WESTBURY ON SEVERN PARISH HALL
TERMS & CONDITIONS
WESTBURY ON SEVERN PARISH HALL REGISTERED CHARITY NO 301644
The following terms and conditions shall apply to all users and hirers of the premises known as Westbury-on-Severn Parish Hall of Rodley Road, Westbury On Severn, Glos GL14 1PF.
Email: bookings@wosph.co.uk or call 01452 229570
The Parish Hall Management Committee will endeavour to accept all bookings if facilities and staff are available. However, the Parish Hall Management Committee reserves the right to refuse a booking enquiry if the committee have any concerns.
Facilities Available:
· Main Hall,
· Lounge Room,
· Kitchen,
· Licensed Bar
Capacity: There is a strict legal limit to the number of people that the Hall can accommodate, and these numbers must not be exceeded.
· Main Hall is 90 seated or 120 with no seating provision.
· Lounge Room is 40 seated or standing.
Payment: An invoice will be raised for the hire of the facilities. Payment of the invoice will be required to secure the booking.
Regular user groups will be invoiced monthly and will be required to pay the invoice within seven days.
We prefer payments to be made by internet to the following details:
· Account Number: 33261181
· Sort Code: 09-01-56
· Account Name: Westbury-on- Severn Parish Hall
If necessary, we will also accept payment by cheque, made payable to “WESTBURY-on SEVERN PARISH HALL”
Third Parties: When booking any third party such as DJ’s, Bands, Party Entertainers, Wedding Decorators and Professional Organisers, Caterers, Bouncy Castle and other leisure suppliers etc, the hirer or user group must provide details to the Parish Hall Management Committee. The details required by the Parish Hall Management Committee are Business Name, Contact Name, Telephone Number and copy of all Public Liability Insurance.
Licensed Bar: A licensed bar is available to hire. The hire cost will be invoiced and is payable 30 days before the hire date. The bar is for hire between 12noon and 11pm. Once last orders are called the bar will allow 30 minutes to drink up and leave the premises. Hirers and guests are not permitted to bring their own alcohol into the premises or grounds, either for consumption or sale. Hirers are not permitted to bring their own soft drinks without the prior consent of the Parish Hall Management Committee. The hirer agrees to adhere to the law prohibiting underage drinking.
Music and Entertainment: All music and entertainment must finish by midnight.
Use of Facilities: The hirer or user group must advise if set up time is required. All set up time will be included in the total hire period. The hirer or user group must allow clean up time within the total hire period. As a food preparation area, the kitchen is subject to the Food Hygiene Regulations. Users of the Kitchen are bound to comply with these regulations and must ensure compliance. All work surfaces, cooking equipment, sinks and utensils should be left clean and tidy. All kitchen equipment must be turned off when not in use as per instructions sited in the kitchen. Hirers, users or caterers acting on their behalf are not permitted to bring cooking equipment into the premises without the written permission from the Parish Hall Management Committee. Calor Gas or similar portable cooking equipment is not allowed on the premises under any circumstances. Exclusive use of the kitchen is not guaranteed. If this is a requirement it should be requested and will only be granted if there are no other users requiring the kitchen during the hire period. Limited crockery, mugs, cutlery and utensils are available for general use.
Additional Costs for Facilities: For an additional hire cost better quality white dinner plates, side plate, bowls, cutlery etc. are available to hire along with the barbecue, sound equipment etc. please contact the Booking Secretary for details e: bookings@wosph.co.uk.
After use of Facilities: The hirer or user group is required to leave the facilities clean and tidy after use. To be clear this includes:
· Tables used must be wiped and then returned to the storage cupboard.
· Hall chairs must be stacked in the store room, no more than 7 chairs high leaving access to the meters.
In order to prevent damage to the hall floor all chair and tables must be carried and not dragged across the floor.
· Floors must be swept.
· Rubbish must be removed and placed in the bins provided in the car park.
· All furniture in the Lounge must be returned to its original position.
· Any kitchen equipment used must be cleaned and put away.
· Dishwasher must be emptied (if used) and switched off.
· All electrical equipment must be switched off.
· Toilets must be left clean and tidy.
· Windows and doors must be checked and secured before leaving the premises.
· All lights must be switched off before leaving; if they are left on the hirer may incur additional energy charges.
· If hirer or user group is the sole occupant, they are required to check the building before leaving.
Inspection of facilities: If on arrival, and before the period of hire starts, the users are dissatisfied with any of the facilities conditions the Parish Hall must be informed immediately by email to info@wosph.co.uk call 01452 229570.
Gaming, Betting, Raffles and Lotteries: The hirer or user group shall ensure that nothing is done on, or in relation to the premises, in contravention of the law relating to gaming, betting raffles and lotteries.
Lotteries: The hirer or user group is permitted to hold a raffle, but the consumption of alcohol prizes is not permitted on the premises.
Premises Alterations: No alterations or additions may be made to the premises and no fixtures may be installed or attached. Decorations or other articles may not be attached in any way to any part of the premises without the prior written approval of the Parish Hall Management Committee. Consent can be requested by emailing bookings@wosph.co.uk Any alteration, fixture, fitting or attachment so approved shall be at the discretion of the Parish Hall Management Committee and if these remain in the premises at the end of the hiring may become the property of the Parish Hall. When removed by the hirer or user group, any damage caused to the premises by such removal must be made good by the hirer to the satisfaction of the Committee.
Cancellation: The Parish Hall Management Committee reserve the right to cancel a booking.
The hirer may cancel a booking, if the Booking Secretary has been notified in writing or via email to bookings@wosph.co.uk. A refund will be given if the cancellation is made:
· within 14 days of the booking date – 100% of the hire fee paid will be refunded
· after 14 days of the booking date – 50% of the hire fee paid will be refunded
· within 14 days of the hire date – 0% refund, no refund will be made.
For clarity the booking date is the date the hirer made the booking. The hire date is the date hired for the event. Cancelation must be sent to the booking secretary in writing or via email to bookings@wosph.co.uk. If the hirer is in breach of the terms of use, cancellation will be with immediate effect and no notice period will be given by the Parish Hall Management Committee.
The Parish Hall Management Committee reserves the right to cancel a block booking for a user group, with 30 days’ notice. This notice may be given in writing or via email. However, if the user group is in breach of the terms of use, cancellation will be with immediate effect and no notice period will be given by the Parish Hall Management Committee. Should the user group fail to cancel a booking and not use the facilities, the Parish Hall Management Committee reserve the right to charge for the hired period.
Emergency Procedures: Hirers and user groups must familiarise themselves and users/guests with the position of fire exits and extinguishers and must also read the appropriate operating instructions. All fire exits must be kept clear from obstructions and clear access must be maintained at all times. There is a phone for emergency use in the kitchen corridor. A map of the premises can be found on the notice boards. The accident book and First Aid Kit can be found in the kitchen.
Security: The hirer or user group will be required to ensure that there is adequate security on entrance doors in order to control attendees and regulate numbers for large events or events open to the public.
Personal Belongings: The Parish Hall Management Committee will not accept any responsibility for the loss of, or damage to, property belonging to or introduced into the Hall environs by the hirer or persons present during the period of hire.
Damages: The hirer will accept liability for all damage incurred by the hirer, users, guests or any third party engaged by the hirer or user group. The hirer or user group shall bear the costs of making good any damage caused.
The hirer is required to clean up after any accidents that may happen due to spillage, an accident, excessive drinking, illness etc. If the hirer of user group fails to clean up a minimum charge of £45.00 will be charged for cleaning.
Should additional contractors be necessary to clean up after use of the facilities, this cost will be charged to the hirer or user group.
Good Order and Nuisance: The hirer or user group will be held responsible for the conduct of all persons present during the hire period. The hirer or user group will be required to keep all guests/visitors/users under a reasonable level of control. This obligation shall extend to noise levels, general behaviour and sobriety. This obligation shall also apply to staff, performers, exhibitors, hired personnel and any other individuals that are in attendance for the purposes of the event and not under the control of the Parish Hall.
Animals: No animals (including birds) are permitted in the premises and on the sports field, with the exception of guide dogs. No animals whatsoever are permitted to enter the kitchen at any time.
Compliance with the Children Act 1989: The hirer or user group shall ensure that any activities for children comply with the provisions of The Children Act of 1989 and that only fit and proper persons have access to the children. (The hirer or user group will be expected to make themselves aware of the liabilities stated in the above legislation).
Compliance with the Health Act 2006: Prohibition of Smoking in Public Places. The hirer or user group shall ensure that the hirer’s invitees, guests, users and visitors comply with the prohibition of smoking in public places provisions of the Health Act 2006 and regulations made thereunder. Any person who breaches this provision shall be asked to leave the premises. (The hirer or user group will be expected to make themselves aware of the liabilities stated in the above legislation).
Compliance with Safeguarding Vulnerable Groups Act 2006: The hirer or user group shall ensure that any activities comply with the provisions for the Safeguarding Vulnerable Groups Act 2006. (The hirer or user group will be expected to make themselves aware of the liabilities stated in the above legislation).
Compliance with Equality Act 2010: The hirer or user group shall ensure that any activities comply with the provisions for the Equality Act 2010. (The hirer or user group will be expected to make themselves aware of the liabilities stated in the above legislation).
Data Protection: The Data Protection Act 1998 (DPA) and General Data Protection Regulations (GDPR) govern the use of information about people (personal data).
All personal information that we may collect (including, but not limited to, your name and address) will be collected, used and held in accordance with the Data Protection Act 1998 (DPA) and General Data Protection Regulations (GDPR) and your rights under this Act.
We may use your personal information to:
1. Provide our services to you.
2. Process your payment for the hire.
3. Inform you of future events at Westbury Parish Hall.
4. You may request that we stop sending you this information at any time.
We will not pass on your personal information to any other third parties without first obtaining your express permission.
Acceptance of Terms: All bookings are subject to the terms and conditions of Westbury on Severn Parish Hall. Upon receipt of the booking form or hire payment, the hirer has accepted the terms and conditions of the Westbury on Severn Parish Hall.