Queen Mary Hall

Below are the Queen Mary Hall (QMH) hire terms and condition agreement that must be adhered to once Kingston Council has received the deposit. We are mindful that requirements can change when organising an event and as such we have attempted to offer you as much flexibility in these terms as possible.

1. Bookings

1.1 All bookings are provisional until the contract is signed by the Hirer. Once the contract is signed, all such provisions reserved on your behalf will be subject to the terms and conditions of the contract.

1.2 The Hirer must inform the Council, at the time of hire, of the precise nature of any proposed event, as well as the names of any individuals or organisations involved or likely to benefit from it, either directly or indirectly. This information is required at least 5 days prior to the event. If this is not received the Council can cancel / refuse the booking.

1.3. The Council reserves the right to cancel any hire/letting/ use of the hall with reasonable notice (ie usually one month) or without notice if reasonable and necessary.

1.4 Any amendments to numbers and/or arrangements must be confirmed to the Council in writing, 14 days prior to the event date.

1.5 The Council reserves the right to release the provisional booking if the Hirer fails to sign the agreement and pay the deposit. All efforts will be made to discuss this with you before any booking is released. 1.6 The Council reserves the right to cancel this booking in the event of the Hall being required for use as a Polling Station for a Parliamentary or Local Government election or bye election, in which case the Hirer shall be entitled to a refund of any deposit already paid.

1.7. The Council reserves the right to cancel the booking if the Hirer is more than 30 days in arrears of previous payments

1.8 The right to use the Hall is not transferable

1.9 All hirers must complete the hire form prior to starting their hire period at the hall

2 A copy of the hirers risk assessment and insurance must be sent to queenmaryhall@kingston.gov.uk prior to the hire period starting

2. Deposits

2.1 A deposit is required on confirmation of the booking agreement in order to guarantee and secure the booking. The full hire charge is payable 14 working days prior to the event date. The deposit will be returned within 14 working days, following an inspection after the event has taken place.

2.2 The Council will deduct from the deposit any additional costs that are incurred as a result of additional cleaning, loss or damage to the hall (building) or its contents.

2.3 In the event of any complaints about noise during and after the use of the hall ; the full deposit will be withheld.

3. Cancellation

3 .1 By the Hirer:

3.1.1 Regular bookings: in the case of a cancellation of a regular booking, the Hirer shall pay to the Council the full amount of the basic hire charges together with any other losses incurred, unless notice is provided in writing at least 21 days before the date of the relevant hire date.

3.1.2 Single/non-regular bookings: In the case of cancellation the Hirer will forfeit the deposit and will reimburse the Council for any losses incurred. If a booking is cancelled within two weeks of the hire date the full charge of the hire will be payable to the Council on demand.

3 .2 By the Council:

3.2.1 If the hiring is canceled by the Council it will give to the Hirer the maximum practicable notice and refund the fee and deposit but will not be liable to the Hirer.

3.2.2 The Council will not be liable for any other expenditure incurred, or loss

4. Hall Hire Fees and payments

4.1 For the use of the hall , the hirer must pay the hall hire fees which are set out in the booking confirmation letter.

4.2 Regular bookings are defined as those being made for at least ten hours per month over a period of at least three months. These will be billed quarterly in advance.

4.3 Other bookings must be fully paid for in advance, including a deposit as required. The deposit will be confirmed in the booking confirmation letter.

4.4 The Council reserves the right to reasonably alter, add to, omit or vary the charges from time to time.

5. Storage (regular bookings only)

5.1 In the case of regular bookings, storage facilities may be available at the Hall. Provision is at the discretion of the Council, which may impose conditions on such storage.

5.2 Access to the stored property will only be available at times when the Hirer has booked the Premises or with the prior permission of the Council.

5.3 Should storage be agreed, the Hirer shall be responsible for ensuring that any property is securely stored in the agreed manner.

5.4 No hazardous materials may be stored at the Hall.

5.5 The Council accepts no responsibility or liability in respect of any damage to or loss of any goods, articles or property stored under this Condition except where such damage or loss is due to the negligence of the Council. Hirers are responsible for arranging their own appropriate insurance for items stored at theHall.

5.6 Hirers can only store equipment at the hall after providing a written list of items to be stored and receiving agreement from hall management - this does not apply to weekly food deliveries as we recognise it can be difficult to know what they will contain in advance

6. Use of the Hall

6.1 (a) The Hirer shall not use the Hall for public meetings with political, religious, or any other content where the matters for discussion are, in the Council’s opinion, obscene, sexist, homophobic, racist, offensive, controversial, sensitive or likely to breach the Council's commitment to community cohesion. The Council reserves the right to ask for an agenda at least 14 days before the scheduled date of the meeting. The hirer must provide details of any speakers or performers at least 5 days prior to the event if asked to do so. If this information is not forthcoming, the Council can refuse/cancel the booking.

(b) The Hirer shall not use the hall for any purpose other than for the purpose of Hire as described in the Hire Agreement and shall not sub-hire or use the Hall to be used for any unlawful purpose or in any unlawful way nor do anything or bring onto the Hall anything which may endanger the same or any insurance policies in respect thereof nor allow the sale of alcoholic liquor or any beverage containing any alcohol whatsoever on at or near the Premises.

(c) No illegal substances can be on site during the hall hire, this includes both for consumption or for dealing. If illegal substances are found on site, the session is at risk of immediate termination.

6.2 The Main Hall, Kitchen and public areas, must be left in the same condition as upon arrival, if not cleaned charges will be applied and deducted from client's deposit.

(a) Accessing the onsite fridges can be done only with the permission of the hall manager and according to the rota system

6.3 No advertisement, notice sign, decorative flag, emblem or device referring to the Hirer may be attached to or displayed in or about the interior of the Hall without prior approval of the Council. The same applies for outside advertisements.

6.4 The Hirer shall be responsible for ensuring that the number of persons admitted does not exceed the maximum specified

6.5 The Hirer is responsible for any damage caused by their guests, whether in the hall or in any part of the hired areas and undertakes to make good or pay full restitution for the making good of any material damage to furniture, fixtures or equipment.

6.6 Nothing shall be affixed to floors, walls, ceilings of the hall by screws, nails, drawing pins, tape or any other means or be suspended from the roof or ceiling of the hall.

6.7 The Hirer shall not carry out any alterations to the hall/ building, nor fix or cause to be fixed any apparatus, equipment, notice or decoration.

6.8 The Hirer must take necessary steps to ensure the health and safety of those using the kitchen and of other guests and users of the hall. Due consideration should be given to the understanding of health and safety issues, including food hygiene, by those using the kitchen facilities.

6.9 Any person under 11 years old must be supervised at all times by an adult in the kitchen areas.

6.10 (a) At the end of the hiring, the Hirer shall be responsible for leaving the Hall and adjoining neighbouring areas in a clean and tidy condition, with the Hall properly locked and secured unless directed otherwise and any contents temporarily removed from their usual positions properly replaced, otherwise the Council be at liberty to make an additional charge.

(b) All equipment etc belonging to The Hirer or brought onto the Hall premises by or at the bequest of The Hirer or by any person using the Hall during the Hire Period shall be removed promptly at the end of the Hire Period by The Hirer.

6.11 (a) No animals, except registered assistance dogs, will be admitted to the Hall without the previous consent of the Council.

(b) Animals admitted with the consent of the Council shall not be allowed into the kitchen areas of the Hall. The Council or its agents may, at their discretion, impose further conditions with respect to the admittance of animals at any time.

6.12 Hirers are fully responsible for those accessing the hall whilst they are hiring it, this includes both for providing charitable services and for more recreational activities.

7. Injury to Persons and Loss of Property

7.1 The Council will not be liable for the death of or injury to any person attending the Hall for the function which is the subject of the hiring except where such death or injury is due to the negligence of the Council; nor for any losses, claims, demands, actions, proceedings, damages, costs or expenses or other liability incurred by the Hirer in the exercise of the rights granted by the Agreement.

7.2 The Council will not under any circumstances accept responsibility or liability in respect of any damage to or loss of any goods, articles or property of any kind brought into or left at the hall by the
Hirer or their guests

8. Indemnity

8.1 The use of the Hall is at the Hirer’s risk and the Hirer shall indemnify the Council against any liability incurred towards any third party or parties arising out of or incidental to the hire of facilities or equipment and due to the negligence or default of the Hirer or persons of parties under the Hirer’s control. The Hirer shall if required by the Council, adequately insure with an insurance company, against the foregoing and produce evidence of such adequate insurance on demand.

9. Further exclusions of liability

9.1 The Council will not be liable for any loss due to any breakdown of machinery, failure of supply of electricity, leakage of water, fire, government restriction, or act of nature that may cause the Premises to be temporarily closed or the hiring to be interrupted or canceled.

9.2 The Council gives no warranty that the Hall is legally or physically fit for any specific purpose.

10. Safety

10.1 The Hirer shall be responsible for the orderly and safe evacuation in case of emergency;

10.2 The Hirer must familiarise themselves with the emergency procedure at the site, location of first aid points and fire exits.

10.3 The Hirer is responsible for the health and safety of their event and therefore must provide their own first aid supplies, including plasters etc.

10.4 In the event of serious injury, the Hirer is responsible for contacting the emergency services.

10.5 Hirers are responsible for providing a risk assessment regarding the safety of their staff/volunteers and anyone invited to the hall. This must be sent to queenmaryhall@kingston.gov.uk

10.6 The hall capacity must not exceed 100 people, sanctions will be enforced if this capacity is exceeded, including lead officers being contacted, followed by the head of housing. This has been set  for fire safety reasons, and exceeding this number will put yourself, staff/volunteers and visitors at risk.

10.7 Hirers are responsible for contacting the emergency services in the event of an emergency and all accidents or injuries must be recorded in the halls accident log book 10.8 Hirers are responsible for all manual handling that takes place during their hire time of the hall, the council is not responsible or liable for any injuries which occur.

10.9 All hirers are required to undertake training in how to safely use the stair lift. In the event of an emergency, the stair lift is not to be used and the individual must be carried down the four steps.

11. Public Entertainment

11.1 Lettings for music, dancing or stage plays are permissible only if the entertainment is for a private function and is undertaken neither with a view to profit or for any other consideration (not applicable to not for profit organizations).

11.2 The Hirer must ensure that no legislated entertainment under the Licensing Act 2005 takes place at the Premises without the agreement of the Council. The Council may specify conditions for such use, including that the Hirer shall be responsible for obtaining any necessary licences.

12. Gambling

12.1 No collection, games of chance, sweepstakes or lotteries nor any betting may be conducted on the premises without the prior consent in writing of the Council.

12.2 The Hirer shall ensure that nothing is done on or in relation to the premises in contravention of the laws relating to gaming, betting and lotteries.

13. Broadcasting

No sound or television broadcasting or commercial filming or photography may be conducted without the prior written consent of the Council. All requests should be directed to the Council’s Communications Unit. Tel: 020 8547- 4710 Communications@kingston.gov.uk

14. Smoking / Naked flames

Smoking on the premises is prohibited. The use of dry ice or smoke machines is also prohibited. This also prohibits any ignition source such as naked flames, candles and incense.

15. Hazardous Materials

Hirers must not bring into the hall any hazardous materials including compressed gas cylinders, paraffin heaters, fuel or cleaning chemicals.

16. Breach of the Agreement

If the Hirer fails to observe and perform any of these Conditions the Council may:

• Charge to and recover from the Hirer any expenses incurred by the Council in remedying any such failure including the cost of employing attendant workers, cleaners or other persons as may be appropriate
• Cancel the current or any other hiring of the Hall by the Hirer without incurring any liability to the Council for the return of any fee or otherwise.

17. Statutory Requirements

17.1 The Hirer must not do or permit any act, matter or thing which would or might constitute a breach of any statutory requirement affecting the Premises or which would or might vitiate in whole or in part any insurance effected in respect of the Premises.

17.2 The Hirer must obtain and comply with all conditions and regulations made in respect of the Premises by the Fire Authority and a copy of these will be supplied to the Hirer on request.

17.3 Long term hirers must resign this document annually in order that they receive up to date emergency details and ensure agreement to all conditions

18. Complaints

18.1 Any complaint arising out of the hiring must be made in writing to the Council within seven days of the hiring, sustained, directly or indirectly by the Hirer, arising from this cancellation.

19. Volunteer/ Code of Conduct

19.1 Signature If signing as an individual or on behalf of a group, society, or unincorporated Association:

The Hirer warrants that he or she:

• is at least 18 years of age
• understands that personal contractual liability is undertaken for all the terms of this agreement and that

Where a hiring is entered into on behalf of an organisation, the Hirer is duly authorised to bind that organisation which will also be contractually liable to Kingston Council