Download a copy of our Terms & conditions here
CONDITIONS OF BOOKING the COPTHORNE JUBILEE PAVILION HALL
The hirer will be responsible for the supervision of the premises, its fabric and the contents including supervision of car parking arrangements.
No stiletto heels to be worn
No notices/pictures/decorations to be attached to painted surfaces.
The hirer shall not use the premises for any purpose other than that described in the hiring agreement and shall not sub-hire the premises or allow the premises to be used for any unlawful purpose.
Licenses: The hirer shall be responsible for obtaining such licenses as may be needed. (Hirers may not apply for Temporary Event Notices for these premises).
Alcohol: The sale of alcohol on these premises is prohibited
Electrical Appliances: The hirer shall ensure that any electrical appliances brought onto the premises and used there shall be in a safe and good working order, and used in a safe manner.
Animals: The hirer shall ensure that no animals except guide dogs are brought into the building except by prior arrangement.
Booking times: The minimum letting period is 2 hours. The period booked should allow for preparation and clearing up time and the room must be vacated by all people attending the meeting by the contracted termination time.
Cancellations: A booking can only be cancelled in writing by the original hirer.
Cancellation charges are as follows:
- cancellation within 5 working days of the hire date = 100%
- cancellation between 6 – 10 working days of the hire date = 50%
- cancellation from confirmed booking up to 11 days prior to date of hire = £20.00
Room Capacity: The maximum number of people allowed at any event is 120.
Accidents: An accident register is located in a marked cupboard in the kitchen. Any Hirer needing to record an incident for insurance purposes can use this book.
Insurance: Any group wishing to bring objects of particular value to the room for display or demonstration purposes should make their own arrangements for insurance.
Indemnity: The Hirer shall indemnify the Trustees and/or their agents against all claims for damages, compensation and/or costs in respect of bodily injury or illness to Third Parties and damage to Third Party property caused by or arising out of or being incidental to the hirers use of the premises.
Damage to the Premises or Equipment: Any breakages or damage during the period of hire must be reported to the CSCA. The Hirer will repay on demand the cost of reinstating, or if necessary replacing, any part of the accommodation or any property it contains which is damaged, destroyed, stolen or removed during the period of hire. Care must be taken not to damage floors, furniture, fixtures and fittings and the use of nails, tacks, adhesive, Blu-Tack, putty or tape is forbidden. Tables and chairs must be left in the arrangement in which they are found and any additional items brought in must be removed at the end of the booked period of hire unless alternative arrangements have been agreed in advance.
Smoking: There is a no smoking policy in operation in the premises.
Cleaning: If the premises are not left in a similar condition to that in which they are found, the Hirer will be liable for the cost of cleaning. All rubbish must be taken home with you Any spillages should be wiped up with a damp cloth.
Kitchen: All used crockery and cutlery must be washed and put away and the kitchen left clean and tidy. Children are not allowed in the kitchen.
Telephones for emergency use: As there is no landline available in the Pavilion, hirers must ensure that a competent person possesses a mobile telephone in order to summon assistance in an emergency or call emergency services on 999.
Fire Safety Procedures: The Hirer must nominate a competent person to take charge in case of Fire, to ensure that all persons at the Pavilion can escape unimpeded through the Fire Exits and to assemble in the car park or other nominated assembly area. Improper operation of the Fire Alarm or extinguishers will result in the automatic loss of the deposit. All Fire Doors MUST remain unobstructed during a let, (shutters to these exits must be open).
First Aid: There is no First Aid Kit on the premises. The Hirer shall be responsible for any first aid facilities that the hirer deems necessary.
OPENING & SHUT DOWN Procedure:- See separate list.
A full check list of opening up and shut down procedure will be supplied separately.
In respect of those who live in the proximity of the Pavilion, please be as quiet as possible when leaving the Pavilion, especially if it is late at night.
Risk Assessment (RA). The hirer should ensure the hall meets their needs in regards their risk assessment.
The right of entry to the Pavilion is reserved to the Management Committee and any other agent of the owner and any police officer at any time during the hiring. The Management Committee or Committee Member(s) reserves the right to put a stop to any Entertainment or meeting not properly conducted.
The Management Committee reserves the right to change these Terms & Conditions at any time at their discretion.
We thank you for your co-operation and hope that you enjoy the use of our Jubilee Pavilion. If you have, please tell others; if you have not, please tell us.
Copthorne Jubilee Pavilion is managed by the CSCA (a registered charity) and funded by income from lets and local fund raising.
We would welcome any thoughts you may have on how we may be able to improve our service or facilities.
Donations welcome.
