Venue Hire – Terms & Conditions

BOOKING AGREEMENT

By proceeding with your booking, you are deemed to have accepted the following terms and conditions for the hire of the hall.

 

TERMS & CONDITIONS OF HIRE

Agreements with the Directors of Transition Llambed Development Trust, (“management”) of The Victoria Hall – Lampeter (“Hall”) for the hire of The Victoria Hall or any part thereof (“the Premises”) are subject to these Terms and Conditions of Hire (“the Hire Conditions”).

 

The undertaking of the Hirer

The Hirer undertakes to ensure that they understand the Hire Conditions for the time being in force.

 

Supervision by the Hirer

The Hirer undertakes to be present, or arrange for sufficient adult representatives to be present, throughout the hiring to ensure compliance with the provisions and stipulations contained or referred to in these Hire Conditions and any relevant licenses.

 

Responsibility of the Hirer

The Hirer shall be responsible during the period of hire for: –

  1. Being familiar with, and complying with, the guides provided for the use of the Premises

  2. Ensuring that the Premises are kept secure for the duration of the hire

  3. Supervision of the use of the Premises and the care of its fabric and contents

  4. Ensuring that the purpose and conduct of the hire do not disrupt the use of any other room hired by other persons

  5. Ensuring that the Premises (including foyer, kitchen, kitchen appliances and toilets as appropriate) are left clean and tidy with rubbish removed from the premises at the end of the hire. If we are required to clean the premises after your booking, you accept you will be held liable for the full amount incurred in doing so and will be invoiced for any work undertaken in respect of cleaning the premises. 

  6. Ensuring that all equipment, chairs and tables have been returned to their storage positions safely, the Premises are cleared of people, all lights switched off, and the building secured, except for any facilities or room or public area in use by another continuing hire

  7.  Ensuring that any temporary fittings and fixtures comply with Health and Safety guidance, and in particular ensuring that any decorations used are not a fire hazard 

  8. Ensuring that any equipment or electrical appliances brought onto the Premises and used there shall be certified safe and in good working order, and used in a safe manner 

  9. Ensuring that no animals (including birds), except assistance dogs are brought into the building, without written permission of the management on the occasion of a special event or hire agreed to by the management 

  10. Ensuring that NO animals or children whatsoever enter the kitchen at any time

 

Fire Regulations

The Hirer shall:

Ensure that the “Emergency Exit” signs are kept illuminated and not obscured

Ensure that the Fire Brigade is called to any outbreak of fire, however slight, and details are given to the management

Prior to the start of an event indicate the fire exits and Evacuation Meeting Place to the persons attending the event

The Evacuation Meeting Place is at the corner of the Car Park at the rear of the building and across Bryn Road at the front of the building by the park.

No person may re-enter the Hall without the permission of the Fire Brigade.

 

Use of Premises

The Hirer shall not: –

  •  sub-let or use the Premises for any purpose other than that described in their Booking Application 

  • use the premises or allow the Premises to be used for any unlawful purpose or in any unlawful way 

  • do anything or bring onto the Premises anything which may endanger the Premises or render invalid any insurance policies in respect thereof 

  • allow the use of drugs on the Premises 

  • allow smoking in the Premises, or near the entrances. (there is a smoking yard to the rear of the building accessible via the small hall)

 

Car Parking

The Premises does not have a car park accessible to the public, and parking spaces can be located throughout Lampeter town centre, however, vehicles are parked at the owner’s risk, and the management accepts no responsibility for any damage that may occur whilst attending the Hall. The spaces at the side of the Hall are reserved for neighbouring businesses and are not accessible to the public.

 

Premises Licence and other relevant legislation

The Hirer is responsible for:

  • conforming to the terms of the Premises License granted to the Hall, including, but not limited to, permitted hours for licensable activities (serving alcohol, playing live or recorded music).

  • Alcohol may not be served to any person under the age of 18 years.

  • We have opted to implement the challenge 25 scheme into the premises which should always be adhered to

  • Ensuring no excessive noise occurs, particularly late at night or early morning, with a minimum of noise being made by any person on arrival or departure

 

The Hirer shall ensure that the attendees:

  • do not contravene the law relating to gaming, betting, and lotteries

  • comply with all conditions and regulations required by the Licensing Act, particularly in connection with events which include public dancing or music, stage plays, films, or similar entertainment taking place at the premises.

A breach of this condition may lead to prosecution by the local authority

 

Compliance with legislation relating to children or vulnerable adults

The Hirer shall ensure that any activities at the Premises for children or vulnerable adults comply with current legislation in that regard and that only fit and proper persons have access to children or vulnerable adults. Although the Hall has a child protection policy in place each respective hirer must have their own policy in place.

Child Protection Policies are the responsibility of the Hirer and the management accepts no liability for any breach during use by the Hirer.

 

Indemnity

The Hirer shall indemnify and keep indemnified each of the Directors of the Transition Llambed Development Trust and their employees, volunteers, agents and invitees against:

  • the cost of repair of any damage done to any part of the Premises including the curtilage thereof or the contents of the Premises

  • against all actions, claims, and costs of proceedings arising from any breach of the Hall Conditions

  • all claims in respect of damages, including damage for loss of property or injury to persons, arising as a result of the use of the Premises (including the storage of equipment) by the Hirer

As directed by the management, the Hirer shall make good or pay for all damage (including accidental damage) to the Premises or to the fixtures, fittings or contents and for loss of contents

 

Insurance

The Hirer is responsible for ensuring that any catering company or operator hired to bring equipment such as bouncy castles onto the Premises has relevant and appropriate insurance, which shall include public liability insurance.

Commercial hirers must provide Public Liability insurance (£2,000,000 minimum indemnity).

 

Accidents and Dangerous Occurrences

The Hirer must report all accidents involving injury to the public to an authorised representative of the Hall as soon as possible and complete the relevant section in the Hall Accident Book. Any failure of equipment, either that belonging to the Hall, or brought in by the Hirer must also be reported as soon as possible.

 

Stored equipment

The management accepts no responsibility for any stored equipment or other property brought onto or left at the premises and all liability for loss or damage is hereby excluded. All equipment and other property, other than that stored on the premises by agreement, must be removed at the end of each hiring or storage period. The Hall may dispose of any such items 7 days thereafter at its discretion, by sale or otherwise on such terms and conditions as it thinks fit and charge the Hirer daily storage fees and costs incurred in storing and selling or otherwise disposing of the same.

 

No alterations

Decorations may be hung in the venue. On request, Hirers must produce a certificate that the decorations are not a fire hazard.  

No other alterations or additions may be made to the Premises, and no fixtures may be installed, or placards or other articles be attached in any way to any part of the Premises without the prior written approval of the management.

Any alteration, fixture or fitting, or attachment, so approved, shall, at the discretion of the management, remain in the Premises at the end of the hiring and become the property of the Hall or be removed by the Hirer. The Hirer must make good to the satisfaction of the management any damage caused to the Premises by such removal.

 

Payments

Payment for room hire will be due upon booking and means of payment are provided on the booking form. We greatly prefer electronic payments and have chosen Paypal and Stripe as our payment handlers.

All cancellations will be subject to our cancellation policy located toward the end of this document.

Bookings must be made via our online booking form, telephone or email to ensure the venue is available on the dates you require.

A booking fee will be due upon booking and means are provided for payment on the booking form. Any additional extras selected will be billed separately and due by the end of the day on your preferred booking date.

Hirers are responsible for reimbursements in case of damage to items belonging to the hall including building damage.

 

Paying Electronically

We have provided means of secure payment on our booking forms. Our payment handlers are Paypal & stripe. further details about Paypal or stripe can be located by clicking the link provided 

 

Interruption of Regular Bookings

If a Hirer is a regular weekly user, the management reserves the right to cancel all, or part of, certain bookings in favour of one-off bookings. Such cancellations shall not occur more than once a month, and at least two weeks’ notice shall be given of such cancellation.

The management reserves the right to nominate a specified weekday evening as not being available for regular weekly bookings, so that priority can be given to monthly, or less frequent, bookings.

 

Cancellation by the Hirer

If the Hirer cancels the booking before the date of the event and the Victoria Hall is unable to conclude a replacement booking, the management may, at their discretion, require a further payment of hire fees or withhold part of the deposit and hire charge already paid.

  • Cancellations of 6 weeks or more prior to a booking date 0% cancellation fee.

  • Cancellations of 4 weeks or more prior to booking date 20% cancellation fee.

  • Cancellations of 2 weeks or more prior to booking date 50% cancellation fee.

  • Cancellations of 1 week or more prior to booking date 75% cancellation fee.

  • No-Show or earlier departures 100% cancellation fee

 

Cancellation by the Victoria Hall

The management reserves the right to cancel a hiring by written notice to the Hirer in the event of the Premises being required for use as a Polling Station for a Parliamentary or Local Government election or bye-election or referendum or if the management reasonably consider that:

  •   such hiring may lead to a breach of the licensing conditions or other legal or statutory requirements, or

  •   unlawful or unsuitable activities may take place at the Premises as a result of the hiring, or

  •   the Premises have become unfit for the use intended by the Hirer

In any such case, the Hirer shall be entitled to a refund of any deposit or hire fees already paid, but the management shall not be liable for any resulting direct or indirect loss or damages whatsoever.

 

Acceptance

These Terms and Conditions will have been made available to the Hirer at the time of making the booking.  By proceeding with your booking, the Hirer is deemed to have accepted these terms and conditions.

This agreement will be governed by and interpreted according to the law of England & Wales. All disputes arising under the Agreement will be subject to the exclusive jurisdiction of the English and Welsh courts.

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