Meeting and Activity Rooms to Hire

TERMS AND CONDITIONS

1. The person signing this agreement shall be at least eighteen years of age, considered the Hirer and shall be personally responsible for maintaining due order in the pavilion during the hiring and for the observance of the conditions of hire. This shall be in addition to the liabilities of any club, society or body on whose behalf this agreement is expressed to be made.  ALL HIRERS WILL BE REQUIRED TO PROVIDE PROOF OF IDENTITY AND ADDRESS.
2. Use of the rooms hired MUST NOT continue beyond Midnight, except by special arrangement.
3. Fryern Pavilion room hire only – no permission for use of Fryern Recreation Ground included.
4. Cancellation of room bookings must be made with greater than 24 hours notice otherwise a £30 administrative charge will be made. This is to cover administration costs incurred and liability to re-let the room with less than 24 hours notice.
5. If the Council shall decide during the period of any permanent letting to amend the charge for such lettings, then the charge referred to on the booking form shall be replaced by such amended charge for the remainder of this period to which this agreement relates.
6. If use of the kitchen, which is equipped with various facilities for washing up and preparing food is included in the above period of hire, the Hirer will be expected to provide his/her own crockery and other materials. The kitchen must be left in a clean and tidy state and all waste must be removed, as the building does not have a waste collection service provision.
7. The building must be vacated promptly by the end of the booked period to enable any following bookings to start on time, no time overruns are permitted unless agreed by the office.
8. If required, set up and clean up time, together with any additional time required for caterers, entertainers, or inflatable hire, must be included in your hire time.
9. If the use of the room is for an evening event, the Hirer must ensure all external windows and doors are closed by 10pm to limit noise disturbance to neighbours. All music must be turned off by 11.30pm and guests must leave the venue in a quiet and respectful manner to restrict disturbance to neighbours.
10. If the booked room/s are not used for the period of hire, the whole of the booking fee may be forfeited to the Council, at the Council’s discretion.
11. No licensed bar shall be held but intoxicating liquors may be brought into the pavilion if the prior consent IN WRITING of the Chandlers Ford Parish Council is obtained.
12. The hirer shall not assign the benefit or burden of the agreement, nor sub-let the pavilion or any part thereof.
13. The hirer shall be responsible for:
14. Any damage caused during the period of hire, to the pavilion or any damage to or loss from the property, or equipment of this council therein;
15. Any loss, damage or injury which may be sustained by any person or persons resorting to the pavilion during the period of hire;
16. Any failure in the observance or performance of any of these conditions.

The hirer shall indemnify the Council against any claims, losses, costs and expenses which may arise out of any such loss, damage or injury or breach of conditions as mentioned in the preceding paragraph.

14. The right of entry to the pavilion is reserved to any agent of the Council and any Police Officer at any time during the hire.
15. The Hirer is responsible for ensuring the premises are left in a clean and tidy condition. Room/s hired should be vacuumed where carpeted, swept where uncarpeted and if furniture is used, it should be returned to the storage area. Note:  tables should be wiped clean prior to storage return.  Any spills of liquids onto floors must be wiped/cleaned up.
16. If the condition of the room/s hired is not in a clean condition at the start of the hire period, please notify the office, (9am to 3pm Monday to Saturday) or call 07483 100986 out of hours.
17. The Hirer shall be responsible for ensuring that good order is kept in the pavilion during the hiring and the Council may, if they think fit, charge the Hirer for any extra expenses that occur hiring Police Constables to preserve order, prior to, during or after any entertainment or meeting in the pavilion.
18. No decorations, additional lights, or extension for the existing light fittings shall be used without the prior consent of the Chandler’s Ford Parish Council and any such decorations, additional lights and extensions shall be removed by the Hirer at the expiration of the hire period.
19. Bouncy castles are not permitted.
20. Teen parties are not permitted.
21. The hiring shall only extend to the use of the specified room and or/kitchen at the pavilion and the cloakroom accommodation. Shared space, such as the corridor, should be accessed with respect to other hirers at all times and are not to be used for gathering/s – only for access.
22. The Council reserves the right to refuse any application or cancel any hiring. No compensation can be made to the Hirer as a result of these rights.
23. The Hirer shall be responsible for familiarising themselves with fire call points and evacuation routes upon arrival to the building. Should the fire alarm sound during hire time, hirers and guests must evacuate the building immediately and, if the booking is out of office hours, call the Fire Brigade (999) AND Parish Council Emergency Out of Hours on 07483 366445. The Hirer remains responsible for all members of their party and must ensure all members of their party are accounted for following an evacuation.
24. If the Hirer has been given keys to access the building outside of office hours, the Hirer is responsible for ensuring the building is empty, any electrical equipment used is turned off and all doors and shutters re-secured on exit.
25. Where a booking takes place outside normal office hours, the Hirer must not alter, disable, override or otherwise interfere with the front door settings or access controls to enable open or unrestricted access to the building. The front door must remain secured at all times and must not be propped, wedged or otherwise prevented from closing and securing, unless expressly authorised by the Parish Council.

THIS VENUE IS A NON SMOKING VENUE

No smoking or vaping is permitted within the building or on the all-terrain terrace as Fire Sensors may be triggered by smoke.

A CLEANING CHARGE MAY BE APPLIED – AT COST – IF THE ROOMS ARE NOT LEFT CLEAN AND TIDY.  THIS COST COULD BE DEDUCTED FROM ANY DEPOSITS HELD. 

DOORS AND SHUTTERS – PLEASE ENSURE ALL WINDOWS AND DOORS ARE FULLY CLOSED AND LOCKED BEFORE ANY EXTERNAL SHUTTER IS OPERATED.

IF AN ATTEMPT IS MADE TO CLOSE THE SHUTTERS WHEN THE WINDOWS AND/OR DOORS ARE OPEN, AND THE SHUTTER/S ARE SUBSEQUENTLY DAMAGED, THE COST WILL BE DEDUCTED FROM ANY DEPOSITS HELD.