The Hirer shall comply with all conditions and regulations made in respect of the Fire Authority, Local Authority, the Local Magistrate’s Court or otherwise, particularly in connection with any event which includes public dancing and music or other similar public entertainment or stage plays.
The Hirer will not exceed the capacity limit of use.
- Seating capacity for “panto” type arrangement, ie facing the stage is 120 with 10 rows of 12 with a central aisle and space up the sides.
- Seating capacity facing the side wall is 90 with a central aisle.
- Seating capacity with tables is 90.
- Capacity for a disco is 150.
The Hirer must not apply for an alcohol licence unless this is agreed with the Bookings Clerk on booking, who will then advise the hirer how to apply for the licence. The license holder for the sale of alcohol must also be named on this booking form. The sale of alcohol is not permitted unless a licence is obtained. No one under the age of 16 to be served alcohol and if a person is deemed intoxicated no further alcohol to be served to them.
The Hirer will, to fulfil the fire safety requirements of this licence, give the name of a steward who must be over the age of 21.
Fire precautions – Locate fire extinguishers and note where fire exits are. Please turn on Fire Exit signs at night. Our fire regulations state 120 maximum number seated theatre style facing the stage and maximum 150 for standing and dances. Please turn the signs off when you leave the hall.
For large seated gatherings The Hirer will inform the public of the location of the fire exits. They will be responsible for the evacuation of the building in the case of an emergency and will be responsible for highlighting fire exits and ensuring the evacuation of those with limited mobility or other disability is considered if required. He/she must also ensure, as is reasonably possible and without endangering life, that the evacuation of the hall is complete, including from all toilets. The collection point is the Church gates. They will dial 999 and notify the Parish Hall Committee.
It is advised the named steward does not consume alcohol immediately prior to or (if available) at the function.
The Hirer shall ensure any electrical appliances brought by them to the premises and used shall be safe and in good working order and will be used in a safe manner. Where a residential circuit breaker is provided under terms of the PEL or CPL the hirer must make use of it in the interest of public safety.
The Hall has Wifi, the password is MoretonPH. The Hirer must ensure the wifi router, situated by the fridge in the Warnes Room, and receiver are not unplugged or switched off, nor the extention plug located in the kitchen by the microwave.
The Hirer – Shall indemnify the committee for the cost of repair of any damage done to any part of the property including the curtilage thereof and the contents of the building, which may occur during the period of hiring or as a result of the hiring. Costs will be added to the bill. The hirer will not use selotape on the walls or glass, nor drawing pins and will not cause any damage to the decor.
The Hirer shall be responsible for making arrangements to insure against third party claims which may lie against him or her or the organisation if acting as a representative whilst using the Parish Hall. (The Parish Hall is insured against any claims arising out of its own negligence.) The hall is regularly inspected.
The Hirer shall, if preparing, serving or selling food, observe all relevant food health and hygiene legislation and regulations.
The Hirer shall ensure that any activities for children under eight years of age comply with the provisions of the The Children Act of 2004 and that only fit and proper persons have access to the children. No roller skating or roller blading is allowed in the hall. Children are not allowed on the stage without close supervision. No roller blades or skates are allowed to be worn in the hall. No children are allowed onto the stage unsupervised.
The Hirer will ensure that, for any lettings for use by under 21s, a responsible adult named steward will remain at the Parish Hall during hire.
The Hirer shall be responsible for leaving the premises and surrounding area in a clean and tidy condition, properly locked and secured unless directed otherwise and any contents temporarily removed from their usual positions properly replaced. If the hall is found not to have been cleaned the hirer will be charged cleaning fees which will be added to the invoice.
The Parish Hall holds a license for the pursuance of live and recorded music, dance and film from 8.00a.m until midnight. The hall is situated in a residential area, please be sensitive to outside noise levels.
Key – The Hall keys are held at the reception of White Hart Hotel, the Post Office and at Baskervilles Ice Cream Parlour when they are open. We have no control over their opening hours. The White Hart Hotel provides access to the keys fro 7am to 11pm 7 days a week. Keys are to be returned straight after the event ready for the next hirer. If all the above locations are closed please return the keys to 5 Penny Cottage, Pound Street which is at the back of the alley past Poppy Burgess Osteopath.
Electricity – Is included in the hire charge.
Payment – Payment is by invoice. A deposit is required for Private bookings and may be required for other events at the discretion of the bookings clerk. Payment preferably by bank transfer. Please quote the invoice number as your reference. If this is not possible please make cheques payable to Moretonhampstead Parish Hall and leave in an envelope for the attention of Julia Mockett in the Hall letterbox Full payment of rental and a deposit of £50 will be required prior to a letting for hirers aged under 21.
Cancellation charge will be made at 100% of charge if within 7 days of event, 50% of charge if within 14 days of the event.
Advertising – You may advertise your event on the notice board outside. Events involving live or amplified music must cease playing at midnight.
Chairs – 80 Blue chairs are stored in the chair cupboard outside the Main Hall opposite the double emergency doors. Key on the hook just inside the porch – please return before you leave. Use the trolley to transport them to and from the hall in stacks of 10 and put the mat over the hall door threshold to protect the rim. (Also makes it easier.) There are 75 orange chairs stored at the back of the stage and 25 green plastic chairs in Shed 3.
Tables – 12 Large tables and 6 small tables are stored with the blue chairs outside the hall. 10 more large tables and 4 more small tables are in Shed 3 at the end of the passages. This has a separate key on the keyring with the hall key. Please return the tables cleaned after your event.
Kitchen: – PLEASE CLEAN and TIDY AFTER USE. All recycling – bottles, tins and plastic – must be removed by the hirer. Please put non-recyclable rubbish in the black wheelie bins in the side passage outside the kitchen and put a fresh bin bag in the bin. We do not have facilities to deal with the excess rubbish. Those under 16 years of age are not permitted to access the kitchen area without supervision.
Parking – There is no parking with the hall. Please use the town carparks.
Footwear – No stiletto shoes or muddy boots to be worn. All muddy shoes to be removed.
Toilets – The premises have access and suitable toilet facilities for disabled users. The Management Committee encourages hirers of the hall to consider the needs of disabled people. Before you leave the premises please check all toilets have been flushed and clean ready for the next hirer and ensure no-one remains in the toilets.
Risk Assessment – The General Risk Assessment for the hall is on the notice board in the Porch. Hirers are advised to adhere to the guidance therein.
Safeguarding – The Charity aims to protect all of its Service Users from any act or behaviour of any member of staff or volunteer which, whether deliberately or unknowingly on the part of that member of staff or volunteer, gives rise to harm or ill treatment.
Such harm or ill treatment includes abuse (physical, sexual, emotional, discriminatory, institutional or organisational, financial or material), neglect, or impairment of the health or development of the Charity’s Service Users.
All incidents of Harm or Abuse should be reported to our Safeguarding Officer, Rebecca Jameson via our email, moretonparishhall@gmail.com who will take the necessary steps, in confidence to reduce risk at the Hall and/or contact the relevant agencies. For further details of our policy please contact Rebecca.
GDPR – Personal data from individuals making bookings is held securely, and only used for the purposes of making hall bookings.
Smoking and vaping in the hall is not permitted.
Please leave the Parish Hall as you would wish to find it, clean and swept- thank you.