The Causeway Hall
If you would like to hire the hall complete and return the booking form
THE CAUSEWAY HALL
TERMS AND CONDITIONS
IF THE HIRER IS IN ANY DOUBT AS TO THE MEANING OF THE FOLLOWING, THE BOOKING SECRETARY SHOULD IMMEDIATELY BE CONSULTED
a. Age Restriction The HIRER must be 21 years of age or over at the time of booking the Hall and aware of their personal responsibility in the case of private hire or corporate responsibility in the case of commercial hire as outlined in these Terms and Conditions.
b. Supervision The HIRER shall be responsible for supervision of the premises, the fabric and content, their care, safety from damage or change of any sort, the behaviour of all persons using the premises as a consequence of the letting and the observance of the license conditions (see items (f) and (g) below) as laid down by the local authority, Sevenoaks District Council THROUGHOUT THE PERIOD OF HIRE . The HALL MANAGEMENT COMMITTEE reserves the right to terminate any hire not being properly or responsibly conducted or being in breach of these conditions.
c. Teenage Parties Evening birthday parties and teenage celebrations specifically for individuals aged from 12 to 20 years old can only take place under the supervision of the HIRER on Friday and Saturday nights from 5.30pm until 11.30pm.
d. Damage The HIRER shall be responsible for all damage to the building, to equipment, furniture and property in and around the building and for the safety and wellbeing of themselves and their invitees during the period of hire. All breakages are to be paid for.
e. Hall Access and Departure All HIRERS will be advised of the key safe code number to gain access to the Hall. The keys must returned to the key safe and the code number dials scrambled on departure from the Hall. Entry and exit MUST be within the specific hours for which the Hall is hired as outlined on the Booking Agreement. The HALL MANAGEMENT COMMITTEE reserves the right to charge at the appropriate rate should the booking overrun.
f. Vacating the Premises The HIRER is responsible for leaving the premises and surrounds in a clean and tidy condition, and for putting back any contents which have been temporarily removed. All lights and appliances must be turned off. Furniture used is to be put away in a clean and orderly state and all empty bottles, cans, waste paper, food debris and any other rubbish must be removed from the premises. The Management Committee reserves the right to make an additional charge of £25 an hour if further cleaning or tidying up is required.
g. Disturbance HIRERS must take reasonable care at all times, especially when people are arriving at or leaving the Hall, to ensure that the occupants of neighbouring properties are not inconvenienced by noise, obstruction by vehicles and the like.
(i) The Hall’s insurers provide public liability cover of up to £5,000,000 for HIRERS that use the hall for private or social purposes so long as they act responsibly and comply with the terms and conditions of hire;
(ii) Commercial HIRERS (defined as individuals, groups or organisations that use the building for financial gain) are not covered by the policy and must arrange their own insurance;
(iii) All commercial HIRERS must have public liability cover of at least £2,000,000 and must produce up-to-date evidence of their cover when booking. Additionally regular commercial users must provide the BOOKING SECRETARY with updated evidence of their cover at each renewal of their policy;
(iv) All HIRERS (private and commercial) must ensure that sub-contracted activities including mobile discotheques and professional entertainers are fully insured and have public liability cover of at least £2,000,000 for their operation;
(v) The Hall accepts no liability for equipment brought into the hall by HIRERS or for motor vehicles parked outside the hall;
(vi) The Hall is insured against any claims arising out of its own negligence.
i. License Conditions All HIRERS must be responsible for the observance of the license conditions laid down by the local authority, Sevenoaks District Council. The Causeway Hall is licensed to be open daily from 07:00 until 01:00 the following day. Within these hours alcohol may be consumed or sold between 12:00 and 23:00 (see item (g) below). Other permitted daily licensed activities are: indoor playing of live or recorded music between 10:00 and 23:00; indoor dancing or performance dancing between 10:00 and 23:00; indoor sporting events between 10:00 and 23:00; other similar activities between 10:00 and 23:00 by arrangement with the BOOKING SECRETARY or HALL MANAGEMENT COMMITTEE as required; indoor plays, poetry recitals, presentations or similar between 12:00 and 01:00 by arrangement with the BOOKING SECRETARY or HALL MANAGEMENT COMMITTEE as required.
j. Sale of Alcohol The Causeway Hall can grant permission to serve and sell alcohol. The permission to sell alcohol MUST be agreed by the HALL MANAGEMENT COMMITTEE no later than 28 days prior to the event. No retail sale of alcohol may be undertaken by the HIRER except with the permission of the MANAGEMENT COMMITTEE. The licence covers a period from 12:00 to 23:00. Depending on circumstances and the size of the event the MANAGEMENT COMMITTEE may assign the Hall’s existing Alcohol Licence to the HIRER or alternatively they may advise the HIRER to apply for a Temporary Event Notice from Sevenoaks District Council. The charges, payable to Sevenoaks District Council, are £21 per application. The HIRER undertakes to be present, or arrange for sufficient competent 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. These require that the HIRER as the ‘responsible person’ must take certain measures to prevent the serving of alcohol to anyone under the age of eighteen. Guidance on the conditions concerning alcohol in the Hall, as required by the Licensing Act 2003 and amended by the Mandatory Licensing Conditions Order 2010, is available on request.
k. Smoking The HIRER must ensure that no persons smoke on the premises or in doorways. It is against the law to smoke in The Causeway Hall and could incur a fine of up to £200 to the HIRER. Smoking is only permitted in the designated smoking areas which are on the outside patio space to the east of the Hall or in the car park area. Ashbins are provided for used smoking material disposal in these areas.
l. Sub-letting The HIRER must not sub-let the premises for any purpose or assign the benefit of the agreement to any other party.
a. Fire Precautions The HIRER must appoint a fire steward to be responsible for ascertaining the location of fire exits and extinguishers. At the beginning of any hiring, inform those present of the position of fire exits and fire extinguishers. All exits must be kept clear at all times, no chairs or obstructions placed in corridors or fire appliances removed or tampered with. All regulations of the Fire and Local Authorities shall be strictly adhered to. Fire steward’s duties are attached.
b. First Aid The HIRER must ensure any use of the first aid kit (located in the kitchen) is reported. All accidents are to be logged in the accident book (located in the kitchen within the first aid kit container) and reported to the BOOKING SECRETARY.
c. Electrical The HIRER must ensure that any electrical equipment brought onto the premises by or on behalf of the HIRER has a current Portable Appliance Test (PAT) certificate.
3. BOOKINGS AND CHARGES
a. Charges A full schedule of charges is obtainable to the HIRER from the HALL WEBSITE or the BOOKING SECRETARY.
b. Payment Full payment is required immediately to confirm the booking where the total hire cost is £200 or less.
A minimum payment of £200 or 20% of the total hire charge, whichever is the greater, is required immediately to confirm the booking if the total hire charge is greater than £200. The balance must be paid no later than 28 days before the date of hire.
Payment is to be by bank transfer or cheque.
c. Returnable Damage Deposit A returnable damage deposit of £50 for a children’s party or celebration (up to and including 11 years old), £500 for a teenage/early 20s party or celebration (12 years old up to and including 20 years of age), £500 for a wedding reception, £100 for any other event without alcohol and £200 for any other event with alcohol is required for all Hall bookings which will be invoiced separately from the total hire charge. All deposits up to and including £200 should be paid by cheque and will be held uncashed by the HALL MANAGEMENT COMMITTEE. £500 deposits should be paid into the Hall account by bank transfer. All deposits should be paid no later than 28 days before the date of hire. Such returnable damage deposits will be returned to the HIRER as soon as possible after the booked date if no damage or other expenses such as unplanned cleaning costs have occurred. If damage occurs this will be assessed and determined by the HALL MANAGEMENT COMMITTEE and the balance of the returnable damage deposit returned as soon as possible thereafter. A separate invoice will be issued for any damage or additional expenses which have occurred. If it is not possible to pay returnable damage deposits of up to £200 by cheque a bank transfer is acceptable and the balance of the deposit will be returned by bank transfer.
d. Availability Availability cannot be assured unless a firm booking has been made, the hire charge paid and these Conditions of Hire agreed online.
e. Cancellations If the HIRER cancels a booking within 28 days of the hire the money paid will not be refundable. If the cancellation is made between 29 and 56 days of the hire a refund of 50% of the money will be paid. In both cases this will be subject to the decision of the HALL MANAGEMENT COMMITTEE.
f. Cancellations/Rearrangements by the HALL MANAGEMENT COMMITTEE In the event of the accommodation being required as a Polling Station or if the Hall is unavailable for reasons beyond the control of the HALL MANAGEMENT COMMITTEE, the Committee reserves the right to cancel or rearrange hirings. HIRERS will only be entitled to a refund of any deposit or hire charge paid and the HALL MANAGEMENT COMMITTEE will have no liability to the HIRER for any indirect or consequential loss.
g. Booking Agreement The hire of the Hall does not entitle the HIRER to use or enter the premises at any other time than the specific hours for which the Hall is hired as outlined on the Booking Agreement. HIRERS may be met at the start of their booking by the BOOKING SECRETARY or any other member of the HALL MANAGEMENT COMMITTEE if this is deemed necessary. At no time is the Hall to be left unlocked and unattended. All preparation and clearing-up time must be included in the time booked.
a. Car Parking – although parking is allowed on the road (B2027) outside the Hall, the HIRER is responsible for ensuring that there is no obstruction of the road (particularly on the bend opposite St Luke’s Church), pavements or driveways and that economical use is made of the Hall car park. Access to Emergency Exits must be kept clear at all times.
b. Pre-Event Visits and Deliveries Visits and deliveries in advance of the event must be arranged with the BOOKING SECRETARY. Deliveries made without warning may not be accepted.
c. Fireworks or Smoke Machines These are never permitted in the building or on the premises.
d. Hay or Straw The use of loose or baled hay or straw is prohibited unless it is required for animal fodder or bedding . This will be subject to the decision of the HALL MANAGEMENT COMMITTEE.
e. Refuse and Rubbish All empty bottles, cans, waste paper, food debris and any other rubbish must be removed from the premises after the event or a charge of £25 will be levied and deducted from the returnable damage deposit. Empty bottles can be recycled locally in Chiddingstone Causeway, Leigh and Hever.