1. Payment and Cancellation
a. Payment of the total cost of the hire and the security deposit must be made separately.
b. Bank details are: Dunton Memorial Hall Committee, Lloyds TSB,
Sort code 30 90 79 Account No 00058508
c. The hire cost of the hall includes the use of the standard tables and chairs stored in the hall cupboard; 8 round tables with tablecloths are available for hire at an additional cost of £35.
d. A minimum of seven (7) days’ notice of cancellation is required to qualify for a full refund of hire payment. Where less than seven (7) days’ notice is given, refund of the hire payment is at the discretion of the Dunton Memorial Hall Committee (the “Committee”).
e. The Committee may, in its sole discretion, refuse or cancel a booking at any time without cause and without liability to the Hirer.
f. Bank transfers will be refunded in the event of cancellation within the agreed terms.
2. Health and Safety
a. The Hirer accepts full responsibility for the activities conducted in the Hall during the time of booking.
b. All electrical equipment in the hall available for use has been PAT tested.
c. Hazardous equipment or materials (such as cooking equipment, compressed gases, chemicals, combustible items) must not be brought into or used in the hall. Electrical equipment must be checked and PAT tested before use.
d. Fireworks, smoke machines, foam machines, glitter cannons, bubble machines, lasers or other similar devices are NOT allowed anywhere in the Hall or the outside spaces.
e. The Hirer must ensure that the appropriate number of adults are present to supervise all activities involving guests under the age of 18.
f. When the Hall is in use, the entrance doors at the side of the Hall must be unlocked, and the bolts withdrawn at all times as this exit is one of the two fire exits. If young children are present, there is a chain on the entrance doors.
g. The two fire exits must be kept clear at all times; please ensure that no vehicles block or impede the exits, either at the front or the side.
h. The Hirer is responsible for ensuring that all guests in the Hall are familiar with the Evacuation Procedure which is on the wall by the exit door in the kitchen.
i. The maximum number of people permitted in the Hall at one time is 160 close seated or 120 dancing or 80 seated at tables. It is the responsibility of the Hirer to ensure these restrictions are adhered to.
3. Entertainers
a. Equipment being used by entertainers such as DJs etc must have a current PAT test certificate.
b. Please ensure any DJs, bands, entertainers that you hire for your event are aware of the restrictions in 2c and 2d.
4. Care of the Hall
a. The Hirer must provide waste sacks / bin bags for rubbish and ensure all rubbish (particularly nappies) generated by the hire is removed from all areas of the Hall and outside spaces. Bins in the toilets must only be used for handtowels.
b. The Hall and its environs must be left in the same condition as it is found:
i. tables and chairs must be wiped clean and put away;
ii. all kitchen crockery and utensils must be washed and put away - please bring tea towels for drying up. If you use the dishwasher, please ensure the dishwasher cycle has been started before you leave
iii. please tidy the garden area, if used.
If any area is left in an unsatisfactory state, the cost required to restore it to its original condition will be deducted from the security deposit.
c. Please show consideration to neighbouring properties and residents in respect of noise and nuisance behaviour.
d. Please ensure guests park considerately and utilise the space to the rear, side and front (excluding front of the Fire Exits) of the Hall. Vehicles parked on the road outside of the Hall require lights after lighting up time.
e. There is a no smoking and no vaping policy for all internal areas of the Hall and the garden. You may smoke or vape in the car park, to the side of the hall but not out the front of the hall.
f. Before leaving the Hall, the Hirer must ensure the Fire Doors are closed, external doors are locked and turn off all lights.
5. Use of the Garden and outside space
a. The garden area has been ROSPA inspected and approved for use.
b. Use of the garden and outside space is entirely at the Hirer's risk and the Committee takes no responsibility for injury, loss of property or damage to property when using these areas.
c. Smoking or vaping is not permitted in the garden.
d. Glasses, crockery or breakables must not be taken into the garden;
e. The in-ground trampoline has a weight limit of just under 12 stone or 75kg. Only one person should use it at a time and children must be supervised at all times.
f. There is a nature area at the rear of the garden; please be considerate and respectful to the wildlife that may be in residence and ensure children do so.
g. Please do not allow children to dig anywhere in the garden.
h. Any equipment in the sheds is not available by hirers or guests.
i. Please ensure the garden is left tidy and all rubbish removed.
6. General
a. The Hall does not have a licence for the sale of alcoholic beverages; if you wish to sell alcohol, you will have to apply for an alcohol licence.
b. Hall closure times:
Friday – Saturday: music must be switched off by 11.30pm. All guests must be off the premises by midnight. (excluding New Year) & hirers by 00.30am.
Sunday to Thursday: music must be switched off by 10.30pm. All guests must be off the premises by 11:00pm & hirers by 11.30pm.
Adequate time to clear up must be allowed for, otherwise additional clear up time will need to be added to the booking for the following morning between 9-11am.
c. The Committee reserves the right of entry for their officers to all parts of the Hall at all times.
d. The heating and air conditioning are set remotely via an app; if the hall is too cold or too hot, please ring one of the contact numbers below to request an adjustment.
e. The Hirer is liable for all costs of any damage to the Hall or its contents which occur during the hire. Please check the hall before your hire; if you notice any damage, please photograph it before your hire starts and email it to us immediately.
f. The keys to the Hall are secured in a key safe which is by the main side entrance doors. The code to the key safe and for the padlock on the main gate will be provided by email on the morning of the hire.
g. Please take good care of the keys; you may wish to return them to the key safe once you have opened up. If you do so, please roll the dials so that the key safe code is not visible to others; please do the same with the padlock once the gate is opened.
h. Once the Hall is locked up, please return the Hall keys to the key safe and roll the dials to lock; please do the same with the gate padlock.
i. The Hirer shall indemnify and keep indemnified each of the Trustees of the Village Hall, volunteers, agents and invitees against:
i. the cost of repair of any damage done to any part of the Hall or its contents
ii. all actions, claims, and costs of proceedings arising from any breach of the Hall Conditions.
iii. all claims in respect of damages, including damage for loss of property or injury to persons, arising as a result of the use of the Hall (including the storage of equipment) by the Hirer.
The Hirer shall make good or pay for all damage (including accidental damage) to the Hall or to the fixtures, fittings or contents and for loss of contents, either by surrendering all or part of the security deposit or directly by payment to the Hall if the cost exceeds the security deposit.
Sept 2023
dunton memorial hall, Registered Charity No 300024
Biggleswade Road, Dunton, Biggleswade SG18 8RL
Copyright © 2020 dunton memorial hall - AlRights Reserved.