TERMS & CONDITIONS FOR HIRE OF THE HENFIELD HALL
The HIRER is the group or individual hiring the hall. The COMMITTEE is the Management Committee of Trustees on behalf of the Henfield Hall.
The Hirer shall, during the period of the hiring, be responsible for: supervision of the premises, the fabric and the contents, furniture & fittings; their care, safety from damage however slight or change of any sort; and the behaviour of all persons using the premises whatever their capacity. 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
The COMMITTEE shall not be liable for accident, illness, loss or damage occurring as a result of the hiring, except where such accident, illness, loss or damage is caused by the negligence of the COMMITTEE.
The COMMITTEE will not accept responsibility for any accidents, damage or loss whilst using Hall equipment for any purpose for which is not intended.
The COMMITTEE accepts no responsibility for any accident, illness, loss or damage occurring as a result of any equipment belonging to the Hirer or their contractors.
The COMMITTEE reserves the right to refuse any application for hiring without giving a reason, to attach any additional conditions to any particular hiring and to vary the scale of charges in the case of any particular hiring.
The COMMITTEE reserves the right to refuse any existing booking or to refuse entry. The COMMITTEE reserves the right to restrict or change access to Hall facilities where we consider the customers actions or behaviour to be unacceptable or unreasonable.
If you have any questions or queries concerning the above, please do not hesitate to contact the Henfield Hall.
Health & Safety
The HIRER:
1. Must comply with fire precautions, ensure that all fire doors are unlocked and that the foyer and corridors are kept free from obstruction and immediately available for instant free public exit. This includes external area, directly outside and adjoining the Hall. Rows of chairs that are linked should not be separated. Fire doors on the East side of the hall should be kept closed during an event. The HIRER may be asked in the event of an evacuation to confirm (as far as is reasonably possible), that all their customers/users are accounted for.
2. Shall, if preparing, serving or selling food, comply with all relevant food hygiene legislation. (Evidence of food hygiene certification must be produced on request)
3. Must ensure all electrical equipment brought onto the premises is working and safe. A circuit breaker should be used if provided. LPG must not be brought into the Hall.
4. Shall ensure that highly flammable substances are not brought into, or used in any part of the premises
5. The Henfield Hall is a No Smoking /No Vaping building. Smoking is not permitted anywhere, at any time, on Hall premises, including the immediate environs of the Henfield Hall. There are designated areas outside which must be adhered to.
6. Must report all accidents involving injury to the Hall Representative. Certain accidents and injuries are externally reportable (RIDDOR reporting). The Hall Representative will help with this and ensure the event is recorded in the accident book
Bookings
The HIRER
7. Shall not use the premises for any purpose other than that described in the Booking Confirmation Form. Shall not sub-hire or use the premises or allow the premises to be used for any unlawful purpose or in any unlawful way. Neither to do anything or bring onto the premises anything which may endanger the same or render invalid any insurance policies without written permission.
8. Will be provided with a booking agreement. Only areas identified in the agreement may be used. The Hall should be entered and vacated at the stated times. The kitchen may be shared unless the Kitchen is hired for sole use or the whole premises is hired. The Kitchen may not be used for commercial purposes without permission (an additional charge may be levied). Prices are charged at current rates.
Payment & Cancellations
9. Regular Users will be billed on a monthly basis (for past and future bookings that month) Payments by Bank Transfer (preferred) or by cheque must be received within 21 days. If full payment is not received by 21 days after the issuing of the invoice (for bookings made less than 21 days in advance, immediate payment is required) the COMMITTEE may impose additional charges and/or decline future bookings. Regular users may, if necessary, cancel bookings up to ONE month prior to the event. Later than this, if the space cannot be rebooked, the HIRER may face charges. The COMMITTEE will permit cancellation without penalty only in exceptional circumstances
10. All other HIRERS will be required to pay in full at the time the booking is made. Payments by Bank Transfer (preferred) or by cheque must be received within 21 days (for bookings made less than 21 days in advance, immediate payment is required and is not refundable). Payment is normally refundable on cancellation up to ONE MONTH before the event. If full payment is not received by 21 days after the issuing of the invoice the COMMITTEE may impose additional charges and/or decline future bookings.
Larger bookings (as notified) may require a deposit to be paid to secure the booking This deposit is refundable on cancellation up to ONE MONTH before the event, after which is it non-refundable. The Balance must be paid ONE MONTH before the event. Payment by bank transfer or cheque only are accepted.
ALL CANCELLATIONS must be made in writing (via the Hallmaster booking system or email).
11. Late Payment & Interest
1. Payment Terms
Unless otherwise agreed in writing, all invoices are payable according to the terms stated on the invoice.
2. Statutory Interest
In accordance with the Late Payment of Commercial Debts (Interest) Act 1998, we reserve the right to charge statutory interest on overdue amounts. This is calculated at 8% per annum above the Bank of England base rate, accruing daily from the due date until payment is received in full.
3. Statutory Late Payment Fee
In addition to interest a statutory late payment fee of £40.00 will be added for all invoices up to £999.99 and for £70.00 for invoices between £1,000.00 and £9,999.99.
4. Application
These provisions apply to all transactions and are enforceable without the need for prior notice of late payment.
General Conditions
The HIRER:
12. Is responsible for ensuring that all the rooms and, if used, the kitchens are left in a clean and tidy condition as at the start of the hire. Sufficient cleaning up time must be allowed for this purpose. Failure may result in an additional fee. The Hirer will be responsible for any costs incurred by the COMMITTEE for special cleaning and for any loss, breakages or damage to kitchen equipment including disposal of bottles not removed from the premises.
13. Shall ensure that nothing is done on or in relation to the premises in contravention of the law relating to gaming, betting and lotteries.
14. Shall, if selling goods on the premises, comply with Fair Trading laws and any code of practice used in connection with such sales. In particular, the Hirer shall ensure that the total prices of all goods and services are prominently displayed, as shall the organiser’s name and address
15. Shall not carry out or permit fly posting or any other form of unauthorised advertisements for any event taking place at the premises, and shall indemnify and keep the COMMITTEE indemnified accordingly against all actions, claims and proceedings arising from any breach of this condition
16. Does not need to obtain entertainment or music licences or alcohol licence (if using the Hall Bar see item 24) but would be responsible for other licences.
17. Must report the failure of any equipment belonging to the Hall or brought in by hirers. The Hall takes no responsibility for any equipment or possessions owned by the Hirer stored in the Hall (fixed or otherwise). Likewise, it is not the Hall responsibility to insure any such equipment. An annual fee is charged for use of the storage cupboards in the Hall.
18 Shall ensure no children or animals enter the kitchen at any time.
19. Shall ensure that the minimum of noise is made on arrival and departure, particularly late at night and early in the morning. The Hirer is reminded that the Henfield Hall is situated in a residential area.
20. Ensure that the electricity, gas, heating, lighting, sound system, audio visual equipment and water fittings at the premises shall in no way be interfered with at any time.
21. No internal or external alterations or additions may be made to the premises nor may any fixtures be installed or placards, decorations or other articles be attached in any way to any part of the premises without the approval of the COMMITTEE. Sellotape, blue tack or any other form of adhesive is not to be used, as this damages paint on woodwork, ceilings and walls. Any alteration, fixture or fitting so approved shall at the COMMITTEE'S discretion remain in the premises at the end of the hiring. Please consult Hall Representative on room layout and decoration
Failure to Observe Conditions of Hire.
22. If the Hirer refuses or omits to comply with any of the Conditions of Hire or with any instructions conveyed to him by Staff on behalf of the COMMITTEE, the Hirer and all those attending the event may be excluded from the premises and the charge made to or due from the Hirer shall not be waived.
23. The hire of bouncy castles is done so at the Hirer's own risk. Henfield Hall will not be responsible/liable for any damage or injury caused as a result of bouncy castle use. Please speak to the hire company regarding adequate liability cover.
Alcohol
The Henfield Hall is licenced to sell alcohol
The HIRER
24. Must obtain permission to bring alcohol onto the premises if the use of the bar is not included in the booking agreement.
Alcohol may only be consumed on the premises via
• The Henfield Hall Bar sales
• When the Bar is not included Individuals may brining their own alcohol for their own consumption.
Legally NO alcohol can be sold privately or provided via a ticket system or included in a ticket price.
For HIRERS wishing to sell alcohol on our premises
The choices for groups wishing to sell alcohol fall into the following categories based on size:
1. Groups over 100 people must use our bar.
2. Groups 30-100 people have 3 choices:
a. Apply for a TENS licence and pay us a consumption fee of £1 per person.
b. Buy their alcohol at retail prices from the Hall in advance.
c. Use the Bar (minimum spend of £300 is required, but no charge for use).
3. Groups under 30 people must apply for a Temporary Event Notice (TENs) from Horsham District Council but then may sell alcohol.
ADDITIONAL TERMS & CONDITIONS FOR HIRE FOR EVENTS WITH MORE THAN 100 ATTENDEES IN A CONCERT OR CONFERENCE OR FAIR/EXHIBITION LAYOUT
THE HIRER:
In addition to the stated TERMS & CONDITIONS FOR HIRE
THE HIRER
Must provide at least ONE dedicated person identified in advance to the Hall Representative to act as safety representative for the event.
The safety representative must
• Be responsible for the supervision of the event
• Familiarise themselves with fire exits and Hall safety procedures
• Ensure during the course of the hire that fire exits are not blocked or impeded in any way
• Call the emergency services if required and co-ordinate the evacuation of the Hall in the event of an emergency.
Henfield Hall Trustees