Conditions of Hire
1. Applications and Payment for Hires
Applications for hire must be made by individuals over the age of 25. Applications for use of the hall must be made using the appropriate form with all the necessary information supplied. The period of hire should include any times when access is required to set up and take down equipment or arrange furniture etc. The hirer will be responsible for setting up and taking down equipment. Use of the hall is subject to confirmation of the hire from the Hall Committee and adherence to all these conditions plus any additional terms that the Hall Committee may impose to take account of the special nature of certain hires.
The Hall Association reserves the right for a member of the Committee to attend during a hire to check confirmation of the booking and compliance with the conditions of let. Hirers must ensure that the named individual on the application form or a nominee notified in advance to the Hall Committee is present throughout the hire period.
A deposit should be made when confirmation of the hire has been received. Full payment will normally be required before the hire takes place. Failure to make payment on time may result in cancellation of the booking and will normally result in future applications being declined.
Bookings may be cancelled up to 14 days prior to the event without penalty. Bookings cancelled less than 14 days before the event will normally incur a charge of 50 per cent of the hire cost. Bookings that have not been cancelled, even though the event does not take place, will normally result in the full hire cost being levied. Further bookings will not be accepted until all outstanding payments have been received.
The Hall Committee will endeavour to ensure that the hall is ready for use but will not accept any responsibility for any breakdown, leakage or damage that cannot be repaired before or during a hire.
The Hall Committee reserves the right to refuse any application for use and to cancel a booking at any time but will only do so when it is considered necessary.
2. Statutory Requirements
Anyone hiring the hall is responsible for checking any statutory duties pertaining to the event or activity they are organising and must comply with any such statutory duties, for example in relation to licensing and child protection. Hirers are advised to contact the Law and Administration Service of Aberdeenshire Council if they require guidance. Hirers should be aware that there is no smoking on these premises at any time. Hirers should also be aware that the hall must be vacated by 12:00 am with no exceptions.
3. Insurance
The Hall Association holds public liability insurance; however, those hiring the hall are advised to check whether they require their own insurance cover for events or activities taking place during their periods of hire.
4. Security
Hirers are responsible for picking up and returning keys to a member of the Hall Committee. Hirers must ensure that all doors and windows are secure before leaving the premises and returning keys. The cost of making good any damage or loss that occurs as a result of hirers failing to secure the premises will normally be re-charged.
5. Supervision and Conduct of Users
The hirer will be responsible for the conduct of all users during their periods of hire. This will include providing appropriate and adequate supervision. Failure to ensure proper supervision or complaints about the conduct of users may result in further applications being refused.
The number of users must not exceed any limit imposed by the Hall Committee for particular hires and must never exceed the limit set by the Fire master.
Emergency exits must be kept clear at all times and access to safety equipment such as fire extinguishers must be maintained.
6. Use of Equipment
Approval from the Hall Committee must be sought for the use of any additional equipment during periods of hire. Any electrical equipment must have been tested and certification of compliance with safety standards must be produced.
7. Damage
Any damage to the premises or to fittings, furniture and equipment arising during a period of hire must be notified to the Hall Committee immediately. Hirers will normally be held responsible for meeting the cost of repairing damage or replacing items that cannot be repaired.
8. Cleaning
The Hall Committee will ensure that the hall is in a clean and tidy condition prior to a period of hire. Hirers should ensure that the hall is left in a tidy condition after their use including the removal of any rubbish that cannot be contained in the receptacles in the hall. Any additional cleaning which the Hall Committee has to arrange as a result of the premises not being left clean and tidy will result in a charge of £20 per hour for the cleaning that is required plus the cost of any materials or equipment that have to be used.
9. Emergencies
In the event of an emergency, hirers should notify the emergency services immediately and contact a member of the Hall Committee as soon as possible.
There is a First Aid Box situated in the Kitchen, all incidents must be recorded in the Incidents book on the window ledge in Kitchen.
10. Health and Safety
At the beginning of each and every session, procedure in case of fire must be communicated to everyone in the hall. This information should include locations of fire exits, location of fire extinguishers and the need to keep fire exits clear at all times.