Our Terms and Conditions of Hire:

Our Terms and Conditions of Hire:  

On booking the War Memorial Hall (WMH) you are entering into an agreement with our committee, accepting responsibility for ensuring all the conditions for hire (below) are met. We reserve the right to amend/cancel any booking and additional fees will be charged if the following conditions are insufficiently upheld. Thank you. Charity Number 520407 

  • General Conditions of Hire: 

  • Hirers must be over 21 years of age. 

  • Fees are payable in advance. 

  • No refunds if hire is cancelled within 48 hours of the booked time . If you wish to cancel the booking up to 48 hours before the date of the event and we are unable to conclude a replacement booking, we will, at our complete discretion, require payment of the hire fee. In the event of cancellation please notify the WMH in order that a refund can be issued 

  • All damage & breakages must be paid for. The hirer will report any defects or breakages to WMH Committee immediately. 

  • Maximum Capacity: Old Hall 100 people, the New Hall 150 people and the Meeting Room 18 people. 

  • No animals, except assistance dogs, unless prior arrangement with the Booking Clerk. 

  • Hirers are responsible for the behaviour of all persons using the premises, including car parking arrangements so as not to avoid obstruct the road. 

  • Litter: 

  • Please provide refuse bags and dispose of rubbish in the outdoor bins at the end of the booking. Please use the green recycling bin for empty bottles etc. 

  • If outdoor areas are used, please ensure that all litter is collected at the end of the booking. 

  • Cleaning: 

  • Hirers must leave the WMH clean and tidy after use. Cleaning products can be found in the men’s toilets (sluice), cleaning cupboard by the main front door and both kitchens. They are to be used at your own risk. 

  • If the WMH is booked for a Friday or Saturday evening & cannot be cleared/cleaned by the midnight deadline, the hirer should make prior arrangements with the Booking Clerk to clean the WMH the following morning - an additional charge may be made 

  • The hirer will leave the WMH in a clean condition with all furniture stored correctly. Cleaning shall be carried out immediately after use unless agreed otherwise with WMH Committee 

  • Should the WMH Committee decide that additional cleaning is required then the hirer shall pay an additional fee of £30 per occasion 

  • No confetti, streamers or party poppers are to be used inside/outside the WMH. 

  • Noise: 

  • Noise should always be kept to a minimum while outside the WMH and neighbours respected. 

  • All music must cease by the following times: 10.30pm (Mon – Thurs & Sun) 11.00 pm (Fri & Sat). 

  • The WMH must be completely cleared of people by 11pm (Mon -Thurs & Sun,) 12.00am (Fri. & Sat). 

  • The emergency doors & main entrance door must remain closed while music is being played in the WMH. 

  • Health and Safety 

  • No smoking/vaping is permitted anywhere in the WMH. 

  • Hirers should familiarise themselves with the locations of the emergency exits & the positions of the fire extinguishers.  

  • If any one of the fire extinguishers has been tampered or used, report this to the WMH Committee immediately 

  • It is the responsibility of the hirer to ensure that all regulations regarding food preparation are adhered to. 

  • You must if preparing, serving or selling food, observe all relevant food health and hygiene legislation and regulations. No food is to be left at the hall overnight. 

  • You must ensure that any electrical appliances brought to the premises have been PAT tested, are safe and in good working order. 

  • You must call the Fire Service to any outbreak of fire, however slight, and report this to the WMH committee immediately.  

  • A first aid box is located in the Kitchen. If this is used, please report this to the WMH Committee so it can be replenished.  

  • All activities are undertaken at the hirers own risk. Please see WMH Risk Assessment for the Risk Assessment of the premises. 

  • Please note that smoke machines can set off the smoke detectors. 

In an emergency please contact Roger Wood (Site Manager) (email): site@aston-on-trent.co.uk

  • Insurance 

  • Commercial hirers must hold their own liability insurance; only non-commercial groups are covered by our insurance. 

  • It is the responsibility of the hirer to ensure that Public Liability and third-party insurance is in place to cover their hire. 

  • If alcohol is to be sold during the period of your booking, then it is the hirer’s responsibility to ensure that the relevant license has been obtained and this must be reported to the booking clerk. 

  • WMH Committee will accept no responsibility for loss or damage to any equipment either left in the garden, hall and car park 

  • Keys 

  • A key will be issued to hirers at the time of their booking, this must be returned promptly at the end of the hire period. Hirers must only gain entry at the times of their booking. 

  • CO2 Monitors 

  • We have CO2 Monitors in both halls. They are a good indicator if ventilation needs improving and some reassurance that your ventilation measures you have in place are working. Please don’t touch them! If the screen is green, it is an indicator that the ventilation is fine.  If the screen is red, ventilation needs improving, and we recommend that you open doors and windows until the screen turns back to green. 

  • Gaming, betting and lotteries:   

  • You must ensure that nothing is done on or in relation to the premises in contravention of the law relating to gaming, betting and lotteries. 

 

  • Music Copyright licensing: 

  • You must ensure that we hold relevant licences under Performing Right Society (PRS) and the Phonographic Performance Licence (PPL) or, where appropriate, you must hold such licence(s). 

 

  • Music 

  • You must have our written permission for performance of live music and the playing of recorded music under the Deregulation Act 2015. This Agreement confirms that permission. 

 

  • Film 

  •  You must restrict children from viewing age-restricted films classified according to the recommendations of the British Board of Film Classification. You must ensure that you have the appropriate copyright licences for film. 

  • Safeguarding children, young people and vulnerable adults 
     

  • You must ensure that any activities for children, young people and other vulnerable adults are only provided by fit and proper persons in accordance with the Safeguarding legislation.  

  • Drunk and disorderly behaviour and supply of illegal drugs 

  • You must ensure that in order to avoid disturbing neighbours of the hall and avoid violent or criminal behaviour: 

  • No one attending the event consumes excessive amounts of alcohol 

  • No illegal drugs are brought onto the premises. 

  • Drunk and disorderly behaviour is not permitted either on the premises or in its immediate vicinity. We will ask any person suspected of being drunk, under the influence of drugs or who is behaving in a violent or disorderly way to leave the premises in accordance with the Licensing Act 2003. 

 

  • Explosives and flammable substances 

  • Fireworks, bonfires, BBQ, firepits etc are not permitted.  

  • You must ensure that: 

  • Highly flammable substances are not brought into or used in any part of the premises. 

  • No internal decorations of a combustible nature (e.g. cotton wool) are erected without our consent.