1. The Application for Hire, when completed by the Hirer, together with these conditions and any special conditions shall constitute the Agreement for Hire of the Hall premises and other property specified to the Agreement.

2. The Application for Hire must be emailed to newwindmill@outlook.co.uk, accompanied by a deposit of the overall payment to New Windmill Hall Community Association. If your total booking cost exceeds £250 a deposit of £100 is required. If your total booking cost is less than £250 a deposit of £50 should accompany your booking form. The association recommends that venues are viewed prior to booking. Should the Hirer fail to do this the association does not accept any responsibility should the venue prove to be unsuitable for your needs.

3. In accordance with the Counter Terrorism and Security Act 2015, the Hirer will ensure that the venue and resources are not used to provide a platform for extremists and are not used to disseminate extremist views or materials.

4. The association may refuse any application for hire without giving reason. The association may also terminate any Agreement of Hire at any time up to and including the date of hire if the Association become aware of any fact which would at face value not be in the interest of the association to proceed with the hiring agreement or which might otherwise prejudice the association’s standing and responsibilities as a Community Association. In the event of such cancellation, the association’s liability to the hirer will be limited to a full refund of deposit monies and any other payment made by the Hirer to the Association in respect of the hiring.

5. The Association does not accept birthday parties between the ages of 13 to 21 inclusive or bookings for any political or trade union purposes nor for religious activities. The association reserves the right to terminate any Agreement of Hire at any time up to and including the date of hire if the association becomes aware that this condition has been disregarded.

6. The Hirer, or a responsible person whose name and address has been notified to the New Windmill Community Association before the date of the hiring, must be in attendance at the premises throughout the period.

7. The Association reserve the right to vary the hiring fees at any time before the date of the event for which the hall has been hired, notwithstanding that payment of the fee has been made and accepted. In the event of the charge being increased, the hirer must pay the additional fee before the date of hire.

8. The Hirer, who must be over 22 years of age (proof of age maybe requested) you will be required to pay the full hire charge with a £200 or £500 refundable deposit within 30 days of receipt of invoice.

9. All setting up and clearing away is to be carried out during the hired time period. The Hirers shall, at the expiration of the period of hire, leave the hall in a tidy and orderly state. If the booked time is exceeded and the hall conditions are not complied with and extra cleaning time is required, monies will be deducted from the returnable deposit at the hourly rate of the original booking.

Please note that if a Hirer refuses to leave the premises at the end of the period of hire, the Committee reserves the right to call the police

10. For occasional bookings, i.e. weddings, dinners, dances, etc. the Hirer is advised to contact the Hall Steward at least seven days before the date of the hiring in order to finalise arrangements.

11. If a Hirer wishes to employ a caterer, a copy of the caterers Public Liability Insurance certificate for £5m and the Institute of Environmental Health Officers’ Basic Food Hygiene Certificate in the name of the proprietor or the person in charge, must be forwarded to the New Windmill Hall with the Application of Hire and deposit

12. Caterers or other persons using the hall are not permitted to load crockery or other catering

equipment onto vehicles after 11pm.

13. No items likely to cause damage to the floors or halls, e.g. Bottle cases, barrels, etc. shall be brought into, or allowed to remain in the hall, without necessary precautions being taken by the Hirer or the licensee to safeguard the property.

14. Fire or appliances with naked flames are not permitted. Smoke bombs/smoke machines/indoor fireworks are not permitted, if this is not adhered to you will be asked to leave the premises and you will not receive a refund and you will lose your full damage bond.

15. The Hirer is responsible for the preservation of good order and shall fully compensate the Association for any damage to the premises or any damage to, loss of, other property of the Association of whatsoever description and howsoever occasioned except insofar as the Hirer satisfies the Association that such damage or loss was caused by any act or default of the Association or of any employee of the Association acting in the performance of their duties as such employee.

16. The Association does not accept any responsibility for any clothing articles or any other property left by the Hirer, their guests, servants, agents or any member of the public, or any property during the period of hire and the Association shall not be required to provide a cloakroom attendant.

17. The Hirer shall at all time permit full access to the Council’s or Association’s duly authorised officers to enter or inspect the hired premises. Police officers have the right of entry at all times.

18. The Association will not be responsible for any loss to the Hirer due to the breakdown of machinery, failure of supply of gas, water or electricity, leakage of water or fire, except insofar as any such loss may be caused by any act of default of the Association, or any employee of the Association acting in the performance of his duties as such employee, or due to any government restrictions or Act of God which may cause the hall to be closed or the hiring to be interrupted or cancelled.

18.

(a) The Hirer shall not use the hall or any part thereof for any other purpose than that or which the same is let.

(b) The hirer shall not sub-let or assign the hall or part thereof.

19. The Hall Steward or any other officer or servant of the Association responsible for the hall, has authority to control the volume of sound caused by musical equipment. It is currently set at 98 decibels.

20. An occasional license is not required for the supply of excisable liquor, providing such liquor is given away free of charge. The use of tickets or vouchers for the purchase of drinks is not permissible.

21. In case of evening bookings; Sunday to Thursday the licensed bar must close by 10.30pm and dancing, etc must cease by 10.45pm in order that the hall may be vacated by 11pm, except where the hire period is extended to midnight, when the times are 11.30pm and 11.45pm respectively.

22. All the conditions attached to the Music and Dancing Licence (a copy of which is available for the inspection at The New windmill Hall) and any other entertainment licence appertaining to the use of the hall, shall be duly observed.

23. The hirer shall ensure that all maximum numbers permitted in the hall for the function are not exceeded. If an authorised officer of the Council or Association reasonably believes that this condition is not being complied with, they may require the premises to be vacated.

24.

(a) No bolts, nails, tacks or screws, etc shall be driven into any part of the hall, nor shall any placards or advertising bills be displayed in the hall or on the exterior of the building, except on notice boards provided by the Association for that purpose.

(b Paper/foil confetti is not permitted in the building.

25. No stage fittings or decorations are permitted without having been approved by New Windmill Community Association. No cottons or wool, or any highly flammable materials shall, on any account be used for decorative purposes within the premises. No alterations or additions may be made to the lighting or power arrangements existing at the time of hire without the written consent of the Association. The Hirer will comply with all conditions attached to such consent.

26. Health & Safety – in signing this agreement the hirer and/or their representatives, agents or servers agree to comply to full health and safety standards and procedures required by the local authority as advised and required by hall staff or any other officer or servant of the Association responsible for the hall, both in advance of and during the period of the letting itself, including but not exclusively; keeping fire exits clear, observing proper procedure during fire doors and evacuation drills, adhering to the hall’s safeguarding children policy and procedure, code of conduct and child performance licensing regulations, use of hazardous materials, use of and access to specialist and/or hazardous equipment. Failure to do so or to refuse reasonable requests by hall staff may result in suspension or expulsion from the premises without notice or alteration in liability to hire charges for the full hire period.

27. Safeguarding Children – in signing the letting agreement, all groups and individuals engaging with young people and children agree to strictly abide by New Windmill Hall Community Association’s Safeguarding Children policy, procedures and code of conduct available to view at the New Windmill Hall. Failure to do so may result in the termination of the hire agreement without notice.

CANCELLATION BY THE HIRER

Hirers wishing to cancel a booking may do so on the following conditions:

(1) Notice of cancellation shall be in writing to Hall Lettings, New Windmill Hall, St. Mary’s Lane,

Upminster, RM14 2QH or by email.

(2) If 28 days or more written notice is given to the New Windmill Hall Community Association, two thirds of the full fee paid, will be refunded.

(3) If less than 28 days notice is given, no refund will be made.

(4) In all instances the initial deposit will remain non-refundable.