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  1. Introduction and definition of terms
    1. Beech Hill Memorial Hall Trust (the ‘Trust’) is an independently managed and self-financing charity (charity number 300116). It exists primarily to support local community groups, manage the Memorial Hall and to enable the delivery of professional and charitable services to the people of Beech Hill. The Hall is a memorial to those who died in the two world wars. Please treat the Hall with care and respect. 
    2. These standard terms and conditions of hire apply to all hirings of the Beech Hill Memorial Hall (the ‘Memorial Hall’) from February 1st 2012.  If you are unsure about any of these conditions and how they apply to your hire please ask the Bookings Secretary. 
    3. The use of the term ‘Management Committee’ throughout this document refers to the Beech Hill Memorial Hall Management Committee.
    4. The Booking Form and Hiring Agreement constitutes permission only to use the premises and confers no tenancy or other right of occupation on the Hirer. All previous terms and conditions of hire are revoked. 
    5. Hirers must be 18 years of age or above.  The Hirer is not permitted to sub-let the premises.
  2. Booking, payment and cancellation
    1. Bookings for the Hall should be made through the Bookings Secretary using the Booking Form.  A booking is only confirmed following payment of the required booking fee indicated on the hire sheet (sent to the hirer in advance of the event).
    2. Deposit: If your booking is more than 5 months in advance, we ask for a 25% deposit to hold the date (paid by Bank Transfer).  If for any reason you later have to cancel the booking, your deposit will be refunded as long as you give us at least 7 days notice - see below.
    3. Cancellation policy:  
      • The Trustees understand that bookings need, on occasion, to be altered or cancelled due to circumstances beyond the hirer's control.
      • We want to be helpful and so if you give us 7 days notice there is no charge.  If you give us less than 7 days notice and/or do not take up your booking, then we reserve the right to charge 25% of the hire.
    4. Evening bookings for events finishing after 1800 will be accepted by special arrangement only.
    5. The Management Committee reserves the right to refuse hire to any party without explanation, and may cancel a hire at any time by written notice to the Hirer (including by email) at their discretion. The Hirer will be given as much notice as is possible in this event.  Some of the circumstances under which this might occur are: 
      • The premises being required for use as a polling station for a Parliamentary or local government election or by-election.
      • If the Management Committee reasonably considers that the hiring will result in a breach of licensing or other legal or statutory requirements or if illegal or unsuitable activities will take place on the premises as a result of the hiring
      • The premises becoming unfit for the intended use by the Hirer
      • The premises being required in an emergency for the shelter of victims of any disaster
      • Breach of trust and any activity on the part of the Hirer which may adversely affect the independence or reputation of the Trust.
    6. In any such case the Hirer will be entitled to a refund of any fee already paid, but the Management Committee will not be liable to the Hirer for any resulting direct or indirect loss or damages whatsoever.
  3. Maximum capacity
    1. The Hirer agrees not to exceed the maximum permitted number of people including the organisers and any performers.  The maximum permitted capacity for the Hall shall be 130 persons (where seating at tables is not used) and 80 persons (where seating is used).    
  4. Responsible use of premises
    1. The Memorial Hall is a community amenity owned and managed by a charitable trust and should be used with this in mind. Hirers are required to accept responsibility for being in charge at all times during the period of the hire when the public are present and for ensuring that all conditions under this Agreement are met. 
    2. The Hirer is expected to be present during the whole of the period of the hire and is responsible for:
      • The supervision of the premises and grounds (the buildings and contents, surrounds, garden and car park)
      • The supervision of car parking arrangements so as to avoid obstruction of the exit and of Wood Lane 
      • The behaviour of all persons using the premises during the event, whatever their capacity
      • The safety of all children who attend the event in the Hall, including any required criminal checks on adults present
      • The safe use of the premises, including compliance with relevant Health and Safety and Food Hygiene law
      • The legal use of the premises, including obtaining and complying with any necessary licences
      • The security of the premises, including controlling admission and refusing admission to those not entitled to be there 
      • Not allowing the premises to be used for any unlawful purpose or in any unlawful way
      • Not to do nor bring on to the premises anything which may endanger the premises or guests or compromise any insurance policies in force (a copy of our insurance can be made available if required)
      • Not allowing smoking indoors at all and only in the permitted area outside on the porch, by the ash bin
      • Not exceeding the maximum safe capacity of the premises (see point 3 above)
      • Ensuring people enter and leave the premises in an orderly manner and without causing disturbance to neighbouring residents
      • Ensuring that all heaters, lights and other electrical appliances are switched off when the Hall is vacated. 
      • Ensuring that all windows and doors are securely locked and that any keys are returned to the Bookings Secretary or duty committee member, or as otherwise advised.
      • Notifying the relevant emergency services without delay if the need arises (then call the Bookings Secretary)
      • Notifying the Bookings Secretary of any faults discovered or damage caused, so they can be rectified.
    3. To avoid damage to the premises, the only method of putting up party decorations such as balloons and streamers is to attach them to the fixing points provided.  No other alterations or additions may be made to the premises nor may any fixtures or placards or decorations or other articles be attached in any way.  Any damage will be charged for. 
    4. Fly posting or any other form of unauthorised advertisements for any event taking place at the premises is strictly prohibited. 
    5. If the kitchen and/or any of its contents (equipment, crockery, cutlery, etc), is used during the hire, the Hirer is responsible for any losses, breakages or damages, and for washing and returning the items to their usual storage places. 
    6. The Management Committee accepts no responsibility for any equipment or other property brought onto or left at the premises, and all liability for loss or damage is hereby excluded.
    7. The Hirer will not use the premises for any purposes other than those described here :
      • Licencable  (please see the Premises Licence for more detail)
        • Performance of Plays
        • Exhibition of Films
        • Indoor Sporting Events
        • Performance of Live Music
        • Playing of Recorded Music
        • Performance of Dance
        • Provision of Music Facilities
        • Provision of Dancing Facilities
        • Provision of Hot food or Drink
        • Sale of Alcohol
      • Other activities e.g. children's party, training session, health and fitness
      • Note that the Hall is not licensed by the Performing Rights Society for the performance of copyright music.  It is the Hirer’s responsibility to obtain any relevant licence in this case and to let the Bookings Secretary know in advance.
    8. The Hirer will ensure that no amplified sound or Live Music is played outside the  building at any time (unless specifically agreed and noted beforehand).  The Hirer will, if using sound amplification equipment, make use of any noise limitation device provided at the premises and comply with any other Premises Licence conditions
    9. The Hirer is responsible for removing from the premises, its grounds and car park, all bottles, containers, food packaging, decorations, and other rubbish at the end of the hire and for leaving the premises in a hireable condition.  The Management Committee reserves the right to charge for any cleaning or rubbish disposal that is required after the end of the hire to return the premises to a hireable condition.  
    10. The Hirer agrees to terminate their event at such a time as will allow for the Hall being vacated and closed by the departure time agreed.  Please ask your guests to respect the local resident’s right to a good night’s sleep by minimising noise when leaving late and by not dallying in the car park. 
    11. At the end of the hire, the Hirer will leave the Hall, grounds and car park in as clean and tidy a condition as they found it and will return any item temporarily moved to its usual position. 
  5. Public safety, health and hygiene and fire regulations
    1. Safeguarding children, young people and vulnerable adults:  Hirer must ensure that any activities for children, young people and other vulnerable adults are only provided by fit and proper persons in accordance with the Safeguarding Vulnerable Groups Act 2006 and any subsequent legislation.
    2. Fire extinguishers are provided within the Hall plus a fire blanket in the kitchen, and the Hirer agrees to note their location and the locations of the three, marked, emergency exits before the event begins.
    3. The Hirer shall not allow any open flames, fireworks or similar to be used at any time without the express permission of the Bookings Secretary.
    4. The Hirer must make sure that any electrical equipment brought into the Hall is in good and safe working order. 
    5. The Hirer must nominate a competent person to take charge in the event of fire, to ensure all users are briefed on the proper evacuation procedure to be used in the event of fire or the sounding of the fire alarm and to ensure that all persons can escape unimpeded through the fire exits to the assembly point in the car park or other nominated assembly point. Fire doors must remain unobstructed during a hire.  Improper operation of the fire alarm or extinguishers will result in a charge.
    6. In the event of a fire it is the responsibility of the nominated person to call the fire brigade and notify the Bookings Secretary or duty committee member at the earliest opportunity.
    7. The Hirer must report all accidents involving injury to the public to the Bookings Secretary or duty committee member as soon as possible and complete the relevant section in the Hall’s accident book. Certain types of accident or injury must be reported on a special form to the Incident Contact Centre. The Bookings Secretary or duty committee member will give assistance in completing this form and making contact with the Incident Contact Centre. This is in compliance with the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995 (RIDDOR). or
  6. Indemnity
    1. The Hirer shall indemnify and keep indemnified each member of the Management Committee and the Memorial Hall’s employees, volunteers, agents and invitees against:
      • any repair or replacement necessitated by damage done to any part of the premises, (including grounds and car park) or its contents during the hire.  This is not limited to any damages deposit amount. 
      • all claims in respect of lost or damaged property (including any equipment left at the Hall) or injury to persons arising from their use of the premises.  This is not limited to any damages deposit amount. 
      • all claims as a result of any nuisance caused to a third party as a result of the hire. 
    2. The Memorial Hall is insured for its own sponsored and community events only.
      The Hirer must take out adequate insurance to insure the Hirer, and members of the Hirer’s organisation and invitees, against the Hirer’s liability and all claims arising as a result of the hire.


Please also read the 'Notes for Hirers', Annex 1 to these Terms and Conditions.


© 2022 Beech Hill Memorial Hall, Wood Lane, Beech Hill, Reading, RG7 2BE. Registered charity number 300116.