War Memorial Hall, Morecambe
CONDITIONS OF HIRE
APPLICATIONS: All applications for hire of any facilities must be made on the official booking site. The hirer must read and accept the terms of these Conditions of Hire and fully accept responsibility for any damage/loss incurred to War Memorial Hall, Morecambe or its contents during the period of hire. Please therefore read these conditions carefully and please ask if you do not understand any of them. If there is any doubt as to the meaning of any of the following the Hall Committee should be consulted.
PAYMENT:
One-off event: Payment must be made 7 days before the date of the booking or the next working day if bookings are made with less than 7 days’ notice otherwise the booking will be cancelled.
Regular Events: Regular bookings will be invoiced each month. Payment should be made within 14 days of Invoice otherwise bookings will be cancelled until full payment is made.
Post-dated cheques will not be accepted under any circumstances.
Instructions as to how to obtain a key / a code to access the building, will be given on receipt of payment.
CANCELLATIONS:
By Hirer: For all regular users if the hall is booked for a session, that session must be paid for at usual rates unless it is cancelled by notifying us by email: Bookings@warmememorialmorecambe.co.uk at least 7 days in advance of the session. There are also rare times when the Hall may cancel bookings (for example elections) but again this will be 7 days in advance, and obviously no charge passes to the hirer for this. This allows us to re-book the hall and stop loss of revenue.
By the War memorial Hall, Morecambe: The Trust reserves the right to close, cancel a booking or prohibit the use of the facilities without giving any reason. In such cases the Trust’s liability shall be limited to refund of the hire charge.
THE HIRER must be 21 years of age or over and shall not assign the benefit of the hiring to any other person.
SUPERVISION & ‘THE RESPONSIBLE PERSON’
The HIRER shall, during the period of the hiring, be deemed to be the ‘RESPONSIBLE PERSON’ for:
The administration, organisation and overall supervision of the premises.
The protection of the fabric and the contents; their care and safety from damage however slight, or change of any sort
The behaviour of all persons using the premises and surrounding area whatever their capacity.
The proper supervision of safe and considerate car parking arrangements, so as to avoid obstruction to nearby highway.
The consideration of local residents in terms of safety and noise.
Ensuring that TWO or MORE responsible people are available to help supervise and, together with the hirer, are suitably qualified to supervise the group, especially when young children under 18 years old are present.
Ensuring that NO SMOKING is allowed anywhere inside the Hall or the Hall Porch area.
The setting up of rooms in the format required prior to the commencement of the hiring. (Please seek guidance on access times and assistance available for undertaking this task).
The proper supervision of the movement of tables and chairs to minimise risk or injury.
Ensuring that the premises are not used for any purpose other than that described in the hiring agreement and shall not sub-let the premises.
Obtaining such Licences as may be needed. (Please seek our guidance on this issue in advance of hiring).
DRUNK AND DISORDERLY BEHAVIOUR AND SUPPLY OF ILLEGAL DRUGS
Under the strict terms of the LICENSING ACT 2003 the Hirer shall be held responsible to ensure that:
For licensed events two names and addresses of persons prepared to act as stewards must be provided at the time of booking on the provided form. These stewards will be responsible to the hirer for the behaviour of the guests/attendees; additionally, the stewards shall make regular patrols of the exterior of the building to ensure persons underage are not being served alcohol by proxy or to dissuade underage youths from congregating in the vicinity of the venue and causing a nuisance to residents or passers-by. The bar will not open if these names have not been supplied.
In order to avoid disturbing people who, live near the hall and to 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 the immediate vicinity.
No illegal drugs may be brought onto the premises.
Persons under the age of 16 years cannot be admitted and remain on the premises when alcohol is being sold unless accompanied by an adult.
No alcohol in open vessels (e.g. glass, bottles, cans, polycarbonate vessels) shall be allowed to be taken outside the premises at any time.
ALCOHOL
No person, other than the licensee appointed by the War memorial Hall, Morecambe Committee and holding a Personal Licence for the Village Hall or their appointed staff, shall operate a bar, or sell alcohol on these premises.
Alcohol shall not be served to any person suspected of being drunk.
Alcohol shall not be served under any circumstances to any person suspected of being under 18 YEARS OF AGE (Challenge 25 Policy – anyone who appears to be under the age of 25 will be asked for identification to prove that they are over the age of 18.).
Any person who is 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.
PUBLIC SAFETY NUMBERS: The maximum capacity of the Hall is 150 people in total.
The following practices MUST be followed by the Hirer in order to minimise risks:
Make sure that all emergency exit doors are clear and unlocked as soon as the hall is to be used and throughout the hiring.
Any electrical appliance brought into the premises and used there shall be safe, in good working order, used in a safe manner and have an UP TO DATE PAT TEST CERTIFICATE.
Do not allow children in the kitchen except under close supervision. Avoid overcrowding in the kitchen and do not allow running.
Report any evidence of damage or faults to equipment or to the building’s facilities to the Hall committee.
Report every accident in the accident log book in the kitchen and to the Hall Committeee.
FIRE: The Fire Brigade shall be called to ALL outbreaks of fire, however slight. Please evacuate the building and keep all your people together in one safe location at the muster point in the car park. Please try to account for all persons present (Roll Call), this will greatly assist the Fire Brigade. All such incidents and full details thereof shall be given to the Hall Committee.
The Hirer should make themselves aware of the following:
The location and use of fire equipment (a diagram of the location of the equipment is included in these Conditions of Hire and displayed in the foyer area of the hall).
The locations of all escape routes and the need to keep them clear.
The method of operation of escape door fastenings.
That all fire exits are unlocked and in good working order.
That all escape routes are free of obstruction and can be safely used.
That there is no obvious fire hazard on the premises.
GAS LEAKS: Call the National Gas Emergency Service 0800 111 999. Open doors & windows; put out naked flames; don’t smoke; don’t turn electric switches on or off. Evacuate the building; Contact a member of the Hall Committee.
OTHER EMERGENCIES: If necessary evacuate the building; Contact the Hall Committee.
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.
All doors and windows remain closed during periods of amplified entertainment apart from access. DAMAGE to the fabric or contents of the Hall shall be reported to the Hall Committee immediately after the letting. The HIRER shall reimburse Hall Committee for all damage (Including accidental damage) to the premises or to the fixtures, fittings or contents and for loss of contents.
ACCIDENTS AND DANGEROUS INCIDENTS: A first aid box is available in the servery for minor injuries. For more serious injuries advice may be sought from NHS 111.
For emergencies- Dial 999 and give this address: War Memorial Hall, Church Walk, Morecambe, LA4 5PR.
It is strongly recommended that all users have their own mobile phones for emergencies. It is the responsibility of the Hirer to ensure that all accidents or incidents, however minor, are recorded in the Accident/Incident log book located in the kitchen with the first aid equipment and the Hall Committee informed as soon as is practical.
UNAUTHORISED ITEMS: The Hirer shall ensure that none of the following items are brought into the premises – Illegal drugs, highly flammable substances, heating appliances, fireworks, animals (except guide or hearing dogs).
COLLECTIONS & LOTTERIES: No collections, games of chance, sweepstakes or lotteries, nor any betting shall be conducted on the premises unless conducted as fundraising and with the agreement of the Hall Committee.
INSURANCE COVER: Infringement of Copyright: The Hirer shall be responsible for all actions, costs, expenses, awards of damage etc relating to any claims following the unauthorised play, playing, performance or use of any records, audio tapes, video tapes, compact discs, mini discs, etc or the unauthorised use of any apparatus or equipment which happens during the period of hire of the hall. The hirer is responsible for any fine resulting from any such activity.
Claims Following Death or Injury: The hirer will be responsible for all costs, expenses, settlements and awards of damages etc in respect of the death of or injury to any person arising out of or in connection with the use by the Hirer of the hall.
Claims about Property: The Hirer will be responsible for settling all claims including costs, expenses awards of damages etc relating to claims following damage to or the loss, theft, or removal of any property brought to or left in the hall. The Hirer should ensure that they hold appropriate insurance cover for the events that they organise. In particular, it is strongly recommended that where hirers are directly responsible for supervising children on BOUNCY CASTLES or similar they should take out appropriate cover.
END OF HIRE: The Hirer will ensure that –
Attendees are encouraged to respect residents of the area when leaving the building i.e. quietly
All areas of the hall and surrounds (i.e. storage rooms, toilets, car park area, footpaths etc) are left in a clean and tidy condition and any contents temporarily removed from their usual positions are properly replaced.
All chairs are neatly stacked away.
All stacked chairs are moved using the appropriate chair trolley and not dragged along the floor.
All electrical lights, sockets and fans are turned off.
All tables are cleaned and stacked away.
All spills are mopped up.
All windows, doors and shutters are locked.
All Internal doors are shut.
All rubbish is put in the outside bins.
Premises are properly locked and secured.