Terms and Conditions of Hire
Bookings & Cancellation
- The person named on the Booking Form shall be considered the Hirer of the room(s) booked and the booking is accepted on the understanding that the Hirer accepts these terms and conditions. Where a promoting organisation is named, that organisation shall be considered the Hirer and shall jointly and severally be liable hereon with the person named on the Booking Form.
- Provisional bookings will only be held for a period of two weeks. If not confirmed by submission of a completed booking form by the end of this period, the date provisionally booked may be released.
- Where a booking has been made and confirmed, full payment must be made on presentation of the invoice.
- Cancellation by the Hirer must be made in writing, specifying the room, date and time of booking to be cancelled and must be submitted by the person/organisation making the original booking. Notice of cancellation is from the date on which the cancellation of booking is received and not from the date of postage. The following cancellation fees will become payable if the cancellation is made:
- four weeks or more before the date booked will be accepted without a charge being levied;
- more than two weeks from the date booked, but less than four, then a cancellation fee of 50% of the full rate will be levied;
- within two weeks of the booked date then the full hire charge will be due.
- Holmfirth Civic Hall Community Trust (herein referred to as the Trust) reserves the right to cancel a booking if:
- payment terms have not been adhered to;
- it is reasonably considered that the hiring shall lead to a breach in the law.
- Payment arrangements for specific events:
- A deposit of £100 (or the full hire charge if less) is payable at the time of booking;
- Any outstanding balance is due on presentation of the invoice or at least 14 days prior to the booking date, whichever is sooner.
- Payment arrangements for frequent hires:
- A deposit of £100 (or the first full months hire charge if less) is payable at the time of booking;
- Thereafter an invoice will be issued at the end of each month for all hiring activity during that month.
- Discounted hire charges may be available to registered charities, “not for profit” organisations and for multiple bookings.
- Where block bookings are made over a number of dates (which may attract a discounted rate of hire) the Trust reserves the right, if these bookings are cancelled part way through, to recalculate the cost of the hire on the dates used and not the dates booked. A revised invoice will then be presented for payment where necessary.
- Force Majeure (Act of God): Any booking is subject to alteration or cancellation by either party owing to any cause beyond their control which might include, but are not limited to, industrial action, accidents, fire, riot, civil commotion and war.
- Limit of liability (consequential loss): The Trust reserves the right to cancel a booking if the holding of the event is prevented by circumstances beyond its control. The Trust will refund any monies paid in advance, but does not accept any liability for losses incurred due to the cancellation of an event.
- The hire of the room does not entitle the Hirer to use or enter the premises at any time other than the specific hours for which the room is hired unless prior arrangements have been made with the Trust.
- The Hirer shall not sub-let the premises hired or any part thereof.
- The Hirer will be responsible for any damages or loss of furniture, equipment or crockery. The Hirer shall pay to the Trust, on demand, the amount required to make good or remedy any such damage.
- The right of entry to the room is reserved to employees and agents of the Trust at any time during the hire.
- The Hirer shall be responsible for ensuring that good order is kept in the room during the hiring and that it is left in a clean and tidy condition. The Trust reserves the right to charge the Hirer for any extra expense that may be incurred to preserve order prior to, or after any function or meeting or for any additional cleaning that may be required.
- The Hirer shall ensure nothing is bolted, nailed, tacked, screwed, pinned or fixed in any way (including the use of gaffer tape) to the walls, doors or other furniture.
- The Hirer shall ensure no cables are trailed across the floor, if this is unavoidable trailing cables and wires must be suitably covered or taped down with appropriate tape.
- Property of the Hirer and their agents must be removed immediately following the period of the hiring or fees will be charge for each day until the same is removed, unless by separate arrangement with the Trust. The Trust accepts no responsibility for any property left on the premises after the hiring.
- No flags, emblems or other decorations shall be displayed outside any part of the room without the previous consent of the Trust.
- The Hirer shall remove any flag, emblem or other decoration displayed inside the room if, in the opinion of the Trust, it shall be unseemly or expose the room to an undue risk of fire or in the opinion of the Trust is likely to lead to disturbance or breach of the peace.
Health & Safety
- No additional lights or extensions shall be used without the prior consent of the Trust. – If agreed a valid PAT certificate must be provided.
- Portable gas appliances must not be used.
- No exits may be blocked, chairs or obstructions placed in doorways, or fire appliances removed or tampered with.
- The Trust takes no responsibility for any unlawful acts committed on the premises.
- The entire building is non-smoking and non-vaping at all times. It is the responsibility of the Hirer to ensure that the ‘No Smoking’ legislation is strictly adhered to.
- The Hirer must be fully conversant with all emergency procedures, particularly the location of fire-fighting equipment and fire exits (see Fire and Emergency Procedures document attached); the Hirer is responsible for ensuring that people attending any event are aware of the fire evacuation procedures, including the location of the fire exits.
- The Hirer is responsible for having an elected Fire Marshall who is familiar with emergency procedures; the Hirer is responsible for holding a list of all attendees in case of emergency evacuation.
- The Hirer is responsible for the conduct and behaviour of all people attending the event. The Trust reserves the right to terminate the event, without any refund of costs, if the conduct and behaviour is deemed to be unacceptable.
- The publicised maximum capacities of the various rooms must not be exceeded and include all performers, front of house staff, technicians and caterers.
- In most cases, the Civic Hall will be opened and closed by a member of the Trust team. The Hirer is responsible for ensuring that everyone in their group are aware of the hire period and that they will be not be able to enter before or leave after the agreed hire period.
- In certain circumstances, the Hirer may be given access, either on a temporary or permanent basis as a keyholder. In these instances, full instructions on the correct procedures for opening and locking the building will be provided in advance and confirmation obtained by the signing of an agreement, to ensure those procedures are followed, ensuring the security of the building and everyone within it at all times.
- The Hirer shall be responsible for leaving the premises and surrounding area in a clean and tidy condition and any contents temporarily removed from their usual positions properly replaced, otherwise the Trust will be at liberty to make an additional charge.
- The Hirer will be expected to vacate their guests and equipment within 15 minutes of the end of the hired period, at the latest. Failure to comply with this will result in an additional charge, being the standard hourly rate for the room(s) hired.
- All Covid-19 safety measures must be followed, as supplied under our specific Covid-19 hire appendix.
Liability & Insurance
- Indemnity: The Hirer shall indemnify and keep indemnified each member of the Trust, its staff, agents and invitees against:
- the cost of repair of any damage to any part of the premises including curtilage thereof or the contents of the premises;
- claims in respect of injure or loss of property or injury to persons arising as result of the use of the premises (including the storage of equipment) by the Hirer.
- The Trust accepts no liability for loss of, or damage to, equipment or property brought into the Civic Hall and which is owned by or in the custody of you, your employees, guests, customers, clients or invitees.
- The Hirer is advised to take out adequate insurance to insure the Hirer and members of the Hirer’s organisation and invitees against any claims arising as a result of that hire. Holmfirth Civic Hall is insured by the Trust against any claims arising out of its own negligence.
Set Up/Dismantling Responsibilities & Facilities Available
- The Hirer is responsible for their own set up and are asked to dismantle and clear rooms to ensure they are ready for the next hirer. A variety of furniture and equipment can be made available and the Hirer shall agree all arrangements for seating, decorations, bar and/or catering requirements and any additional equipment or facilities required, with the Trust team at least two weeks prior to the commencement of the hire.
- Should the Hirer require support with set up and/or clearing away furniture or equipment, this can be provided by the Trust team, by prior agreement and at additional cost.
- Entertainment equipment may be brought into the Civic Hall subject to discussion and agreement with the Trust team.
- Any electrical equipment must have a valid Portable Appliance Test (PAT) Certificate. If a valid certificate cannot be provided, the Trust will request removal of the equipment or may be able to arrange for an immediate PAT, the cost of which will be recharged to the Hirer, with an administration fee of £10 to cover time/resources to arrange the PAT.
- To use one of the Trust’s pianos (both an upright and grand piano are available) please contact the Trust team, who can arrange for the preferred piano to be moved into the preferred space and tuned beforehand. Although pianos are available at no charge, the expenses for any tuning and piano moving will be recharged to the Hirer at cost.
Catering & Bar
- No food or drink may be provided in the room(s) by the Hirer except by arrangement with the Trust.
- If alcohol is to be sold, it must be through a licensed provider and consent must be sought in advance from the Trust’s designated premises supervisor. The Trust can provide bar services if required.
- Refreshments can be provided with prior agreement and at extra cost.
- Any external catering requirements must be agreed at the time of booking, with an additional charge made for use of the kitchen.
- The Trust accept no liability for food and refreshments provided by the Hirer.
- The Hirer will be responsible for liaising with their bar provider or catering supplier. The Trust will not be involved, unless any such requirements are likely to impact on another hiring.
Photographs & Data Protection
- The Trust may on occasion wish to take photographic images of its services and events where the users of the services or event may be present. Hirers and their users by virtue of their booking and being part of a service or event are advised that these images may be used for future promotion and marketing. As required by the Data Protection Act, the Trust recognises the rights of individuals to such images and will not use or retain any images taken of individuals without their express permission, but may use an individual’s image without permission where they are part of a group.
HOLMFIRTH CIVIC HALL
Fire & Emergency Procedures
If you discover a fire, operate the nearest fire alarm point and notify the Hirer/Responsible Person and/or a member of the Trust team (if on duty) with details as soon as possible.
When the Fire Alarm Sounds
- If the Fire Alarm rings, occupants should evacuate the building as quickly and calmly as possible by the nearest exit – all emergency exits are clearly marked. Lifts must not be used (if applicable).
DO NOT PANIC
- Assemble to the left of the Civic Hall on the ramped area at Victoria Court – approx. 15 metres.
- In the event of a fire, the Hirer or their nominated representative is responsible for calling the Fire Service (dial 999 and ask for the Fire Service).
- The Hirer should keep a register or some form of record of those in their group and have this available at all times, so that in the event of having to evacuate the building an accurate register can be taken.
- Sweeping searches must be undertaken of the whole building and should be carried out by the Hirer/Stewards or by a member of the Trust team if on duty.
- When the hall is open to the public, the Stewards appointed by the Hirer is responsible for checking each room and for ensuring that all members of the public leave the building as quickly as possible.
- Some visitors to the hall may be disabled. Attendants/Stewards must give them as much assistance as they need to leave the building quickly; they must not be allowed, however, to impede the flow and should instead be held in a secure place within the hall and brought out last.
- Once the premises have been vacated, attend to exits to ensure that no one gains premature access to the building and that no one re-enters the building until given the all clear by the Fire Service.
- Once a booking has been confirmed, a member of the Trust team will notify the hirer of their responsibilities and check prior to each specific event that the Hirer has made effective arrangements to discharge these responsibilities.
The building must be fully evacuated each time the fire alarm sounds, unless specifically informed there is no need, ie the alarm is being tested.