Conditions of hire

Pinder Hall – Terms and Conditions of Hire

1. Booking Agreement

1.1 By submitting a booking request and ticking the box to accept the Conditions of Hire, the booker confirms they have read and accepted all terms, including the cancellation and refund structure.
1.2 Unless otherwise stated in writing at the time of booking, the booker accepts that the cancellation and refund structure represents fair and reasonable compensation for the time reserved on their behalf.
1.3 Confirmation of the booking by the hall via Hallmaster constitutes final acceptance of the booking and all associated terms.
1.4 The cancellation and refund structure reflects the administrative work involved in managing bookings, the removal of reserved time from availability to others, and resource commitments before, during, and after events.
1.5 By booking Pinder Hall, the hirer accepts full responsibility for the event and any issues that arise, including injury, damage, or loss. This applies from setup through clean-up.

2. Payment Terms

2.1 Invoices must be paid within 15 days of issue.
2.2 Events not paid 13 days or more before the event may be cancelled without notice.

3. Cancellation and Refunds

3.1 Standard Policy
• Cancel 14 days or more before the event: 70% refund.
• Cancel less than 14 days: no refund.
• Frequent cancellations may result in loss of future booking privileges.
3.2 Explanation & Example
If you book the hall for Saturday 20th July at a cost of £100:
• Cancel on or before 6th July → Refund: £70
• Cancel after 6th July → Refund: £0
3.4 Cancellation by the Hall
• If the hall is needed for a Polling Station or becomes unusable, your booking may be cancelled with a full refund.
• The hall is not liable for any further losses incurred by the hirer.
3.5 Refund Process
• Refunds are subject to cleared payment.
• The cancellation request must be made via Hallmaster; the date received determines refund eligibility.
• Refunds will normally be issued no later than 30 days after the event date would have occurred.

4. Deposits

4.1 Deposits are at the discretion of the bookings team.
4.2 Typical range: £150–£500, depending on risk factors such as:
• First-time bookings
• Use of stage or bar
• Past history of improper venue use
4.3 Deposits may be used to cover:
• Cleaning or spot cleans
• Damage, repairs, or lost items
• Waste/rubbish not agreed to be disposed of by the hall
• Bookings operative attendance at £40/hour (if necessary)
4.4 Unused deposits are refundable in full, provided:
• There are no outstanding hire charges
• The event is cancelled and deposit conditions are otherwise met

5. Hirer Responsibilities

5.1 Supervise the hall, contents, and car park.
5.2 Ensure responsible behaviour of attendees.
5.3 No sub-letting or unlawful use.
5.4 No smoking inside the hall.

6. Licensing, Alcohol & Gambling

6.1 Hirers must obtain necessary licences (e.g., for music or performance).
6.2 Alcohol can only be served with permission and within legal hours.
6.3 No alcohol served after 23:00.
6.4 Gambling must comply with UK law.

7. Capacity Limits

• Max persons: 200
• Max seated (theatre): 196
• Max seated (tables): 120
• Children’s events must have adequate adult supervision

8. Public Safety

8.1 Fire exits, extinguishers, and gangways must be clear.
8.2 Exit lighting must be on during public events.
8.3 A responsible person must be appointed by the hirer.
8.4 Temporary electrics must be installed by qualified professionals.
Door Security: Events may be required to employ door security. Hirers may use their own, but they must meet UK standards and provide written details to PHMC.

9. Cleaning, Departure & Noise

9.1 Leave the hall clean and tidy.
9.2 Return furniture to original positions (unless agreed otherwise).
9.3 Music must end by 23:45 (22:30 Sundays).
9.4 Vacate by:
• 00:30 (Mon–Sat)
• 23:00 (Sundays)
9.5 Keep noise to a minimum, especially during exit.
Setout / Clear-away / Cleaning
• Daytime (to 6pm): £22/hr
• Evenings/weekends: £32/hr
• Pro-rata in 30-minute blocks (£11 / £16)
Note: At the discretion of PHMC, events may be required to add an additional hour at the end of the booking for full floor cleaning.

10. Post-Event Cleaning (High-Impact Events)

For large events (e.g., weddings, big parties, significant food/drink):
10.1 Book additional time for clean-up.
10.2 Hall will arrange a cleaner at £32/hour (late evenings/weekends).
10.3 Typically 1–2 hours will be charged depending on clean-up required.
10.4 If cleaning is needed but not pre-arranged, costs will be deducted from your deposit.

11. Waste and Recycling

11.1 Do not leave toxic or hazardous waste in hall bins.
11.2 Remove recycling after your event.

12. Parking

The Cookham Medical Centre car park:
• May be used after 6:45 PM weekdays
• May be used all day weekends
• Not available during medical centre hours
• No overnight parking

13. Equipment and Liability

13.1 Hall insurance does not cover hirer’s equipment.
13.2 Hirers must ensure third-party suppliers (e.g., bouncy castles, DJs) are properly insured.

14. Accidents & First Aid

14.1 All incidents must be logged in the Accident Book (located in the kitchen).
14.2 First Aid kit is available in the kitchen.

15. Specialist Equipment

15.1 Sound system and hearing loop available by request.
15.2 Curtain Use:
• Velvet front curtains: Use handle (right of fixed steps).
• Mid-stage black curtain: Use drawcord (same side).
• Side curtains: Adjust gently by hand.
Damage from misuse will incur charges.

Hirer Liability Waiver & Insurance Summary

You are responsible for injury, loss, or damage connected to your hire, including during setup and takedown.
You must hold public liability insurance of at least £2 million or accept personal/organisational liability.
You agree to indemnify the Hall and its insurer for claims or costs arising from your hire.
This agreement is governed by the laws of England and Wales.