Bookings – Terms and Conditions

 

CONDITIONS OF HIRE AND INFORMATION FOR HIRERS
Lambeage Hall, School Hill, Coverack, Helston TR12 6SY
Registered Charity Number: 207905
Entertainment Licence Number: W2_PREM_00328_05
ALL HIRERS MUST AGREE TO THE CONDITIONS OF HIRE SET OUT IN THESE TERMS.
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BOOKINGS
• The hall may be booked for recurring or single lettings. Hall hire is charged by the session (see website for charges). The specified rates cover the use of the hall and kitchen. Bar hire is available by negotiation with the licensee.
• Hirers must be aged 18 years and over. The Hirer agrees that all persons under the age of 18 years will be supervised.
• All Hirers charging a fee must have separate relevant Public Liability Insurance to validate their booking.
• No responsibility whatsoever can be taken for any personal items left on the premises or any damage caused by them to the premises or any misuse of them by others.
• No charge is made for cleaning, provided that all facilities are left clean, tidy and in good repair, including the toilets and kitchen equipment where used. Any charges incurred due to breakages or cleaning will be passed on to the Hirer or deducted from the deposit.
• Hirers will be contacted separately regarding access to the hall.
• Lambeage Hall is run by a volunteer committee and members may not be available to answer questions on the day of your event.

DEPOSITS & CHARGES
• A refundable damages deposit of £50 will be charged for private Hirers at the time of booking. This is in addition to the hire charge and will be refunded by cheque after the event subject to a satisfactory inspection.
• Booking invoices must be paid within 14 days from the date of invoice.
• Regular Hirers will be invoiced on a quarterly basis in arrears and payment terms are 14 days from the date of invoice.
• For wedding receptions, the rate of hire is 3 days minimum.
• For parties the Hirer must book extra time for clearing up and cleaning, unless this can be achieved effectively the same day.

CANCELLATIONS
• Hirers may cancel bookings by giving at least 14 days’ notice.
• If a Hirer cancels a booking with at least 14 days’ notice being given, the hiring charge will be refunded.
• Cancellations made with less than 14 days’ notice are liable to a payment of the whole hiring charge.
• The Lambeage Hall Committee reserve the right to cancel any booking by giving notice in writing and returning the hiring charge and deposit, should the purpose of hiring the hall be in any way improper or unauthorised, or should the building be required as a Polling Station, or in a case of force majeure. The Lambeage Hall Committee shall not be liable to pay to the Hirer any money or loss incurred by the cancellation.

GENERAL HIRING CONDITIONS

Responsibility for the premises and the key rests with the Hirer during the period of access to the hall. The hire period must include set-up and clear-up times. The premises must not be accessed outside of the agreed hire period and must be vacated promptly at the end of the hire.
The Lambeage Hall Committee reserve the right to enter the hall at any time during an event if it has reason to believe there may be a problem, and to impose further conditions on the spot or curtail the event as it considers necessary for the welfare of guests or the safety of the building or the impropriety of use.

ACCESS
Hirers must contact the Bookings Secretary a minimum of one week before the date of hire to make access arrangements.

USE OF OUTSIDE AREA (THE BATTERY)
Whilst you are of course welcome to use The Battery, when making a booking please be aware that this area is a public space with a children’s playground, and is part of the South West Coast Path, and cannot therefore be used exclusively for your event.
In the interest of animal welfare, no plastic confetti or such like can be used which may ultimately find its way into the sea. 

MUSIC & ENTERTAINMENT
The hall holds the appropriate licences for Public Entertainment. Music and entertainment must cease by 11.30pm and all music must be kept to a suitable level to avoid disturbance of neighbours with all windows and doors remaining closed from 9.00pm onwards. This is a legal condition of Lambeage Hall’s Entertainment Licence and failure to comply could jeopardise this licence. For commercial hirers or regular bookings with fees, Hirers should ensure that they have proper insurance for any equipment used in the hall, to include any damage caused by them to the hall and its users.

HEALTH & SAFETY
It is the responsibility of the individual Hirers to ensure that they are aware of the Health & Safety at Work Act 1974 and to take reasonable precautions to ensure that their activities are carried out in a responsible way.
Responsibility for the use and safety of electrical equipment brought onto the premises by the Hirer rests entirely with the Hirer.
The capacity of the hall is 90. Hirers are advised to carry out their own risk assessment for safe numbers at the event/activity considering equipment, cast, crew and caterers etc. A template can be found on our website.
A copy of the Lambeage Hall’s Health & Safety Policy is kept on display in the hall. The first aid kit is stored in the kitchen together with the Accident Report Forms. Any accidents should be reported to a delegated committee member, whose contact details are displayed in the hall.

FIRE PRECAUTIONS
Hirers must make themselves familiar with the location of the fire extinguishers and the instructions for use, emergency exits and the importance of fire doors being kept clear at all times. Hirers will be responsible for informing all those using the hall of the position of the emergency exits
Hirers must also familiarise themselves with the instructions on what to do in case of fire. Instructions are displayed on the notice board in the hall.
Fireworks and candles are not allowed, either for internal or external use with the exception of birthday cake candles.

CAR PARKING
Please be aware there is an area for drop-off and collection only, and cars must be parked elsewhere in the village.

ALCOHOL LICENCE
The Lambeage Hall has a Premises (Entertainment) Licence as required under the Licensing Act 2003 and alcohol may only be sold on the premises by the Licence Holder James Macfarlane and his team. If hiring the bar, contact must be made with the licence holder 2-3 weeks before the event to discuss requirements.
Alcohol consumption by persons under the age of 18 years must not be permitted. It is an offence to serve/sell alcohol to persons under 18 years of age. Young persons aged 16 and 17 years may consume wine, beer or cider at a table meal when accompanied by an adult at the meal.
If for any reason alcohol is being sold without prior arrangement, or there are signs of alcohol-related behaviour, any member of the Lambeage Hall Committee can close the event immediately.
The Lambeage Hall Committee and Hirer can be held legally responsible for criminal offences carried out at the hall and as a result the hall may lose its licence. UNDER NO CIRCUMSTANCES WILL THE LAMBEAGE HALL COMMITTEE TOLERATE ANY BREACH OF THE ABOVE LEGISLATION.

FOOD SAFETY
Under the Food Safety Act 1990, it is the responsibility of persons providing food for any event held in the hall to ensure that they are aware of and abide by the legal requirements. The Lambeage Hall Committee is not responsible for any food brought into the hall.
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CHECKLIST FOR HIRERS OF LAMBEAGE HALL, COVERACK
In order that the hall can be kept in good condition for all, would Hirers please do the following at the end of each hire:
1. Please ensure that the hall floor is left in good condition ready for the next user. Sweep or mop the floor to move any mess and or spillages. Cleaning equipment can be found in the kitchen.
2. Ensure tables are clean before putting away, and put chairs and tables away where you found them.
3. Check that all taps in the toilets and kitchen are turned off. Ensure the toilets are clean and the refrigerator is empty, clean, switched off and door left open if you have used it.
4. Please wash up, dry and put away any kitchen equipment you have used.
5. There is no rubbish collection at the Lambeage Hall so please ensure you take your rubbish away with you.
6. Prop open the cushion cupboard by the hall doors if you have closed this.
7. Switch off the hot water and cooker – labelled in the kitchen.
8. Check that all fire doors are shut, windows are closed and lights are off.
9. Lock the outer doors.
10. Return the key.
Your deposit will be forfeited if the Conditions of Hire have not been met.
Thank you for your co-operation.