1. Introduction

The HIRER means the person whose name & signature appear on the Hire Agreement.
The PREMISES means Cawston Community Hall (CCH), grounds and associated car parking areas.
CAWSTON PARISH COUNCIL is the owner of the PREMISES and is in charge of the management and operation of the PREMISES, with whom the HIRER enters into a Hire Agreement.
The HIRER should be aware that the ‘Hall Information’ poster, which can be found on the notice board in the CCH foyer, provides information about the PREMISES facilities and their usage.
Supplementary notices are positioned around the building, providing additional instructions and advice on use and operation of the facilities/equipment.
Please contact the Bookings Secretariat if clarification is required about any element of the booking.
In the event of an emergency occurring, the name and telephone number of the person to be contacted is provided on the main notice board in the CCH foyer.

2. Management

Applications for hire are processed and considered by the Bookings Secretariat in the first instance.
In the event that a booking is refused, the application will be considered and a final decision will be made by CAWSTON PARISH COUNCIL.
Only persons over the age of 21 may enter into an agreement to hire the PREMISES.
Party bookings are not accepted if the beneficiaries of the booking are aged from 16 to 21.
CAWSTON PARISH COUNCIL has the right to refuse a booking if they feel that it would not be in the interests of CCH.
CAWSTON PARISH COUNCIL, or appointed Security Agent, has the right to close an event if they consider that it is becoming unmanageable.

3. Safety & Security

For everyone’s safety and security, the HIRER should fully familiarise themselves with the ‘Fire
Action’ procedures displayed in the CCH foyer. The emergency, external & internal fire doors must
be kept shut during an event, unless otherwise necessitated by an emergency. Upon departure, all
windows, doors and shutters must be made secure and the access security system made live by the
HIRER, unless directed otherwise by a member of CAWSTON PARISH COUNCIL.
The use of Gas and Methane burners to heat and cook food in any area of the PREMISES is strictly
prohibited. No artificial smoke is allowed at any time including during a disco or when using a DJ.

4. Supervision

During the period of hire, the HIRER will be responsible for:
Supervision of the rooms that have been hired and communal areas in the PREMISES;
Care of the structure, fabric and contents of the building, so as to avoid damage and loss;
The behaviour of all persons using the PREMISES, whatever their capacity;
Proper supervision of car-parking arrangements, so as to avoid obstruction and hazards within the PREMISES’ car park and on local roads.
As directed by the Bookings Secretariat, the HIRER shall make good, or pay for, all damage caused (including accidental damage) to the PREMISES; to fixtures, to fittings or contents, and for any loss of contents.

5. Use of PREMISES

The HIRER will be responsible for ensuring that all conditions for use of the PREMISES are adhered to. The HIRER shall not use the PREMISES for any purpose other than that described in the Hire Agreement, and shall not sub-hire the PREMISES. The HIRER shall not allow the PREMISES to be used in any unlawful way, nor do anything or bring into the PREMISES anything which may endanger users, or render invalid any insurance policies in respect of the PREMISES. The HIRER shall not allow the unlawful consumption of alcohol on the PREMISES by those who are under-aged.
The HIRER shall comply with all conditions relating to the PREMISES stipulated by the fire authority, local authority or otherwise, particularly in connection with any event which includes
dancing and/or music, or other similar public entertainment or stage plays.
The HIRER shall ensure that there is no excessive noise during an event and that noise is kept to a minimum on arrival and departure, to avoid disruption to neighbouring houses. The HIRER must
ensure that all external doors and windows are kept closed during all events involving music and/or reproduced sound.
Inflatable play equipment (e.g. bouncy castles) must only be used in the Main Hall, not other areas.
The HIRER shall ensure that no animals, except assistance dogs, are brought into the PREMISES. Visit http://www.assistancedogs.org.uk to view a list of different assistance dogs.
The HIRER shall ensure that at the time specified for the end of the period of hire:
1. The PREMISES are left in a clean and tidy condition, and waste is removed;
2. All items of equipment and furniture temporarily removed from their previous/usual positions must be replaced, and/or returned to designated storage area(s);
3. All lights, electricity, gas and water must be turned off.
If the HIRER fails to follow these instructions, or in the event of breakages or losses, additional charges may be levied against the HIRER.
CCH hours of operation will be between the hours of 07.00 and 23.00 hrs; no bookings will be accepted for events happening outside these times.
CCH operates a strict No Smoking policy. No smoking will be allowed in the building or in the grounds of the PREMISES under any circumstances (including the use of electronic cigarettes).

6. Licences and Regulations

The HIRER shall be responsible for obtaining any special licences that may be needed for the event described in the Hire Agreement to take place; e.g. for the sale of alcohol on the PREMISES.
Any individual employed during the event to carry out security duties shall be properly licensed.
The HIRER shall not advertise the event by fly-posting, i.e. by displaying an advertisement for the event on highway land, including street furniture, road signs or grass verges, or elsewhere without the appropriate permission. If the HIRER breaks this condition CAWSTON PARISH COUNCIL may supply the HIRER’s details to any public authority which reasonably requests them.
The HIRER shall ensure that nothing is done on, or in relation to, the PREMISES in contravention of the law relating to gaming, betting and lotteries.
The HIRER shall ensure that any activities involving children, young people and vulnerable adults, and their supervision, comply with the relevant legislative provisions; and that only fit and proper persons have access to the children, young people and vulnerable adults. The HIRER shall ensure that any activities involving children, young people and vulnerable adults are undertaken in accordance with CCH’s Safeguarding Statement.

7. Indemnity

The HIRER shall indemnify CAWSTON PARISH COUNCIL against any damage done to any part of the PREMISES or the contents of the building, which may occur during the period of the hiring as a result of the hiring. Where appropriate to an organisation undertaking a hiring, the HIRER shall take out adequate insurance to insure the HIRER and members of the HIRER’S organisation and attendees against all claims arising as a result of the hire, and, if requested, shall produce the insurance policy documentation to prove evidence of cover.
CAWSTON PARISH COUNCIL shall not be liable for loss or damage to any property which is brought onto the PREMISES.
It is the responsibility of the HIRER to ensure that any company, organisation or individual(s) employed by the HIRER to supply play equipment (e.g. bouncy castle) or other entertainment
equipment has appropriate and adequate insurance against all claims arising from damage or injury.

8. Cancellation.

If the HIRER wishes to cancel the booking before the date of the event, a charge of up to 50% may be applied if notice of the cancellation is received within two weeks of the date of the event.
CAWSTON PARISH COUNCIL reserves the right to cancel a hiring in the event of the PREMISES being required for use as a polling station for a parliamentary or local government election or by-election;
in which case the HIRER shall be entitled to a refund of any deposit already paid.
CAWSTON PARISH COUNCIL reserves the right to cancel a hiring in the event of the PREMISES, or any part of it, being rendered unfit for the use for which they have been booked; in which case the HIRER shall be entitled to a refund of any deposit already paid. However, in these circumstances, CAWSTON PARISH COUNCIL shall not be liable to the HIRER for any resulting financial loss due to the cancellation of a planned event.

9. Health, Hygiene and Safety

The HIRER, or his/her representative concerned with any catering, shall, if preparing, serving or selling food, observe all relevant food health and hygiene legislation and regulations.
The HIRER shall ensure that any electrical appliances brought onto the PREMISES and used there are in good working order, and used in a safe manner.
The HIRER must ensure that any inflammable, explosive, dangerous or offensive items/articles are not taken onto the PREMISES without permission from CAWSTON PARISH COUNCIL.

10. Accidents

The HIRER must report all accidents involving injury to the public, or serious near-misses, to the Bookings Secretariat as soon as possible, but no later than 24 hours after occurrence, and complete the relevant section in the CCH Accident Book, located in the kitchen.
Any failure of equipment, either belonging to CCH or brought in by the HIRER, that might affect the PREMISES or users, must also be reported to the Bookings Secretariat as soon as possible.
The Fire Brigade shall be called to an outbreak of fire and the PREMISES evacuated in an orderly manner in accordance with CCH’s evacuation procedure. Additionally, a representative of
CAWSTON PARISH COUNCIL should be contacted immediately, and all details of the incident shall be given to the Bookings Secretariat, as soon as possible, but no later than 24 hours post-occurrence.

11. Special Conditions

No nails, screws, adhesive tape, or equivalent may be driven into or fixed on to walls, doors, glass, floor, furniture or fittings without the express permission of CAWSTON PARISH COUNCIL.
The HIRER must remove all rubbish created at an event and dispose of this in an appropriate manner, and must not leave any discarded items or litter on the PREMISES. Bags for collecting
litter must be provided by the HIRER, since these will not be available on the PREMISES.
The maximum safe occupancy limits are as follows:
Main Hall – xxx persons (TO BE CONFIRMED);
Function Room – xxx persons (TO BE CONFIRMED);
Meeting Room – xxx persons (TO BE CONFIRMED.
CAWSTON PARISH COUNCIL reserves the right to stipulate a lower limit for any particular booking, appropriate to the type of event, within these limits.
The HIRER must ensure that the maximum numbers, or stipulated limits, are not exceeded for the particular room(s) booked.
Payment shall be made strictly in accordance with the conditions stated in the Hire Agreement (also see Section 12 below). CAWSTON PARISH COUNCIL reserves the right to request a Bond/Deposit of up to £200.00 as a security, in the event of any breach of these Terms and Conditions by the HIRER.
This Bond/Deposit will be returned if the HIRER has, in the opinion of CAWSTON PARISH COUNCIL, complied with the terms and conditions as outlined in this document
Events shall start and finish within the times stipulated in the Hire Agreement and the PREMISES shall be vacated without causing noise nuisance (see section 5 above).

12. Hire Charges

The hire charges for CCH are set out in the Hire Charge Page . These will be reviewed annually.

13. Booking Procedures
Casual Use:

1. Request for casual booking is received by email/phone/post by the Bookings Secretariat. If required room(s) is/are available and the request is suitable, the Bookings Secretariat will
provisionally book the time and send a Booking Form and Hire Agreement via email to the HIRER.
2. The HIRER should complete the Booking Form and Hire Agreement and return to the Bookings Secretariat with a cheque to be retained as a Bond/Deposit and a cheque for the hire of
the room(s) which will be cashed (or pay by electronic bank transfer).
3. The Bookings Secretariat returns a copy of the Hire Agreement with Terms and Conditions to the HIRER.
4. After the event the Bond/Deposit cheque is returned to the customer, providing the HIRER has, in the opinion of CAWSTON PARISH COUNCIL, complied with the terms and conditions as
outlined in this document, and there is no damage to the building.

Regular Bookings:

1. HIRER sends an email to the Bookings Secretariat at least 2 weeks before the start of term with the required dates for the term (or longer) ahead.
2. The Bookings Secretariat sends a copy of the Hire Agreement to the HIRER to be signed and invoices the HIRER for the first month’s bookings (or whole term if preferred).
3. The HIRER returns a cheque (or pays by electronic bank transfer) to the Bookings Secretariat for the invoiced amount, plus returns the signed Hire Agreement.
4. The Bookings Secretariat then sends an invoice to the HIRER for each subsequent month’s bookings 2 weeks before the start of each month (if applicable).
Full payment for the hire, and Bond/Deposit, must be received in advance of the event.
The Hire Charge covers use of the tables and chairs owned by CCH and the use of the Kitchen facilities. Hire does not include items stored by other users.
The hire period paid for includes time for setting-up and taking-down, as well as time to enter and exit the PREMISES.
These terms and conditions are subject to change at the discretion of CAWSTON PARISH COUNCIL, and are correct at the date of issue.
Last updated and issued on 30th July 2015.