Terms and Conditions of Hire

TERMS AND CONDITIONS RELATING TO THE HIRE OF READING ROOMS

73 High Street, Billericay CM12 9AS Charity No. 301242

 

Bookings The Hire Agreement must be completed, signed, and returned within a maximum of 7 working days to 28 First Avenue, Billericay CM12 9PT.   The Reading Rooms are unable to accept bookings from persons under the age of 18. If this completed Hire Agreement is not received within this period then the booking will be cancelled and the dates made available to other hirers without further notice.

 

Fees There are three rates a.  Private\Commercial, b. Clubs, Societies, Associations, c. Registered Charities.  (The Registered Charity rate only applies if the correct Charity Number is provided; if not the full private\business hire charge will be made). 

 

Full payment must be received at least six weeks prior to the date of the hiring.  If the date of the hiring is within six weeks of the confirmation letter the Hire Agreement must be completed, returned and full payment must be made immediately.  Special arrangements apply to Regular and Block Bookings - see below.

 

Cancellation The Hirer\s may cancel or postpone any hiring on the following conditions:   a.  If at least 14 days prior notice of cancellation is given, one third of the hiring charge will be refundable. This applies only when there is no alternative booking.  b.  If less than 14 days prior notice is given the whole of the hiring charge will be forfeited. This applies only when there is no alternative booking.

 

Keys Keys may be obtained from the Kodak Express, 71 High Street, Billericay Tel: 01277 632020.  Keys must be collected during normal hours, Monday to Saturday 9am to 5.00pm and can only be collected on the working day prior to the event, or the day of the event.    Keys must be returned directly to Kodak Express immediately after use.  If the offices are closed, please return via Kodak Express' letterbox in a plain sealed envelope.   There will be a charge if the keys are lost or not returned immediately.

 

Safety Hirer\s are responsible for ensuring that all employees and personnel adhere to the rules of hiring.  The hirer hereby accepts responsibility for being in charge of the premises when the public are present and the behaviour of all persons using the premises whatever their capacity. It is the Hirer\s responsibility to ensure that all means of exit from the premises are to be kept free from obstruction and available for instant emergency exit.  The rear emergency exit gate must be kept open during any hiring but secured immediately the hiring ceases when the premises are secure, with lights switched off.

 

Children are not allowed in the kitchen except under close supervision or in the case of older children, for supervised serving of food at functions.  No more than 4 people are allowed in the kitchen at any one time.  The water boiler must not be moved when it contains hot water; it must be left to cool before emptying.

 

Fire Alarm The system is automatically controlled by a panel in the entrance corridor near the meter cupboard and in normal situations is to remain in the “enabled” position. Should the alarm not function automatically and a fire is observed, the hirer\s should sound the alarm by breaking glass on the red box in the hallway by the front door.

 

In the event of a fire the Hirer\s must immediately advise all personnel on the premises to vacate the building in a calm orderly manner by either front or rear exit doors and assemble on the opposite side of the High Street via the pedestrian crossing.  All children and vulnerable adults must be accompanied by an adult.  The Hirer\s must phone the emergency services immediately and notify the Letting Officer or a Committee Member on 01277 657776,  01277 650173 or 01277 841785.

 

Kitchen Fire Shutter   This is operated electrically by button (on the wall to the right of the shutter)  The shutter is linked with the Fire Control system and nothing may be placed under the shutter for any reason which would obstructed its passage in the case of fire.  Any damage caused by attempts to operate manually will be charged to the hirer.

 

Electrical appliance safety   The hirer\s shall ensure that any electrical appliances brought by them into the premises and used there shall be safe, in good working order, and are used in a safe manner in accordance with the Electricity Regulations.

 

Parking   The area behind the Reading Rooms may be used for unloading and parking during the event.  The gates must be closed and secured immediately after the hiring but left open during the hiring as they are a Fire Exit.  Access to the parking area is via the right of way adjacent to Barclays Bank.  This roadway is in constant use and must not be blocked for any reason.

 

Heating System. The installed system is gas fired and controlled by a programmer in a locked housing within the boiler room to the rear of the kitchen. Heating is by way of thermostatic controlled radiators that by adjustment can increase or reduce the temperature as required.   At the end of the hiring all thermostat controls must be returned to the frost * (lowest) setting.   

 

The Hirer\s should note the following conditions:

  • The provision and consumption of alcoholic liquor is prohibited without the prior knowledge and written consent of the Letting Officer\Management Committee.  The hirer to be responsible for any licence necessary.

  • Drugs, smoking, and the sale of inflammable substances are prohibited throughout the premises.

  • Candles or any other naked flames may not be used at the Rooms. The only exception being birthday cake candles less then 3" high.

  • All children under the age of 16 attending parties, playgroups etc must be kept under reasonable control and not cause problems with the neighbours. No animals (except registered guide\hearing dogs) may be brought on to the Premises without prior written consent.

  • Payment by the hirer\s will be required for any damage whatsoever caused to fixtures and fittings and\or any items stolen during time of hire.

  • All crockery or utensils used from the kitchen to be left properly cleaned and stored after use. Hirer\s are to provide their own consumables and detergents, dishcloths, tea towels and black waste sacks.

  • Any items. Including food stuffs left in the kitchen will be removed and disposed of without prior notice.  A charge will be made for this service.  Under no circumstances may the bins at the rear of the parking area be used (these are owned by adjoining premises.)

  • Any items left on the Premises are at the owner’s own risk.

  • The kitchen area, hall and committee room are to be left clean and tidy after use.  If cleaning is necessary the hirer\s will be responsible for an hourly charge for the cleaning, removal of waste plus a charge for any inconvenience caused to the next hirer if applicable.

  • All tables, in the store behind the kitchen, and chairs are to be returned to their respective positions after use. See notice. Please use the chair trolley when moving chairs within the hall and leave adjacent to chairs.

  • Users of the Baby Changing Table are responsible for removing any used nappies and other waste material.  The maximum weight for a baby using the table is 50 lbs (22 kilos).

 

Regular Hirers and Block Bookings  Special arrangements apply to block bookings.  A copy of the hirer\s Public Liability Insurance Certificate should be provided prior to the Block Bookings commencing.

 

Hirer\s shall ensure that the minimum of noise is made on arrival and departure particularly late at night. 

 

Regular hirers should ensure that all portable electricity appliances brought into the Rooms have been PAT (Portable electrical appliances) tested by a Competent Person in the last 12 months and a label attached to minimise the risk of fire

 

Any group where children, young people, or vulnerable adults are present will be required to have a Child Protection\Vulnerable Adults Policy in place.  Copies of the policy to be shown at the time of booking. CRB checks need also be in place where appropriate.

 

Regular hirers must undertake their own risk assessment bearing in mind their own activities.

 

First Aid.  The Rooms provide a small first aid kit however hirer\s are responsible for their own First Aid equipment.  Hirer\s must report any accident both in the Register in the Kitchen by the microwave and to the Letting Officer 01277 657776 during business hours. Alternative numbers are shown on the notices at the Rooms.  Any problems should also be noted in the Register.

 

The Management Committee shall have the right at any time to enter the Premises during the period of hiring. It also has the right to suspend any activities forthwith deemed to be causing a nuisance during the period of hire.

 

Any abuse of the Terms and Conditions, Trustees or employees will be considered a breach of the terms and will not be tolerated by the Trustees. 

 

The hirer\s shall be responsible for keeping the Management Committee, its Officers and Employees fully indemnified against all costs, expenses, claims, actions and demands of whatsoever nature in respect of or arising out or by virtue of any hiring, copyright infringement, avoidance of insurance of the premises, libel or defamation occurring during any period of hire. The hirer\s cannot assign the benefit of the hiringagreement to any other person or persons.

 

THE ABOVE CONDITIONS OF HIRE HAVE BEEN AUTHORISED BY THE READING ROOMS MANAGEMENT COMMITTEE.     ALL CONDITIONS ABOVE APPLY FROM  31st July, 2015.