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 signed Booking Form 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 is required to be held against breach of Conditions of Hire, loss, damage or special cleaning relating to the Hire and is refundable to the Hirer within 14 days if no conditions have been breached or damage done.
The management reserves the right to retain all or part of the hall charge if cancellation by the Hirer occurs 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 Hirer.
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. Young people
For all youth functions (Under 18) the Hall must be booked by an adult and they must be present during the function. Events for Under 18’s must at all times be properly supervised by an adequate number of responsible adults.
Young people under the legal age for consuming alcohol must not be served alcohol.
Children are not allowed in the kitchens unsupervised or to play in the Carpark and no food is to be taken and eaten outside and guests are not permitted to congregate in the Carpark.
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 during the time on the booking form only. The Hall must be vacated and cleaned by the hirer by the end of their booking time. 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 designated person or other Officer of the Management and shall be open to any 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, or Rydens Room 70 and the Sundridge Hall 80. 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.
The Hirer shall be responsible for making sure all Fire Exits are clear during their activity and that a responsible person is named in case of Fire or the Fire Alarm sounding. The Hirer is responsible for making sure everyone at the activity leaves when the Fire Alarm sounds and for making the Fire Department aware if anyone is left inside. Refuge areas for disabled Hirers if they are upstairs are alarmed and monitored.
NO open flames, smoke machines or incense is to be used on the premises. Improper operation of the Fire Alarm or extinguishers will result in the automatic loss of the security deposit.
All portable electrical appliances brought in from elsewhere and used on the premises must have an up-to-date (PAT Safety Certificate) and be available for inspection. Hirers are not permitted to bring in supplementary heating appliances
The designated person who locks the Centre will return 15 minutes prior to the end of the booking period. Abusive behaviour or failure to comply with the Centre’s Hire Conditions will result in forfeiture of the entire deposit. That person 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.
Main Hall and Elizabethan Hall bookings include use of, but not necessary the sole use of the kitchens and unsecured crockery and cutlery. The 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 checked and left clean and tidy as found. Basic cleaning equipment will be provided for this purpose in the cleaning cupboard in the main entrance.
Rubbish must be bagged and general rubbish placed in the Black ‘Grundon’ wheelie bin in the car park. Tins, cans, plastics paper and card in the Bin marked Recycling. No liquids to be emptied in the bins. Waste Food must be taken by the Hirer. Additional rubbish must not be left on the premises, or 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 Management before the event. 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 the legal allowed age is permitted to consume alcohol and will employ appropriate safeguards in this respect. Should a person under the age of legality 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, other than the main hall where a window must be left slightly open on each side of the hall, to be able to comply with our Premises Licence in a Residential Area. Visitors leaving the Centre after their Function must not congregate outside in the car park or surrounding areas.
12. Drugs, Alcohol and Vaping
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 forfeited.
The Centre building is a no smoking and vaping site, there is a designated smoking/vaping area to the side of the main entrance where a cigarette disposal box is situated. No waste is to be left in the Car Park other than in the disposal box.
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.
15. FOOD SAFETY POLICY DISCLAIMER
Any event run at the Old Woking Community Centre (OWCC) where catering is supplied by others (not OWCC) must display the disclaimer below to accept that in the event of any health or food-related
problems that may arise from the event, the OWCC will not accept liability.
This disclaimer is to be displayed with the food at the event:
FOOD SAFETY POLICY DISCLAIMER
The OWCC takes no responsibility or liability for any food and drink served, sold or supplied if the catering is not by the OWCC and thus falling under their Food Safety Policy.
The hirer or user agrees that food and drink supplied to our event is not supplied by the OWCC and as such the OWCC is not liable or responsible for any issues arising.
Please remember that anyone preparing food for others, are now legally required by the Food Hygiene (England) Regulations 2006 to have received Hygiene training that is appropriate for the tasks
that they are undertaking. It should be noted that offences committed in contravention of the legal requirement can attract personal fines up to £20,000 and/or 6 months in prison for serious
offences. You must ensure that all basic requirements of the law are met and food safety risks are controlled. Consideration needs to be given to the selection of an appropriate outside caterer.
Caterers must be reputable and maintain all food safety standards.
By acknowledgement of the Conditions of Hire on this page you are agreeing to this Disclaimer and agreeing to display this Disclaimer with the food at your event.
16. INFLATABLES DISCLAIMER
Inflatables and Bouncy Castles may not be used on the premises unless sourced from a reputable supplier that has their own third-party insurance. No responsibility for any damage or injury caused by Inflatables or Bouncy Castles whilst on the premises will be taken by the Old Woking and District Community Centre. The hirer agrees that no privately owned Inflatables or Bouncy Castles will be allowed to be used in the Centre, they must be procured from a reputable Bouncy Castle or Inflatable supplier. Bouncy Castles and Inflatables must not be used in the Car Park or Courtyard area.
17. General Data Protection Regulation (GDPR) policy and promise:
• Consent: organisations like the Old Woking Community Centre (OWCC) may need the explicit permission of a client to be able to hold personal data like name, phone number, address etc.
• Storage: organisations do need to keep this data stored safely so that a third party cannot access this.
• Confidentiality: organisations must not pass on any person’s personal data to a third party without the express permission of the person.
• Deletion: organisations must delete a person’s data if the person requests it or if the person is no longer involved with that organisation. However, where the organisation is under a legal obligation to retain the data, it will not be deleted.
The OWCC will hold and process data on one of three lawful bases: -
• Consent: an individual has given clear consent for the OWCC to hold and process their data.
• Legal Obligation: the processing of the data is necessary to comply with the law (examples may include the tax auditors, HMRC, the Charity Commission)
• Legitimate interests: the processing is necessary for the legitimate interests of the OWCC for the purposes like booking a hall, paying for a booking, paying a refundable security deposit,
receiving the security deposit (or part thereof) back.
The OWCC has concluded that its data processing would, in most circumstances, fall under the Legitimate Interest base and, as such, explicit consent to process the data is not required.
However, where the OWCC concludes that the Legitimate Interest base is not appropriate or that consent would be preferable then individual consent will be sought.
Personal data will be retained by the OWCC while an individual or his/her organisation actively interacts with the OWCC --- usually as a result of a booking.
We at the Old Woking Community Centre take the holding of your personal data very seriously and, we promise:
• to store it safely so that no one outside of the OWCC can access it. It will be stored within a room which, unless staff are working there, will always be locked and secured.
• never to pass your personal data onto a third party unless you give us permission or ask us to do so. It is likely that we will never need to pass on data to a third party but our promise is that, should it ever be necessary, we would never do so without your permission.
• to delete all of your personal data as soon as you ask us to do so and within a year (all booking forms must be held for the auditors to audit the accounts in the first quarter of the calendar year) unless there is a legal reason for holding it (for example, the details of individuals making donations will be retained for at least 6 years after the year of donation and where information is required to complete and support the statutory accounts and tax returns.)
If there are questions or queries, please would you contact firstname.lastname@example.org or contact the OWCC on 01483 763974.