ADDISON CENTRE
TERMS & CONDITIONS OF HIRE 2019
BOOKING PROCEDURES
A Hirer of the Addison Centre and its facilities must be over the age of eighteen (18) years, proof of which may be sought.
The hourly hiring charge and terms of conditions of hire are subject to variation from time to time. In the event of a revision following a confirmed booking but before the date of the event, the revised fees and conditions will be applicable.
The hirer (or a designated representative) must remain in the Centre until the end of the function and the hall has been cleared and left in a reasonable state.
DEPOSIT
A non refundable deposit of £100.00 will be required to confirm each booking.
BALANCE
An invoice will be sent 45 days before the booked date, showing the total hire charge, (including any revisions), deposit paid and balance due. All outstanding balances must be paid 45 days prior to the date of the event.
REFUNDABLE DAMAGE/BREACH OF CONTRACT
A bond of a minimum of £250.00 which will be banked, is required with the outstanding balances.
This bond will be fully refunded within 20 working days of the event provided that the building and its fixtures and fittings have not been damaged during the period of hire, and on condition that the building, toilets and kitchen have been left in a reasonable condition and that the Terms and Conditions of hire of the Addison Centre have been adhered to.
CANCELLATION
A Hirer may cancel a booking upon giving two (2) calendar months notice in writing to the Addison Centre.
CONDITIONS OF HIRE
For bookings that are in excess of four hours duration, you are allowed one hour foc before the event for preparation and thirty (30) minutes after the event for cleaning purposes etc. This will facilitate the removal of food and decorations etc. Any extra time required at the start or the end of a hire period must be paid for at the appropriate rate and as such will be deducted from the retained bond.
If the hall, kitchen, toilets or any other part of the building to which the Hirer has access have been left, in an unacceptable condition, an additional charge will be made. This charge will be recovered from the Hirers Bond. SEE ADDENDUM
The Hirer shall be responsible for any damage to the building, hall, kitchen, toilets or any other part of the building to which the Hirer has access. Likewise to any equipment owned by the Addison Centre and used by the Hirer.
The Hirer shall indemnify the Addison Centre, its employees, and the Committee against any claims by third parties and subsequent Hirers for damage or loss arising from the Hirer’s use of the Addison Centre.The Hirer shall accept any approved assessment, or provide an approved independent assessment, and settle the sum agreed within fourteen (14) days.
If, in the opinion of the Hall Manager, a nominated responsible employee or an authorised officer of the Committee, the attendance of any of the emergency services is necessary during any period of the hire, then the Hirer will be required to pay for any attendance fees, if demanded.
The Hirer shall only use the Addison Centre for the purpose stated on the booking confirmation.
If the Hall is used for any other purpose, or if it appears that a material omission has been made, or a mis-statement made on the hiring application form, the Hall Manager, a nominated responsible employee or an authorised officer of the Committee, may immediately terminate the hire. The Hirer shall indemnify the above against any claim arising as a result of such an action and the complete hire charge paid to the Addison Centre by the Hirer shall be forfeit to the Addison Centre.
PAYMENT
A booking deposit implies that these Terms and Conditions have been read and understood and the acceptance of these Terms and Conditions of hiring the Addison Centre is therefore deemed to be binding on the Hirer.
BAR POLICY
The Addison Centre is let with a licensed bar therefore all alcoholic and non-alcoholic, i.e. soft drinks, must be purchased at the bar by any hirer or their guests. Non bar purchased drinks are not allowed on the premises.
Intoxicating liquor shall not be sold or supplied at any time to minors for consumption either on or off the premises. Proof of age will be demanded.
Caterers are not permitted to supply wines and/or reception drinks as part of their catering package agreement with hirers.
The bar will close 30 mins before the end of your function.
WEDDING/EVENT PLANNERS
If a wedding/event organiser is involved with your event you are required to sanction any decisions/instructions you make with your planner and then pass onto Addison Centre staff. Addison staff cannot be held responsible for misinformation being given. The whole onus of the booking is upon the person who signs the contract of hire and not with the event planner.
SMOKING
Is not permitted in the Centre in accordance with government legislation
GAMING
Betting games, lotteries or draws, which includes playing bingo, shall not be carried on or allowed within the premises. However, if successful application has been granted by the Betting Gaming and Lotteries Acts, gaming will only be allowed if the provisions of all the Acts are complied with in all respects. Proof of successful application will be required.
SEATING AND TABLE LAYOUT
When the Hall is hired for the purposes of seating arrangements where the only seating is a single row around the walls of the Hall, the Hirer must ensure that the maximum number of persons in the Hall at any time does not exceed 400. The provision of further chairs and tables will reduce this number.
In a theatre presentation configuration, there must be a minimum of twelve (12) inches between the back of the seat in the row in front and the front of the next row of seats. The seats are in rows of not more than twelve (12) chairs.
All gangways and passages must be kept free from obstruction. Chairs, tables and other objects must not be placed in gangways or in front of exits.A gangway of at least one (1) metre must be provided each side of the hall in a theatre style configuration. Likewise, there must be a minimum of one (1) metre between the front row of seating and the stage or any equipment that forms part of the production/presentation.
The Committee or its designated representative reserve the right to specify the maximum number of persons that may be admitted to or be allowed to remain in the hall for a particular function layout of tables.
The Committee and/or its designated representative are to ensure that any hall table plan complies with current Health and Safety regulations. The Hirer must comply with instructions regarding seating and keep all exits clear, both internal and external.
HEALTH AND SAFETY
All Portable electrical appliances brought into the Centre to be used by a hirer and/or their agent are checked by Addison Centre staff to verify current certification to comply with KCA Insurance Policy conditions.The Hirers disco/karaoke/entertainment provider must be asked to confirm that they have complied with the terms and conditions of hire of The Addison Centre. Verification of current certification regarding the Portable Appliances should be made available for inspection by Addison Centre staff on the occasion of your hiring.
If an appliance is found to be lacking in current certification, then that particular item cannot be connected to the mains electrical supply here at the Addison Centre, either directly or indirectly via an extension lead.
Failure to ensure compliance to this requirement will mean that we will be in breach of our policy terms and conditions and therefore without insurance cover. Spot checks may be carried out by our insurers to ensure that the Addison Centre is complying with the terms of our policy.
The use of naked flames, e.g. candelabras, tea lights, indoor firework, sparklers, explosives, combustible materials, e.g. gases etc is strictly prohibited.
ADDITIONAL LIGHTING & ELECTRICAL EQUIPMENT
May be used at the discretion of the Hall Manager/Addison Centre staff subject to the following :-
All electrical equipment brought into the Hall for use by the Hirer or their agent(s) should be tested and certificated (Portable Appliance Test) as fit for use. It is the responsibility of the Hirer to ensure that this is so. The Hall Manager/Addison Centre staff is empowered to see that this requirement is complied with. All sound equipment must be on the stage in compliance with Health and Safety guidelines. Static performers, e.g. keyboard players etc. are not permitted to set up nor perform on the main hall floor. The stage must be used by all performers.
Sound speakers are not to be placed on the floor of the Hall during a performance.
NOISE
To avoid causing noise nuisance to local residents,sound levels in the hall should be kept to an acceptable level. A sound limiter is fitted in the hall in compliance with Health and Safety rules and legislation and equipment must be connected via the designated power sockets.
CONFETTI
The use of paper-based confetti is not permitted in or outside the Centre. Likewise, the use of powder, talcum powder, chalk, Fullers Earth etc within the building is prohibited.
LEGAL HOURS
Are in accordance with the Premises Licence granted by the Bedford Borough Council. The bar must close at least thirty (30) minutes before the end of the function.
CAR PARKING
It is the Hirer’s responsibility to ensure that all cars are parked in a proper manner in the marked spaces. Vehicles must not be parked on the paved or grassed areas adjoining the building or the approach road. Ordinarily, the car-park is not suitable for the parking of buses or coaches. The Addison Centre cannot be held responsible for vehicles and their contents using the car park. A Hirer may not sub-let any part of the building or car park. Please note that the Addison Centre cannot be held responsible for the use of the car park by others not attending an event at the Centre.
Building exits must not be obstructed by vehicles incorrectly parked. Parking of vehicles adjacent to the building causing obstruction to the emergency exits and access stairs is not permitted.
CLOSED CIRCUIT TELEVISION EQUIPMENT (CCTV)
Is installed internally and externally at The Addison Centre for security purposes. Acceptance of these terms and conditions of hire implies an acceptance by the hirer of agreement of the retention of any recorded images. These images will be retained for an unspecified time and may be used by the appropriate relevant authorities should there be a need.These stored images are for use by the Addison Centre for security purposes only and will not be supplied to any outside agency, other than the previously mentioned relevant authorities.
GENERAL
The Hirer is responsible for maintaining good order with in the premises at all times and to ensure that the regulations are complied with. If required, the Hirer will provide a sufficient number of Stewards. Children must be supervised when in the building.
The Hirer or his representative should be present in the premises for the duration of the hire period. At all public functions, the named Hirer must ensure that at least two (2) Stewards are to be in attendance.
The Hall Manager, a nominated responsible employee or an authorised officer of the Committee is empowered to see that these regulations are observed and to act to ensure the safety of the occupants of the premises and the premises itself. The Hirer will comply with the instructions of any of the aforementioned people to ensure that the above terms and conditions are observed. The responsible person present for the Addison Centre has authority to terminate the booking if the terms of this policy are contravened.
Should the Committee be of the opinion that a proposed function is likely to be of an objectionable or undesirable nature they may cancel the booking. In such a case, the hire charge will be refunded. However, the Committee will not be liable to pay compensation to the Hirer arising out of such a cancellation.
The Committee of the Addison Centre reserves the right to cancel any booking should an emergency arise making the premises unsuitable for use. In the event of the Committee cancelling a booking/event for the above reason, then booking fees will be repaid.
The Hirer must observe all statutory regulations and conditions prescribed by the Licensing authority.
In case of any breakdown or accident what so ever, rendering necessary the temporary closure of the Hall or an interruption of any repairs or renewals consequent on any such breakdown or accident, there will not be any compensation payable to anyone for any loss.
KCA will not be liable for essential services beyond their control in the event of failure. [eg Gas/Electricity/Water/Sewage]
FORCE MAJEURE
KCA shall not be liable for any failure of or delay in the performance of this Agreement for the period that such failure or delay is due to causes beyond its reasonable control, including but not limited to acts of God, war, strikes or labour disputes, embargoes, government orders or any other force majeure event.
DATA PROTECTION-
It is our policy not to share your data with anyone except where legally appropriate. A copy of our Data Protection Policy is available upon request.
DISCLAIMER
The Committee’s decision as to the interpretation of these Terms and Conditions shall be final.
The Committee reserve the right to refuse any hiring application without stating the reasons for the refusal.
HALL CLEANLINESS
- TABLE[S] MUST NOT OBSTRUCT THE DOOR TO BAR/OFFICE nor EMERGENCY EXITS
- KITCHEN TO BE CLEANED with SURFACES & SINKS WIPED AND FLOOR MOPPED. If COOKERS ARE USED THEY MUST BE LEFT IN A CLEAN STATE.
- KITCHEN WASTE MUST BE PLACED IN BLACK BAGS with RECYCLED into ORANGE BAGS
- CATERING EQUIPMENT ETC SHOULD NOT BE LEFT OVERNIGHT UNLESS BY PRIOR ARRANGEMENT
- DAMAGE OR ADDITIONAL CLEANING [INCLUDING TOILETS] WILL BE CHARGED AND DEDUCTED FROM THE HIRERS BOND
EXTRA CHARGES
- COLOURED LIGHTING
- PROJECTOR/SCREEN
- MICS
- KITCHEN
- OTHER ROOMS
- URNS