HEMINGFORD PEACE MEMORIAL FIELD

The Pavilion, Manor Road, Hemingford Grey, Huntingdon PE28 9BX

Charity Registration no: 302642

HALL HIRE BOOKING TERMS AND CONDITIONS

Contract terms

Any booking for the hire of a room in the Hemingford Pavilion creates a contract which incorporates the information set out in the booking form, these terms and conditions and any special instructions given to the hirer before the period of hire begins. Contracts for room hire are made with the Trustees of the Hemingford Peace Memorial Field (“the Trustees”). If a bar is required, bar services will be provided by the Hemingford Sports and Social Club (“the Sports & Social Club”).

Bookings

All bookings must be made using the booking form, and accompanied by payment of the required deposit. The Trustees and the Sports & Social Club reserve the right to decline any booking without giving a reason.

Alterations to a booking must be requested in writing or by email, and are effective only when agreed by the Trustees.

Payment terms

Unless otherwise agreed, charges for room hire must be paid in full no later than 7 days prior to the date of the event and failure to make this payment may result in the cancellation of the booking.

Charges exclude VAT which will be added when applicable.

Set up and cleaning

The hirer is responsible for setting up tables and chairs for the event, and putting them away after the event, unless setting up is agreed as a specific term of the booking.

The hirer must also leave the room clean and tidy after the event. During the Covid-19 health emergency, the hirer is responsible for additional cleaning requirements to comply with Government guidelines for functions: these requirements are summarised below but further information is available on request from the Trustees.

The period of the hire must be long enough to allow for setting up for the event, and for cleaning and packing away after the event.

Health and safety

The hirer or a person nominated by the hirer must be responsible for the health and safety of persons attending the event. The hirer or nominated person must familiarise themselves with the location of fire exits and evacuation procedures, and the position of fire extinguishers, fire blanket and the first aid box.

Fire exits must be kept clear of obstructions throughout the period of the hire, and fire extinguishers must not be moved except for use in an emergency.

Candles or other naked flames must not be used in the premises.

Care of the premises

The hirer is responsible for the premises during the period of hire, and for any damage to the premises or their contents caused by the actions or omissions of the hirer or their guests. A returnable deposit will be required from the hirer (other than regular hirers) prior to the event and any breakages or loss or damage to the premises and/or its contents will be deducted from the deposit.

Pins, tacks, nails, sellotape or blue-tac must not be used to attach balloons, decorations, banners, etc to the premises. Masking tape which leaves no residue may be used for this purpose, but the hirer must remove all traces of tape after the event.

Hirers must not make any alterations to the premises or the equipment installed in them. Hirers must obtain the Trustees’ permission before using their own electrical equipment in the premises. Any hirer using their own or a third party’s electrical equipment does so at their own risk, and will be responsible for any damage or injury caused as a result of the use of such equipment.

Alcohol

No alcohol can be brought onto the premises for consumption or sale during the hire period.

If a bar is requested for the event, the hirer must make themselves aware of the Sports & Social Club’s licensed hours (stated on the booking form) and give at least 4 weeks’ notice of any bar or entertainment licence extension request.

At functions arranged primarily for under 18s, only a soft drinks bar will be provided. At least four responsible adults must attend for the full period of hire for such functions, and make themselves known to the bar staff before the event begins.

Noise and disturbance

Hirers must respect the Pavilion’s neighbours and avoid any noise or disturbance to them during and after the event. This includes ensuring that the hirer’s guests leave the event as quietly as possible.

The Trustees reserve the right to terminate any function and/or exclude any person or persons from any function in the event of what a Trustee considers to be excessive noise or any other anti-social behaviour.

Car parking

Cars may only be parked in the Pavilion car park. Vehicles must not be parked on the playing field or on the roadway between the tennis courts and the Pavilion without the Trustees’ express permission.

Insurance

The Trustees and the Sports & Social Club have insurance in respect of their public liability for the maintenance and management of the Hemingford Pavilion. Hirers hiring rooms for business or commercial purposes must have public liability insurance for a minimum limit of liability of £2m and must produce to the Trustees evidence of this insurance before the event takes place.

Liability

Neither the Trustees nor the Sports & Social Club will be liable for any loss of or damage to personal belongings or other personal property brought to the premises by the hirer or the hirer’s guests.

Neither the Trustees nor the Sports & Social Club will have any liability in respect of the death of or any personal injury to the hirer or the hirer’s guests, except to the extent that such death or injury is caused by the negligence of the Trustees, the Committee of the Sports & Social Club or their respective employees or agents.

The Trustees and the Sports & Social Club will not under any circumstances be liable for any indirect, consequential or special damage suffered by any hirer as a result of any breach of contract by the Trustees or the Sports & Social Club.

Cancellation

The Trustees or the Sports & Social Club reserves the right to cancel any booking, but in this case will refund the deposit and all hire charges paid.

If the hirer cancels a booking:

if one month’s notice is given, the hirer will forfeit the deposit

if less than one month’s notice but at least 7 days’ notice is given, the hirer will be liable for 50% of the full charge

if less than 7 days’ notice is given, the hirer will be liable for the full hire charges

but all cancellation charges will be refunded to the hirer if a subsequent booking for the same date and times is received.

Covid-19 precautions

While regulations are in force to control coronavirus infections, the Trustees and Sports and Social Club have arranged a more extensive cleaning regime for the Pavilion. However, we all have a responsibility to take extra care during the emergency to protect our own health and the health of others. Hirers must, therefore, comply with all current Government and health authority legislation and guidance.