Booking Terms & Conditions
1. Definitions
In these Terms and Conditions the following definitions apply:
“Agreement” means an Agreement for the hire of the Premises between Newport Memorial Hall Management Committee (the Committee) and the Hirer, as further set out in the Booking Form signed by both the Committee and the Hirer, which incorporates these Terms and Conditions;
“The Committee” means Newport Memorial Hall Management Committee which runs Newport Memorial Hall, Charity Registration number 232375.
“Booking Form” means the form which, once signed by the Hirer, shall form a part of the Agreement;
“Charge” means the total Charges for the hiring of the Premises as set out in the relevant Booking Form;
“Administrator” means the Committee’s representative appointed to oversee the Event and for the duration of such Event only, the Manager shall be the Officer in Charge;
“Event” means the purpose of the hiring as set out in the relevant Booking Form;
“Hirer” means the person or entity named in the Booking Form as the hirer of the Premises;
“Premises” means any space, or a part thereof and/or any other part of the Newport Memorial Hall subject to the Agreement between the Committee and the Hirer;
“Staff” means those individuals provided by the Hirer to perform a role during the Event, including decorators, catering and waiting staff, stewards, security officers and ushers;
“Terms and Conditions” means these Clauses 1 through 23
2. General
The Hirer shall not use the Premises for any purpose other than that described in the
Booking Form.
The Hirer accepts full responsibility for the conduct and actions of all those persons entering
the Hall to attend their Event and shall ensure that those persons abide by the Terms and
Conditions stated in this Agreement
3. Access and times of hire
The Hirer may be provided with the code for the key safe in order that they can leave
themselves in and lock up at the end of the hire period. The decision to allow the Hirer use
of the key safe will be at the discretion of the Administrator. If self access if not permitted
the Administrator will arrange for the hall to be opened and closed for the Hirere. When
hiring the Meeting Room or Kitchen separately from the Main Hall, the Hirer may be
required to access these rooms from the side doors when there are activities in the Main
Hall. Hirers are asked to respect the use of other spaces by other Hirers. When the Garden
Room is hired out, Hirers of other rooms at the Hall are requested not to use the garden or
make noise outside the kitchen or in the pathway the side of the Hall. Failure to do so may
result in termination of the hire. Hirers are asked to respect the privacy of the houses on
either side of the Hall and not to climb or sit on the walls.
The times of the Hire period will be detailed on the Booking Form. This must include your
own set up and clear down time and the hirer must ot access the space before the time
booked.
The Kiln display will open to the public daily so The Hirer should be aware that there may be
visitors to the Kiln accessing the path to the side of the Hall and the garden during the day.
Kiln visitors will not be able to access the Hall rooms. The Kiln display will be closed to the
public during wedding receptions.
4. Charges and right of cancellation
The Hirer will be made aware of the hire Charge at the time of enquiry and the Charge will
be detailed in full on the Booking Form signed by both parties. The Charge must be paid no
less than four weeks in advance of the start of the hire period in order to secure the
booking. The Hirer may cancel the booking up to four weeks prior to the date of the Event
with no cancellation fee. However, if the Hirer wishes to cancel the booking within the four
weeks before the date of the Event the Hirer may not be refunded (the decision will be at
the discretion of the committee). The Committee reserves the right to cancel the hire by
written notice to the Hirer giving four week’s notice. In this case the Hirer shall be entitled to
a refund of any fee already paid, but the Committee shall not be liable to the Hirer for any
resulting direct or indirect loss or damages whatsoever.
5. Subletting and right of entry
The Hiring Agreement constitutes permission only to use the premises and confers no
tenancy or other right of occupation on the Hirer. The Hirer shall not sublet, or attempt to
sub-let, the Premises or part thereof. During the hire period the Premises shall remain at all
times in the possession, management and control of the Committee and the Committee
reserves to itself the right of entry for its duly authorised officers, agents, employees and
contractors, and the employees of its duly authorised contractor(s), to all parts of the
Premises at all times and the Committee requires that any Staff employed by the Hirer shall
be instructed accordingly. The Committee reserves the right to refuse admission and/or to
eject from the Premises any person or persons (including Staff) as the Committee may
reasonably determine.
The Committee reserves the right to cancel, postpone or terminate this booking at any time
and entirely at their discretion if they consider there is, or in their sole opinion, is likely to be
any risk to the Premises and/ or any breach of the Terms and Conditions of this Agreement.
6. Health & safety
The ultimate responsibility for health and safety lies with everybody using the Hall. The
Committee accepts no liability in respect of this over and above the statutory health and
safety standards that have been complied with. Newport Memorial Hall Booking Terms
The Committee has prepared a regularly reviewed risk assessment, which is available on
request. The Hirer will be made aware of any relevant risk control measures detailed in the
risk assessment. Hirer’s must also make and adhere to their own risk assessment.
7. Emergency procedures
The responsibility for the implementation of emergency procedures shall fall upon the Hirer
unless the Hall bar is open whereupon the responsibility for emergency procedures is
transferred to the ‘Responsible Person’ managing the bar. The Emergency Action Plan
including the location of fire exits, the assembly point and fire extinguishers/blankets is
displayed on the notice board at the front of the Hall inside the internal double doors. The
Hirer shall ensure that they have made themselves and other Staff aware of the Emergency
Action Plan prior to the start of the hire period. In the Event of a fire or another emergency,
the Hirer (or Responsible Person) is responsible for ensuring the Hall is evacuated
immediately via the fire exits and that the emergency services are called on 999. As soon as
possible, the Hirer (or Responsible Person) should inform the Chairperson on 07773936851.
All fire exits must be kept free from obstruction by the Hirer and emergency lighting
illuminating all exit signs and routes shall be kept on during the hire period. In common with
all public buildings NO SMOKING is permitted anywhere on the Premises. Temporary
electrical equipment must be protected at source by a residual current device of 30mA
sensitivity confirming with British Standard 4293. Flammable substances are not permitted
to be used in any part of the Premises unless with prior agreement with the Administrator.
First aid boxes are located in the kitchen on top of the refrigerator, in the sink cupboard in
the garden room and behind the bar.
The Hirer must report all accidents resulting in death or specified reportable injuries (see
Appendix
1) immediately to the Committee Chair on 07773936851 as soon as the emergency has been
dealt with. Minor accidents, incidents and near misses involving those attending the Hirer’s
Event must be reported as soon as is reasonably practicable.
8. Loss, damage or injury
Under no circumstances will the Committee make good or accept responsibility or liability in
respect of any loss, theft or damage, howsoever or by whomsoever caused, of or to any
goods or property whatsoever of the Hirer nor will the Committee accept responsibility of
liability in respect of personal injury on or upon the Premises. The Committee will not be
liable for any loss occasioned to the Hirer as a result of circumstances
which are out of the control of the Committee such a failure in the supply of electricity, a
leakage or penetration of water, a fire or explosion, a government restriction or an act of
God which may cause Newport Memorial Hall the Premises to be temporarily closed or the
hiring to be interrupted, curtained or cancelled. Any damage to the fabric of the Hall or
property of the Hall during the hire period will be the responsibility of the Hirer and the
Hirer, under this Agreement, shall be responsible for covering any costs incurred by the
Committee to undertake repairs or replacements. Any faults, defects or damage noted by
the Hirer at the start of the hire period shall be notified to the Administrator immediately.
Any property left by the Hirer of their guests will be held for two weeks then disposed of at
the end of those two weeks if not collected. The committee does not take responsibility for
financial loss due to the disposal of said items or will be liable for their replacement.
9. Insurance
The Committee has Public Liability Insurance which indemnifies to a limit of no less than
£5M any liability relating to the Hall’s property or activities. The Committee recommends
that the Hirer secures liability insurance which indemnifies them against any liability relating
to their activities or property brought on to the Premises and ensures any professional they
employ at their Event holds public liability insurance for their activities.
10. Noise
In view of the close proximity of the Hall to residential property, the Committee has a duty
of care to ensure that its operations and activities take place without prejudice to the local
neighbourhood, particularly to the two adjacent properties. Therefore, the Hirer shall ensure
that the minimum level of noise is made on arrival and departure, particularly late at night
and early in the morning. The Hirer shall ensure that no operations or activities take place in
the garden or any external areas of the Premises before 8am and after 10pm. The Hirer
shall, if using sound amplification, ensure that all external doors and windows on the sides
of the Premises are closed and kept closed after 10pm to reduce any noise pollution.
Where the Hirer is only hiring part of the Hall, the Hirer shall not permit any nuisance to be
caused to hirers using other parts of the Premises.
11. Car parking
Car parking, although not guaranteed is available for 6-8 cars at the front of the Premises. Alternatively, a small
amount of parking is available in the layby opposite the Hall or in the two town car parks
(Long Street and Parrog). Car parking in Long Street car park is subject to a charge during the
day from April to October. The Hirer is responsible for ensuring proper supervision of car
parking arrangements so as to avoid obstruction and nuisance. Disabled parking bays can be
reserved at the front of the Premises at the Hirer’s request.
12. Lighting and heating
Lighting and heating is included in the hire Charge. The Meeting Room also has additional
electric heaters on a metre taking £1 coins. The Hirer is responsible for paying the metre
charge separate to the hire Charge. The heating in the Main Hall comprises four heaters
which are separately controlled. It is the responsibility of the Hirer to ensure that the lighting
and heating is turned off after the Event is finished. If the lighting or heating is left on after
the Hirer has left the building, the Hirer may be charged an extra £25 to cover costs. This
charge will be at the Administrator’s discretion. The Hirer shall ensure that no unauthorised
heating appliances or portable Liquefied Petroleum Gas (LPG) heating appliances shall be
used on the Premises.
13. Decoration & Bouncy Castles
If the Hirer intends to decorate the Hall, this must be agreed in advance with the
Administrator. No alteration or additions may be made to the Premises nor may any fixtures
be installed or placards, decorations or other articles be attached in any way to any part of
the Premises without the prior approval of the Administrator. No internal decorations of a
combustible nature (e.g. polystyrene, cotton wool) shall be installed without the previous
consent of the Administrator and no decorations shall be put up near light fittings or
heaters.
Bouncy castles are permitted in the hall if pre agreed with the administrator. An additional
charge is applicable and to be agreed at the time of booking. A disclaimer must be filled in
and signed by the Hirer prior to agreement with the Administrator.
14. Public Entertainments Licence
The Hall holds a Public Entertainment Licence which provides for the sale of alcohol, live
music performance and other activities subject to conditions. The times the licence
authorises the carrying out of licensable activities:
Plays, films, sporting events, live music, recorded music and dance 9am to midnight
Sale of alcohol 11am to midnight The Hirer shall agree to comply with the conditions of the
Hall’s Licence. Failure to do so could lead to the Hall losing its Licence. Where the event is
open to the public, the Hirer is required to provide at least two door staff, who will remain
on the door for the duration of the event and will be included in the Hall’s emergency
evacuation plan. At events where the committee deems it necessary, the committee
reserves the right to require the Hirer to employ trained door staff. For this purpose the
committee recommend Tivy Security http://tivysecurity.co.uk.
15. Music
Under the Hall’s Public Entertainment Licence, the Hirer is permitted to have amplified live
music at their Event between the hours stated in item 14. The Committee requires that all
music stops at 11.45pm in order to be sure of meeting the midnight cut off. If the Hirer
wishes to play recorded music at their Event and the event is open to the public, they must
obtain a one-off PRS and/or PPL music licence/s for the Event. Hirers wishing to play music at
regular classes should obtain a PRS and/or PPL licence/s for mobile businesses. See
Appendix 1.
Private parties do not require PPL or PRS licences.
16. Alcohol
The Hall offers a pay bar service for Events included as part of the hire Charge for Events of
50 guests and over. Under the Hall’s Public Entertainment Licence, the Hall is permitted to
sell alcohol to the public during the hours stated in item 14 as long as there is a ‘Responsible
Person’ at the bar who has been trained in responsible alcohol retailing. The Responsible
Person reserves the right to refuse to serve any of the Hirer’s guests who appear intoxicated.
When the Hall bar is open, the Hirer may provide wine to their guests as part of a sit down
meal or for a toast but this will be subject to a corkage Charge.
Under the Licencing Act 2003, the Hirer is not permitted to sell alcohol but is permitted to
serve alcohol to their guests free of Charge. When the Hall bar is not open, the Hirer is free
to provide their own alcohol free of the corkage Charge but this shall be agreed in advance
with the Administrator. When the Hall bar is not open, the Hirer shall be responsible for
ensuring their guests do not become intoxicated. No alcohol shall be taken through the front
doors of the Premises and consumed outside the front of the Premises, facing the road.
17. Catering
When ‘use of kitchen for catering purposes’ is included in the hire, the Hirer is able to make
full use of the Hall’s catering kitchen. This includes full use of the appliances (electric cooker,
gas hob, refrigerator, dishwasher, water heater, coffee machine, kettle and microwave),
utensils, crockery and cutlery. The utensils, crockery and cutlery available in the kitchen are
not extensive so the Hirer may wish to bring in their own to use or supplement. These shall
be kept separate from the Hall’s equipment in order that the two do not get confused.
The Hirer shall, if preparing and serving food, observe all relevant food health and hygiene
guidelines. In particular dairy products, vegetables and meat on the Premises must be
refrigerated and stored in compliance with Food Temperature Regulations. If the Hirer
wishes to bring in an outside caterer, the Hirer will be responsible for checking that they
meet the relevant food hygiene standards and shall ensure that the caterer attends a
meeting with the Hirer and the Administrator prior to the start of the hire period. If the Hirer
or their caterer wishes to bring in additional appliances, this must be agreed with the
Administrator prior to the start of the hire period and the Hirer will be responsible for
providing a fire
risk assessment for all additional appliances being brought on to the premises. The
Administrator
reserves the right to refuse the use of appliances where they feel there are not adequate
control measures in place.
18. Sale of goods, food and drink
The Hirer shall, if organising Events where goods, food or drink are being sold, ensure all
vendors comply with Trading Standards (see Appendix 1).
At Events where food and drinks are being sold the Hirer must ensure the vendor/s comply
with legislation as outlined by the Food Standards Agency (see Appendix 1). The Hirer will be
required by the Committee to provide confirmation of registration with the Local Authority
and Food Hygiene Certification for all food and drink vendors prior to commencement of the
hire period. Failure to do so will result in the cancellation of the Event. Sale of opened
alcoholic drinks for consumption is not permitted other than through the Hall bar. Sale of
Alcoholic drinks to be removed from the premises via Fair or Market environment is
permitted.
19. Gambling Act 2005
The Hirer shall ensure that activities are undertaken on the Premises that contravene the
Gambling Act 2005 (see Appendix 1). The Hirer shall ensure that activities are undertaken on the Premises that contravene the Gambling Act 2005 (see Appendix 1).
20. Events involving children and/or vulnerable adults
The safety of children and vulnerable adults is the responsibility of all users of the Hall.
Any club, society, organisation or individual hiring the Hall to undertake activities at the Hall
that involves close and unsupervised contact with children aged under 18 and/or vulnerable
adults may be required to provide their Safeguarding Policy. Failure to comply with this will
result in refusal to hire the Hall. As there are no gates at the end of the pathways at the side
of the Hall preventing direct access on to the main road and there is no perimeter fence
around the garden, Hirers must supervise children at all times in the external areas of the
Hall. de of the Hall preventing direct access on to the main road and there is no perimeter fence around the garden, Hirers must supervise children at all times in the external areas of the Hall.
21. Disabled access
The Hall has full disabled access throughout.
22. Promotion
For public Events, the Administrator shall promote the Hirer’s Event by including the Event
on the Hall’s What’s On website page and in the Hall’s regular eNewsletter. The
Administrator will also assist with promotion on the Hall’s Facebook page. The Hirer is
entitled to put posters up on the Hall’s internal and external notice boards.
23. End of the hire period
The Hirer shall remain on the Premises until the Event is finished and shall be responsible for
ensuring that all persons attending the Event shall vacate and be clear of the Premises at the
time of termination of the hiring (as set out in the Booking Form.) In view of the close
proximity of residential property, the Hall has a duty of care to ensure that its neighbours are
not disturbed. Hirers are required to brush up or mop floor, depending on activity, after
use and put all hall equipment, chairs, tables etc back into storage. The rooms must be left in
an acceptable condition for the next hirer to commence
Appendix 1 Relevant legislation and licencing
Reportable injuries and diseases http://www.hse.gov.uk/riddor/
Gambling Act 2005 www.legislation.gov.uk/ukpga/2005/19/pdfs/ukpga_20050019_en.pdf
Trading Standards guidance https://www.businesscompanion.info/en/quick-guides
Food Standards Agency guidance for businesses http://www.food.gov.uk/sites/default/files/multimedia/pdfs/publication/hygieneguidebooklet.pdf
Playing recorded music www.prsformusic.com and www.ppluk.com