Standard Terms and Conditions of Hire
Last update: 20 September 2016

If the HIRER is in any doubt as to the meaning of the following, the HIRER should consult Steve Parish, the BOOKING OFFICER, by e-mail to infoATcharlesmorrishall.org.uk. (amending 'AT' to read '@')

For the purpose of these terms and conditions, the term HIRER shall mean an individual hirer or, where the hirer is an organisation, its authorised representative and the term COMMITTEE shall mean the Charles Morris Hall Management Committee or its authorised representative.

CONTENTS:

1. GENERAL INFORMATION
2. RIGHTS AND OBLIGATIONS OF THE HIRER
3. RIGHTS AND OBLIGATIONS OF THE COMMITTEE
1. GENERAL INFORMATION

1.1 The Charles Morris Hall

The Charles Morris Hall (the “Hall”) comprises a main hall, a Committee Room, a kitchen, a conservatory, separate toilets for male, female, and disabled guests, and off-street parking for approximately 25 cars.

The main hall is rectangular in shape measuring 8 yards by 15 yards (approximately 7.5 metres by 14 metres).  Thus the floor area of the main hall is 1,080 square feet (approximately 105 square metres).

There are 102 easy-wipe brown plastic chairs and 12 blue fabric covered chairs.  There are 20 rectangular tables, each measuring approximately 47 inches by 24 inches by 28 inches (120cm * 60cm * 70cm).  There are a further six (6) folding tables: three at 36” * 24” * 28” (92 * 76 * 70); two at 72” * 24” * 28” (183 * 76 * 70); one at 60” * 24” * 28” (152 * 76 * 70) measuring All measurements are approximate and given only for guidance.

The kitchen contains a range-style cooker (5 gas hobs & oven), a domestic-scale microwave, two electric kettles, a domestic-scale larder fridge (NB: there is NO freezer box), a commercial glass washer (NB: this is NOT a dishwasher - maximum wash cycle is three (3) minutes), a double sink & drainer, unlimited hot water from a gas-fired combination boiler, large hatch opening to the main hall, a fire extinguisher, and a fire blanket.

The Committee Room contains two (2) chill cabinets and an eight (8) foot bar counter opening directly to the main hall.

A set of crockery and cutlery with a minimum of 75 place settings is available to hire for an event at the Hall subject to an additional charge of twenty-five pounds (£25).

1.2 Viewing The Charles Morris Hall

Viewing of the Hall can be arranged by contacting the BOOKING OFFICER by post, telephone, or email. Contact details are given at the head of this document.

1.3 Public Open Spaces Adjacent to the Charles Morris Hall

The area of grass to the front and to the rear of the Hall, including the children’s’ play area and its equipment, is public open space and is the property of and managed by Colney Heath Parish Council. These facilities are not covered by a HIRING AGREEMENT with the COMMITTEE. The HIRER may enquire about these facilities, whether or not in connection with a hiring of Hall, by post, telephone, or fax to the Clerk of Colney Heath Parish Council, Parish Council Offices, The Village Hall, High Street, Colney Heath, ST ALBANS, Hertfordshire. Tel/Fax: 01727 825314, Email colneyheath@councilparish.fsnet.co.uk.

1.4 Licensing of Public Entertainment

The Hall is licensed by St Albans City and District Council under the provisions of the Local Government (Miscellaneous Provisions) Act 1982 for public MUSIC AND DANCING AND PUBLIC ENTERTAINMENT OF THE LIKE KIND on weekdays (Mondays to Saturdays inclusive) between the hours of 12 midday and 12 midnight and for MUSICAL ENTERTAINMENT ONLY on Sundays between the hours of 4.30pm and 10.00pm.

Under the terms of this licence the number of persons (excluding staff and attendants) to be allowed at any one time in the Hall shall not exceed one hundred and twenty (120).

2. RIGHTS AND OBLIGATIONS OF THE HIRER

2.1 Hiring the Hall and Provisional Booking

The Hall may be hired by the hour or by the day at rates notified from time to time by the COMMITTEE. The HIRER shall make a provisional booking with the BOOKING OFFICER by post, telephone, or email.

2.2 Hiring Agreement and Payment of a (Refundable) Deposit

For each hire of the Hall the HIRER shall complete and return a HIRING AGREEMENT to the BOOKING OFFICER and shall pay to the BOOKING OFFICER a DEPOSIT unless otherwise agreed by the COMMITTEE. The DEPOSIT does not form part of the hire fee and shall be the amount stated under the heading Refundable DEPOSIT in item 4 on the HIRING AGREEMENT. The DEPOSIT may be paid in cash or by cheque made payable to "Charles Morris Hall" and shall be sent to the BOOKING OFFICER with the completed HIRING AGREEMENT. Receipt by the BOOKING OFFICER of a completed HIRING AGREEMENT and, if applicable, a DEPOSIT shall confirm a booking.

2.3 Payment of a Hiring Fee

For each hire of the Hall the HIRER shall pay to the BOOKING OFFICER a Hiring Fee unless otherwise agreed by the COMMITTEE. The Hiring Fee shall be the amount stated under the heading Hiring Fee in item 4 on the HIRING AGREEMENT. The Hiring Fee may be paid in cash or by cheque made payable to "Charles Morris Hall" and shall be sent to the BOOKING OFFICER no later than four (4) weeks before the date of the hire unless otherwise agreed by the COMMITTEE.

2.4 Cancellation of a Booking by the Hirer

The HIRER may cancel a booking by giving written notice to the BOOKING OFFICER. The date of cancellation of a booking shall be the date on which written notification of the cancellation is received by the BOOKING OFFICER.

If the HIRER wishes to cancel a booking and gives at least four (4) weeks written notification of the cancellation to the BOOKING OFFICER the COMMITTEE shall repay to the HIRER all monies paid by the HIRER to the COMMITTEE for the hire.

If the HIRER wishes to cancel a booking and gives less than four (4) weeks written notification of the cancellation to the BOOKING OFFICER, the COMMITTEE shall repay to the HIRER the hiring fee, if the hiring fee has been paid by the HIRER to the COMMITTEE, but the COMMITTEE shall be under no obligation to repay to the HIRER the DEPOSIT if the DEPOSIT has been paid by the HIRER to the COMMITTEE.

2.5 Hirer's Responsibilities

The HIRER will, during the period of 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.

2.6 Use of Premises

The HIRER shall not use the premises for any purpose other than that described in the HIRING AGREEMENT and shall not sub-hire or use the premises or allow the premises to be used for any unlawful purpose or in any unlawful way nor do anything or bring onto the premises anything which may endanger the same or render invalid any insurance policies in respect thereof nor allow the consumption of alcoholic liquor thereon without written permission.

2.7 Licences for the Sale of Alcohol and Other Licences

The Hall is not licensed for the sale of alcohol on a continuous basis. If alcohol is to be sold a licence for this purpose must be obtained and be available for inspection on the premises during the same function. The HIRER shall be responsible for obtaining a licence for the sale or supply of intoxicating liquor and the said licence shall be valid no later than 11.00pm on the date of the hire.

The HIRER shall be responsible for obtaining such licences as may be needed whether, from the Performing Right Society, from Phonographic Performance Ltd, or otherwise and for the observance of the same.

2.8 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.

2.9 Compliance with Local Regulations

The HIRER shall comply with all conditions and regulations made in respect of the premises by the Fire Authority, Local Authority, the Local Magistrate’s Court, or otherwise, particularly in connection with any event which includes public dancing or music or other similar public entertainment or stage plays.

2.10 Food, Crockery, and Cutlery

The HIRER shall not use the kitchen or any other part of the Hall to prepare food. The HIRER may use the facilities to arrange pre-cooked or prepared food brought in for presentation to guests or to keep such food warm. The HIRER shall, if, serving food observe all relevant hygiene legislation and regulations. In the interests of hygiene the HIRER shall use the HIRER’s own hand-towels and tea-towels.

The HIRER may bring onto the premises the HIRER’s own crockery and cutlery. The HIRER may hire a seventy-two (72) place setting of crockery and cutlery from the COMMITTEE subject to the payment by the HIRER to the COMMITTEE of a separate hire fee. The fee for the hiring of this crockery and cutlery is twenty (20) pounds for each hire.

2.11 Electrical Appliances and Other Equipment Brought into the Hall

The HIRER shall ensure that any electrical appliances brought by him into the Hall and used there shall be safe and in good working order, and used in a safe manner. Equipment brought into the Hall by the HIRER or the HIRER’s agent, for example disco equipment, is not covered under any insurance policy of the COMMITTEE for the Hall and the COMMITTEE shall accept no liability for loss or damage to such equipment howsoever caused.

2.12 Keys

For the duration of the hire the COMMITTEE shall issue to the HIRER keys for the car park gate and the front door to the Hall. If crockery has been hired, the COMMITTEE shall issue to the HIRER keys for the crockery cupboards. The HIRER shall, for the duration of the hire, be responsible for the safe keeping and use of all keys issued to the HIRER by the COMMITTEE.

If a key(s) issued to the HIRER by the COMMITTEE is lost during the period of the hire the HIRER shall indemnify the COMMITTEE for the cost of replacing the lock to which the said key(s) fits and all keys for the said lock to whomever they are issued. For the avoidance of doubt, this means if the HIRER loses a key issued to the HIRER by the COMMITTEE, the HIRER shall reimburse the COMMITTEE for the cost of replacing the lock to which the said key fits and all other keys for the same lock to whomever they are issued. For example, the cost for replacing the lock to the front door of the Hall and all eighteen (18) keys for this lock was one hundred and twenty-five (125) pounds in 1998.

2.13 Repair of Loss or Damage

The HIRER shall indemnify the COMMITTEE for the cost of repair of any loss or damage done to any part of the property including curtilage thereof or the contents of the buildings (including keys) which may occur during the period of the hiring as a result of the hiring.

2.14 Children

The HIRER shall ensure that any activities for children under eight (8) years of age comply with the provisions of The Children Act 1989 and that only fit and proper persons have access to the children.

2.15 Noise

The HIRER shall respect the privacy and rights of the residents of Tyttenhanger Green and shall ensure that the minimum of noise is made on arrival, during the hire, and at departure.

2.16 Use of the Children's Play Equipment Outside the Hall

The HIRER shall ensure the children’s play area and its equipment to the front of the Hall is used only by children under the age of fifteen (15) and that any persons using the same shall do so without causing damage to the children’s play area and its equipment or causing unnecessary disturbance to the residents. The HIRER shall, in any case, ensure the children’s play area and its equipment shall not be used after 8.00pm.

2.17 Dogs

The HIRER shall ensure that no dogs except guide dogs are brought into the Hall without the permission of the COMMITTEE.

2.18 At the End of a Hiring

At the end of the hiring the HIRER shall be responsible for leaving the Hall and surrounds in a clean and tidy condition, properly locked and secured unless directed otherwise, and any contents temporarily removed from their usual positions properly replaced, otherwise the COMMITTEE shall be at liberty to make an additional charge or deduction from the DEPOSIT if a DEPOSIT has been paid.  In other words, the HIRER shall leaves the premises in a condition the HIRER would expect to find at the start of the HIRER’s own hire. The HIRER shall, before leaving the premises, ensure:

  • Floors are swept and, if necessary, mopped;

  • Tables and chairs are wiped clean and stacked as indicated by notices in the main hall;

  • All rubbish is placed inside the wheeled dustbin outside the Hall.  Rubbish that will not fit inside the wheeled dustbin shall be placed and secured inside plastic sacks provided for such purpose and preferably taken away by the HIRER or placed on top of the wheeled dustbin or left inside the lobby of the Hall. For the avoidance of doubt, rubbish of any description shall NOT be placed on the ground adjacent to the wheeled dustbin or anywhere else on the premises.

The HIRER shall return to the COMMITTEE all keys issued to the HIRER by the COMMITTEE for the duration of the hire.

For an evening booking of the Hall the HIRER shall ensure the Hall is cleared of all HIRER’s and HIRER’s agent’s equipment and belongings by 12.00pm midnight.

3. RIGHTS AND OBLIGATIONS OF THE COMMITTEE

3.1 Provisional Booking

The BOOKING OFFICER shall accept a provisional booking by post, telephone, fax, or email to the BOOKING OFFICER. The BOOKING OFFICER shall, at the time of the provisional booking or a soon as practicable thereafter, send a HIRING AGREEMENT to the HIRER.

3.2 Hiring Agreement and Payment of a Standard Deposit

Receipt by the BOOKING OFFICER of a completed HIRING AGREEMENT and, if applicable, a DEPOSIT shall constitute a firm booking.

3.3 Cancellation of a Booking by the Committee

The COMMITTEE reserves 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 Government election or bye-election, in which case the HIRER shall be entitled to a refund of any DEPOSIT already paid.

In the event of the Hall or any part thereof being rendered unfit for the use for which it has been hired, the COMMITTEE shall not be liable to the HIRER for any resulting loss or damage whatsoever.

The COMMITTEE reserves the right to refuse a booking or to cancel a HIRING AGREEMENT at any time either before or during the term of the agreement upon giving seven (7) days notice in writing to the HIRER. The HIRER shall be entitled upon such notice to reimbursement of such monies including the DEPOSIT or a proportion of the same as have been paid by the HIRER to the COMMITTEE but the COMMITTEE shall not be liable to make any further payment to the HIRER.

Charles Morris Hall Management Committee, August 1998

Contents last approved by Charles Morris Hall Management Committee August 2012
Page appearance last updated 20 September 2016

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