These are the conditions of hire (the “Conditions of Hire”) for The Assembly Rooms, Dedham and facilities (the “Premises”).The ‘Hiring Manager’ is the Trustees of The Assembly Rooms Trust Dedham.

All applications for the hire of the Premises must be made through the clerk who acts on behalf of the Trustees

Clerk - Mrs Tracy Woods – 01206 323921 or dedhamassemblyrooms@gmail.com

The Parishes Office, Assembly Rooms, High Street, Dedham, Essex CO7 6HJ

Use of the Premises is subject to the following Conditions of Hire.

  • The Booking is not confirmed until the deposit is paid (if applicable) and the signed form is returned to the Clerk.

  • The hire fee must be paid when invoiced, usually 1 month before the date of hire. Failure to do so could mean your booking will be cancelled.

  • Regular hirers can pay termly when invoiced.

  • Where a deposit is required and paid, this will be held by the hiring manager to cover against cancellations, damage to the Hall and its contents or failure by The Hirer to leave the Hall in a good state of order and cleanliness. The deposit will only be refunded following inspection by the Clerk. The amount of deposit returned will be at discretion of the Hiring Manager.  As the premise is Non-Smoking, any smoking will incur a loss of deposit

  • The Hirer is responsible for all health and safety on the premises during the hire including supervision of children, the fabric and contents, safety from any damage and responsibility for the behavior of all persons using the premises. Please note all cars are parked at owner’s risk.

  • The Hirer shall conduct a Risk Assessment for the activity to be conducted in the building.

  • The Hirer shall comply with the trusts Safeguarding Policy.

  • The Hirer, if working as an official organisation with Children or Vulnerable Adults shall present their Safeguarding Policy to the Clerk.

  • The Hirer will use the premises only for the purpose described in the booking form.

  • The Hirer shall not sub-hire or use the premises for any unlawful purpose, or endanger, or render invalid insurance policies in place.

  • The Hirer must arrange their own public liability insurance.

  • The Hirer shall comply with all conditions and regulations made in respect of the premises by the Fire Authority and Local Authority, particularly in connection with any event which includes public dancing or music or other similar public entertainment including stage plays and films and when alcohol is being consumed on the premises.

  • Candles are NOT to be used in the building.

  • The Hirer will be responsible for obtaining any additional licenses required for their booking.

  • The Hirer shall ensure the premises are not used in contravention of the law relating to gaming, betting and lotteries.

  • The Hirer will ensure all lights, taps, electrical switches are turned off before leaving at the end of the booking.

  • All Food hygiene laws should be followed if food is prepared, served and/or sold on the premises.

  • All electrical products brought to the premises must have a PAT testing certificate,

  • The Hirer shall indemnify the Hiring Manager for the cost of any repair to any damage to the property.

  • If the Hirer wishes to cancel the booking at any stage before the date of the event, the deposit will be forfeited unless a replacement booking can be made for the same date. If the booking is cancelled during the month before the booking the full hire fee will be payable.

  • The Hirer shall ensure no dogs or pets are brought onto the premises unless agreed by prior consent. Assistance dogs accepted.

  • The Hirer is requested to ensure all tables, chairs and equipment used is handled at the hirer’s own risk and every care should be made when handling.

  • The Hiring Manager may cancel the booking in the event of the premises being used as a Polling Station or for any Parliamentary or Local Government election or by-election or for any emergency works to be carried out on the building. In this case a full refund including deposit will be paid to The Hirer.

  • In the event of the premises or any part thereof being rendered unfit for the use for which it has been hired the Hiring Manager shall not be liable to the Hirers for any resulting loss or damage whatsoever.

  • For any equipment found on the premises, which is faulty, or not in working order, The Hirer should report to the Clerk and not use. The Hiring Manager shall not be liable for any damage or loss as a result of this use.

  • The Hirer shall ensure any use by children under 8 years old complies with the provisions of the Children’s Act 1989 and adequate supervision is adhered to.

  • No items shall be attached to the walls, glass or floors of the premises either inside or out.

  • The Hirer should be aware before the booking of where the emergency exits and First Aid Kits/Accident books are located.

  • The Hirer is completely responsible for the safety of their personal possessions.

  • The Hirer must be a minimum age of 18 years.

  • The Balcony has restricted access and no children should be allowed on the balcony.

  • When entering and leaving the premises Hirers are expected to keep noise to a minimum.

 

Conditions of Hire

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