Hackney Community Halls

Venue Hirer Terms & Conditions

Below we have listed the terms of our agreement. We are mindful that requirements can change when organising an event and as such we have attempted to offer you as much flexibility in these terms as possible.

Confirmation by the Client/Hirer

  • All bookings are provisional until the contract is signed by the Client. Once the contract is signed, all such provisions reserved on your behalf will be subject to the terms and conditions of the contract.
  • A deposit is required on confirmation of the booking agreement in order to guarantee and secure the booking. The full hire charge is payable 14 working days prior to the event date. The deposit will be returned within 14 working days, following an inspection after the event has taken place.
  • If The Client/Hirer fails to meet any such extra costs (damage or breakage) that may arise or it is not met by the full deposit, the entire deposit will be retained and any extra cost billed to the client / Hirer. If The Client/Hirer fails to meet any such extra costs this will result in Hackney Housing taking further action at their discretion which may lead to The Client/Hirer being permanently disbarred from future hiring and usage of the venue.
  • Failure to sign the agreement and pay the deposit, Hackney Housing reserve the right to release the provisional booking, although all efforts will be made to discuss this with you before any space is released.
  • The Client/Hirer is aware of the venue capacity, acknowledges it and complies with it.

Amendments by The Client/Hirer

  • Any amendments to numbers and/or arrangements must be confirmed to Hackney Housing in writing, 14 days prior to the event date.

Cancellation by The Client/Hirer

  • In the unfortunate event that you have to cancel or postpone your confirmed booking or reduce numbers at any time prior to arrival, Hackney Housing will withhold the hall hire fees according to our sliding scale, but we will return the deposit.

The following cancellation charges are applicable for all contracted bookings:

  • 13 days before the hire date - no cancellation charge
  • 7- 12 days prior to hire date   - 50% of contracted hall hire fees charges
  • Less than 7 days prior to hire date   - 100% of contracted hall hire charges

Written confirmation of any cancellations are required from the Client.

For bookings over several days, cancellation terms will be calculated from the start date of the event.

Payment

  • We request that payment terms be agreed at the time of confirmation and these will be shown on the agreement.
  • If payment is to be made by bank transfer, the Client will be responsible for any bank transfer charges incurred. (Bank details available on request).

Deposit

  • The Main Hall, Kitchen and public areas, must be left in the same condition as upon arrival, if not cleaned charges will be applied and deducted from client's deposit.
  • In the event of any complaints about noise during and after the event the full deposit will be withheld.

Credit Facilities

  • We regret that Credit facilities cannot be offered to private individuals and / or companies.

Cleaning

  • The Main Hall, Kitchen and public areas, must be left in the same condition as upon arrival, if not cleaned charges will be applied and deducted from client's deposit.
  • Cleaning charges will be pre-arranged and added to the main invoice, (deposit will then be refunded in full).

Timings

  • The meeting rooms are available from the time shown on the contract. Please advise if you require any additional time.

Client/Hirer Responsibility

  • No advertisement, notice sign, decorative flag, emblem or device referring to the group may be attached to or displayed in or about the interior of the Hall without prior approval of Hackney Housing. The same applies for outside advertisements.
  • The Client remains responsible for any damage caused by its' guests, whether in the room or in any part of the public areas and undertakes to make good or pay full restitution for the making good of any material damage to furniture, fixtures or equipment.
  • Nothing shall be affixed to floors, walls, ceilings or columns of the allocated rooms by screws, nails, drawing pins, tape or any other means or be suspended from the roof or ceiling of the room, without prior permission.

Hackney Housing Responsibility

  • Hackney Housing will not be liable for any resulting damage suffered by the Clients relating to industrial action, fire, flood, power failure, government regulations or any other disaster beyond its control.
  • The Hall reserves the right to cancel the booking if: -
    The Client/Hirer agrees with Hackney Housing to observe and perform the provisions and stipulations contained or referred to in the Standard Conditions of Hire as set out in the First Schedule below (an understanding of which The Client/Hirer hereby acknowledges) together with the Special Conditions set out in the Second Schedule (if any).
    In the event of the Standard Conditions of Hire being varied before the date of the event Hackney Housing agrees to notify The Client/Hirer of the varied Standard Conditions of Hire at which time all variations of the Standard Conditions of Hire shall be deemed to be incorporated in this Hire Agreement PROVIDED THAT the variation shall not render it impracticable for The Client/Hirer to use the Premises for the event in which case The Client/Hirer will be at liberty to give notice to Hackney Housing terminating this Hire Agreement and requesting the return of any deposit paid.
    • The Client/Hirer is more than 30 days in arrears of previous payments to Hackney Housing
    • Hackney Housing becomes aware of any alteration in the Client's /Hirer's financial situation

THE FIRST SCHEDULE

STANDARD CONDITIONS OF HIRE

  1. The Client/Hirer will, during the Hire Period, be responsible for supervision of the Premises, the fabric and the contents, their care, safety from damage however slight, or change of any sort and the behaviour of all persons using the premises whatever their capacity, including proper supervision of car-parking arrangements so as to avoid obstruction of the estate and noise level to residents when leaving the premises.
  2. The Client/Hirer shall not use the Premises for any purpose other than for the Purpose of Hire as described in the Hire Agreement and shall not sub-hire or use the Premises or allow the premises to be used for any unlawful purpose or in any unlawful way nor do anything or bring onto the Premises anything which may endanger the same or any insurance policies in respect thereof nor allow the sale of alcoholic liquor or any beverage containing any alcohol whatsoever on at or near the Premises.
    The Client/Hirer shall not use the Premises for public meetings with political, religious, or any other content where the matters for discussion are, in the Hackney Housing opinion, obscene, sexist, homophobic, racist, offensive, controversial, sensitive or likely to breach the TRA's/Council's commitment to community cohesion. Hackney Housing reserves the right to ask for an agenda at least 14 days before the scheduled date of the meeting. The Client/Hirer will also provide details of any speakers or performers at least 5 days prior to the event if asked to do so. If this information is not forthcoming, the Hackney Housing /Council can refuse/cancel the booking.
    The Client/Hirer shall inform Hackney Housing, at the time of hire, of the precise nature of any proposed event, as well as the names of any individuals or organisations involved or likely to benefit from it, either directly or indirectly. This information is required at least 5 days prior to the event. If this is not received the Hackney Housing /Council are able to cancel / refuse the booking.
  3. The Client/Hirer accepts responsibility for injury to persons or loss of or damage to any property arising from the hire and hereby confirms that public liability insurance cover is held for the use of the Premises by Hackney Housing with a reputable insurance company in a sum of not less than £2 million (evidence of such insurance to be provided if required by Hackney Housing).
  4. Client/Hirer working with children and young people must provide written confirmation that all members of their leadership are known to be suitable persons in compliance with the Home Office publication of September 1993 'Safe from Harm' or any modification thereof. They will need to produce and provide evidence of professional certificates / qualifications / CRB checks to Hackney Housing
  5. The Client/Hirer shall ensure that all requisite licences permissions and consents that may be required for the use of the Premises whether by statute, statutory instrument or otherwise shall be obtained before the date of hire and that all such (and any conditions attached thereto) shall be complied with at all times.
  6. The Client/Hirer shall comply with all conditions and regulations made in respect of the Premises by the Fire Authority, Local Authority, the Local Magistrates' Court, and Police Authority or otherwise, particularly in connection with any event which includes regulated entertainment.
  7. The Client/Hirer shall comply with all statutes statutory instruments regulations codes of conduct codes of practice and other relevant matters relating to the proposed use of the Premises pursuant to this Agreement.
  8. The Client/Hirer shall indemnify Hackney Housing against all loss damage liability claims or threatened claims arising from the Hire Agreement, including the cost of repair of any damage done to any part of the premises which may occur during the Hire Period or as a result of the hiring.
  9. The Client/Hirer shall ensure that all persons at the Premises pursuant to the Hire Agreement shall comply with all terms and conditions and provisions of the Hire Agreement. The Client/Hirer shall be responsible and liable for any failure or non-compliance.
  10. IF The Client/Hirer cancel the booking before the Hire Period and there is no replacement booking, Hackney Housing shall not be obliged to refund or waive all or any part of the Hire Fee.
  11. Hackney Housing RESERVES the right to cancel this hiring in the event of the Hall being required for use as a Polling Station for a Parliamentary or Local Government election or bye election, in which case the Client shall be entitled to a refund of any deposit already paid.
  12. AT THE END of the hiring, The Client/Hirer shall be responsible for leaving the Premises and adjoining and neighbouring areas in a clean and tidy condition, with the Premises properly locked and secured unless directed otherwise and any contents temporarily removed from their usual positions properly replaced, otherwise Hackney Housing shall be at liberty to make an additional charge. All equipment etc belonging to The Client/Hirer or brought onto the Premises by or at the bequest of The Client/Hirer or by any person using the Premises during the Hire Period shall be removed promptly at the end of the Hire Period by The Client/Hirer.
  13. IN THE EVENT of the Premises or any part thereof being rendered unfit for the use for which it has been hired, Hackney Housing shall not be liable to The Client/Hirer for any resulting loss or damage whatsoever.
  14. Hackney Housing shall have the power to terminate long term usage of the premises. In thesecircumstances the user shall be given reasonable time in which to vacate the premises, usually this Will be one months notice, or whatever time set Hackney Housing.
  15. Hackney Housing do not accept liability for any accident or injury occurring to the users (including any person engaged by The Client/Hirer) of the premises during the period of hire or usage, nor to the loss of, or damage to property left on the premises at any time.
  16. The Client/Hirer has a legal responsibility by law to ensure that smoking is not allowed on the premises.

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