Terms and Conditions
Definitions
“Council” means Wealden District Council of Council Offices, Vicarage Lane, Hailsham, East Sussex, BN27 2AX
“Hall” means the Civic Community Hall, Vicarage Lane, Hailsham, East Sussex, BN27 2AX
“Hirer” means the company or the representative of the organisation booking the Hall. The booking is personal to the Hirer and they may not transfer or sublet this consent to any other person.
“Senior Fire Warden” means the designated Council staff member responsible for directing evacuation procedures during an emergency.
“Temporary Event Notice” mean a legal authorisation under the Licensing Act 2003 that permits the sale of alcohol or certain licensable activities at an event not covered by the Council’s Premises Licence.
Enquiries
Please visit the council’s website for general information about the Hall.
Enquires about the Hall are managed by the Council’s Facilities Team. They can be contacted on:
Email: civiccommunityhall@wealden.gov.uk
Telephone: 01323 443372 (Please note: we may not always be available to answer your call. Voicemails left on this number are checked twice per week.)
Post: Wealden District Council, Facilities Team, Vicarage Lane, Hailsham, East Sussex, BN27 2AX
Booking Procedure
Please use the online form to request a booking of the Hall. Alternatively, you can request a booking form by contacting the Council’s Facilities Team via email, telephone or post.
Capacity
The capacity of the Hall is 150 up to 180 people depending on the event and this will be discussed when the booking is made. As a condition of use, the Hirer acknowledges and agrees not to exceed this limit.
Payment
Payments can be made by debit or credit card or a BACS payment. An invoice for the hire charge will be sent to the Hirer approximately 28 days prior to your booking. The deposit is payable at the time of the booking. The balance of the invoice must be paid in full at least 14 days before the booking date. Failure to make payment by this time will result in the booking being cancelled, and the Hirer will be notified.
Bookings made less than 14 days before the intended Hall use must be paid in full at the time of booking.
Deposit
A deposit is payable at the time of booking. Confirmation of the booking will only be issued once the deposit has been received in full.
The deposit, or a reasonable proportion of the deposit, is non-refundable if the Hall is left in an unclean state or if there is any loss or damage to the Hall or any equipment provided by the Council. If the cost of damage exceeds the deposit, the additional amount will be charged to the Hirer.
The standard deposit amount is £50.00 and payable for each individual booking. If making 7 or more bookings at the same time, only one £50.00 deposit is required. Where an event involves alcohol, the deposit will increase to £150.00.
Non-payment
The Council reserves the right to refer any unpaid invoices to an external enforcement agent.
Cancellation
By the Hirer
Cancellation by the Hirer must be in writing, either by post or email, and addressed to the Councils Facilities Team.
The effective cancellation date shall be the date the Councils Facilities Team receives written notification of cancellation
The preferred method of cancellation is via email.
Cancellation charges prior to the hire date:
- 30 days or more – there is no charge, the full deposit is returned to the Hirer.
- 29-22 days before – 75% of deposit is returned to the Hirer.
- 21-15 days before – 50% of deposit is returned to the Hirer.
- 14-7 days before – 25% of deposit is returned to the Hirer.
- Less than 1 week – no deposit is returned to the Hirer.
Hirers should note that the Council accepts no responsibility or liability for the cancellation of a booking resulting from the refusal of any Temporary Event Notice being issued. Where a deposit has been paid, this will be returned.
By the Council
The Council reserves the right to cancel the booking if payment in full is not received as set out in these Terms and Conditions of use and the Council will take action to recover the hire charge from the Hirer.
The booking is accepted by the Council on the basis that the information supplied is accurate and true. The Hirer must notify the Council’s Facilities Team as soon as possible if they become aware of any incorrect information. If any information is found to be incorrect, the Council reserves the right to cancel the booking and recover the hire charge from the Hirer.
In the event of an emergency, the Council reserve the right to cancel any booking. If for any reason beyond the Council’s control, the Council is unable to provide the Hall on the agreed hire date, any fees already paid, including the deposit, will be refunded. This refund will be the full extent of the Council’s liability.
Use of the Hall
The Hirer shall not use the Hall for any purpose other than that described on the booking form and shall not sub-hire, use or allow the Hall to be used for any unlawful purpose. Certain activities, such as broadcasting, filming, or any other uses not outlined in these Terms & Conditions, require prior written permission from the Council.
The Hirer shall not use or permit the Hall to be used in a way which may render any insurance policies invalid.
Smoking
Smoking is not permitted in or around the Hall. Smoking is only permitted in the designated smoking area.
Fire Evacuation Procedures
In the event of the fire the alarm sounding, Hirers and attendees must remain in the Hall unless you are advised by the Senior Fire Warden to move to a different evacuation point. Full evacuation procedures can be found in the Hall, and as the Hirer, you are responsible for familiarising yourself with these procedures on the date of hire.
For information purposes this is also the evacuation point for Council staff and visitors located in the offices.
Kitchen Facilities
The kitchen facilities include a hot water urn, washing up facilities, cups, saucers, plates, cutlery and a small fridge.
The cost of any damage to items provided by the Council 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, comply with all relevant food health, safety and hygiene legislation and regulations.
Clean and Tidy Condition
The Hirer should ensure the Hall (including the entrance and kitchen facilities) is left in a clean and tidy condition.
All rubbish should be bagged, preferably into recyclable / non-recyclable bags and left in front of the kitchen to be disposed of by the Council’s Facilities Team, up to a maximum of 6 bags. Any remaining bags should be disposed of by the Hirer.
There is a cloth and paper towels available for cleaning. Please let the Council’s caretakers know about any spillages so they can be dealt with promptly.
Alcohol
Hirers must adhere to all requirements of the Licensing Act 2003.
The Council’s premises licence for the Hall does not allow the sale of alcohol for bookings. If you intend to sell alcohol at your event, the Hirer must obtain a Temporary Event Notice from the Council’s Licensing Team (approx. £21 fee). Proof of the notice must be given to the Council’s Facilities Team at least 7 days prior to the hire date.
Failure to obtain a Temporary Event Notice means it is unlawful to provide alcohol at your event.
Additional charges
Where an event involves attendees aged 18 or over and alcohol is present – whether served, consumed, or permitted – the standard hourly hire rate will be doubled.
For parties primarily attended by individuals aged 14 to 18, responsible adult supervision must be present on-site for the entire duration of the hire. In addition, the standard hourly hire rate will be doubled for the entire booking period.
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 Hall will be charged to the Hirer. For example, 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 the Hirer or attendees bring to, or store at the Hall.
Alterations
Nothing is to be driven into or attached in any way to ceilings, walls, floors, furniture or furnishings.
No writing, painting or disfigurement is to be applied to the walls, ceilings or floors.
If in doubt, the Hirer should contact the Council’s Facilities Team for guidance prior to making any alterations.
Respect our Neighbours
It is the responsibility of the Hirer to arrive and depart from the Hall in accordance with the times stated on their booking confirmation form.
The Hirer and its attendees must ensure their use does not cause a nuisance to others or local residents. The Hirer must ensure a prompt and considerate vacation of the Hall after use. If your booking exceeds the agreed time, additional hire charges will apply in 15-minute intervals for any additional time used.
Public Liability Insurance
Public liability insurance is usually included in the hire cost. However, businesses and other Councils must arrange their own public liability insurance and confirm with the Council’s Facilities Team that the cover is appropriate for the event taking place.
Gaming, Betting and Lotteries
The Hirer must make sure that no activities take place in the premises that break the law on gaming, betting, or lotteries.
Additional Permissions
The Hirer must obtain written permission from the Council for the following:
- Broadcasting and/or filming (including video recording, photography etc.)
- Any other uses of the Hall not covered in these Terms & Conditions.