Terms and Conditions
BRATTON JUBILEE HALL, Melbourne St, Bratton, BA13 4RW
Charity Trust number: 238186
TERMS AND CONDITIONS OF HIRE
This Agreement constituting the Room Hire Booking Form and these Terms and Conditions between the Hirer and the Venue. The parties agree that the hiring will be carried out in accordance with this Agreement.
1. Definitions and Interpretation
1.1 The Venue – means the Bratton Jubilee Hall Management Committee (BJHMC) of Bratton Jubilee Hall, Melbourne Street, Bratton, Westbury, Wiltshire BA13 4RW
1.2 The Premises/The Building/Hall – means the Bratton Jubilee Hall, Melbourne Street, Bratton, Westbury, Wiltshire BA13 4RW or such part of it as set out in the Room Hire Booking Form.
1.3 The Hirer – means the person or organisation as set out on the Booking Form.
1.4 The Amount Due – means the amount that the Hirer is required to pay to the Venue as set out on the Booking Form.
1.4 The Period of Hire – means the period set out on the Room Hire Booking Form
2. Maximum capacity
The Hirer will not exceed the maximum capacities for the Building which are as follows:
• Seated – 110 people
• Sit down with tables – 80 people
3. Standard Conditions of Hire and Use of Premises
3.1 The Hirer: not being a person under 18 years of age, hereby accepts responsibility for being in charge of and on the premises at all times when the public are present and for ensuring that all conditions, under this Agreement, relating to management and supervision of the premises are met.
3.2 Supervision: The Hirer shall, during the period of the hiring, be responsible for: supervision of the premises, the fabric and the contents; their care, safety from damage however slight or change of any sort; and the behaviour of all persons using the premises whatever their capacity, including proper supervision of car parking arrangements so as to avoid obstruction of the highway. As directed by the BJHMC, the Hirer shall make good or pay for all damage (including accidental damage) to the premises or to the fixtures, fittings or contents and for loss of contents.
3.3 Legislation: The Hirer shall ensure that their event/hire complies with all relevant legislation and regulations.
3.4 Political: The Hirer shall not sub-hire nor use or allow the Premises to be used for:
• Any political rallies or demonstrations.
• Purposes which are illegal
• Functions attended by people whose presence may cause civil unrest or division within the community.
• Or to do anything or bring onto the Premises anything which may endanger the same or render invalid any insurance policies in respect thereof.
3.5 Offensive material: Any items deemed to be of an offensive or inappropriate nature by the Venue shall be removed from display or sale immediately on the request of the Venue.
3.6 Smoking and/or vaping: The Hirer shall ensure there is no smoking and/or vaping in the Building. The Hirer shall ensure that anyone wishing to smoke does so outside and disposes of cigarette ends, matches etc. in a tidy and responsible manner, so as not to cause a fire.
3.7 Overnight: The Hirer shall ensure that no equipment, goods or other materials are left on the Premises overnight and any such equipment, goods or other materials that are left overnight at the Premises in breach of this condition are done so entirely at the Hirer’s risk.
3.8 Inflatables: The Hirer shall not, without the prior approval of the Venue, bring onto the Premises or use any bouncy castle or similar inflatable device. The installation, inflation, setup and removal of any bouncy castle or similar inflatable device must be undertaken by a suitably qualified person. The Hirer must ensure that the insurance requirements under clause 15 below are complied with and that any Public Liability Cover in place covers the use of any bouncy castle or similar inflatable. The Hirer is wholly responsible for adequately supervising the use of any bouncy castle or similar inflatable.
3.9 Nuisances: The Hirer must not do or allow anyone attending their hiring to do anything in or within the immediate vicinity of the Building which is or may become a nuisance to the Venue or other hirer’s or to the occupiers of adjoining or neighbouring premises. The Hirer shall be responsible for requiring any person causing such a nuisance to leave the Building and its immediate vicinity.
3.10 Animals: The Hirer shall ensure that no animals (including birds) except guide dogs are brought into the premises, other than for a special event agreed to by the Venue. No animals whatsoever are to enter the kitchen at any time.
3.11 Selling food: The Hirer shall, if preparing, serving or selling food, observe all relevant food health and hygiene legislation and regulations. In particular dairy products, vegetables and meat on the premises must be refrigerated and stored in compliance with the Food Temperature Regulations. The premises are provided with a refrigerator but not a thermometer.
3.12 Cleaning: The Hirer must ensure that the premises are left clan and tidy, and all rubbish has been cleared and taken home. Failure to comply could result in a cleaning charge.
4. Licences
4.1 The Hirer shall ensure that they have all permits, consents, licences, permissions, certificates, authorisations and approvals whether of a public or private nature which shall be required by any authority or person in respect of the event. This includes where required a licence issued by the Performing Rights Society and any copyright permission.
5. Children
5.1. The Hirer shall ensure that where an event involves activities aimed predominantly at children, and/or the activity is positively supported by the school for the attendance of children, they have appropriate child protection policies and procedures in place.
6. Health and Safety
6.1 The Hirer shall comply with all requests of the Venue or its Safety Adviser and must supply any documents requested.
6.2 The Hirer shall be responsible for the health and safety aspects of the use of the Premises during the Period of Hire.
6.3 The Hirer shall ensure they are familiar with the:
a. fire alarm points
b. fire evacuation procedures, routes, refuge point and assembly point
c. location of first aid kit
6.4 Throughout the period of Hire the Hirer shall:
a. ensure clear and unobstructed access and egress is maintained to all emergency exits in the Building;
b. ensure fire doors in the Building are not to be propped or left open at any time;
c. familiarise visitors with the position of fire alarm points, fire evacuation routes, fire refuge points and the fire assembly point.
6.5 The Hirer shall ensure that persons under 16 years of age are supervised when in the kitchen.
6.6 The Hirer shall inform the Venue of any accidents that have resulted in potential or actual injury to any person using the Premises as soon as reasonably practicable.
6.7 The Hirer shall ensure that any electrical appliances brought by them to the premises and used there shall be safe, in good working order, and used in a safe manner in accordance with the Electricity at Work Regulations 1989. Where a residual circuit breaker is provided the hirer must make use of it in the interests of public safety.
7. Public Safety Compliance.
7.1 The Hirer shall comply with all conditions and regulations made in respect of the premises by the Fire Authority and Local Authority particularly in connection with any event which includes public dancing or music or similar public entertainment or stage plays
7.2 b) Please familiarise yourself with the FIRE SAFETY AND EVACUATION ADVICE SHEET
8. Accidents and Dangerous Occurrences.
The Hirer must report all accidents involving injury to the public to the Venue as soon as possible. Any failure of the equipment either that belonging to the Premises or brought in by the Hirer must also be reported in accordance with the Executive Reporting of Injuries, Diseases and Dangerous Occurrences Regulation 1995.
The first aid kit is located in the bar and accident book is located in the main kitchen
9. Bookings, Charges, Confirmation and Cancellation
9.1 The booking will be confirmed on acceptance of the booking by the Venue
9.2 The details of the Amount Due are set out on the Booking Form.
9.3 Where requested, the Hirer shall pay to the Venue such sum as it requires to be paid by way of a security deposit prior to the Period of Hire.
It shall be at the absolute discretion of the Venue to waive the requirement for or vary the amount of the security deposit depending on the nature of the event and whether the Hirer has hired the Premises on previous occasions.
9.4 Subject to any contrary agreement with the Venue, the Hirer shall make payment of the Amount no later than 28 days prior to the commencement of the Period of Hire.
9.5 Subject to any contrary agreement reached with the Venue, where the booking is cancelled by the Hirer less than 14 calendar days prior to the first day of the event (to include the first day of the event) no refund will be offered.
9.6 The Venue reserves the right to cancel any booking for any reason.
Where a booking is cancelled by the Venue reasonable notice of the cancellation shall be given to the Hirer where possible. A refund shall be provided to the Hirer unless the cancellation is due to a breach, by the Hirer, of the terms of this Agreement in which case all sums paid by the Hirer will not be refunded.
9.7 The Venue reserves the right to reject or cancel any booking where it considers the users of the premises may do something that may cause or pose a risk of loss, damage or significant expense to the Venue or harm the reputation of the Venue.
10. End of Hire and Care of the Premises and Equipment
10.1 The Hirer shall ensure that the Premises are vacated within 15 minutes of the end of the Period of Hire.
10.2 The Hirer must ensure that outside caterers, contractors and bar staff are aware of the hire period and that they will not be able to enter before or leave after the hire period. The Hirer shall ensure the Premises and surrounding area are left in a clean and tidy condition and that all equipment, goods and other materials including food, drink, packaging and rubbish are removed from the Premises and surrounding area at the end of the Period of Hire.
10.3 Where the hire includes the use of the kitchen and/or the bar the Hirer shall ensure all crockery, glassware, cutlery and utensils along with the cooker, microwave, fryers, fridge and other kitchen equipment are left in a clean condition.
10.4 The Hirer shall be responsible for the costs of rectifying any damage caused or permitted to be caused to the Premises or any equipment or fittings during the Period of Hire.
10.5 Additional charges may apply where the Hirer damages equipment in breach of clauses 8.5 above or otherwise.
10.6 The security deposit shall be repaid to the Hirer by the Venue within 14 days following the period of hire subject to any reasonable deductions to cover the cost of damage caused the Premises or its contents. Such deductions shall be entirely without prejudice to any claim the Venue may have against the Hirer for damage caused whether by virtue of this Agreement or otherwise.
11. Loss, Damage, Insurance
11.1 The Venue shall not be liable for any death injury loss or damage however so caused to the Hirer, persons using the Premises and/or to their property except for death or personal injury or damage to property caused by negligence on the part of the Venue or its employees or agents; or any matter in respect of which it would be unlawful for the Venue to exclude or restrict liability.
11.2 During the period of the hire, the Hirer shall be responsible for all damages, losses, claims and costs arising out of their use of the Premises and shall indemnify the Venue from and against any expense liability loss claim or proceedings including claims for personal injury to or the death of any person whatsoever arising out of the course 9f or caused as a result of the hire except where due to the negligence of the Venue or their respective servants or agents.
12. Data Protection
12.1 Personal data supplied on the Room Hire Booking Form will be held and will be used in accordance with the Data Protection Act 1998 and any subsequent legislation or Regulation for management, planning and in the provision of services by the Venue.
13. Advertising
13.1 Notices / Advertising to be restricted to the entrance lobby noticeboard and will be at the discretion of the Venue.
14. General Terms
14.1 The Venue may from time to time amend or add to the Terms and Conditions of Hire in writing.
14.2 If any provision of this Agreement is held invalid or unenforceable by a court of competent jurisdiction, the remaining provisions of this Agreement shall remain in force and effect, and such invalid or unenforceable provisions or portion thereof shall be deemed omitted.
14.3 No term of this agreement shall be enforceable under the Contracts (Rights of Third Parties) Act 1999 by a person who is not a party to this agreement, but this does not affect any right or remedy of a third party which exists or is available apart from under that Act.
14.4 This Agreement will be governed by and interpreted in accordance with the laws of England and the English courts shall have exclusive jurisdiction with respect to any dispute arising under this Agreement.