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All Saints’ Youth and Community Hall

Roman Place, Didcot OX11 7ER

Administrator:    Mrs. Helen Barrett

Email: This email address is being protected from spambots. You need JavaScript enabled to view it.

                   Website: www.didcotallsaintshall.org.uk

Tel: 01235 510865

 (Mon & Wed 1pm – 6pm; Tues, Thurs & Fri 9 am to 1.30pm)

Rules and Conditions of Use

The Management Committee of the Hall requires that the following Rules and Conditions be adhered to by all users. Failure to comply may result in a charge being made and right of future use withdrawn.

BOOKING

 All applications for the hire of accommodation within the Hall must be in writing on the Booking Request form and forwarded to the Administrator for consideration. The precise purpose for which the hire is required must be stated clearly on the Booking Form.

 The Hall Management Committee reserves the right to refuse any application without stating their reason for doing so and may accept any application only upon such conditions as the Management Committee shall deem necessary to impose.

The Hire Agreement shall relate only to the Hire Accommodation requested on the Booking Request form.

The kitchen must be hired when refreshments and/or food are to be served.

The period of hire must include the additional time required for setting up before and clearing away after the event. Rooms may be booked for a minimum of one hour and in additional blocks of 15 minutes.

All functions must be terminated by 11 p.m. unless other arrangements have been separately agreed by the Administrator.

 If the Management Committee accepts the application, the person(s) signing the Booking Form must be over 18 years of age and shall be deemed the Hirer as well as the society, association, club, company or other body on whose behalf the booking may be made and as such will be jointly and severally responsible to the Hall Management Committee for the payment of hiring fees and for strict observance of these Conditions of Use.

The hiring of the hire accommodation does not entitle the Hirer to use or enter the Hire Accommodation at any other time other than the period of time stated on the Booking Form, unless prior consent has been given by the Hall Administrator or a member of the Management Committee.

Any alterations to the details of the booking must be notified to the Administrator. The Hall Management Committee reserves the right to refuse any request for alteration of detail.

PAYMENT

In order to secure the Hired Accommodation the Hirer must pay the Management Committee 100% of the hire fee to be received by the Administrator not less than 14 working days’ prior to the date when the accommodation is to be hired.  All bookings made less than 14 days in advance of the hire date must be paid in cash.

Special arrangements may be made for payments by regular users of the hall, at the discretion of the Management Committee.

A cash deposit of £100 must be paid when a booking is confirmed.  In the event of damage to the premises or a breach of these Rules and Conditions of Use, as determined by the Management Committee, ie leaving the rooms hired in an unsatisfactory and/or unusable condition, this deposit may be retained. 

 

Late payment of invoices by regular users will incur a £10 fee per invoice not paid on time, to be added to the next invoice.

In the event of cancellation payment will be forfeited by the hirer if cancellation is made less than 10 working days prior to the date when the accommodation is being hired.

The Management Committee reserve the right to cancel a booking without penalty and without reason having to be given.

HEALTH AND SAFETY

  • Numbers are limited to:

Main Hall: 76 seated – 110 standing.

Kneller Room: 24 seated.

  • Smoking is not allowed on the premises.
  • The hall has a licence for playing pre-recorded music. If you wish to have live performers you may need a licence from the South Oxfordshire District Council.
  • The Hall does not have a license for the sale of alcohol.  No alcohol can be sold unless the hirer has confirmed with the Management Committee that they will authorise the hirer to obtain an alcohol license for the event. This authority may be withheld at the discretion of the Management Committee.  The Management Committee does not permit under-age drinking on the premises with and/or without adult supervision.
  • The Management Committee implements a Health and Safety Policy for its premises, which includes this hall and adjacent car park. (A copy is available on request from the Administrator’s Office.) Hirers and users have a responsibility to take reasonable care of themselves and others whilst using the premises.
  • Details of any accidents must be recorded in the accident book.
  • Hirers are advised to note the positions of the fire extinguishers and exits. The Fire Exit door must only be opened in a genuine emergency. The Administrator must be informed in writing if the fire extinguishers are discharged for any reason. Hirers will be charged for any inappropriate discharge of fire extinguishers.
  • In emergency the nearest telephones are at the Security Office at the Gate to Vauxhall Barracks and the call box at Great Western Drive junction with Foxhall Road.
  • Insurance: Any items brought into the Youth and Community hall are at the Hirer’s own risk. The Management Committee will not take any responsibility for any expenses incurred as a result.
  • Children and Young People: When children are present for a room hire, suitable adult supervision must be provided at all times. At least two adults must be present and responsible for children at all times. Please do not allow children and/or young people to play or congregate socially in the car park under any circumstances.  Please be respectful of our neighbours’ right to peace and quiet.   A key is available to allow hirers to access the park from the hall should children and/or young people wish to burn off any excess energy.  Please inform the administrator if you would like the key.
  • All hirers are responsible for ensuring that necessary CRB checks are held or obtained. They must also be aware that on some occasions other hirers may be using the accommodation and may have to share use of the kitchen.

HOUSEKEEPING INFORMATION

  • Notices, posters, decorations must not be put up without         permission.  Please do not place any bunting/banners etc on the walls.  The use of sellotape to hang bunting and banners is not permitted.
  • Heating is provided by a Ground Source Heat Pump and the temperature is regulated constantly. The thermostat must not be adjusted or tampered with. The system responds only over a number of hours and not immediately.
  • Users must ensure that no fires are lit or smoke generated in the building under any circumstances.  Disco smoke machines are not permitted.
  • Any portable electrical equipment brought into the hall must have a PAT (portable appliance testing) certificate.
  • If access to the loop or sound system is required, please contact the Administrator.
  • If access to Wi-Fi is required, then please inform the Administrator who will issue you with a password.
  • Cleaning equipment can be found in the large storage cupboards in the main hall and cleaning fluid in the cupboard under the kitchen sink. All rooms used must be cleaned, swept and mopped after use as a courtesy to other hirers.
  • Please ensure that all liquid spills are cleaned up immediately and not left to dry on the floors.
  • All rubbish must be taken away and disposed of by the hirer in the black bin bags provided. 
  • Please ensure that the kitchen is left clean with all crockery, cutlery and utensils tidied away.  Also the oven, hob and microwave must be cleaned and switched off after use.  Tea towels are not provided.
  • Only electrical food warmers are permitted in the building.
  • Please bring sharp knives and scissors as for security reasons these are not kept in the kitchen.
  • There is an urn in the kitchen which takes one hour to boil when full.  Pump flasks are available for your use to transport hot water safely into the hall.
  • Any breakages or accidents, however minor, must be reported to the Administrator in writing.
  • All tables and chairs must be returned to the cupboards.
    • All electric switches and lights must be turned off before vacating the premises.
      • All rooms opened must be locked before vacating the premises.
  • If there are no other persons in the premises, the alarm must be set, the front door locked and the car park gates must be closed – all users will be issued with keys and alarm codes to cover their times of hire. Training will be given on the use of the alarm.
  • The hirer shall ensure that no animals, except for guide dogs, are brought into the hall other than at a special event agreed by the Committee. No animals are to enter the kitchen at any time.

  • Should any damage be done to the buildings, fittings, apparatus or furniture, the expenses of making good the same shall be borne by the Hirer. The Management Committee shall be the sole judge of the damage done and the amount thereof. Any articles or property belonging to the Youth and Community Hall that may be found to be lost or missing from the Hire Accommodation during or after the hiring shall be paid for by the Hirer.
  • Disabled hoist: hirers must provide their own sling and only qualified people must use the apparatus. Anyone using or tampering with the hoist inappropriately will pay for any damage incurred.
  • Public Liability Insurance: hirers must ensure that they have adequate public liability insurance as this is not covered under these Rules and Conditions of Use.

COMPLAINTS

  • Any complaint regarding any arrangements connected with the hiring of the hall must be made in writing to the Administrator and received within 48 hours of the cause of the complaint arising.

Booking Agreement

By proceeding with your booking you are deemed to have accepted the following terms and conditions for the hire of the Hall. (see clause #17).

Terms & Conditions Of Hire

Agreements with the Management Committee of All Saints’ Youth & Community Hall (“the Youth & Community Hall”) for the hire of All Saints’ Youth & Community Hall or any part thereof (“the Premises”) are subject to these Terms and Conditions of Hire (“the Hire Conditions”). The Hirer must be over 18 years of age.

1. Undertaking of the Hirer

The Hirer undertakes to ensure that they have an understanding of the Hire Conditions for the time being in force. The Hirer as well as the society, association, club, company or other body on whose behalf the booking may be made, will be jointly and severally responsible to the Youth & Community Hall for the payment of hiring fees and for strict observance of these Hire Conditions.
Any alterations to the details of the booking must be notified to the Youth & Community Hall. The Youth & Community Hall reserves the right to refuse any request for alteration of detail.

2. Supervision by the Hirer

The Hirer undertakes to be present, or arrange for sufficient adult representatives to be present, throughout the hiring to ensure compliance with the provisions and stipulations contained or referred to in these Hire Conditions and any relevant licences.

3. Responsibility of the Hirer

The Hirer shall be responsible during the period of hire for:

  • being familiar with, and complying with, the guides provided for the use of the Youth & Community Hall
  • ensuring that the Premises are kept secure for the duration of the hire
  • supervision of the use of the Premises and the care of its fabric and contents
  • ensuring that the purpose and conduct of the hire does not disrupt the use of any other room hired by other persons
  • ensuring that the Premises (including foyer, kitchen, kitchen appliances and toilets as appropriate) are left clean and tidy with rubbish removed from the site at the end of the hire
  • ensuring that all equipment, chairs and tables have been returned to their storage positions safely, the Premises are cleared of people, all lights switched off, electric appliances – cooker, microwave, kettle etc. switched off after use, and the building secured, except for any facilities or room or public area in use by another continuing hire
  • ensuring that any temporary fittings and fixtures comply with Health and Safety guidance, and in particular ensuring that any decorations used are not a fire hazard
  • ensuring that any equipment or electrical appliances brought onto the Premises and used there shall be certified safe and in good working order, and used in a safe manner
  • ensuring that no animals (including birds), except assistance dogs are brought into the building, without written permission of the Youth & Community Hall on the occasion of a special event or hire agreed to by the Youth & Community Hall
  • ensuring that NO animals whatsoever enter the kitchen at any time
  • ensuring that no Barbeques, LPG appliances or highly flammable substances are brought onto the Premises
  • ensure that no fires are lit or smoke generated in the building under any circumstances. Disco smoke machines are not permitted as they trigger the fire alarm
  • ensuring that they and their attendees recognise the fact that the Premises are situated in a residential neighbourhood and conduct themselves accordingly by, for example, taking care not to slam car doors, especially late at night, and not playing music or making other sounds at inappropriate levels
  • contacting the police if any illegal or anti-social behaviour occurs in or on the premises

4. Fire Regulations

The Hirer shall:

  • ensure that the “Emergency Exit” signs are kept illuminated
  • ensure that the Fire Brigade is called to any outbreak of fire, however slight, and details given to the Youth & Community Hall
  • ensure that prior to the start of an event, the fire exits and Evacuation Muster Point are indicated to the persons attending the event. The Evacuation Muster Point is the grassed area at far end of car park closest to Foxhall Road
  • ensure the fire extinguishers are not discharged inappropriately

The Evacuation Muster Point is in the car park. No person may re-enter the Premises without the permission of the Fire Brigade.

5. Use of Premises

The hiring of the Premises does not entitle the Hirer to use or enter the Premises at any other time other than the period of time stated on the Booking Form, unless prior consent has been given by the Youth & Community Hall.

The Hirer shall not:

  • sub-let or use the Premises for any purpose other than that described in their Booking Application
  • use the Premises or allow the Premises to be used for any unlawful purpose or in any unlawful way
  • do anything, or bring onto the Premises anything, which may endanger the Premises or render invalid any insurance policies in respect thereof
  • allow the use of drugs on the Premises
  • allow underage (under 18 years) drinking on the Premises
  • allow smoking in the Premises. A cigarette bin is provided on the exterior wall adjacent to the front door
  • allow the use of wiggle cars in the Premises

6. Car Parking

Vehicles are parked at owner’s risk, and may be parked only in the marked spaces.

7. Premises Licence and other relevant legislation

The Youth & Community Hall holds a music licence for playing pre-recorded music.
The Youth & Community Hall does not have a licence for the sale of alcohol.

The Hirer is responsible for:

  • obtaining the relevant licence from South Oxfordshire District Council for live performances if it is required
  • ensuring no alcohol is sold on the Premises unless the hirer has written confirmation from the Youth & Community Hall that they will authorise the hirer to obtain an alcohol licence for the event. This authority may be withheld at the discretion of the Youth & Community Hall

 The Hirer shall ensure that the users:

  • do not contravene the law relating to gaming, betting, and lotteries
  • comply with all conditions and regulations required by the Licensing Act, particularly in connection with events which include public dancing or music, or stage plays, or films, or similar entertainment taking place at the Premises

A breach of this condition may lead to prosecution by the local authority.

8. Compliance with legislation relating to children or vulnerable adults

The Hirer shall ensure that any activities at the Premises for children or vulnerable adults comply with current legislation in that regard and that only fit and proper persons have access to children or vulnerable adults. Safeguarding Policies are the responsibility of the Hirer.

9. Indemnity

The Hirer shall indemnify and keep indemnified each of Management Committee of All Saints’ Youth & Community Hall and their employees, volunteers, agents and invitees against:

  • the cost of repair of any damage done to any part of the Premises including the curtilage thereof or the contents of the Premises
  • against all actions, claims, and costs of proceedings arising from any breach of the Hire Conditions
  • all claims in respect of damages, including damage for loss of property or injury to persons, arising as a result of the use of the Premises (including the storage of equipment) by the Hirer

As directed by the Youth & Community Hall, the Hirer shall make good or pay for all damage (including accidental damage) to the Premises or to the fixtures, fittings or contents and for loss of contents.

10. Insurance

The Hirer is responsible for ensuring that any catering company or operator hired to bring equipment such as bouncy castles onto the Premises has relevant and appropriate insurance, which shall include public liability insurance.
Commercial hirers must provide Public Liability insurance (£5,000,000 minimum indemnity).
Any items brought into the Youth & Community Hall are at the Hirer’s own risk.

11. Accidents and Dangerous Occurrences

The Hirer must:

  • report all accidents involving injury to the public to an authorised representative of the Youth & Community Hall as soon as possible, and complete the relevant section in the Youth & Community Hall’s Accident Book located in the first aid box in the foyer
  • report any failure of equipment, either that belonging to the Youth & Community Hall, or brought in by the Hirer as soon as possible
  • report any breakages, however minor, to the Youth & Community hall so that they can be repaired or replaced

12. Stored equipment

The Youth & Community Hall may provide storage space, including cupboards for regular users, and may charge a deposit for the use of a key to these storage spaces. These keys remain the property of the Youth & Community Hall, and, on request, must be returned to the Youth & Community Hall.

The Youth & Community Hall accepts no responsibility for any stored equipment or other property brought onto or left at the premises and all liability for loss or damage is hereby excluded. All equipment and other property, other than that stored on the premises by agreement, must be removed at the end of each hiring or storage period. The Youth & Community Hall may dispose of any such items 7 days thereafter at its discretion, by sale or otherwise on such terms and conditions as it thinks fit, and charge the Hirer daily storage fees and costs incurred in storing and selling or otherwise disposing of the same.

13. No alterations

Decorations may be hung from the wooden door-frames, cupboard doors (Main Hall) and wooden notice boards (Main Hall) using Blu-tack or sellotape but not elsewhere, especially not on the painted walls. Fixing materials must be removed after use. Drawing pins or other materials that will damage the surface are not permitted.

No other alterations or additions may be made to the Premises, and no fixtures may be installed, or placards, or other articles be attached in any way to any part of the Premises without the prior written approval of the Youth & Community Hall.

Any alteration, fixture or fitting, or attachment, so approved, shall, at the discretion of the Youth & Community Hall, remain in the Premises at the end of the hiring and become the property of the Youth & Community Hall or be removed by the Hirer. The Hirer must make good to the satisfaction of the Youth & Community Hall any damage caused to the Premises by such removal.

14. Interruption of Regular Bookings

If a Hirer is a regular weekly user, the Youth & Community Hall reserves the right to cancel all, or part of, certain bookings in favour of one-off bookings. Such cancellations shall not occur more than once a month, and at least six weeks’ notice shall be given of such cancellation.

The Youth & Community Hall reserves the right to nominate a specified weekday evening as not being available for regular weekly bookings, so that priority can be given to monthly, or less frequent, bookings.

15. Cancellation by the Hirer

If the Hirer cancels the booking 10 days or more before a booking there is no charge. With less notice, the full amount will be forfeited.

A short-notice cancellation due to a Red Weather Warning being issued for the day of the booking will incur 50% of the booking charge.

16. Cancellation by the Youth & Community Hall

The Youth & Community Hall reserves the right to cancel a hiring by written notice to the Hirer in the event of the Premises being required for use as a Polling Station for a Parliamentary or Local Government election or bye-election or referendum or if the Youth & Community Hall reasonably consider that:

  • such hiring may lead to a breach of the licensing conditions, or other legal or statutory requirements, or
  • unlawful or unsuitable activities may take place at the Premises as a result of the hiring, or
  • the Premises have become unfit for the use intended by the Hirer
  • In any such case the Hirer shall be entitled to a refund of any deposit or hire fees already paid, but the Youth & Community Hall shall not be liable for any resulting direct or indirect loss or damages whatsoever

17. Acceptance

These Terms and Conditions will have been made available to the Hirer at the time of making the booking. By proceeding with the booking the Hirer is deemed to have accepted these terms and conditions.

18. Complaints

Any complaint regarding any arrangements connected with the hiring of the hall must be made in writing to the Youth & Community Hall and received within 48 hours of the cause of the complaint arising.

ASYCH 2024 BOOKING REQUEST FORM

 

Hourly rates for the rooms are as follows:

  Rates (2018)
Ground Floor Rooms (Main Hall, Kitchen and Kneller) £24 per hour
Main Hall and Kitchen - £15 per hour
Main Hall £13 per hour
Kneller Room - £9 per hour
Clements Room (formerly Room 1) - £8 per hour
Kitchen - £2 per hour

Charges

These rates apply from 1 January 2023. All bookings must include set-up and clear-up time.  Bookings will be booked back to back to ensure maximum use of the facilities.

All functions must be terminated by 11 p.m. unless alternative arrangements have been separately agreed by the Youth & Community Hall Management Committee.

All waste needs to be removed immediately after the hire period, the rooms tidied and the floors swept. Please note that additional charges will be incurred if the rooms are not left in a clean condition for the next hirer.

Charges are per hour  

Bookable in 15 min slots after initial minimum period

Minimum hire:  1 hour

Main Hall:£17.00

Kneller Room:£11.00

Clements Room:£8.00

Room 2:£5.00

Kitchen:£2.50 (not for individual hire - must be hired with another room)

Cancellation

  • No charge if cancelled 10 days or more before a booking
  • With less notice, the full amount will be forfeited
  • A short-notice cancellation due to a Red Weather Warning being issued for the day of the booking will incur 50% of the booking charge

Payment Terms           

  • For a single booking, 100% of the hire fee is due 14 working days before the event
  • This can be paid by BACS or cash
  • All bookings made less than 14 days in advance of the hire date must be paid in full by cash or by BACS
  • Late payment of invoices by regular users will incur a fee

Deposit

  • A deposit of £100 is required for all bookings
  • If the hall is not left in an acceptable condition deductions will be made before the deposit is returned. These deductions represent the cost of paying overtime to our cleaning staff or senior key-holder
  • Indicative deductions are:
    • rubbish disposal £30
    • cooker cleaning £50
    • microwave cleaning £20
    • sink/draining board clearing £10
    • emptying fridge and clearing surfaces of anything left behind £10
    • general cleaning of floors and toilets if left in an unreasonable state £50
    • helium balloon removal £10
    • alarm set-off (if doors or windows are not shut properly) £30
    • inappropriate discharge of fire extinguishers (per extinguisher) £100
  • If damages are incurred the deposit will be retained to the cost of repairs
  • Severe damage will be charged separately after quotes for repairs have been received. The Management Committee shall be the sole judge of the damage done and the amount thereof. The onus is on the hirer to prove that the Premises were left in a good, clean condition, if there is any complaint by another user
  • Deductions for any breakages will also be retained from the deposit
  • Any articles or property belonging to the Youth and Community Hall that may be found to be lost or missing from the Hire Accommodation during or after the hiring shall be paid for by the Hirer

Alcohol Licence

  • The Premises do not have a licence for the sale of alcohol
  • No alcohol can be sold unless the hirer has confirmed with the Management Committee that they will authorise the hirer to obtain an alcohol licence (TENS) for the event. Licence cost is £21 (2019), obtained from South Oxfordshire District Council once the Management Committee has given approval

Kitchen/Cooker           

  • The kitchen is for making and serving light refreshments
  • It is not a fully equipped catering kitchen
  • There is no facility to dispose of waste, including food waste so please take all rubbish away with you
  • The kitchen is hired exclusively although staff may require a small amount of access

The Foyer

  • The foyer is designed to provide a shared space available to all users of the building. The toilets are similarly available to all users
  • If you want absolute exclusivity, then you must hire all the rooms
  • Access is required for the office staff at all times

Use of audio equipment in Main Hall

  • The Premises hold a music licence for playing pre-recorded music
  • You are encouraged to make sure you know how to use the equipment in advance of your event, and to request a Youth & Community Hall representative to show you how to use it. The equipment is in a locked cupboard and you will be given a key if required

Amplified Music (e.g. bands and discos)

  • Sound-proofing has been incorporated in the building to minimise the effects of sound travel but we reserve the right not to accept a second booking involving amplified music, if there is already such a booking in one of the rooms

ASYCH CHARGES 2024