Whetstone Memorial Hall
Registered Charity 521520
Terms and Conditions of Hire
These terms and conditions (the “Terms”) set out the basis upon which the trustees of Whetstone Memorial Hall (“WMH” or “our” or “us”) agree to hire out (the “Contract”) the use of Whetstone Memorial Hall, Leicester, LE8 6JE (the “Hall”), to the individual or organisation listed as being the hirer on the booking system (the “Hirer” or “you”).
The Hirer and WMH agree that the hiring of the Hall will be carried out in accordance with the Terms.
Please familiarise yourself with the Terms below before submitting a booking with us.
Contents:
- How to Contact Us
- Booking
- Use of Premises
- Deposit
- Charges
- Licence and Use
- Your Obligations
- General Rules
- Cancellation
- Liability
- Assignment
- Data Protection
- Events Outside our Control
- Variation
- Governing Law and Jurisdiction
- Privacy Notice
Postal Address:
Whetstone Memorial Hall
High Street
Whetstone
Leicester
LE8 6JE
Email:
enquiries@whetstoneemorialhall.org.uk
Phone:
0800 0614061
The Hirer shall submit a booking application, through Hallmaster booking system (the “Booking”) to hire the Hall which can be found on our website: https://whetstonememorialhall.org.uk/. Then visit the ‘How to Book’ tab.
By submitting a Booking the Hirer confirms that they are over 18 years of age (where an individual) or have the authority to make the Booking on behalf of their organisation (where a company, charity or unincorporated group).
Where we confirm the availability of the Hall for the dates and times requested and provisional acceptance of your Booking, we will issue you an invoice for a deposit.
Until we confirm in writing to you our acceptance of your booking and you have paid the deposit to us, the Booking will remain provisional and we may release it within 48 hours of our provisional acceptance.
We may also refuse any application for hire of the Hall without reason and at our discretion.
The Hirer shall not use the Hall for any other purpose other than which was given in the Booking (the “Purpose”).
The Hirer shall not change the Purpose of the Booking without our prior written consent which may be reasonably withheld. The Hirer shall notify us as soon as possible in writing of the proposed change and shall not use the Hall for those changed purposes without our prior written consent.
The deposit shall be the amount given on the Booking and shall be used to secure the Hirer’s proposed Booking(s) (the “Deposit”).
The Deposit is refundable subject to a satisfactory inspection of the Hall by us at the end of the hire period.
Any additional costs for damages or repairs associated with the Booking will be invoiced directly to the Hirer or deducted from the Deposit (at our discretion).
The charges for booking the Hall will be stated on our website and are inclusive of value added tax.
All invoices should be paid 28 days prior to the start of your hire period.
We may invoice the Hirer for further charges (calculated at our standard hire rates) where the Hirer wishes to use the Hall for any longer than the agreed hire period, has more participants than agreed or otherwise uses the Hall for any activities outside of the Purpose. We may also charge the Hirer if they fail to provide adequate notice of cancellation.
If the Hirer fails to pay any sums owed when due, we may
- terminate the Hirer’s Booking(s); or
- suspend those Booking(s) until all sums are paid.
We grant the Hirer a right for the hire period to enter and use the Hall for the Purpose in accordance with the Terms.
Under the licence the Hirer shall:
- have the right to enter and use the Hall as a licensee only, and no relationship of a landlord and tenant is created between us and the Hirer by the Contract;
- in no circumstances sublet or sub hire the Hall or any part thereof;
- enter and use the Hall for the Purpose and only at the agreed times during the hire period only.
We shall retain control, possession and management of the Hall and the Hirer has no right to exclude us from the Hall. We, our authorised agents, subcontractors and any duly appointed representative of the Trustees may enter the Hall at all times during the hire period.
The Hirer shall:
- not use the Hall other than for the Purpose;
- not do or permit to be done anything at the Hall which is illegal or which may be or become a nuisance, annoyance, inconvenience or disturbance to us, or to any other Hirer, or any owner or occupier of neighbouring property;
- comply (and ensure that employees, agents, guests, attendees and participants (“Attendees”) comply) with the Terms and any instructions or notices from us;
- notify us in advance of the booking of any factor which involves extra fire risk;
- not cause or permit to be caused any damage to the Hall, including any furnishings, equipment or fixtures at the Hall;
- not smoke or permit smoking (including e-cigarettes and vapes) anywhere in the Hall;
- not bring, or allow any of their Attendees to bring, any drugs (except for medical purposes) into the Hall;
- not run or allow any form of gambling to take place in the Hall without our prior written consent (notwithstanding our consent, it shall be the Hire’s responsibility to obtain any licenses and permissions required under the Gambling Act 2005 and any other gambling laws and regulations in force from time to time);
- not bring (or permit attendees to bring) any alcohol into the Hall without a temporary license required under the Licensing Act 2003 or by any other licensing laws or regulations from time to time. We must be notified and sent a copy of the license prior to the hiring of the Hall and the bar must close at least 30 minutes before the end of the function (and no later than 11:00pm);
- not fix any bolts, nails, tacks, screws, adhesives, tapes or other such fixing devices to the walls, fabric or floor of the Hall;
- not display any advertisements, signboards, flag, banner, placard, poster, signs or notices at the Hall without our prior written consent;
- if any inflatable or bouncy castle is to be used at the Hall, hold appropriate public liability insurance and provide appropriate evidence of the same to us prior to the period of hire;
- comply with all the conditions contained in the Music and Dancing License which can be found on the website;
- not alter, move or interfere with any lighting, heating, power, cabling or other electrical fittings or appliances at the Hall, or install or use additional heating, power, cabling or other electronic fittings or appliances without our prior written consent;
- conduct, promote and manage the event in a reputable, lawful and orderly manner, having due regard to the Hall and its surroundings, and our reputation and integrity;
- leave the Hall in a clean and tidy condition, place all furniture back in its original position and to remove the Hirer’s and its Attendees decorations, displays, materials, property and any other equipment from the Hall at the end of the hire period; and
- ensure all evening functions cease at 11:30pm, in accordance with the Music, Singing Dancing license and the Hall must be cleared and secured by midnight;
- ensure that their Attendees behave in a responsible and safe manner at the Hall;
- at all times comply with all applicable laws, regulations and permissions, including health and safety laws, safeguarding laws, equality laws;
- ensure it has all necessary licenses and permissions for any use of the Hall for the Purpose;
- remove all rubbish from the Hall. Failure to comply will incur a removal charge which will be deducted from the Hirer’s Deposit;
- provide all relevant health and safety information to their Attendees and for undertaking any risk assessments which may be required for their use of the Hall.
In the case of a fire the building must be vacated immediately and the fire reported to the Fire Service by dialling 999. The Hirer should make themselves aware of all fire exits and appliances and ensure that they are kept clear and accessible at all times.
We may remove or request that the Hirer remove anyone from the Hall immediately at any time if in our opinion they are not acting in an acceptable manner and/or are not complying with the Terms.
The Hirer shall at all times during the hire period comply with the following and ensure that their Attendees do the same:
- at no point shall more than 175 persons seated or 150 for dancing be in the Hall;
- noise at the Hall must be kept to a reasonable level at all times, be reduced if requested by us, any owner or occupier of neighbouring property or any other authority and all music must cease by 11:30pm;
- all advertising of events at the Hall must comply with the Terms and any other reasonable requirements from us regarding references to the Hall from time to time;
- all property brought by the Hirer (or its Attendees) to the Hall must be removed from the Hall at the end of the hire period and any property left at the Hall for more than 24 hours after the hire may either be returned to the Hirer by us or disposed of (at the Hirer’s cost); and
- the Hirer shall be responsible for ensuring that all cars parked at the Hall by them, their representatives and/or their Attendees are removed from the Hall following the hire. Vehicles left at the Hall car park over 24 hours after the end of the hire period may be removed (at the Hirer’s cost).
We may withhold the Deposit, make deductions from the Deposit and/or claim further damages from the Hirer for any damage to any of our property or any costs incurred in rectifying any breach of the Contract by the Hirer or their Attendees (which may include additional cleaning costs).
All equipment and crockery is to be left in a clean condition and any breakages reported to the Committee. We permit the use of outside caterers provided that the fridge is empty and all rubbish is removed.
Any food served at children’s parties must be served and consumed in the Annex part of the Hall (the right hand side of the premises, as you look at the stage).
Before leaving the Hall all lights in the main hall, back stage and toilets must be switched off and all windows closed and curtains left open. All furniture should be returned to the Annex and all toilets flushed.
We may cancel the Contract at any time before or during the hire period with immediate effect or refuse entry to or require the Hirer or any of its Attendees to leave the Hall during hire if:
- the Hirer is not using the Hall for the Purpose stated on the Booking;
- We have reason to believe that the Hirer will use the Hall for some other Purpose;
- the Hirer does not pay the charges by the agreed due date(s);
- We believe that the Hirer’s or Attendees’ actions or inactions might, in its opinion, prejudice our reputation (or the reputation of the Hall) or exposes us, our agents, employees or officers to legal action and/or we believe there is a threat to the safety of persons or property at the Hall;
- the Hire may lead to a breach of the peace, or acts of violence or conflict may occur or damage may be caused to the Hall or its contents;
- the nature of the Purpose or of any item in its programme is such as to render it undesirable that it should take place at the Hall;
- the Hirer breaches any of the obligations listed above;
- the Hirer does not use the Hall in accordance with the Terms of the Contract.
If we cancel the Contract, we will use reasonable endeavours to re-book the Hall but reserves the right to charge a cancellation fee. Any sums already received by us (including any Deposit) under this Contract will be deducted from the cancellation fee.
The Hirer may cancel the Contract at any time with immediate effect by giving us as much notice as reasonably possible.
In the event of a cancellation less than 14 days before the start of the period of hire, a charge of 50% will be deducted from the Deposit.
We shall not be liable for:
- damages, losses, claims and costs arising out of your use of the Hall and the Hirer shall reimburse us from and against any expense liability loss or claim or proceedings including claims for personal injury to or the death of any person whatsoever arising out of the course of or caused as a result of the hiring except where due to our negligence;
- any loss of profits (whether direct or indirect), loss of sales or business, loss of agreements or contracts, loss of anticipated savings, loss of damage to goodwill or any indirect or consequential loss incurred by the Hirer.
The Hirer shall reimburse us for liabilities, costs, expenses, damages and losses incurred by us arising out of or in connection with:
- a breach of the Contract or any other negligence or wrongful act, omission or default by the Hirer or Attendees;
- any third party claim brought or threatened against us (and our officers, agents, employees or contractors) arising from the Hirer’s breach of the Contract, or any other negligence or wrongful act, omission or default by the Hirer or Attendees;
- any third party claim brought or threatened against us (and its officers, agents, employees or contractors) in connection with the Hire or the Hirer’s use of the Hall (except to the extent that such claim is as a result of our negligence); and
- any damage to the Hall and any damage or loss of any equipment, furniture and property at the Hall occurring during the hire period.
The Hirer shall not assign, transfer, charge, subcontract, declare a trust over or deal in any other manner with any or all of its rights and obligations under the Contract without our prior written consent which may be reasonably withheld where:
- the Purpose of using the Hall will be different;
- We have reason to believe that the Terms will not be complied with.
The Contract does not give rise to any rights under the Contracts (Rights of Third Parties) Act 1999 to enforce any of the Terms.
We shall comply with the requirements of all applicable data protection and privacy legislation in force from time to time in the UK.
We shall not be liable for any loss, damage, or injury which may be incurred by, or be done to or happen to, the Hirer, its Attendees or any person or persons using the Hall during the hire period, arising from any cause or circumstance outside of our control which may cause the Hall to be temporarily closed or the hire to be interrupted or cancelled.
No variation of the Contract shall be effective unless it is in writing (including email).
Governing Law and Jurisdiction
The Contract, and any dispute or claim arising out of or in connection with it or its subject matter or formation, will be governed by English law and the English courts will have exclusive jurisdiction to settle any such dispute or claim.
Whetstone Memorial Hall is the controller responsible for your personal data. We collect and process your personal data when you provide the information requested on the booking form.
This privacy notice provides information on how we collect and process your personal data when you visit our website.
We may collect, use, store and transfer different kinds of personal data about you as follows:
- Name, address and contact details such as phone number or email address;
- Photographs;
- Financial data to process invoices and payment;
- Information relating to any requirements for the Booking.
We will only use your personal data for the purpose for which we collected it which includes the following:
- To register you as a new hirer;
- To process your Booking;
- To manage your relationship with us including contacting you and invoicing you;
- To improve our website, products/services, marketing or customer relationships.