Terms and Conditions

Conditions of Hire - Queen's Hall and Cuckfield Village Hall

These standard conditions apply to hiring of the Queen’s Hall and Cuckfield Village Hall.  If the Hirer is in any doubt as to the meaning of the following, the Parish Clerk or Bookings Administrator should immediately be consulted.

1.      Supervision

The minimum age of the Hirer shall be no less than 21 years old.  The Hirer shall, during the period of the 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. As directed by the Booking Clerk, the Hirer shall make good or pay for all damage (including accidental damage) to the premises or to the fixtures, fittings or contents and for loss of contents. Where any breakages or damages have occurred, the cost of any replacement or repair will be deducted from the security deposit.  Any additional cost will be charged to the Hirer.  Where reports of unacceptable conduct or extra hours of use are received, then the deposit will be forfeited.

2.      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 alcohol thereon without written permission.

3.      Hire Period

The Hire Period is to include time for the Hirer and any of his agents or guests to set up and clear up.  Any time before or after these hours must be authorised and will be chargeable at the Council’s rates applicable at that time.  Payment of such additional charges shall be due to the Council within 14 days of the invoice.

The Hirer must not presume there is access to the premises either side of the Hire Period.  Any unauthorised access will be limited and all terms and conditions apply when present at the premises.

4.      Keys

Where a key has been provided for a one off event, this must be returned to the Parish Office at Queens Hall within 48 hours of the event.  Non-return will result in the forfeit of the full security deposit, where applied.

5.      Telephone

Where a landline is provided, this is for the making of emergency calls only.  The Council reserve the right to charge the Hirer for any calls made (by reference to the quarterly itemised telephone bill for the Property).

6.      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.

7.      Licences

The Hirer shall ensure that the premises holds a Performing Society Rights Licence which permits the use of copyright music in any form e.g. record, compact disc, tapes, radio, and television or by performers in person.  If other licences are required in respect of any activity in the premises the Hirer should ensure that they hold the relevant licence or that the premises holds it.  Please note that the Halls do not hold a television licence.

8.      Public Safety Compliance

The Hirer shall comply with all conditions and regulations made in respect of the premises by the Fire Authority, Local Authority, the Licensing Authority or otherwise, particularly in connection with any event which constitutes regulated entertainment, at which alcohol is sold or provided or which is attended by children.

(a)     The Hirer acknowledges that they have received instruction in the following matters:

• The action to be taken in event of fire. This includes calling the Fire Brigade and evacuating the hall.there are no obvious fire hazards on the premises.
• The location and use of fire equipment.  (Include diagram of location when handing over keys.)
• Escape routes and the need to keep them clear.
• Method of operation of escape door fastenings. 
• Appreciation of the importance of any fire doors and of closing all fire doors at the time of a fire.

(b)     In advance of an entertainment or play the Hirer shall check the following items:

• That all fire exits are unlocked and panic bolts in good working order.
• That all escape routes are free of obstruction and can be safely used.
• That any fire doors are not wedged open.
• That exit signs are illuminated.
• That there are no obvious fire hazards on the premises.

9.      Means of Escape

(a)     All means of exit from the premises must be kept free from obstruction and immediately available for instant free public exit.

(b)     The emergency lighting supply illuminating all exit signs and routes must be turned on during the whole of the time the premises are occupied (if not operated by an automatic mains failure switching device).

10.   Outbreaks of Fire

The Fire Brigade shall be called to any outbreak of fire, however slight, and details thereof shall be given to the pParish Clerk and/or Bookings Administrator.

11.   Health and Hygiene

The Hirer shall, if preparing, serving or selling food, observe all relevant food health and hygiene legislation and    regulations. In particular dairy products, vegetables and meat on the premises must be refrigerated and stored in compliance with the Food Temperature Regulations.  The premises are provided with a refrigerator and thermometer.

12.   Electrical Appliance Safety

The Hirer shall ensure that any electrical appliances brought by them to the premises and used there shall be safe, in good working order, and used in a safe manner in accordance with the Electricity at Work Regulations 1989. Where a residual circuit breaker is provided the hirer must make use of it in the interests of public safety.

13.   Indemnity

The Hirer shall indemnify and keep indemnified each member of the Community Buildings management committee and the Parish Council’s employees, volunteers, agents and invitees against (a) the cost of repair of any damage done to any part of the premises including the curtilage thereof or the contents of the premises (b) all claims, losses, damages and costs in respect of damage or loss of property or injury to persons arising as a result of the use of the premises (including the storage of equipment) by the Hirer, and (c) all claims, losses, damages and costs suffered or incurred as a result of any nuisance caused to a third party as a result of the use of the premises by the Hirer.

The Hirer shall take out adequate insurance to insure the Hirer and members of the Hirer’s organisation and invitees against the Hirer’s liability under paragraphs 13(a) (b) and (c), and all claims arising as a result of the hire and on demand shall produce the policy and current receipt or other evidence of cover to the Booking Administrator. Failure to produce such policy and evidence of cover will render the hiring void and enable the Booking Administrator to rehire the premises to another hirer. 

Both the Queen’s Hall and Cuckfield Village Hall are insured against any claims arising out of their own negligence.

14.   Accidents and Dangerous Occurrences

The Hirer must report all accidents involving injury to the public to a member of the Community Buildings management committee as soon as possible and complete the relevant section in the premises’ accident book.  Any failure of equipment belonging to the Parish Council or brought in by the Hirer must also be reported as soon as possible.  Certain types of accident or injury must be reported on a special form to the local authority.  The Booking Administrator will give assistance in completing this form.  This is in accordance with the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995 (RIDDOR).

15.   Explosives and Flammable Substances

The hirer shall ensure that:

(a)     Highly flammable substances are not brought into, or used in any part of the premises and that

(b)     No internal decorations of a combustible nature (e.g. polystyrene, cotton wool) shall be erected without the consent of the management committee.  No decorations are to be put up near light fittings or heaters.

16.   Heating

The Hirer shall ensure that no unauthorised heating appliances shall be used on the premises when open to the public without the consent of the management committee. Portable Liquefied Propane Gas (LPG) heating appliances shall not be used.

17.   Drunk and Disorderly Behaviour and Supply of Illegal Drugs

The Hirer shall ensure that in order to avoid disturbing neighbours to the hall and avoid violent or criminal behaviour; care shall be taken to avoid excessive consumption of alcohol. Drunk and disorderly behaviour shall not be permitted either on the premises or in its immediate vicinity.  Alcohol shall not be served to any person suspected of being drunk nor to any person suspected of being under the age of 18. Any person suspected of being drunk, under the influence of drugs or who is behaving in a violent or disorderly way shall be asked to leave the premises.   No illegal drugs may be brought onto the premises. 

18.   Animals

The Hirer shall ensure that no animals (including birds) except guide dogs are brought into the premises, other than for a special event agreed to by the Community Buildings Committee. No animals whatsoever are to enter the kitchen at any time.

19.   Events for Young People

It is the responsibility of those persons involved with the care and teaching of young people within the Halls to comply with all statutory “child protection” requirements and those requirements relating to the health, safety and welfare of young people.

Normal parental care and supervision should be sufficient for one-off children’s parties, but the children must never be left alone in any part of the building.

20.   Fly Posting

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 Community Buildings management committee 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.

21.   Sale of Goods

The Hirer shall, if selling goods on the premises, comply with Fair Trading Laws and any code of practice used in connection with such sales.  In particular, the Hirer shall ensure that the total prices of all goods and services are prominently displayed, as shall be the organiser’s name and address and that any discounts offered are based only on Manufacturers’ Recommended Retail Prices. 

22.   Cancellation

If the Hirer wishes to cancel the booking before the date of the event and the Hall is unable to conclude a replacement booking, the question of the payment or the repayment of the fee shall be at the discretion of the Bookings Administrator. The Community Buildings Management Committee reserves the right to cancel this hiring by written notice to the Hirer in the event of:

(a)     the premises being required for use as a Polling Station for a Parliamentary or Local Government election or by-election

(b)     the Community Buildings Management Committee reasonably considering that (i) such hiring will lead to a breach of licensing conditions, if applicable, or other legal or statutory requirements, or (ii) unlawful or unsuitable activities will take place at the premises as a result of this hiring

(c)     the premises becoming unfit for the use intended by the Hirer

(d)     an emergency requiring use of the premises as a shelter for the victims of flooding, snowstorm, fire, explosion or those at risk of these or similar disasters

In any such case the Hirer shall be entitled to a refund of any deposit already paid, but the Community Buildings Management Committee shall not be liable to the Hirer for any resulting direct or indirect loss or damages whatsoever.

23.   End of Hire

The Hirer shall be responsible for leaving the premises and surrounding area 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 Community Buildings Management Committee shall be at liberty to make a penalty charge of up to £250.

24.   Noise

The Hirer shall ensure that the minimum of noise is made on arrival and departure, particularly late at night and early in the morning.  The Hirer shall, if using sound amplification equipment, make use of any noise limitation device provided at the premises and comply with any other licensing condition for the premises.

25.   Stored Equipment

The Community Buildings Management Committee accepts no responsibility for any stored equipment or other property brought on to or left at the premises, and all liability for loss or damage is hereby excluded. All equipment and other property (other than stored equipment) must be removed at the end of each hiring or fees will be charged for each day or part of a day at the hire fee per hiring until the same is removed.

The Community Buildings Management Committee may, in its discretion in any of the following circumstances, namely:

(a)     in respect of stored equipment, failure by the Hirer either to pay any storage charges due and payable or to remove the same within 7 days after the agreed storage period has ended. 

(b)     in respect of any other property brought on to the premises for the purposes of the hiring, failure by the Hirer to remove the same within 7 days after the hiring dispose of any such items by sale or otherwise on such terms and conditions as it thinks fit, and charge the Hirer any costs incurred in storing and selling or otherwise disposing of the same.

26.   No Alterations

No alterations or additions may be made to the premises nor may any fixtures be installed or placards, decorations or other articles be attached in any way to any part of the premises without the prior written approval of the Booking Administrator. Any alteration, fixture or fitting or attachment so approved shall at the discretion of the Parish Council remain in the premises at the end of the hiring.  It will become the property of the Parish Council unless removed by the hirer who must make good to the satisfaction of the hall or, if any damage caused to the premises by such removal.

27.   Financial terms & Conditions for Long Term Bookings

Payments are due monthly in advance.  The rates for long term bookings are reviewed annually, and any changes in hire charges will be notified by the end of December, and come into effect from the following month.

If a long term Hirer wishes to permanently cancel their hire, three months’ notice must be given of the cancellation.  Likewise, the Parish Council has the right at any time to terminate a long-term Hirer’s use of the premises, giving three months’ notice.

28.   No Rights

The Hiring Agreement constitutes permission only to use the premises and confers no tenancy or other right of occupation on the Hirer.

29.   General Data Protection Regulations

Cuckfield Parish Council takes your data privacy seriously. We are registered as a data controller with the Information Commissioner who maintains a public register of data controllers. To find out what processing of personal data is being carried out by us visit https://ico.org.uk/esdwebpages... and input the name of our Council.  We will only hold your data on file for the purpose of processing your hire request.  All data will be destroyed no more than 6 months after the date of your event.