Wealden District Council

Civic Community Hall, Hailsham, Terms and Conditions

Terms and Conditions

Correspondence

All correspondence should be addressed to the Council using the contact details listed at the bottom of this page.

Booking Procedure

You can apply online at by completing the booking form. Alternatively you can request a booking form by emailing or telephoning the Council using the above contact details.

Your booking will not be confirmed until you have received official confirmation.

Capacity

The capacity of the hall is 240 people (standing). As a condition of use, the Hirer acknowledges and agrees not to exceed those capacity limits.

Deposit

A deposit will be taken, depending on the type/frequency of usage.  The deposit or a proportion thereof will be non-refundable if the hall is left in an unclean state or there is any loss or damage to the premises or any equipment therein. In cases where the damage is in excess of the deposit, the excess will be charged to you. The deposit amount varies on the type of event; the basic deposit amount is £50.00, however if your event involves alcohol the deposit increases to £150.00.

Payment

An invoice for the hire charge will be sent to you at least 28 days prior to your booking and should be paid within 14 days. If the invoice is not paid within 14 days the booking will be cancelled.

Bookings made within 28 days of the intended date of use of the hall must be paid in full at the time of making the booking

The Council reserves the right to refer all outstanding invoices to a debt collector.

Use of the Premises

The Hirer shall not use the premises for any purpose other than that described on the booking form and shall not sub-hire or use the premises or allow the premises to be used for any unlawful purpose nor do anything or bring onto the premises anything which may endanger the same or render invalid any insurance policies. Smoking is not permitted anywhere on the premises.

Cancellation by the Hirer

All cancellations must be in writing, email is permitted. The cancellation date will be the date of receipt not the date of the notification.

Cancellation charges apply 30 days before the event and are as follows

30 days or over - no charge; full deposit returned
29-22 days before event - 75 of deposit returned
21-15 days before - 50 of deposit returned
14-7 days before - 25 of deposit returned
Less than 1 week; No deposit returned

Cancellation by the Council

The Council reserves the right to cancel the booking if payment is not received and to recover the hire charge. The booking is accepted by the Council on the basis that the information supplied is correct. Should any of the information be found incorrect the Council reserves the right to cancel the booking.

If for reasons beyond the control of the Council, the Council is unable to provide the facilities on the hire date, the hire fee shall be refunded and that shall be the extent of the Council's liability.

In the event of an emergency Wealden District Council reserve the right to cancel any meeting/event.

Fire Evacuation Procedures

The Civic Community Hall will be evacuated when the alarm sounds. The evacuation zone (Hall) will be checked by the Hirer to confirm evacuation has taken place. The roll call assembly point for the Civic Community Hall is identified on the evacuation instructions detailed in the Hall.

Kitchen Facilities

The kitchen facilities include: Cups, saucers, plates and cutlery. The cost of any damages will be recovered from the Hirer.  There is to be no hot food preparation in the kitchen. The Hirer shall, if preparing, serving or selling food, observe all relevant food health and hygiene legislation and regulations.

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.

Clean and Tidy Condition

The Hirer should ensure the hall is left in a clean and tidy condition [and should remove all rubbish from the hall].  Cleaning equipment is stored in the kitchen.

Alcohol

Hirers must adhere to all requirements of the Licensing Act 2003.

The Council's Premises Licence for the Hall does not have the necessary provision to permit the sale of alcohol for bookings. Accordingly, you should ensure your event is covered by a Temporary Event Notice under the Licensing Act 2003 from Wealden District Council, Licensing Department; please note there is a charge (approx. £21).

If you fail to obtain the Temporary Event Notice you will break the law if you provide alcohol at your event. A copy of the Temporary Event Notice is to be lodged with the Civic Community Hall Administrator.

Any party for those aged 18 or over require double Caretaker cover at an additional cost of £20.00 per hour.

Party's for those aged 14 to 18 require onsite adult supervision, plus double Caretaker cover at an additional cost of £20.00 per hour.

Respect our Neighbours

It is the responsibility of the Hirer to arrive and depart from the premises in accordance with the times stated on the Facility Hire Application Form. The Hirer and its associates must ensure that their use does not cause a nuisance to any other person or local resident. In particular the Hirer must ensure a timely and considerate vacation of the premises after use.

Loss and Damage

The Hirer will be held solely responsible in respect to any claims arising, or loss, accident, injury or damage to persons sustained in connection with this event. Any loss or damage to Council property, furniture, fittings, fixtures, flooring, appliances and apparatus in or about the said premises will be charged to you. I.e. damage by stiletto heels to the flooring, will be chargeable and may be in excess of the deposit held

No responsibility will be accepted for any damage to, or loss of any property you bring to, or store on the premises.

Alterations

Nothing is to be driven into or attached in any way to ceilings, walls, floors, furniture or furnishings without prior permission. No writing, painting or disfigurement is to be applied to the walls, ceilings or floors.

Public Liability Insurance

Hirers must make their own arrangements for Public Liability Insurance.

Additional Permissions

Permission of the Council is required in respect of the following:

Broadcasting and filming (including videoing, photography etc.)

Contact the Civic Hall