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The hirer must be over 21 years of age and accept responsibility for overseeing the premises during the hire and for ensuring that all conditions, under this Agreement, relating to management, safety and compliance and supervision of the premises, are met.
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The Hirer shall, during the period of the hiring, be responsible for:
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Supervision of the Premises, including the care of the fabric and contents.
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Ensuring safety from damage, however slight, or any change of any sort.
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Managing the behaviour of all persons using the Premises (maximum capacity shall not be exceeded).
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Proper supervision of car parking arrangements to avoid obstruction of the highway.
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Paying for any damage or loss to the premises, fixtures, fittings, or contents.
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All events must finish by 23:30 and all halls must be vacated by midnight
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The function rooms and facilities are NOT available for hire for young adult (i.e. 13th to 21st) birthday parties or any unsupervised discos.
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The hire of the hall is for the specific agreed times shown on the booking confirmation and does not allow the hirer to use or enter the premises at any other times. The hirer is responsible for ensuring that sufficient time is included in their booking for setting up and clearing away.
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The premises shall not be used for any purpose other than that for which permission has been specifically granted.
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Sub-letting is not allowed under any circumstances.
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Smoking, including e-cigarettes, is not permitted in any of our buildings. It is against the law to smoke in any ‘enclosed’ or ‘substantially enclosed’ public space. This includes the balcony area for the Gallery Room at the Tythings.
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Bouncy castles, barbeques, smoke machines used by professional discotheques, and/or fireworks are not permitted under any circumstances.
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You must ensure that nothing is done on or in relation to the premises in contravention of the law relating to gaming, betting and lotteries.
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Only guide or assistance dogs are allowed, unless agreed prior consent from Yateley Town Council is given.
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Ensure any electrical equipment you bring is safe and in good working order.
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Familiarise yourself with fire exits and location and use of fire equipment and maintain access to them.
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Arrange appropriate licenses for your activities and conduct risk assessments.
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Comply with all conditions and regulations made by the Local Authority, the Licensing Authority, and the hall’s Fire Risk Assessment, especially for events with regulated entertainment, alcohol, or children.
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If playing music, you must hold relevant licences under Performing Right Society (PRS) and the Phonographic Performance Licence (PPL).
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You must have written permission for performance of live music and the playing of recorded music under the Deregulation Act 2015.
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You must restrict children from viewing age-restricted films and ensure copyright compliance.
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Live TV must not be watched in the halls as they do not have a TV licence.
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REGULAR HIRERS- Childcare and Safety
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Comply with the Childcare Act 2006 and the Safeguarding Vulnerable Groups Act 2006.
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Provide Disclosure and Barring Service (DBS) checks, Safeguarding Policy and Child Protection Policy upon request.
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Minimise noise on arrival and departure, especially late at night and early in the morning.
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Drunk and Disorderly Behaviour
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Prevent excessive alcohol consumption and illegal drug use.
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Remove anyone behaving violently or disorderly.
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Accidents and Dangerous Occurrences
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Report any equipment failures or accidents involving injury to the public to Yateley Town Council office as soon as possible. Staff will complete an accident report if necessary. Certain types of accidents, injuries, diseases, and dangerous occurrences must be reported to the Health and Safety Executive (HSE) in accordance with the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013 (RIDDOR). Our office staff can assist in completing this form and provide contact details for the HSE.
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There is a first aid kit on the premises, but we would recommend hirers supply their own first aid kit.
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REGULAR HIRERS– You must obtain adequate insurance to cover yourself, your organisation, and any invitees against all claims arising from the hire. You must provide proof of this insurance to Yateley Town Council upon request. Failure to provide proof will void the hiring agreement.
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CASUAL HIRERS– The hirer is responsible for all claims, losses, damages and costs made against, or incurred by Yateley Town Council, its employees, volunteers, agents or invitees, including any consequent injury to persons arising out of the use of the premises.
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Yateley Town Council’s Insurance: Yateley Town Council is insured against any claims arising from its own negligence.
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Liability: Any items left in the halls are at the owner’s risk. Yateley Town Council will not accept responsibility for any items left or stored in the halls, and all liability for loss or damage is excluded.
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Specific Venue Conditions
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Darby Green Centre has a 1.8-meter height barrier at the entrance.
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Cancellation and Refusal of Hire
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The council may cancel hires if the hall is needed for a polling station or council meeting. Refunds will be provided.
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The council reserves the right to refuse hire to certain individuals, organisations, or functions.
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A £100 damage deposit is required to confirm the booking. The deposit may be retained, in whole or in part, to cover any damage, additional cleaning, unauthorised use of the premises outside the booked hire period, or any breach of these Terms and Conditions. It will be refunded on cancellation of hire and return of venue keys, if there is no damage and all conditions are met.
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Charges may be reviewed with one month’s notice.
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Extra cleaning or damage costs will be added to your invoice.
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REGULAR HIRERS– Invoices must be settled by the 15th of the month to avoid cancellation of future bookings.
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CASUAL HIRERS– Casual hire invoices must be settled by the date given on the invoice (normally 2 weeks before the hire date)
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Payment methods: cash, cheque to Yateley Town Council or bank transfer to: Lloyds Bank Plc Account number: 02703107, Sort Code: 30-91-53, Reference: Hirer/Group name
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Cancellations and Amendments
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Notify us in writing or email at least 14 days prior to cancellations or amendments. Late cancellations will still be charged.
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You must ensure you leave the premises and surrounding area in a clean and tidy condition, properly locked and secured and any contents, i.e. furniture and equipment temporarily moved must be returned to their usual positions/storage areas.
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Do not make alterations or attach items to the premises without written approval. Approved alterations become council property unless removed and any damage repaired.
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The council takes no responsibility for stored equipment or other property brought or left on our premises, and all liability for loss or damage is hereby excluded.
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When you have received booking confirmation, this agreement grants permission only to use the premises and confers no tenancy or other rights of occupation on you.
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