For questions regarding hiring the hall please contact the Hall Manager at firstname.lastname@example.org or by telephone 07958 672203.
To make a booking please complete the downloadable Application to hire form 2017 and forward to the Hall Manager.
(Note. This is only an indication of when the Hall may be available. Confirmation of a booking can only be given by the Hall Manager or their representative.
Conditions of Hire
Please read these Conditions of Hire carefully as failure to comply could lead to the forfeiture of some or all of the security deposit.
1. Application to hire
Applications to hire the hall must be made on the appropriate form. The fee for hiring the hall is based on the duration of the event stated on the application form which must include the time needed for setting up tables, equipment, preparing refreshments, etc, and for clearing up afterwards. Early access may be allowed, free of charge, if the Hall is not in use.
A non-refundable reservation fee of £25.00 is required.
All bookings are provisional until the application form and reservation fee have been received. Provisional bookings will be held for 14 days, unless otherwise agreed. If the reservation fee has not been received within 14 days, the provisional booking will be cancelled.
The full hall hire fee and bar staff charges will be invoiced 4 weeks before the event. Payment must be received within 14 days of the date of the invoice. If the hall hire fee and bar charges are not received by the due date, the booking will be cancelled and the reservation fee forfeited.
A security deposit of £100.00 is required in addition to the reservation fee, hall hire and bar charges. This deposit will be returned after the function provided there has been no damage to or interference with the property, fittings or equipment, no extra cleaning is required and there have been no complaints which may result in cost to the GPCA.
Cancellations should be made in writing and be received by the GPCA Hall Manager at least 4 weeks before the hire date. If a cancellation is made after the invoice has been issued, a cancellation fee of 50% of the hire fee will be levied.
The GPCA Trustees reserve the right to cancel the hiring by written notice to the hirer if:
(a) the premises are required for use as a Polling Station for a Parliamentary or Local Government election or by-election;
(b) the GPCA Trustees reasonably consider that:
(i) the hiring will lead to a breach of licensing conditions, if applicable, or other legal or statutory requirements, or
(ii) unlawful or unsuitable activities will take place at the premises as a result of this hiring;
(c) the premises become unfit for the use intended by the hirer;
(d) an emergency necessitates the use of the premises as a shelter for the victims of flooding, snowstorm, fire, explosion or those at risk of these or similar disasters.
In any such case the hirer shall be entitled to a refund of any reservation and hiring fees already paid, but the GPCA shall not be liable to the hirer for any resulting direct or indirect loss or damages.
The hirer accepts responsibility for being in charge of and on the premises at all times when the event is in progress and for ensuring that all conditions relating to the management and supervision of the premises are met. If the hirer will not be present in person throughout the event, the GPCA Hall Manager must be notified in advance of the name and address of the person who will be in charge at the function. The person in charge must be a responsible adult.
During the period of the hiring, the hirer shall be responsible for: –
· supervising the premises, the fabric and the contents and their care, safety from damage, however slight or change of any sort;
· the behaviour of all persons using the premises, including guests, caterers, DJs, etc. and ensuring that they adhere to the conditions of hire at all times;
As directed by the GPCA Trustees, 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.
4. Use of the premises and equipment
The hirer shall not use the premises for any purpose other than that described in the Application to Hire and shall not sub-hire or use the premises or allow the premises to be used for any unlawful or unsuitable purpose or in any unlawful way.
The hirer agrees not to alter or interfere with, or permit any alteration to or interference with, any equipment in or fittings to the property, particularly any safety equipment and noise limiting devices. The hirer also agrees not to drive nails, screws, etc., into, or to attach any objects with glue, “blu-tak”, “cellotape”, etc, or in any other way, to the walls, floors, ceilings or windows, or to allow any other person to do so. The hirer may use the hooks provided for hanging decorations.
When getting out and putting away the furniture, please use the trolleys provided to move the tables and carry the chairs or use the sack barrow provided; do NOT drag the furniture across the floor.
No posters, cards or any form of advertising may be displayed on the premises without the prior consent of the GPCA Hall Management.
The Hall Management reserves the right to: –
- only hire to people of 18 years and over, or 25 years of age for parties;
- impose any special conditions, including standards of dress and behaviour which it considers necessary;
- exclude any person who, in its opinion, is acting in a manner contrary to the required standards;
- terminate a function if the organisers fail to ensure that it is being run in compliance with the Conditions of Hire.
Vehicles must be parked in the designated parking areas near the building, respecting the marked Disabled Parking spaces. Vehicles must not be parked on the grass adjacent to the building or on the paved area.
Access to the yard at the rear of the building for loading and unloading (but not for parking) may be granted by the Hall Manager on request.
- Sale and consumption of alcohol, etc
The GPCA has a licence to sell alcohol at the Hall. The sale and consumption of alcohol will be permitted only within the Hall’s licensing hours. This means that the bar will cease service at 11.00pm and there will be a 30 minute “drinking up” period, unless other arrangements have been made, in advance, with the GPCA Hall Management.
The bar is cash only; the GPCA cannot accept credit or debits cards.
No alcoholic drink may be brought onto the premises for consumption by the hirer or users without the prior agreement of the GPCA Hall Management.
Any infringement of the licensing laws, e.g. underage drinking, will result in the bar being closed and the police informed.
The bar staff will monitor the consumption of alcohol; drunk and disorderly behaviour shall not be permitted either on the premises or in its immediate vicinity. Any person suspected of being drunk, under the influence of drugs or who is behaving in a violent or disorderly way shall be asked to leave the premises and the Police will be called.
Please do not chew gum on the premises and never drop chewed gum on the floor but dispose of it, wrapped, in a bin.
No illegal drugs may be brought onto or used in the premises.
Smoking is not permitted anywhere in the hall, snug bar, kitchen and lavatories. The hirer shall ensure that guests comply with this prohibition and that anyone wishing to smoke does so outside, preferably in the rear yard. Cigarette ends, matches, etc. must be disposed of in a tidy and responsible manner in the receptacles provided, so as not to cause a fire.
If amplified music is being played, the noise escaping from the building must be limited so as not to cause nuisance to local residents. A noise limiting device, set by the Borough Council to a level which is acceptable, is fitted to the electrical sockets and the supply to those sockets will be temporarily interrupted if the noise level goes above this level. Music must cease at 11.30pm at the latest.
Hirers and their guests should make as little noise as possible when leaving the building and car park after 10.00pm in order to minimise the disturbance to local residents.
- Music copyright licensing
A hirer who plans to play recorded music at an event where attendance fees are paid by should have the relevant Performing Right Society (PRS) and Phonographic Performance Licence (PPL) licences. Hirers should ensure that any person playing recorded music at a function, e.g. a DJ, has the necessary licences.
- Public safety compliance
The hirer shall comply with all conditions and regulations made in respect of the premises by the Local Authorities, the Licensing Authority, and the Hall’s Fire Risk Assessment. In particular, fire exits must be kept clear.
The hirer shall ensure that highly flammable decorations, fireworks or similar materials, e.g. “party poppers” are not brought into or used in any part of the premises.
The use of smoke machines is NOT permitted as they are likely to activate the fire alarm.
The Fire Service shall be called to any outbreak of fire, however slight, and the Hall Manager informed without delay.
- Electrical appliance safety
The hirer shall ensure that any electrical appliances brought in and used by them in the premises shall be safe, in good working order, and used in a safe manner. Where a residual circuit breaker is provided, the hirer must make use of it in the interests of public safety. The hirer shall also ensure that any appliance brought into the premises by another person, e.g. a DJ, for use at an event shall comply with the foregoing.
The GPCA reserves the right to ask for electrical equipment to have a current PAT test before use in the premises.
- Accidents and dangerous occurrences
The hirer must report all accidents involving injury to the public to the GPCA’s Hall Manager as soon as possible and complete the relevant section in the Hall’s accident book held in the kitchen next to the first aid box. Certain types of accident or injury must be reported on a special form to the Local Authority. The Hall Manager will give assistance in completing this.
Any failure of equipment belonging to the GPCA or brought in by the hirer must also be reported to the Hall Manager as soon as possible.
The Community Hall has an effective heating system so no unauthorised heating appliances may be used on the premises without the consent of the GPCA Hall Management. Portable Liquefied Propane Gas (LPG) heating appliances must not be used.
No animals (including birds) except guide or service dogs should be brought into the premises, other than for a special event agreed to by the GPCA Hall Management. No animals whatsoever are to enter the kitchen at any time.
- Sale of goods
If selling goods on the premises, the hirer shall comply with Fair Trading legislation and any code of practice relating to such sales. The GPCA Trustees reserve the right to refuse permission for any sale of goods to take place during the hire of the premises.
- Gaming, betting and lotteries
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.
- Property and Equipment
Any equipment not provided by the GPCA is the responsibility of the hirer and must be removed at the end of the event or each hiring. The GPCA accepts no responsibility for any property or equipment brought into or left at the Hall and all liability for loss or damage is excluded.
- End of hire
The premises must be vacated by the time stated on the booking form and by 12 midnight at the latest unless prior arrangements have been made with the GPCA Hall Management. Any function which exceeds the agreed time will be liable for an excess charge of double the hourly rate per hour or part thereof.
The tables must be cleared and all rubbish collected at the end of the function and placed in the refuse or recycling bins, as appropriate, in the yard. Food waste must be disposed of in the appropriate bin and NOT washed down the sink as blockages may occur.
The premises must be left in a clean and tidy state with tables and chairs returned to their original positions. The hall must be properly locked and secured, unless directed otherwise.
The hirer will indemnify the GPCA against all claims, actions, demands, expenses or proceedings in respect of or connected in any way with the death or injury to any person, or damage to or loss of goods or property belonging to any person arising out of their use of the premises. The hirer is responsible for any loss, damage or breakages caused to the Hall and its contents during the period of hire and any such instances must be reported to the Hall Manager without delay.
The GPCA is insured against any claims arising out of its own negligence.