Terms and Conditions of Hiring Strachur Memorial Hall

General

  1. The Strachur Memorial Hall Committee (SMH) endeavours to provide a Hall that is clean and tidy for all users and at as reasonable a cost that it can. In order to do this, the Terms & Conditions set out below must be adhered to by all who use the Hall. This includes community user groups, general and individual hirers.

  2. SMH reserves the right to refuse a booking if the booking is deemed inappropriate or the Hirer has been found or suspected to have previously broken these terms and conditions.

  3. The hall’s electoral status and duties will take precedence over other bookings

  4. SMH reserves the right to change these Terms & Conditions at any time at its discretion.

Pre-Booking

  1. Fire capacities and public entertainment licencing restricts the maximum occupancy to 150 persons in the Memorial Hall, 100 in the New Hall and 15 in the committee room. SMH provides crockery and cutlery for up to 120 meal place settings which is available to hirers.

  2. Any decorations put up by Hirers must be non-flammable, and may not be fixed near light fittings. Sellotape and adhesive tape must not be used on painted surfaces. Drawing pins and staples can only be used along the front of the stage and must be completely removed at the end of the let. No sand or other abrasive material is allowed on any floor

  3. The Memorial Hall has an entertainments licence that applies to events that charge admission at the door. Where appropriate, a levy of £12.50 per event will be charged.

  4. If alcohol is to be sold on the premises it is the responsibility of the hirer to obtain the appropriate licence and to comply with the terms of that licence.

Booking, cancellation and payment

  1. Availability can be checked on our website: www.strachur.org.uk

  2. Bookings are to be made with the booking officer.

  3. Two bookings on the same day with less than 1 hour between the bookings will be considered as one continuous booking.

  4. The booking period shall include time to set up an activity or function and time to return the hall to its original state (condition 20 refers). The hirer MUST inform the bookings officer if additional time is required for setting up and/or clearing away. If additional time is required an appropriate fee will be charged.

  5. With repeat bookings it is the responsibility of the Hirer to inform the booking officer at least 2 (two) weeks in advance if they won't be using the hall.

  6. SMH reserves the right to claim all or part of the hiring charge if the Hirer cancels the booking with less than 2 (two) weeks notice.

  7. The Hirer will be invoiced at the end of the month in which the hall was used. Payment must be made within 28 days after invoicing.

  8. Bookings made by individuals, such as for birthday parties or weddings, must be paid in advance. A deposit shall be required for weddings. The booking will be cancelled if full payment has not been received 2 weeks before the event.

Use of the hall

  1. Strachur Memorial Hall is NO SMOKING throughout

  2. There is a secured key box outside the hall. The code for the key box can be obtained from the booking officer. The key must be returned into the key box at the end of the hiring period.

  3. FIRE SAFETY PLAN: The booking officer shall provide the Hirer with a relevant copy of the fire safety procedures or you can download it here. The Hirer shall adhere to these procedures and make it known to the booking officer if they are unable to comply with the requirements for any reason. The Hirer must nominate a competent person to take charge in case of fire, to ensure that all persons at the hall can escape unimpeded through the fire exits and to assemble in the car park or other nominated assembly area. This person shall remain sober if alcohol is available during the hire. Suitable supervision must be in place for fire evacuation if the activity involves the less able-bodied or children. Fire doors MUST remain unobstructed during a let.

  4. It is a condition of the hire that the premises are left in a tidy condition at the end of the hiring period:

  • Chairs and tables, having been wiped over, should be returned whence they came. Chairs to be stacked in the corners of the hall (max. 5 chairs per stack).
  • Non-recyclable rubbish must be bagged and placed in the large slide-top bin in the car park. Recyclable waste should be washed and disposed of (non-bagged) in the blue wheelie bins in the car park.
  • Glass bottles are to be collected together and taken to the bottle bank next to the hall’s overflow car park. They MUST NOT be put in the general waste, blue recycle bins or left in the hall.
  • Floors should be swept and tidied.
  • The kitchen and crockery should be left in a clean, tidy and fit state for the next hirer.
  • Any equipment used must be returned to its proper storage space after use.
  • Sacks, brooms, mops, dustpans, etc. can be found in the cupboard in the hallway.
  • Any additional Hall Cleaner costs through non-compliance with the above may be levied on the hirer.
  1. The Hirer is responsible for any damage or loss to the hall & grounds during the hire period. If there is loss or damage, the hirer must inform the bookings officer within 24 hours. Any costs for repairs or loss replacement may be levied on the Hirer.

  2. Heating can be controlled by adjusting the controls on the room thermostats. Click "up arrow" to increase (1/2 °C per click), the "down arrow" to decrease. An audible click will be heard as the current temperature is passed.

  3. Please ensure that all windows and doors are securely closed, lights and turned off (except emergency lighting) and doors latched when you lock the hall.

Data Protection

Unless you make it known verbally or in writing to a member of the Strachur Memorial Hall Committee (SMH) that you do not consent to your details being retained, SMH will understand that you consent to the following SMH data protection arrangements:

SMH is registered with the UK Information Commissioner for the purposes of the Data Protection Act (1998). When supplied by an individual, SMH will store committee members’, volunteers’, hirers’ and hall associates’ names, addresses, email addresses and telephone details (contact data). The data controller is the SMH secretary who can be contacted at smhexcsecretary@strachur.org.uk. SMH controls personal data in accordance with its Data Handling Arrangements (DHA) document. The DHA document is available to view by all users by request to the hall secretary. Contact data is held for the purpose on running the committee, invoicing and contacting hirers. Contact data will not be passed to anyone outside of the committee and volunteers. An individual’s contact data is erased within one year of a committee member retiring, a volunteer ceasing to be prepared to aid the hall or a hirer ceasing to use the facility. The hall car park and main entrance are monitored by recorded CCTV for the security of the facilities and its users. Recordings are viewed in accordance with the DHA document and only when transgressions in security become apparent. CCTV recordings are stored for no longer than 30 days unless requested by state authorities. An individual has the right to view their personal data held, withdraw consent for SMH to hold their details and to raise a complaint to the Information Commissioner. If an individual does not consent for SMH to hold their contact details or for their approach to the facility be monitored, this may result in SMH being unable to accept the individual as a committee member, a volunteer, to use the hall (in the case of CCTV objection) or to accept a hire booking.

We thank you for your co-operation and hope that you enjoy the use of our village hall.

If you have enjoyed your time at the hall, please tell others; if you have not, please tell us. Strachur Memorial Hall is run by volunteers, managed by a Charitable Trust and funded by income from lets and local fund raising. We would welcome any thoughts you may have on how we may be able to improve our service or facilities.

Donations welcome.

STRACHUR MEMORIAL HALL COMMITTEE

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