2. (a) A deposit of 25% of the full hiring fee shall be paid on application and the balance shall be paid 14 days before the date of the hiring. Hirings cancelled more than seven days before the booked date will forfeit the 25% deposit; if the hiring is not cancelled seven days before the booked date, the full fee will be payable.
(b) Hire charges are subject to periodic review. Accounts for block bookings will be submitted monthly or as determined by the Parish Council.
(c) Hirers will be required upon payment of the balance to provide another cheque for the full hire charge to be held as a security deposit. This cheque will be returned to the hirer after the event subject to no damage having been caused at the premises as a result of their hiring.
3. The hiring shall be strictly limited to the use for which the premises are booked and to the room(s) booked and within the hours stated, and the hirers shall be responsible and shall so use the premises so as to not cause annoyance or inconvenience to the occupiers of adjoining properties and others.
4. No nails, screws, drawing pins, adhesive tape, etc. shall be used for any purpose whatsoever, without the consent of the Council, neither shall any notices be affixed to the interior of the premises or their curtilege. Rubbish, empty bottles etc. must not be left on or outside the premises, except in the dustbins provided. Recycling facilities are available. Excess rubbish should be disposed of by the Hirer.
5. (a) All stage scenery, draperies, properties and decorations, must be rendered
and maintained non-inflammable.
(b) Cotton wool or other highly inflammable materials shall not be used for
the costumes of performers, unless rendered non-inflammable.
(c) Naked lights not permitted.
(d) Fire exits must be kept clear at all times.
(e) Hirers are asked not to turn off radiators in the hall or interfere with
the heating thermostat.
(f) Smoking is NOT permitted inside or outside the building. A copy of the Council's
No Smoking Policy is on display in the Parish Hall Foyer or is available upon
request.
6. The hirer shall be responsible for any damage to the premises or contents thereof occasioned during the hiring period and resulting there from, and for any damage resulting from any temporary installation of electrical equipment brought into the hall. Hirers should ensure that all such electrical equipment has been tested appropriately for safety under the current Portable Appliance Testing regulations. The cost of making good all breakage and damage shall be borne by the hirer.
7. For all public entertainments, excluding those for private functions (weddings, parties etc) where recorded music is played, hirers should apply to Phonographic Performance Limited, 1 Upper James Street, London, W1F 9DE (Tel: 020 7534 1000) for a PPL licence.
8. The Parish Council shall in no way be liable for any injury to persons or damage to or loss of property belonging to the hirers or persons using the premises (whether or not this is caused by the negligence of the Parish Council or its servants or whether occasioned inside or outside the hall).
The Parish Council does not currently require Hirers to take out Public Liability or related insurance policies, it is up to hirers to decide whether they require this kind of insurance indemnification and make the appropriate arrangements as necessary.
9. The use of any preparation or dressing to the floor is strictly forbidden.
10 Hirers should note that front centre stage access is not provided & if this is required it must be provided by the hirers themselves & will be the hirers responsibility at all times.
11. The Parish Council reserve the right to refuse any application for hiring and to cancel existing bookings should they deem this necessary, and shall NOT be called upon to state a reason for such a refusal or cancellation. The Parish Council reserves the right of free admission of not more than two accredited representatives on any and every engagement of the Parish Hall.
12. All lettings to finish by 11.30pm, except by special arrangement.
13. The hirer, or some responsible person nominated by him for the purpose must accept responsibility for the hall during the hire period and must ensure the hall is secure & the car park barrier closed & locked before handing over the keys to the Caretaker, Mr. T. Dutton (Tel: 0115 8499820).
14. The person in charge shall throughout the whole time the premises are open to the public be assisted by a sufficient staff of competent attendants who shall be specially instructed by the Hirer, or a person nominated by him, as to their duties in the event of fire or other emergency. They should also point out to their guests where the fire exits are. Where fitted Fire Exit security bolts should be withdrawn before the hall is open to the public & then re-bolted before the premises is vacated.
Security patrols are provided by SG-One Security Tel: 0871 2884691.
15. At social occasions where admittance is not by invitation:
(a) Responsible person(s) to man the door until finishing time.
(b) No admittance to be allowed after 10pm.
(c) No passouts.
16. The Parish Council's permission must be obtained before application is made to Broxtowe Borough Council for a Temporary Event Notice to be granted for any function at which it is proposed to sell intoxicating liquor. When a TEN is in operation, then children of under 14 years may not be admitted to the licenced area of the premises.
17. Pre-recorded videos or DVD's which are available in retail or rental stores are intended for personal, private home use only. Viewing anywhere outside of one's home qualifies as "public performance" under the Copyright, Design and Patents Act 1988 and are illegal unless licensed. This law applies to businesses, organizations charities and government offices. Even if you are a non profit organization and do not charge admission, you still require a licence. Any education "exemptions" are narrowly defined and apply only to full-time non profit academic institutions.
Civil penalties are up to 6 months imprisonment and/or a fine of up to £5,000.
The Motion Picture Licensing Company (International) Ltd (MPLC) is a copyright licensing service exclusively authorized by major Hollywood studios and independent producers to grant the Umbrella Licence. The Umbrella Licence provides an organization with full copyright infringement liability protection.
To obtain a licence or for further information phone 01323 649647 or visit www.mplcuk.com
Hirers should ensure that they have the proper permissions to show whatever they decide; hirers should note that the Parish Council is not responsible for obtaining the licence on their behalf.
18. Gambling is not permitted on the premises.
19. It should be noted that the Parish Hall Play Park is not included as part of this hire agreement. The Park is a public area & is not for the exclusive use of hirers.
The Parish Council reserves the right to vary the above conditions of hiring at their discretion.
For information - All Trowell Parish Council employees are CRB checked.
APPLICATION FOR HIRING ACCOMODATION AT TROWELL PARISH HALL.
Name of organisation or hirer:…………………………………………………………………..
Address:………………………………………………………………
………………………………………………………………
Tel:………………
Purpose of hiring:…………………………………………………………………
Room(s) required:………………………………………………………………
Date of hiring:…………………………………………
From………………..
To…………
Is "Bar" permission required: Yes/No* (delete as appropriate). (It is a legal requirement that the Temporary Event Notice for an occasional bar shall be displayed at the servery). Hirers are advised to apply to Broxtowe Borough Council as early as possible for the required Temporary Event Notice as numbers are strictly limited p.a.
I have read the hiring conditions attached hereto and agree to abide by these. I enclose herewith a 25% deposit. Cheques should be made payable to Trowell Parish Council.
Signed:………………………………for and on behalf of……………………………………...
Date:………………………………………………
FOR COUNCIL USE ONLY.
Entered in lettings book Y/N Fee………………….£
Approved by Committee Y/N Date…………… Deposit…………….£
Deposit Rec'd. Y/N. Receipt No………………… __________________
Date Balance Due:……………………………… Balance Due £
Balance Rec'd Y/N. Receipt No:……………… __________________