TERMS AND CONDITIONS FOR THE HIRING OF
CRATHES PUBLIC HALL

The Crathes Public Hall is made available for hire to the public by the Hall Management Committee acting on behalf of the Trustees.

1. All applications for the hire of the hall should be made to Mr Ryan Bond, Secretary, Rosebank, Crathes, BANCHORY, AB31 5JE – Tel: 01330 844618, Email: ryan.bond@crathes.com.

2. Hall bookings must be confirmed in writing. Forms (as attached) are available for this purpose if required, but in any case should be completed before commencement of hire. The relevant rental fee will be due and payable in advance whether or not the hall is used, unless written notification of cancellation is received not less than seven (7) days prior to the date of the booking.

3. Persons hiring the hall must arrange to have sufficient responsible personnel in attendance to ensure there is no noisy or disorderly conduct, and to prevent damage to the hall premises, furniture and fittings therein. No furniture or fittings shall be used for any purpose other than that for which they are provided, or removed from the hall.

4. The Trustees shall not be liable for personal injury or death, nor for loss of or damage to the property of the hirer, arising from or in connection in any way with the hirer's use of the hall. Further, the hirer shall indemnify the Trustees against any and all claims by third parties in such respects. Hirers are recommended to buy public liability insurance, if appropriate, up to a value of £5 million which shall be primary to any insurance carried by the Management Committee. Any queries on this should be brought to the Management Committee.

5. The maximum number of persons to be accommodated on the premises at any one time depends on the proposed activity, but in any case shall not exceed 150 without the prior written consent of the Management Committee.

6. The hirer will be made aware of fire safety provisions before taking the hall. It will then be the responsibility of the hirer to ensure that adequate arrangements are made for responding to emergencies should any arise during the period of hire.

7. All approaches to and from passages within the premises shall be kept entirely free from any obstruction whatsoever. The arrangement of seating and tables in the hall must be such as to allow free and unobstructed access to the exits. It shall be the hirer's responsibility to ensure that where disabled persons are present special arrangements as may be reasonable in the circumstances are made for their safe evacuation in the event of fire.

8. When children are present the requisite number of attendants shall be present to control the movement and take precautions for the safety of the children. The guidelines of the Play Groups Association or other relevant body shall be followed. The hirer shall satisfy himself/herself as to the safety and suitability of the facilities for the purpose and an overall responsible person shall be on duty during the whole time the children are on the premises.

9. The hirer shall seek the permission of the Management Committee if he/she intends to engage in any activities on the hall premises (including the car park) that would introduce additional or special risks. The use of stage and sound effects, smoke bombs, smoke generators, flash powder, flash boxes, detonators and similar items shall not be used. Fires, fireworks and the like are not permitted. Candles are not permitted unless they are an enclosed, protected type.

10. The hirer shall not engage in any activity which could cause a disturbance to the neighbourhood.

11. No extension or alteration shall be made to any electrical installation without the permission in writing of a member of the Management Committee.

12. The hirer shall not interfere with the lighting or heating of the hall.

13. A First Aid box is provided and is kept in the kitchen along with an Accident Book. A member of the Management Committee should be notified if any First Aid supplies are used. All accidents must be entered by the hirer in the Accident Book and a member of the Management Committee notified. Hirers are recommended to arrange for a qualified first aider to be present at all events at the hall.

14. Nails or pins must not be driven into walls or woodwork. Adhesive tape must not be used on any paintwork.

15. The hirer shall specify the precise use to which the hall will be put when making the booking.

16. No intoxicating liquor is to be sold on the premises unless the hirer has first obtained a Local Authority licence. Proof of such licence shall be provided at the request of a member of the Management Committee. Sufficient stewarding must be provided at licensed functions to comply with the licence conditions.

17. Prior to any theatrical or other entertainment performance taking place a licence may be required from the Local Authority. Where this is the case, the hirer shall exhibit the licence on the notice board in the hall.

18. No football or similar ball games shall be played in the hall.

19. The hirer shall treat the hall as if it were his/her own property and shall return the hall in at least as good a condition as it was in when he/she took it over at the beginning of the hire. Although there is no hall keeper, cleaning of the hall and associated facilities will be arranged as necessary, but the hirer is expected to hand back the hall in a reasonably clean and tidy condition before leaving, including disposal of rubbish and sweeping the hall floor, as appropriate. Implements are supplied for this purpose.

20. For large meetings the hirer has a responsibility to ensure the maximum use is made of the car park to minimise congestion on the main road. The police should also be informed, in such circumstances, at a week’s notice, so that they can put NO PARKING cones along the roadside.

21. Before vacating the premises, the hirer must ensure that the hall is promptly cleared. Empty and rinse out all kettles and urn. Switch off all heating and lighting appliances, close all windows and lock all external doors.

22. Any damage to the hall must be reported and the hirer shall pay for the repair or replacement as necessary.

23. Any complaints must be made to the Bookings Convenor in writing.

24. The Management Committee reserves the right to refuse or cancel any bookings or to close any part of the building at any time.

25. The Management Committee further reserves the right to alter or cancel any of the above terms and conditions at any time.