The Trustees want you and your guests to enjoy your event in our heritage building set in its own grounds overlooking The Malvern Hills. It is a busy venue these days and we work hard to keep the building and its facilities up to date and welcoming for all our hirers.
The Leigh and Bransford Memorial Hall is a registered charity (registration number 523163) and operates under a strict Code of Practice monitored and enforced by The Charity Commission. In order to comply with this Code of Practice and keep our registration the Trustees have established clear TERMS AND CONDITIONS (T&Cs), which all hirers must adhere to and observe. This also helps to ensure that all future hirers who follow your hire/event may also enjoy the same clean, warm and safe environment we work so hard to maintain.
Please take a moment, therefore to read through all the following T&Cs – if you proceed with your booking request as you must first AGREE to be bound by them before your booking can be processed and approved.
If, following completion of your approved hire you are found to be in breach of any of the T&Cs you will be liable for the cost of any expenditure incurred or other consequences that may arise as a result of your or your guests’ actions – for example the cost of any breakages, damage to equipment or the fabric of the building, additional cleaning etc. or actions taken by external agencies should there be a breach of the peace or other reported anti-social or illegal acts.
A: BOOKING YOUR EVENT AND HIRE RATES
1. The person hiring Hall (the HIRER) must be over 21 years of age and approved by the booking team or a member of the committee
2. No booking is valid unless it has been booked via the online booking calendar on the website [leighandbransfordhall.co.uk] and approved by The Booking Secretary
3. Final confirmation for OCCASIONAL HIRERS will be made only after the availability of the date(s) for the requested hire(s) have been checked and advance payment has been made in full using the automated payment method(s) detailed on the HOW TO BOOK and/or MAKE A BOOKING page(s). Approval usually takes up to 48 hours but may in certain circumstances take longer
4. REGULAR HIRERS must also reserve (block book) their forward hires online, using the appropriate code (COUPON) and wait for approval. REGULAR HIRERS are advised to book at least 4 months in advance to avoid the possibility of their regular slots being over-booked by Occasional Hirers. Authorised hires for REGULAR HIRERS will be then invoiced at agreed intervals
5. It is a condition of hire that the HIRER must ACCEPT (i.e. agree to abide and be bound by) these published Terms & Conditions at all times. Failure to do so may result in the HIRER facing additional charges or other actions
6. The Trustees also reserve the right to introduce new or additional terms and conditions in the light of experience
7. Please note however that the Trustees will not hire the Hall or Grounds:
a) to any potential HIRER under the age of 21 years of age
b) for the purposes of holding a teenage party
c) for events that are deemed to be incompatible with our charitable purpose or Code of Conduct
d) if the booking is made within 7 days of the potential hire. This is termed a LAST MINUTE BOOKING. In such cases please contact the Booking Secretary directly by email – it may still be possible to accommodate your last minute booking, but it will need to be manually booked by us
8. In the light of past experience the Trustees also reserve the right to require an advance ‘damage deposit cheque’ of up to £500 for certain potentially high risk hires such as large parties. Damage deposit cheques, where taken, will be returned un-cashed at the end of the hire subject to no damage having been caused
9. Standard hire rates are correct as of the 1stst January 2019, but the Trustees reserve the right to vary them without prior notice
10. The hire period you specify must include time of entry until departure. A grace and favour period of 15 minutes is usually available at the start and end of your hire, but if more time is required for either advance preparation or post-hire clear away and clean up, then a longer period must be booked and paid for at the standard rate. There may be a hire taking place immediately afterwards so you must make sure you leave sufficient time at the end of your event to clean up properly.
11. The Trustees have made certain discounts available to encourage bookings. Depending on the duration, times and day(s) of your hire your requested hire may qualify for one of these discounts.
12. Incorrectly applied discounts may result in a voided booking and can leave your chosen slot available to be booked by someone else. Further information on DISCOUNTED RATES is included on the HOW TO BOOK/MAKE A BOOKING page(s)
13. Refunds for fully paid and approved hires are at the discretion of the Trustees but for cancellations made 15 days (or longer) in advance of the scheduled hire we will normally, on written request, give a full refund less our current standard administration fee
14. For cancellations made between 14 to 8 days before the scheduled hire date we will normally, on written request, give a 50% refund less our current standard administration fee
15. No refunds will be given for cancellations made within 7 days of the scheduled hire date.
D: RESPONSIBILITIES OF THE HIRER
(i) General – Conduct, Behaviour and Care of the Premises
16. The HIRER or his/her delegated representative must be present during the total hire period
17. No later than 48 hours prior to the approved hire, the HIRER shall TEXT the Booking Secretary on 07825 058829 in order to obtain the latest KEY CODE in order to access the building. The key code will change regularly.
18. The Trustees accept no responsibility for any damage to or theft of vehicles (or their contents) while parked on site – disclaimer notices to this effect are clearly posted in the car parking areas and the HIRER should also draw their guests’ attention to this condition
19. The Trustees require all HIRERS and their guests to behave responsibly at all times. Trustees accept no responsibility for any personal injury to HIRERS or their guests or for theft of or damage to personal property. Disclaimer notices to this effect are posted inside the building and the HIRER should also draw their guests’ attention to this condition
20. Therefore the HIRER will, during the period of hiring, be responsible for and take charge of:
a) the behaviour of themselves and all persons using the premises, whatever their capacity, at all times – including proper supervision of car parking arrangements to avoid obstruction of the highway
b) enforcing the non-smoking environment rule
c) for making arrangements to insure against any third-party claims that may arise against him/her or their organisation whilst hiring the hall (The Memorial Hall is insured against claims arising from its own negligence)
d) the proper supervision of the premises, the fabric, contents and the care and protection from any damage however slight. This means ensuring that the internal and external fabric of the building is not damaged or defaced in any way during the whole period of the hire (i.e. not just during the event itself but during any set up and clear away periods). This includes ensuring that no nails, pins, sticky-tapes, blu-tac or other adhesive materials are used to fix decorations directly to the internal walls. Long wooden batons have been installed above the windows and on the wall opposite the window wall in both halls, which HIRERS may use to fix and/or hang decorations – these and only these batons (together with any notice boards for general use in the small hall) may have pins or adhesive materials used on them. A Trustee will inspect the condition of the building immediately after the hire and any evidence of damage to internal walls and paintwork caused by the use of adhesive materials (except on the batons or general notice boards) will incur an additional cost for redecoration/making good
e) complying with the signage provided to inform the Fire Precautions arrangements
f) following the simple instruction notices posted underneath the heater fans in both halls and returning the thermostats to the default setting at the end of the hire
g) turning off all lights and electrical equipment (including the water heaters in the kitchen) before finally vacating the premises
h) ensuring that any accidental or malicious damage sustained during the hire is reported to the Booking Secretary. Depending on the nature of the damage and the circumstances, the Trustees reserve the right to charge and invoice the HIRER for the full cost of the repairs and/or replacement of items damaged beyond repair
i) completing the CLEAN UP AND CLEAR AWAY checklist at the end of the hire (see also conditions D48 – D51 below).
(ii) Health and Safety
21. Relevant Health and Safety information is available in the building and the HIRER must make themselves aware of the type and location of the various types of fire fighting equipment and all the available and clearly signed EMERGENCY EXITS
22. The HIRER is responsible for identifying at least one additional named fire steward (but more if necessary depending on the number of guests) to help them oversee FIRE and SAFETY regulations. The HIRER and the named steward(s) must be identifiable to their guests and will be responsible for the conduct and any subsequent evacuation from the building of all guests in the event of a fire or other serious incident. The HIRER must make themselves known to any police, fire, ambulance or other officers that the HIRER or others may have called to attend during their hire
23. NO FIRE EXTINGUISHER SHALL BE MOVED UNDER ANY CIRCUMSTANCES FROM THEIR DESIGNATED POSITIONS unless needed for use
24. In the event of a fire or other incident that requires the HIRER and their guests to evacuate the building, they should use any of the clearly signed EXITS safely available and assemble on the Recreation Field in an area right away from the building
25. Note that the MAXIMUM NUMBER OF PERSONS ATTENDING EVENTS/HIRES approved by the Trustees in accordance with FIRE REGULATIONS for any function is:
- SMALL HALL (also known as The Paget Norbury Hall) – 150 persons
- LARGE HALL (also known as The Albert Jones Hall) – 160 persons
- BOTH HALLS COMBINED – 310 persons
(iii) Other Conditions
26. The HIRER shall not sub-let nor use the premises for any unlawful purpose or act in an unlawful way or do anything on the premises that may endanger others or invalidate any insurance policies in respect thereof
27. The HIRER shall not use the premises for any other purpose than that described in the hiring agreement and shall not sub-let or allow the premises to be used for unidentified purposes or bring onto the premises anything which would endanger the public
28. Consumption of alcohol is allowed (but the sale of alcohol requires a licence for which the HIRER is responsible for obtaining – see also Condition D43 below) however, under no circumstances is alcohol to be sold to anyone under the age of 18 years
29. Drugs and substances that can be abused are not permitted on the Hall premises and the HIRER is responsible for appropriate supervision of their event to ensure drugs and illegal substances are not available
30. The HIRER shall ensure that nothing is done on the premises which is in contravention of the law relating to gaming, betting, and lotteries
31. The HIRER is responsible for the security of the premises at all times during the period of hire. Items left at the Hall premises overnight or unsupervised by day, remain the responsibility of the HIRER
32. The HIRER shall comply with all conditions and regulations made in respect of the premises by the Fire Authority, Local Authority, and Local Magistrates’ Court or otherwise, in particularly in connection with any event which includes public dancing or music or similar public entertainment or stage plays
33. The HIRER shall, if preparing, selling, or serving food, observe all relevant food, health and hygiene legislation and regulations
34. The HIRER shall ensure that any electrical appliances brought into the premises are safe, in good working order and used in a suitable manner. If a residual circuit breaker is provided, under the terms of the Public Entertainment Licence (PEL), the HIRER must make use of it in the interest of public safety
35. The HIRER shall ensure that no animals or birds (except guide dogs) are brought into the hall, other than for a special event agreed with the booking team. No animals or birds are to enter the kitchen at any time
36. The HIRER shall ensure that any activities for children under 8 years of age comply with the provisions of the Children Act of 1989 and that only fit and proper persons who have passed the appropriate Disclosure and Barring Checks (DBS) checks have access to the children. The HIRER shall provide the Management Committee with a copy of their DBS check and Child Protection Policy on request
37. If the HIRER is selling goods on the premises these should comply with fair trading laws and any relevant codes of practice
38. The HIRER shall not carry out or permit fly posting or any other form of unauthorised advertisements for any event taking place at the premises and shall indemnify and keep indemnified each member of The Leigh and Bransford Hall’s Management Committee and Trustees accordingly against all actions, claims and proceedings arising from any breach of this condition. Failure to observe this condition may lead to prosecution by the local authority
39. The Memorial Hall is for private use only and parties and discos must not be generally advertised
40. Children shall be restricted from viewing age-restricted films classified according to the recommendations of the British Board of Film Classification. The HIRERS should ensure that they have the appropriate copyright licences for film
41. Under no circumstances shall the HIRER use or release lighted Chinese lanterns on the premises or surrounding land or field
42. Fireworks in moderation may be used but this is always subject to prior written agreement with the Hall Trustees
43. Alcohol and alcoholic beverages may not be sold during the hire unless the HIRER or their agent has previously obtained the necessary Temporary Events Notice (TEN) licence. The number of such licences available to the Hall in any 12-month period is limited so the HIRER is responsible for ensuring through the relevant application process that it is possible to obtain a suitable licence – the Trustees take no responsibility for obtaining or providing TEN licenses; this remains the sole responsibility of the HIRER. For more information go to: www.gov.uk/temporary-events-notice
44. The HIRER is also responsible for the observance of the conditions of the Performing Rights Licence (now known as TheMusicLicence). Any music being played must be kept at a reasonable level. Particularly drums/bass music. This should entail checking the external noise level by going outside. The Hall has several neighbours who should not be disturbed by loud music. Local residents are entitled to the peaceful enjoyment of their homes and gardens so when music is being played all windows must kept closed and the main entrance and the internal doors should remain closed at all times except for access. The playing of music and other loud noise must end at midnight.
45. Similarly the HIRER is responsible for compliance during the event with all other regulations appertaining to the premises as stipulated by the Fire Authority, the Local Authority, the Local Magistrates’ Court or any other conditions that may be imposed from time to time by other relevant regulatory bodies and/or authorities
46. Notwithstanding the Performing Rights Licence (TheMusicLicence) and noise after midnight, as the Memorial Hall is situated in a residential area, the HIRER agrees to respect the rights and privacy of persons residing in close proximity to the Hall and shall take steps to ensure noise levels during the event are kept to an acceptable level, especially after 10.30pm and at all times when the HIRER and their guests leave the building and car park at the end of the hire period
47. The HIRER shall indemnify the Trustees for the costs of repair for damage sustained to any part of the property, including the curtilage thereof and contents of the building during the whole period of hire. Any such damage must be reported to the Booking Secretary at the end of the hire period promptly by email
48. AT THE END of the hiring the HIRER shall be responsible for leaving the premises and surroundings in a clean and tidy condition including the cleaning of floors and other surfaces together with the removal of any temporary decorations and signs inside and outside the Hall
49. An online CLEAN UP AND CLEAR AWAY checklist is provided to assist the HIRER in this important post-hire process. The form may also be emailed to the HIRER in advance of the hire and hard copies will also be made available in the kitchen area
50. On vacating the premises all doors and windows must be properly locked and secured, with special attention to fire doors. All litter and rubbish is to be securely bagged and put inside the wheelie bins provided with the lids firmly closed. There are two such bins located alongside the external window wall adjacent to the front Entrance Doors. Any rubbish that cannot be placed inside the waste bins allowing the lids to close completely must be taken away by the HIRER at their own expense. PLEASE NOTE: Any rubbish, bagged or otherwise (including empty bottles or cans etc) left inside the kitchen, or any other area inside the building or anywhere outside the building (including anything left next to the wheelie bins) will incur an additional waste disposal supplement of £50.00, payable by the HIRER
51. Any items of equipment, furniture or other contents used by the HIRER shall be returned to their original positions or storage areas at the end of the hire. Failure to do so will incur an additional charge
52. HOWEVER NO FIRE EXTINGUISHER SHALL BE MOVED UNDER ANY CIRCUMSTANCES FROM THEIR DESIGNATED POSITIONS BEFORE, DURING OR AFTER THE HIRE unless needed for use
53. Key(s) used to enter and, on leaving, to lock the building MUST be returned to the external key safe and the key code scrambled. Lost keys will incur a replacement fee of £30.00 per key payable by the HIRER
54. The Trustees reserve the right to cancel a hiring in the event of the hall being required for use as a polling station for a parliamentary or local elections or by-election, in which case the HIRER is entitled to a full refund of any monies paid
55. IN THE UNLIKELY EVENT that the Hall or any part thereof is rendered unfit for use for which it has been hired prior to the actual hiring, the Trustees shall not be liable to the HIRER for any resulting financial loss
56. By proceeding with the booking the HIRER is deemed to have accepted all these terms and conditions, which constitutes permission only to use the premises and confers no tenancy or other right of occupation on the HIRER.