The signature on the Hall Booking Form indicates acceptance of these Conditions of Hall Hire.
Any booking made by telephone will be provisional. The booking will be confirmed on receipt of the hire fee and deposit, the full charge must be paid no less than 14 days before the booking, or when returning the application form, if closer to the day of hire.
The management reserves the right to refuse or cancel a booking without a reason being stated.
The management retains the right of entry to the Hall before, during or after any hiring.
A Security Deposit of £50.00 (£100.00 for Saturday night hires) is required to be held against loss, damage or special cleaning relating to the Hire and is refundable to the Hirer (less any repair / replacement / special cleaning costs). This will be returned within 14 days.
The management reserves the right to retain all or part of the hall fee if cancellation by the Hirer occurs without adequate reason less than 14 days before the date of the booking.
3. Responsibility of the Hirer
The person/persons signing the application form shall be known as “the Hirer” and shall accept full responsibility for the due observance in all respects of the Conditions of Hire and for over the age of 18 and will act as guarantor.
The Hirer shall not use the premises for any other purpose or use any other rooms than that specified in the booking agreement. Foyers must be kept clear and not used as part of your Function.
The Hirer shall be responsible for any function held in the premises and for the good conduct of all persons attending the function.
4. Children and Young people
For all functions involving children or young people (under 18) the Hall must be booked by an adult and they must be present during the function. Events for under 18s must at all times be properly supervised by an adequate number of responsible adults.
Children are not allowed in the kitchens and must not be allowed to play in the car park.
Any regular Hirer involved with children must have their own safeguarding policy.
5. Management’s non liability
The management will be under no liability in respect of the damage or theft or loss of any equipment or personal belongings whatsoever brought onto the premises by the Hirer or any persons enjoying the use of the premises for the purpose of the booking.
The management shall not be liable to the Hirer for any closure of the premises or interruption of the hiring due to any event beyond their control. You are advised to insure your event.
6. Availability of the premises
The Premises will be available to the Hirer for the following sessions daily 9am until 1pm, 2pm - 6pm and 6.30pm- 10.30pm. The only exception is Saturday 6.30pm until 11pm. No extension of these hours will be granted for any reason whatsoever and the Hall must be vacated by the Hirer 30 minutes after the end of the booking weekdays 11.00pm, (Saturdays 11.30pm). Failure to comply with this condition will result in forfeiture of the entire deposit. NO exceptions will be made in any circumstance
The Premises will be opened for the hirer by the Secretary or other officer of the management and shall be open to a representative of the management to enter at any time.
The maximum number of guests for the Main Hall is 200, The Elizabethan Hall, or Rydens Lounge 100, Shackleford Hall 50, Rydens Room 70, Sundridge Hall 60, Elm Room 18, Howards Room 12.
The Hirer must nominate a competent person to take charge in case of Fire, to ensure that all persons at the Hall can escape unimpeded through the Fire Exits and to assemble in the nominated assembly area at the rear of the car park. Particular care must be exercised if candles are to be used. Improper operation of the Fire Alarm or extinguishers will result in the automatic loss of the security deposit. Fire Doors MUST remain unobstructed during a let.
Every portable electrical appliance brought in from elsewhere and used on the premises must have an up-to-date safety certificate and be available for inspection. Hirers are not permitted to bring in supplementary heating appliances
UNDER NO CIRCUMSTANCES ARE SMOKE MACHINES OR THE BURNING OF INCENSE ALLOWED IN THIS CENTRE.
A Trustee may visit at any time during the booking period. Abusive behaviour or failure to comply with the Trustees requests will result in forfeiture of the entire deposit. A Trustee has the authority of the management to involve the authorities should he/she deem this necessary.
Guests of the Hirer MUST leave the premises in a quiet and orderly manner to avoid creating any annoyance and disturbance to neighbours and other residents. There must be no congregating in the car park during or after the hire.
All ground floor Hall bookings include use of, but not necessary the sole use of the kitchen and unlocked contents, however cooker, fridge, crockery, worktops etc. must be left clean. Floors to all areas must be swept and tidied after use. Toilets and sinks must be left clean and tidy as found. Basic cleaning equipment will be provided for this purpose.
Rubbish must be bagged and general rubbish placed in the black ‘Grundon’ wheelie bin in the car park. Tins, cans, plastics paper and card uncontaminated by food must in the blue bins and must be placed in the Green Recycling Grundon wheelie bin in the car park. No liquids to be emptied in the bins. If the bin is full, additional rubbish must not be left on the premises, on the street, or in the Car Park but must be removed for disposal by the Hirer.
The Hirer should not affix nails, tacks, pins or tape etc to any part of the windows, doors or walls nor place placards and other decorations outside the Hall without the previous consent of the Centre. Any and all decorations and material should be removed at the end of the Hire
Furniture should be left in the same position as it was at the beginning of the hire period, unless directed otherwise by the centre management. Failure to comply with the above conditions will result in forfeiture of the whole deposit.
Alcohol may be consumed but not sold on the premises unless a Temporary Event Licence has been obtained from Woking Borough Council. THIS MUST BE SHOWN TO THE OFFICE MANAGER AT THE TIME OF PAYMENT. This Licence must be displayed in the Main Entrance Hall before the start of your event. Drinking in the car park is strictly forbidden.
The hirer shall be responsible for ensuring that no person aged under 18 is permitted to consume alcohol and will employ appropriate safeguards in this respect. Should a person under the age of 18 years be found to have consumed alcohol in the premises the hirer shall be liable for any legal action that may be brought as a result.
During functions doors and windows must be kept closed at all times to be able to comply with our Premises Licence. Visitors leaving the Centre after their Function must not congregate outside in the car park or surrounding areas.
The discovery of the possession of Class A, B or C drugs or the carrying of weapons will result in the police being informed and the entire deposit will be forfeit.
13. Responsibility for Damage or accidents.
The Hirer is responsible for meeting the cost of repairing all damage done to the premises and of replacing all fittings, equipment and furniture destroyed or made unusable during the time of the hiring, in excess of the amount of the refundable deposit. In addition, the Hirer is primarily responsible for any accident or injury which arises out of their activities whilst using the premises. Hirers must ensure that they supply their own first aid kit.
14. Scope of Hiring Agreement
The Hiring Agreement constitutes permission only to use the premises and confers no tenancy or other right of occupation on the Hirer.
ALL THE ABOVE CONDITIONS WILL BE TAKEN INTO ACCOUNT WHEN CONSIDERING THE RETURN OF THE REFUNDABLE SECURITY DEPOSIT. FAILURE TO COMPLY WITH ANY OF THESE CONDITIONS MAY RESULT IN THE COMPLETE OR PARTIAL FORFEITURE OF THE REFUNDABLE DEPOSIT. All deposit cheques will be cashed so the return of the refundable deposit after the event (may take a couple of weeks). Deposits will be returned by cheque, even if originally paid in cash.