WHITTLEBURY READING ROOM CONDITIONS OF HIRE

(Reading Room Registered Charity Number 252683)

WHEN BOOKING THE HALL, TICKING THE 'ACCEPT TERMS' BOX IN THE ONLINE BOOKING FORM CONFIRMS THAT AS A HIRER YOU HAVE READ AND ARE BOUND BY THE FOLLOWING REQUIREMENTS

Hire period – this must allow time for setting up and closing down the event.

Access hours - no access to the premises is permitted before 8.00am and events must be concluded by 23.00 hours.

Fees - In the light of the current cost of living crisis and the increasing cost of electricity, these fees are reviewed regularly and may be subject to change.

Minimum length of hire - Two hours.

Payment – An invoice will be sent after confirmation of booking is received by the hirer. The invoice (including the deposit if applicable) is payable 7 days prior to the event by BACS Transfer (details for payment are included on the invoice).

Keys will not be made available for the hire period if payment has not been made.

Deposit – The Management Committee reserves the right to impose a deposit at their discretion. For parties, discos and other similar events, a deposit of £100.00 will be required at the time of booking. This will be listed as a separate item on the invoice which is sent after confirmation of booking. The invoice (including the deposit) is payable 7 days prior to the event by BACS Transfer.

This deposit will be refunded within 10 days provided that no damage or loss has been caused to the premises and/or the contents, no complaints made to the Management Committee about noise or other disturbance during the period of the hire, and the premises have been left in the same condition as at the start of the hire.

If damage in excess of £100 is caused during the period of hire, the Management Committee reserves the right to claim the cost of any repairs from the Hirer.

Cancellation – any cancellations made less than 5 days prior to the event will be charged at 50% of the agreed rate.

Food preparation - It is a condition of the hire that food must NOT BE PREPARED on the premises and that all food waste and items for recycling BE REMOVED at the end of the hire period.

Decorations – no decorations are to be put up or attached to the walls without prior permission; please request when booking or by emailing [RR email]

The hirer - must be over 18 years of age. By agreeing to these terms, they confirm that they will be present during the period of hire and will comply fully with these terms of hire.

Fire and safety – The hirer must make themselves conversant with the fire exits and use of the fire extinguishers. The hirer will be solely responsible for the premises and for the conduct of users of the facility. It is essential that all users conduct themselves in an acceptable manner at all times.

In addition to the hirer, there shall be a minimum of ONE competent attendant on duty at the premises to assist people entering and leaving, or with evacuation in the unlikely event of a fire or other hazard. Both individuals must be over 18 years of age.

Restrictions on numbers at any event - The number of persons inside the Reading Room at any one time shall NOT exceed 120.

Licences - The Reading Room has a licence from the Performing Rights Society for the performance of copyright music and a Premises Licence* authorising the regulated entertainment and licensable activities at the times indicated below. Please note that there is no licence for TV receivers which must not be used on the premises.

*The holder of the premises licence and the designated premises supervisor when the supply of alcohol is authorised is - C. Sargeant, The Lawn House, 40, High Street, Whittlebury, Towcester, Northants, NN12 8XJ.