Hall Hire
Any person wishing to hire Carhampton Recreation Centre for their own use or on behalf of an organisation, please use the contact page, a booking request form will be sent to you. On receipt of your booking request we will contact you to confirm availability, please note that bookings are subject to availability and submission of the form does not constitute a confirmed booking.
Terms & Conditions of Hire
1. Hiring
The person signing the booking form shall be deemed to be the Hirer and must be over 21 years of age. If signing on behalf of any club or organisation, the Hirer shall be deemed to have the authority of that organisation to sign on its behalf.
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2. Safety
As the Hirer for the event/function, you have legal duties with regards to the safety of those persons assisting or attending the event. It is the Hirer’s responsibility to read the Emergency Action Plan which is attached to these Terms and Conditions of hire and act upon it if an emergency occurs. A copy is also displayed on the Recreation Centre notice board in the kitchen lobby and on the Long Hall notice board. You must also keep the keys secure and return to the key safe after the hire. Regarding fire safety the maximum capacity is 70 people in the Long Hall and 50 people in the Sports Hall.
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3. Booking, Fees and Payment
Fees charged will be those in force at the time of the let regardless of when the booking is made. However at the discretion of the committee, pre-payment of the booking will secure the rate in force at the time of the booking. Bookings are secured by payment of a deposit of £30; full payment for the hire must be made on the day of the event. Cancellation by the hirer within 7 days of the event will incur a charge of 50% of the total fee. Keys will be available on the day of the let or by arrangement.
4. Hirer’s Responsibilities
The Hirer is responsible for any damage or loss to the Centre during the hire period, and for the Centre being left in a reasonably clean condition. Tables and chairs, having been wiped over must be returned to where they were found. Any spills on the floor must be cleared up and the floors swept. Please switch off the hot water heater located in the kitchen cupboard next to the sink. The cooker and fridge, if used must be cleaned, emptied and switched off. Toilets and washbasins must be left clean and tidy as found.Any equipment used must be returned to its proper storage space after use. All rubbish must be taken away. Decorations such as balloons and streamers may only be attached to the rafter hooks, please do not use pins, blu-tac or adhesive tape on the walls or paintwork. All decorations must be removed before leaving the Centre. If the Centre is left in an unsatisfactory state, or if there is loss or damage a charge will be made to the Hirer. No vehicles to be left on the premises overnight without prior authority.
5. Legal Requirements
The Hirer must nominate a competent person to take charge in case of an emergency and to follow the Emergency Action Plan. To ensure that all persons at the Centre can escape unimpeded through the fire exits and to assemble on the field near the tree at the eastern end of the car park. Smoking is prohibited in the buildings of the Recreation Centre please honour our no smoking policy. Any electrical equipment brought into the Recreation Centre by the Hirer or on behalf of the Hirer (i.e. music players, disco equipment, extension leads) must PAT Certified. Consumption of alcohol: it is the responsibility of the Hirer to have the necessary licence for the sale of alcohol on the premises. A copy of the licence must be on display for the letting secretary to inspect before the keys are handed over. It is the Hirer’s responsibility to ensure that the licencing conditions as required by law are met. The ignition of fireworks in the Recreation Centre is expressly forbidden.
6. Loss or Damage
The Hirer shall be responsible for making any arrangements to insure against third party claims which may be brought against him or her or their organisation if acting as a representative. The Carhampton Recreation Centre management committee shall not be liable for any loss or damage to any property or third party claims whilst using the Centre. The Recreation Centre is insured against any claims arising out of its own negligence.
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7. Before Leaving
Please ensure that all heaters and lights are switched off and all doors and windows are securely closed when vacating the Centre. The water heater, cooker and fridge are all switched off. Please return keys to the key holder. Please show respect for the neighbours when leaving the Centre, especially if it is late at night. The committee endeavours to ensure that the Recreation Centre is clean and tidy for all users and at a reasonable cost. The Terms and Conditions set out above must be adhered to by all who use the Centre. Any Hirer who does not abide with them will incur extra charges for cleaning or tidying of the Centre.
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8. General Information
The committee reserves the right to change these Terms and Conditions and Hire rates at any time at their discretion. It is the intention of the Committee to comply with all Health and Safety legislation and to act positively where they can reasonably do so to prevent injury, ill health or any danger arising from the activities and operations within the premises.
The committee recognise that the effective prevention of accidents depends as much on a commitment to safety as on the operation and maintenance of equipment and safe systems of work. To this end, they will seek to encourage all volunteers, visitors, hirers, contractors and employees to engage in the establishment and observance of safe working practices.
All volunteers, visitors, hirers, contractors and employees are expected to recognise that they have a duty to comply with the policies and practices prescribed by the Committee, with all safety requirements set out in the hiring agreement, with safety notices displayed on the premises - and to do everything they reasonably can to prevent injury to themselves and others.
There is no telephone at the Recreation Centre nor a public telephone in the village, therefore it is essential that the Hirer has the use of a mobile phone during the event.