Terms and Conditions
The use of All Saints’ Community Hall is subject to the following conditions. We ask that you read them before confirming your booking.
1. The Hirer – Responsible Person
The Responsible Person shall be the Hirer or in the case of an organisation, the person nominated by the Hirer, and shall be the person responsible for fulfilling these terms and conditions. The Responsible Person shall be over 18 years of age and attend the hall during the hire period. The Booking Secretary shall be informed immediately if an organisation nominates a different person as the Responsible Person.
2. Use of premises
The Responsible Person shall not use the premises for any purpose other than that described in the Booking Form and shall not sub-hire or use the premises or allow the premises to be used for any unlawful purpose or in an unlawful way or bring onto the premises anything which may endanger the same or render invalid any insurance policies in respect thereof.
3. General Housekeeping – The Hirer/Responsible Person shall:
a. take suitable steps to prevent damage occurring to the structure, fixture, fittings, furniture, equipment or decoration of the hall, car park and grounds during the period of hire and any damage should be reported to the Bookings Secretary immediately. The Responsible Person shall be liable for any loss or damage that may result through failure to take adequate or suitable preventative measures.
b. ensure the hall is left clean and tidy at the end of the hire period, with:
i. all lights switched off (except for those that operate automatically),
ii. all outside doors properly secured using the bolts, catches and locks,
iii. all tables wiped clean and returned to the cupboard,
iv. all chairs neatly stacked around the perimeter,
v. all rubbish removed.
Note Spills should be cleaned up using the mop and bucket stored in the cleaning cupboard in the corridor. Use the sluice in the Ladies toilet for filling and emptying the bucket – DO NOT use the kitchen sinks for this purpose.
c. ensure that nothing is fixed to the fixtures, fittings, floor, walls or ceilings of the building using drawing pins, adhesive tape or any other fixing material that will damage the decoration, including blue tac.
4. Health & Safety – The Hirer/Responsible Person shall:
a. ensure the event is adequately and suitably planned and executed to secure the health and safety of all persons present during the use of the hall using as appropriate the information contained in the Guidance Booklet*.
b. ensure the emergency exit and fire alarm provided is not compromised by causing obstruction to the final exit doors and alarm call points or by holding back fire doors except those fitted with automatic door stays.
c. ensure smoking is prohibited on the premises including the car park and the grounds of the hall. The Trustees shall not be liable for the injury of any person or the loss or damage to any property owned by the Hirer or their guests whilst on the premises.
5. Regulated Entertainment – The Hirer/Responsible Person shall:
a. ensure that any activity classed as Regulated Entertainment is carried on in accordance with the restrictions and requirements of the Premises Licence granted by South Cambridgeshire District Council. Please speak to the Booking Secretary if you are unsure what constitutes Regulated Entertainment or for more detail on the restrictions that apply.
b. ensure all proposed Regulated Activities are adequately described on the booking form.
c. in particular the Responsible Person shall take steps to:
i. Prevent public disorder,
ii. Ensure the safety of the public,
iii. Protect young persons from harm,
iv. Use a noise limiting device or otherwise to limit the emission of sounds to the neighbours in accordance with the terms of the Premises Licence.
d. be liable for any loss suffered by All Saints’ Community Hall and its users due to the failure of the Responsible Person to observe the requirements and restrictions contained in the Premises Licence. All Saints’ Community Hall has a PRS licence that covers the artist’s royalties for the playing of recorded music that extends to all who use the hall.
6. Supply of Alcohol
The Premises Licence granted to All Saints’ Community Hall does NOT allow the supply of alcohol for public events. Hirers/ Responsible Persons are prohibited from supplying alcohol unless a Temporary Event Notice (TEN) is obtained in advance from South Cambridgeshire District Council or the specific nature of the event does not require a TEN. In any case, the supply of alcohol is only permitted with the prior consent of the Trustees after the Hirer/ Responsible Person has demonstrated that all regulatory requirements have been met and that in the opinion of the Trustees the supply of alcohol in the circumstances is justified.
7. Maximum numbers
The Hirer/ Responsible Person shall ensure the maximum numbers attending do not exceed the maximum number for the type of event as agreed with the Booking Secretary and as shown on the Booking Form.
8. Access
For ad hoc events, the Responsible Person registered on the booking form shall contact the Booking Secretary during the week before the date of hire to obtain the current Key Safe number. The Responsible Person shall not divulge the number to any other person. For regular repeating hire, the Responsible Person will be issued with a numbered key. The Responsible Person is required to take reasonable care to safe guard the key from theft or loss and to return the key to the Booking Secretary when the hire period ceases.
9. Booking Conditions
Following receipt of the full details for the required booking, the Booking Secretary will provide a Booking Form (either on paper or electronically) setting out the applicable details of hire that shall form part of these Terms & Conditions. The Hirer shall verify the details and sign and date the Booking Confirmation slip and return it to the Booking Secretary within the provisional booking period shown. If the Booking Confirmation slip is not returned within the stated period, the Booking Secretary may offer the hire period to another hirer.
10. Terms of Payment
Terms of payment shall be agreed with the Booking Secretary at the time of booking and these terms will be printed on the Booking Form sent to the hirer and will form part of the Terms and Conditions. In some cases, a deposit may be required. If an Invoice is required, please be sure to inform the Booking Secretary. Payment shall be made to the Treasurer with the Remittance Advice Note that can be detached from the Booking Form.
11. Cancellation
If due to unforeseen circumstance, it becomes necessary for the Hirer to cancel the agreed period of hire then notice shall be given to the Booking Secretary at the earliest opportunity. For the full refund of a deposit, the cancellation must be received 14 days before the agreed hire date. We retain the right to retain a booking fee if the cancellation is made less than 14 days before the agreed hire date. If for any reason the hall becomes unsuitable or unavailable for hire then we will endeavour to advise the Hirer/Responsible Person immediately but we shall not be liable for any loss due to the cancellation of a previously agreed hire due to circumstances beyond our control.
12. Sale of Goods
The Hirer shall, if selling goods on the premises, comply with the Fair Trading Laws and any code of practice used in conjunction with such sales. In particular, the Hirer shall ensure that the total price of all goods are prominently displayed, as shall the organisers name and address.
How to use the Key Safe The Key Safe is mounted on the wall to the left of the main entrance door. Pull the rubber cover tab towards you to expose the key pad. Enter the number given. Slide down the chrome tab and at the same time pull the top towards you to remove the whole front cover. Use the key attached to open the door. To return the cover slide down the black reset tab, enter the number, place the bottom of the cover into the housing, and then slide down the silver tab whilst pushing the top into position. Once positioned release the chrome tab and replace the rubber cover.
*Guidance Booklet
A Guidance Booklet is displayed on the Notice Board in the Hall that gives practical information on the use of the hall and its facilities and a copy is available on request to the Booking Secretary.
