Terms and Conditions for Hire of SSPC Drill Hall

Hereinafter Shree Sorathia Prajapati Community Southall (Drill Hall) shall be referred to as ‘SSPC’ and the Hirer named on the Booking form as ‘the Hirer’

Booking

1. Safety. The Hirer should be aware of the Fire Safety Floor Plan of SSPC which is on display.  Hirers are responsible for health and safety issues and providing information about safety procedures, Fire Exits etc. Hirers are not permitted to enter the admin office room of the SSPC.  Any accident must be recorded in the Hall Accident Book to be found in the small cupboard next to the main entrance.

2. Access. Access to the hall facilities will only be made once booking form fully complete, full payment is settled, and all the appropriate insurance or assurances have been made evident for the hall hire function.

3. Third Party Non SSPC Member Bookings SSPC members cannot benefit from the discounted hall hire rates for hall bookings on the behalf of non SSPC members.

4. Public Entertainments, Music & Dancing. All the conditions attached to the Music and Dancing Licence for the building shall be duly observed. A copy of such Licence may be seen on application to SSPC and the Hirer shall be deemed to have had notice of all such conditions. All music must cease at agreed time, resulting in the all being suitably cleaned, and vacated.

5. Right of refusal. SSPC may refuse any application for the hire of the building without stating a reason. Community held functions shall have priority over other bookings, but no organisation shall be deemed to have an undisputed right to an unbreakable series of bookings. In cases of doubt or difficulty the Hall Management Officer shall refer the case to the Management Committee whose decision shall be final.

6. Other Licences, Theatre & Performing Rights Society SSPC’s Licence does not cover performances of Theatrical, professional drama group or Choral Works etc. The Hirer is responsible for obtaining the requisite Performing Rights Society Licence and any other licence that may be required for their intended purpose. Any such licence must be exhibited to SSPC.

7. Advertising. All advertising of events should conform to the conditions of hire.  Advertising includes posters, newspaper inserts, magazine inserts, tickets, radio and television announcements, social media, internet websites, and all other forms of media. Advertising which contravenes the conditions of hire may result in the forfeit of deposit.

8. Breakages and Damage. The Hirer is responsible for all damage to the building, equipment, furniture and property in the building & grounds occurring during the period of the hiring or while persons are entering or leaving the building pursuant to the hire, however and by whomsoever caused. The Hirer will be responsible for replacement ‘as new’ of any equipment, furniture or property and for the full cost of making good any damage to the building, fixtures and fittings.

9. Sub-let. The Hirer shall not sublet the building or any part thereof.

10. Cancellation. In the event of cancellation less than 28 days before the engagement, 100% of the hall hire cost will be charged. Other longer-term cancellations will be subjected to charge on a sliding scale.

11. Cessation of activity. SSPC or Committee Member(s) reserves the right to put a stop to any entertainment or meeting not properly or reasonably conducted.

12. Condition on vacation. On vacation of the building, the Hirer shall leave the building in a clean and orderly state and all empty bottles, cans, paper, food debris and any other waste matter must be cleared from the building and suitably disposed of in the receptacles provided in the yard adjacent to the kitchen. The hall must be left in as clean a condition as found. The deposit monies will be refunded after a satisfactory inspection of the building by the Hall Management Officer.

13. No additions to the building. No fixtures/fitments of any kind shall be driven into any part of the Building nor shall any placard or other articles be fixed hereto.

14. Animals. The Hirer shall ensure that no animals except guide dogs are brought into the premises.

15. Capacities. The maximum number of persons allowed in the building at any one time is 450, with a maximum of 450 standing/dancing or 30 seated at tables.

16. Keys. Keys must be returned to the Hall Management Officer immediately after the event.

17. Hire Period. The hire period is the time that the hirer commences and finishes using the hall.  It includes the time taken for setting up and clearing up.

Payment

1. Deposit. Any deposit required must be paid at the time of application and no engagement will be booked until this has been received.

2. Mandatory Cleaning Charge.  The hirer must pay a mandatory cleaning charge which covers post hire cleaning of all areas.  This does not include any waste disposal as this is the responsibility of the hirer.  For latest cleaning charge see latest Hall Hire Charges document.

3. Charges. Please see latest Hall Hire Charges document

Usage

1. Alcohol & Non Vegetarian meals. Alcoholic drinks and non-vegetarian foods are strictly prohibited. There is no negotiation on this issue, and breach of this may result in legal action.

2. Kitchen Facilities. The Kitchen facilities can only be used for heating prepared food, frying prepared food and making tea.  No cooking will be allowed in the kitchen and use of any SSPC utensils and items is strictly prohibited.

3. Outside Caterers & Cooked Foods Assurance. All third-party cooking brought into the premises must accompany with the supplier’s food health & safety food certificate, and insurance.

4. First floor catering. No food to be served or consumed on the first floor.

5. Sound volume. The Hirer shall not exceed the agreed sound volume levels agreed with The Management, or cause any related disruption to people living in the local vicinity.

6. Other Licences, Theatre & Performing Rights Society SSPC’s Licence does not cover performances of Theatrical, professional drama group or Choral Works etc. The Hirer is responsible for obtaining the requisite Performing Rights Society Licence and any other licence that may be required for their intended purpose. Any such licence must be exhibited to SSPC.

7. Public Liability. The Hirer is obliged to show evidence of full public liability insurance for their hall hire event.

8. Occupation and use. The hire of the building is for the specific agreed times shown on the booking form and does not entitle the Hirer to use or enter the premises at any other time. The building shall only be used for lawful activities. SSPC does not represent that the building is suitable for any particular purpose and the Hirer must satisfy themselves in this respect.

9. Sub-let. The Hirer shall not sublet the building or any part thereof.

10. Advertising. All advertising of events should conform to the conditions of hire.  Advertising includes posters, newspaper inserts, magazine inserts, tickets, radio and television announcements, social media, internet websites, and all other forms of media. Advertising which contravenes the conditions of hire may result in the forfeit of deposit.

11. Culpability. Except for wilful negligence on the part of SSPC, as SSPC shall not be responsible for any loss of, or damage to, the Hirers or any third parties property arising out of the hiring, nor for any loss, damage, or injury which may be incurred by, or be done to or happen to, any person or persons using the building during the hiring, arising from any cause whatsoever or for any loss due to any breakdown of machinery, failure or supply of electricity, leakage of water, fire, government restriction or act of God which may cause the building to be temporarily closed or the hiring to be interrupted or cancelled. The Hirer shall indemnify SSPC against any claim which may arise out of the hiring or which may be made by any person using the building during the hiring in respect of any loss damage or injury.

12. Entry. The right of entry to the building is reserved to SSPC and any other agent of SSPC and any police/fire/ambulance services at any time during the hiring.

13. Conduct and Good Order. The Hirer shall ensure that good order is kept in the building during the hiring. The Hirer will also ensure that those attending the engagement maintain good order during arrival and departure from the building. At all times the Hirer will take reasonable care to ensure that the occupants of neighbouring properties are not inconvenienced by noise, obstruction by vehicles and the like.

14. Condition on vacation. On vacation of the building, the Hirer shall leave the building in a clean and orderly state and all empty bottles, cans, paper, food debris and any other waste matter must be cleared from the building.  The hall must be left in as clean a condition as found. The deposit monies will be refunded after a satisfactory inspection of the building by the Hall Management Officer.

15. Property of the Hirer and the Hirer’s agent must be removed from the building within 30 minutes after the expiration of the hiring or fees will be charged for each hour or part thereof until the same is removed. SSPC accepts no responsibility for any property left on the premises after the hiring.

16. Signage. The Hirer shall remove any sign, flag, emblem or other decoration displayed by the Hirer outside or inside the building if in the opinion of SSPC or Committee Member it shall be unseemly or expose the building to an undue risk of fire or in the opinion of SSPC or its agent is likely to lead to disturbance or a breach of the peace.

17. Wastage. All wastage disposals are the responsibility of the hirer. All used cooking oil waste must be disposed externally. The Hirer is responsible for taking away their waste items and disposing of it suitably.  SSPC waste bins should not be used.

18. Fire Exits. No exits may be blocked, chairs or other obstructions must not be placed in corridors or fire appliances removed or tampered with, and fire doors must not be propped open.

19. Lighting. No additional lights or extension from the existing electric light fittings shall be used without the previous consent of Hall Management Officer.

20. Stage shows. Any show involving the use of scenery or the like on stage is subject to the inspection and approval 14 days prior to the engagement by the local Authority and, if appropriate, Fire Brigade. Evidence of such approval must be provided to SSPC.

21. Capacities. The maximum number of persons allowed in the building at any one time is 450, with a maximum of 450 standing/dancing or 30 seated at tables.

22. Smoking. Smoking is NOT permitted in any part of the building at any time.

23. Keys. Keys must be returned to the Hall Management Officer immediately after the event.

24. Hire Period. The hire period is the time that the hirer commences and finishes using the hall.  It includes the time taken for setting up and clearing up.

25. Parking.  The hirer may park up to 2 vehicles on the kitchen side yard.  The path to the gate must not be blocked as this could be required to for emergencies.  No parking is available on the Featherstone Road yard.