Conditions for the hire of rooms within the Wirksworth Town Hall/Memorial Hall

  1. Bookings can only be accepted on the accompanying form.
  2. No bookings can be accepted from persons or organisations who have not paid the full charge in respect of previous booking(s).
  3. The person signing the application form (the hirer) will be responsible for payment, and must consider him/herself in charge of the premises during the whole period of hire, if the caretaker is not present.
  4. The Town Council is not responsible for any damage to or loss of personal property.
  5. Under the terms of the Council’s Premises Licence, all events involving the sale and in some instances the supply of alcohol in the Town Hall must be licensed. The Council have appointed a Designated Premises Supervisor who holds a personal licence. This Designated Premises Supervisor is the landlord of the Hope & Anchor Inn, Market Place, Wirksworth (Tel: 01629 823340) and all individuals/organisations wishing to hold a licensed event at the Town Hall must make arrangements with the Hope & Anchor to provide the bar facilities.
  6. Accounts must be paid within 30 days of invoices being sent out.
  7. Hire charges apply from time of opening to time of closing rooms hired. The premises must be cleared and vacated within half an hour of the end of the event. Extra time will be charged at the hire rate.
  8. The Council reserve the right to refuse permission to hirers to stage any form of entertainment deemed to be unsuitable.
  9. The Town Council operate a No Smoking Policy as follows:
    Memorial Hall: A total ban on smoking in all rooms in the Memorial Hall.
    Town Hall: A total ban on smoking in all rooms in the Town Hall.
  10. The Memorial Hall is not licensed for public entertainment. Please check with the Town Clerk to ensure the purpose of hire is permitted.

    11. It is the hirer's responsibility to:-

  11. Comply with the Local Government (Miscellaneous Provisions) Act 1982, and keep a concise record of the number of persons attending any public entertainment event. The maximum number of persons permitted in the Town Hall for the purpose of public entertainment is currently 200. This number includes stewards, helpers and performers. If the stage extension is erected, maximum number is reduced to 140.

    FAILURE TO COMPLY WITH LEGISLATION MAY NEGATE ANY INSURANCE CLAIM.

    The "ticket office" should be located in the foyer to ensure only invited guests access the event and to protect equipment installed on the ground floor.
  12. Appoint one or more attendant(s) for every 50 persons, or part of 50 extra, if there are more than 50 persons at the event, to ensure the security of the building and the safety of the persons present. If an event is likely to attract large numbers of young people, the services of a security firm are strongly urged. *See also conditions applying to events, meetings and activities for persons under the age of 18. Door supervisors to be SIA accredited – Security Industry Authority (08702 430100)
  13. Acquaint him/herself with the whereabouts of the exit doors, fire extinguishers and alarms. There is a fire extinguisher in every room in the Hall. Fire doors must not be blocked or fastened open.
  14. Ensure all aisles and access passageways are kept as wide as exit doors during the period of hire
  15. Ensure no damage is caused to the premises by nails, screws, hooks or fasteners; no notices to be posted inside or outside the Hall except in the proper place and with the consent of the Town Clerk. Any fastening or notice found in place without consent will be removed. Any breakage must be reported.
  16. Ensure all seats, tables or equipment provided by the hirer are removed by the end of the hire.
  17. Ensure no additional lighting, including candles, are installed without the consent of the Town Council.
  18. Ensure all electrical equipment used in the Town Hall and/or the Memorial Hall complies with the requirements of Portable Appliance Testing.
  19. Satisfy themselves of the suitability of the accommodation, prior to the date of the function, by carrying out a risk assessment of the accommodation to be hired.
  20. Ensure the premises are vacated at the time agreed previously with the Caretaker and/or Town Clerk, but not later than 1 am on Monday – Saturday and 11 pm on Sunday

    21. Damage to Council Property:

  21. The hirer is to take good care of and not cause any damage to be done to the Hall or to any fittings equipment or other property in the Hall and (save to the extent that the Council may be indemnified by insurance) the hirer is to make good and pay for any such damage caused by any act or neglect of the hirer or anyone for whom the hirer is responsible (or anyone permitted by the hirer to enter the Hall).

    22. Injury to persons and loss of property:

  22. a) The Council will not be liable for the death of or injury to any person attending the hall for the function the subject of the hiring or for any losses claims demands actions proceedings damages costs or expenses or other liability incurred by the hirer in the exercise of the rights granted by the Agreement except where such death injury or loss is due to the negligence of the Council.
    b) The Council will not under any circumstances accept responsibility or liability in respect of any damage to or loss of any goods articles or property of any kind brought into or left at the all either by the hirer for his own purposes or by any other person or left or deposited with any offer or employee of the Council.
    c) The hirer will indemnify the Council against all such liabilities as are mentioned in this condition.

    23. Further exclusions of liability:

  23. a) The Council will not be liable for any loss due to any breakdown of machinery failure of supply of electricity leakage of water fire government restriction or Act of God which may cause the Hall to be temporarily closed or the hiring to be interrupted or cancelled.
    b) The Council gives no warranty that the Hall is legally or physically fit for any specific purpose.

    24. Right of Entry:

  24. The Council reserves the right for duly authorised members or officers or employees of the Council to enter the Hall at any time for any authorised purpose.

    25. Cancellation by hirer:

  25. a) If the hirer wishes to cancel the hiring in whole or in part the hirer must give to the Council notice to that effect.
    b) If such notice is given not later than one month prior to the period of hiring and if the Council is able to effect an alternative hiring then the Council will refund to the hirer the fee less at 10% administration fee but otherwise the Council will be entitled to retain the whole of the fee.

    26. Cancellation by the Council:

  26. a) The Council may cancel the hiring if the Hall is required for any purpose in connection with a Parliamentary or local government election or if the Hall is rendered unusable by any such event as is mentioned in Condition 24.
    b) If the hiring is cancelled for any such reason as is mentioned in Condition 27(a) the Council will give to the hirer the maximum practicable notice and refund the fee but will not otherwise be liable to the hirer.

    27. Breach by the Hirer:

  27. If the hirer fails to observe and perform any of these conditions the Council may:

    a) charge to and recover from the hirer any expenses incurred by the Council in remedying any such failure including the cost of employing attendants workmen cleaners or other persons as may be appropriate, and
    b) cancel the instant or any other hiring of the Hall by the hirer without incurring any liability to the hirer for the return of any fee or otherwise.

    28. Events, meetings and activities for persons under the age of 18:

    In addition to the foregoing, the following conditions of hire apply to events, meetings, and activities for persons under the age of 18:

  28. The hire charge and a damage deposit of £200 is paid in advance of the hire date. Damage exceeding £200 caused by malicious behaviour during the hiring may be charged to the hirer.
  29. A minimum of two adult helpers must be present in the Town Hall for the duration of the event. At least one person must be in attendance downstairs to regulate entry during the whole of the event. This person must have a written list of all guests and only those on the list are to be permitted entrance. An hourly rota of adults to be present must be given in at the Town Clerk’s office at least three days before the event. The hirer of the Hall is responsible for ensuring that these criteria are adhered to.
  30. Failure to produce the above list may result in the facility being locked and unavailable to the hirer. Failure to comply with any of the foregoing may lead to the loss of the deposit.
  31. Under no circumstances is the consumption of alcohol permitted on the premises by persons under the age of 18.
  32. Hirers are expected to leave the rooms in the condition in which they are found, and to clear away as much litter, etc, as possible.
  33. It is the responsibility of the hirer to ensure that good order is maintained at all times and that the volume of music is kept to an acceptable level.
© Wirksworth Town Council 2008