Terms and Conditions for Melvin Hall

The Hall is managed by a committee of Trustees and locally elected members on behalf of the community.

All bookings must be made in advance using the attached booking form and must be signed by the person accepting responsibility for the hall during the let. This person must be over 18 years of age.

Regular users may be asked to give up a booking so that irregular events, e.g. sales, soup & sweet lunches etc may be accommodated.

A fee may be incurred (at the committee’s discretion) if a booking is cancelled within one month of the planned date.

Current charges for the various facilities are detailed on Page 4. Tables and chairs are included in these rates and are available in the store if required.

It is the hirer’s responsibility to set out, clean and carefully replace these at the end of the let.

Lighting and sound equipment is only available by prior arrangement.

Electricity is charged over and above the given rates and is based on power used. The meter reading sheet in the meter cupboard must completed at the start and end of the let.

Invoices detailing the amount due are sent out every month. Payment should be by crossed cheque, made out to "Melvin Hall". A receipt will be issued if required.

The booking agent requires to know if alcohol is to be sold during a let. It is however, the responsibility of the hirer to apply to the local authority for a licence and to ensure that all legal requirements are complied with.

All areas of the building [Main Hall, Queens Room, Toilets, Kitchen, Store Rooms etc] are designated "No Smoking"areas and this must be respected.

It is the Responsible Person’s responsibility to ensure that this condition of let is complied with.

Users will be responsible for any damage to the hall [internal or external] during their let. Any damage must be reported to the Booking Secretary. Nothing should be pinned or stick onto the walls or doors.

The committee cannot be held responsible for any loss or damage to personal property taken into the hall.

Organisations using the hall must ensure that they have adequate insurance to cover loss and / or damage to their equipment while it is either being used or stored in the building.

Whilst the Management Committee has Public Liability Insurance to cover any claim against them, it is the user’s responsibility to ensure that they have adequate insurance to cover all their own liabilities.

If the hirer wishes to operate later than the times given above, the Hall Committee must be consulted in advance. The hirer must seek permission from the local authority for any such extension.

Hirers must ensure that no nuisance or annoyance is caused to nearby residents.

The numbers using the hall must not, at any time, exceed those given on Page 4.

The Fire Certificate must be complied with at all times by everyone using the hall. In particular:

• The emergency lighting must be switched on while the hall is in use

All fire exit doors must be checked to ensure that they are working and that access to them is not obstructed

Before a function, confirmation that these checks have been carried out, should be entered in the Fire Log – sections 2 & 7

Access routes to Fire Doors are clearly marked and nothing should be stored in front of these, even for a short time, which could restrict exit in the event of a fire.

The hall is regularly cleaned to ensure that a high standard of housekeeping is maintained. It is expected however that all hirers will, at the end of each let, tidy up their own rubbish and leave the building as they found it.

Encourage all those using the hall to park on the opposite side of the road from the hall entrance and to ensure that house access drives are not obstructed in any way. There is also parking areas in the Square.