Standard Conditions of Hire

The Hirer undertakes to ensure that they have read and understood the Hire Conditions presented here. If the hirer is in any doubt as to the meaning of the anything in this document, the Booking Secretary should be consulted immediately. A copy of this document can be found on the web site.

https://eldwickmemorialhall.co.uk/index.php/how-to-book

The Premises has music licences for both recorded and live music. It does not have a license for the showing of film shows or broadcast television. With this in mind showing television in the Hall is not permitted.

Public Liability Insurance is available for non-profit and charitable organisations, a copy of the Hirers’ Public Liability Summary of Cover can be found on the web site. Commercial hirers must provide their own insurance, a copy of which should be provided to the Booking Secretary. Any third-party organisation used by the hirer should also provide copies of their insurance. All Hirers need to satisfy themselves that they have adequate cover.

Payments for the use of the Hall

Signed booking forms should be returned by email to bookings@eldwickmemorialhall,co.uk or to Mr Mark Truelove at 66 Southway Eldwick Bingley BD16 3DT. Payments via bank transfer using your name as a reference are preferable.

Alternatively, cheque can be accepted made payable to “Eldwick Memorial Hall Trust Ltd.” Cash can be sent to the address shown above. Include your name and address on the envelope. Payment must be received before gaining access to the Hall. Until a signed form is returned the booking is not considered confirmed.

Access to the Hall

The hall can be picked up from the Eldwick General Store and P.O. across the road from the Hall. The key should be returned there after locking up. If the shop is closed the key should be put through the letterbox. Do not take it home with you. If you have any problems with these arrangements, please contact the bookings secretary before the day of your booking. Do not leave money at the shop.

Responsibilities of the Hirer

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

ensuring compliance with the provisions and stipulations contained or referred to in these Conditions of Hire and any extra relevant licenses needed for the activities planned
provide adequate stewards for the number and ages of people using the hall in case evacuation is required
supervision of the use of the Premises and the care of its fabric and contents
supervision of the use of the car park to avoid obstruction of the highway
ensuring that the Premises (including kitchen, kitchen appliances and toilets) 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, the Premises are cleared of people, all lights switched off, and the building secured
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 noise is kept to a minimum to avoid disturbance to neighbours, and that persons leave quietly after their event
making sure entertainment booked for evening shall cease by 11:50 p.m
smoking is not permitted inside the Hall
do not attach anything to the surfaces of the walls, floor, or the wooden paneling in doorway. If you need to display anything, you may use only Blu Tack, pins, sticky tape or staples or any other glue should not be used
all food and personal equipment is removed from the premises, anything left behind will be disposed of on health and safety grounds
please ensure that the area outside the hall is also clean and tidy.
all cooker switches, water heater and lights particularly in the toilets have been turned off
the Gents toilet has an automatic light, please close the door before exiting.

The Hirer will indemnify Eldwick Memorial Hall Trust Ltd for the cost of repair for any damage to any part of the property and the contents of the buildings which may occur during the period of hiring or as a result of the hiring.

The Hirer shall not:-

sub-let or use the Premises for any purpose other than that described in their Booking Form
use the Premises or allow the Premises to be used for any unlawful purpose or in any unlawful way
do anything or allow anything to be brought onto the Premises which may endanger the Premises or render invalid any insurance policies
allow the use of drugs on the Premises
apply for licenses to sell alcohol at any function
not allow consumption of alcoholic liquor thereon without permission

Car Parking

Non-exclusive use of the car park is available for users of the Premises however it should be noted that the car park is shared with other organisations. Vehicles are parked at owner’s risk, and may be parked only in the marked spaces. Some reserved parking spaces are clearly marked.

Cancellation

If the Hirer wishes to cancel the booking before the date of the event and the directors are unable to conclude a replacement booking, the question of payment or the repayment of the fee shall be at the discretion of the directors of the Eldwick Memorial Trust Ltd.

The directors reserve the right to cancel this hiring in the event of the Premises being required for use as a Polling Station for Parliamentary or Local Elections or Bye Elections. In which case the Hirer shall be entitled to a refund of any fees already paid. Eldwick Memorial Hall Trust Ltd shall not be liable for any resulting direct or indirect loss or damages whatsoever.

In the event of the Premises or any part thereof, being rendered unfit for the use for which it has been hired the Eldwick Memorial Hall Trust Ltd shall not be liable to the hirer for any resulting loss or damage whatsoever.

Additional Insurance

The Hirer is responsible for ensuring that any catering company or operator hired to bring equipment such as a bouncy castles onto the Premises has relevant and appropriate insurance, which shall include public liability insurance. Copies of such insurance should be made available along with the booking form. Commercial hirers must provide Public Liability insurance (£5,000,000 minimum indemnity), copies of which should be provided to the Booking Secretary.

Stored equipment

The Memorial Hall accepts no responsibility for any 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 directors may dispose of any such items left after 7 days at its discretion, by sale or otherwise as it thinks fit. It may at its discretion charge the Hirer daily storage fees and costs incurred in storing and selling or otherwise disposing of the same.

Health & Safety and Fire Precautions

The maximum number of persons allowed in the Premises at any one time is 100 standing or dancing or 80 seated at tables.

The Hirer must report all accidents involving injury to an authorised representative of the Premises as soon as possible, and complete the relevant section in the Premises’ Accident Book which is kept on top of the fridge in the kitchen. Any failure of equipment, either that belonging to the Memorial Hall, or brought in by the Hirer must also be reported as soon as possible. No equipment owned by the Memorial Hall should be removed without the permission of one of the directors.

Hirers must make themselves familiar with the location of the fire extinguishers, the instructions for use, ‘break-glass’ fire alarms and the location of the emergency exit. Hirers will be responsible for informing all those using the Hall of the position of the emergency exits.

Fireworks, party poppers and candles are not allowed, either for internal or external use.

The Hirer shall:

Ensure there is no smoking permitted in the Hall at any time.
Ensure that the Fire Brigade is called to any outbreak of fire, however slight, and details given to a representative the Memorial Hall

The Evacuation Meeting Place is at the far side of the car park near the Church. No person may re-enter the Hall without the permission of the Fire Brigade.