Terms and Conditions

Standard Conditions of Hire

Tewin Memorial Hall Management Committee (TMHMC) endeavours to provide the Memorial Hall in a well-maintained condition, compliant with the Health & Safety Act, 1974, the Food Safety Act 1990, and the Premises Licence No. PL0390.

In return, TMHMC expects Hirers to use it in a safe and responsible manner.  The following clauses describe your responsibilities and legal obligations under the terms of this agreement.
Hirer’s responsibilities

• The Hirer must be over 18 years old.
• The Hirer is in charge of the premises during the whole time that the premises are open for public entertainment and shall not engage in any duties that will prevent him from exercising general supervision.
• The Hirer is, during the hire period, responsible for the supervision of the premises, the fabric and the contents, their care, safety from damage, however slight, or change of any sort.  The Hirer is also responsible for the behaviour of all persons using the premises, whatever their capacity, and for ensuring proper supervision of car-parking arrangements so as to avoid obstruction of the highway.
• The Hirer shall indemnify TMHMC for the cost of repair of any damage done to any part of the property including the grounds thereof or the contents of the buildings, which may occur during the hire period or during such other time as the Hirer or those authorised by the Hirer are on the premises.
• The Hirer is responsible for obtaining all necessary licences including for the consumption of intoxicating liquor.
• The Hirer shall comply with all conditions and regulations made in respect of the premises by the Fire Authority, Local Authority, the Local Magistrates’ Court or otherwise, particularly in connection with any event which includes public dancing, music, stage plays or other similar public entertainment.
• All Hirers must be aware of their own legal responsibilities, including any need to provide their own insurance.  TMHMC cannot be held responsible for the theft of any belongings brought to the Hall.  Items brought to the Hall are done so at their owner’s own risk.
• It is assumed that Hirers who are responsible for under 18’s will have their own standards and inspections to comply with and that these will include safety drills, safety inspections and safety logs.

Use of the Hall

1. The Hirer shall not sub-let or use the premises for any unlawful or immoral purpose or in any unlawful or immoral way.  In addition, the Hirer shall not do anything or bring onto the premises anything, which may make void or avoidable any insurance policies.
2. Performances involving danger to the public are not permitted.
3. The premises can only be used for public entertainment during the hours specified on the Premises License unless special permission has been issued by the East Herts District Council and TMHMC.
4. The Premises Licence states that the number of people on the premises shall not exceed 160 for the large hall, 40 for the Kimberley room, and 200 when both rooms are in use.
5. All means of exit (especially fire exits) must be kept free from obstruction and immediately available for instant public emergency evacuation.  This includes:

• fire doors that are not in everyday use i.e., the far side of the stage and in the scout hut;
• when the St Andrews Room is in use by non-children groups, the double handled door into the corridor must be fixed open;
• when the kitchen is in use, the rear exit must be unlocked; and,
• when the Parish Room is in use, both doors must be unlocked.

Food preparation

1. As a registered premise, any food preparation undertaken at Tewin Memorial Hall must be completed in accordance with the Food Safety Act 1990. The caretaker possesses the appropriate qualification as prescribed by the Local Environmental Health Department and, if the Hirer is unable to provide a qualified food handler/preparer, then the caretaker must be booked.  There will be a small fee charged for her supervision and advice.
2. It is illegal to smoke anywhere inside the premises.
3. In addition to the Hirer there must be at least one other adult (over 18 years old) on duty in the premises when they are being used for public entertainments. All persons on duty must know the procedure to be adopted in the case of evacuation of the premises and be familiar with the fire fighting equipment available.
4. For discos or dances the Hirer must appoint a responsible steward for every 50 persons attending the function. These stewards must be identified to the caretaker before the function commences.
5. Noise levels should be kept within a reasonable level and be respectful of the Hall’s neighbours.

Management of the event

1. It is illegal to smoke anywhere inside the premises.
2. In addition to the Hirer there must be at least one other adult (over 18 years old) on duty in the premises when they are being used for public entertainments. All persons on duty must know the procedure to be adopted in the case of evacuation of the premises and be familiar with the fire fighting equipment available.
3. For discos or dances the Hirer must appoint a responsible steward for every 50 persons attending the function. These stewards must be identified to the caretaker before the function commences.

Noise levels should be kept within a reasonable level and be respectful of the Hall’s neighbours.

• The Main Hall has facilities for disabled persons including: toilets, ramps, handrails, and reserved parking.  The Parish Room, Scout Hut and stage area are currently unsuitable for disabled persons: Hirers anticipating use of these areas by a disabled person should contact TMHMC to see what specific provision can be made depending on the nature of the disability.

Cancellation

1. If the Hirer wishes to cancel the booking before the date of the event and TMHMC is unable to obtain a replacement booking the full hiring fee will be payable; all or part of it may be refunded to the Hirer at the discretion of TMHMC.
2. TMHMC reserve the right to cancel this contract in the event of the Hall being required for use as a Polling Station for a Parliamentary or Local Government election.  In which case the Hirer shall be entitled to a refund of any deposit paid, but shall not be entitled to any other compensation or damages whatsoever.  Hirers with regular repeat bookings will be given reasonable notice that the Hall will not be available.
3. In the event of the Hall or any part thereof being rendered unfit for the use for which it has been hired TMHMC shall not be liable for any loss or damage whatsoever.

Care of the Hall

1. All spillages must be mopped up with a slightly damp cloth and dried immediately.  This applies especially to the floor in the Main Hall as it has a sprung sports floor.
2. To protect the floor from damage stilettos are not permitted in the Main Hall or Kimberley Room.
3. Anything affixed to doors or walls can be secured with masking tape.  Do not use items that will damage or mark the interior of the Hall, such as cellotape, drawing pins or blu-tac.
4. No internal decorations of a combustible nature can be erected without the consent of TMHMC.
5. The main lights in the Main Hall are sports lights and take up to five minutes to warm up. They should not be switched off for short periods.

Ensuring safety within the Hall

1. If the caretaker switches on the emergency exit lights, they must be left on.
2. Candles in bottles are not permitted, however tea-lights in containers can be used.
3. Highly flammable substances must not be brought into or used in any portion of the premises.
4. When open to the public unauthorised heating appliances cannot be used on the premises without the consent of TMHMC.
5. Ensure that fire extinguishers and fire signs are not obscured by equipment or rubbish.

In the case of fire

1. In the case of fire, shout “Fire, Fire, Fire”.  Evacuate through the nearest fire exit (see diagram below).  If a fire exit is blocked, move to an adjacent room and look for another fire exit.  (Be aware that when the kitchen and Parish Room are not in use, their internal doors are locked.)  Ensure disabled persons are given all necessary assistance.  Move away from the building. Head to the front of the premises, turn left and assemble on the grass verge in front of the row of cottages. Do not attempt to fight the fire. Call the Fire Brigade.
2. The Fire Brigade must be called to any outbreak of fire, however slight, and detaiIs given to the secretary of TMHMC.

After the event

1. All equipment, goods etc. must be removed at the end of the function.
2. Please leave the Hall in a clean and tidy condition at the end of each hire period
3. All keys must be returned to the caretaker or as otherwise directed by TMHMC.

• brooms and dustbins are provided for your use;
• bottles should be taken away and not left on the premises;
• tidy away all combustible material and remove all waste and ignition sources from the building at the end of each hire period; and,
• as the Hall has limited waste removal facilities, Hirers are required to dispose of any large amounts separately

And finally

1. Obey any explicit instruction from the caretaker or member of TMHMC.
2. Report any accidents to the caretaker.
3. Report any health and safety problems to TMHMC.
4. A Health & Safety Policy document for the Hall is available from the caretaker.