Booking Form and Checklists
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01603 343434
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Privacy Statement
We need to advise you exactly concerning the information we hold about you.
Thorpe Marriott Village Hall is the Data Controller and the Administrator is the Data Processor. Contact details for the Administrator are as follows:-
Email : [email protected]
Tel : 01603 343434
The purpose for processing the information is to keep records of payments received and hirer contact details. The period for which the personal data will be stored is 7 years, in accordance with finance regulations. In addition, for regular hirers with groups open to the public, we publish contact information including name, telephone number and email address on our website, facebook page and in local publications.
The source of the information we hold has come from you. Information can be held in either paper format, digital format, or both.
Thorpe Marriott Village Hall utilises CCTV as part of its security. The length of time data is kept is for 21 days, unless we are required to download and provide information to the police for an ongoing investigation.
As a data subject you have detailed rights including right of access to your own personal data, right of correction, erasure and to object to processing. You also have the right to lodge a complaint with the information commissioner (the ICO)
Please advise us if you change your mind at any time about us holding your information.
By signing the hire agreement you confirm your consent for us to hold your information, but remember, you can change your mind at any time by giving us written notice.
We need to advise you exactly concerning the information we hold about you.
Thorpe Marriott Village Hall is the Data Controller and the Administrator is the Data Processor. Contact details for the Administrator are as follows:-
Email : [email protected]
Tel : 01603 343434
The purpose for processing the information is to keep records of payments received and hirer contact details. The period for which the personal data will be stored is 7 years, in accordance with finance regulations. In addition, for regular hirers with groups open to the public, we publish contact information including name, telephone number and email address on our website, facebook page and in local publications.
The source of the information we hold has come from you. Information can be held in either paper format, digital format, or both.
Thorpe Marriott Village Hall utilises CCTV as part of its security. The length of time data is kept is for 21 days, unless we are required to download and provide information to the police for an ongoing investigation.
As a data subject you have detailed rights including right of access to your own personal data, right of correction, erasure and to object to processing. You also have the right to lodge a complaint with the information commissioner (the ICO)
Please advise us if you change your mind at any time about us holding your information.
By signing the hire agreement you confirm your consent for us to hold your information, but remember, you can change your mind at any time by giving us written notice.
STANDARD CONDITIONS OF HIRE
Please read the following conditions thoroughly and query any aspect which is unclear.
Cancellation: 30 days notice of cancellation must be given, otherwise the deposit is forfeit. If less than 14 days notice is given, the whole hire charge is payable and the deposit is forfeit
.
Hirers Checklist: Attached is a checklist that hirers should familiarise themselves with prior to hiring the hall The checklist covers the security, cleanliness and safety of the hall and the safety of it’s users.
On Arrival: The Hirer, who must be at least 18 years of age, must assume charge of the premises on their opening and be present throughout the period of hire. Temporarily, he/she may nominate a responsible person to take charge, but the nominee must also be at least 18 years of age.
Any damage found on arrival must be reported at once to the Administrator.
Care of Premises: Please do not do anything which will damage the floors in any way. For badminton, table tennis or similar games, ensure that shoes and clothing are changed in the cloakroom, and that tables or any other equipment are carried, not dragged, across the floors.
Please do not fix nails, drawing pins, sellotape etc to the walls, acoustic panels, doors or floors, and help to keep the decorations in a good state of repair. No alteration to the premises may be made without prior permission of the Committee. Please use electricity and hot water sparingly.
Please notify the Administrator at once of any damage during the period of hire. You will be required to pay for the cost of repairs etc, and restore any damage.
On Leaving: Please make sure that lights, including emergency exit lights, kettles, heaters (Main Hall), water taps etc are all turned off and windows are closed.
Remove all rubbish, surplus food, bottles and jumble immediately. Please ensure that the premises generally are clean and tidy and the floors swept and, where necessary, mopped free of spillages and marks.
Unless advised otherwise by a member of the committee, you are responsible for locking all doors and ensuring the premises are secure before returning the keys to the Administrator, which should be done immediately after the booking has terminated, failure to do so may incur costs should the hall suffer any loss or damage.
A Deposit * is payable for all private bookings, to be returned only if the premises are found to be left in a clean and tidy state by an officer of the committee on termination of the booking. Any resulting additional damage costs must be paid. The deposit is also forfeit should the hirer cancel with less than 30 days notice.
Noise: Please remember the residents in the vicinity of the Hall, by keeping music etc, at a level which will avoid disturbance or annoyance.
Liability: Thorpe Marriott Village Hall cannot accept liability for injury, loss or damage caused to the premises or to the contents, during the hire period. Private Hirers are recommended to refer the matter to the Insurers of their own private residences, who should be able to provide adequate cover.
As hirers are responsible for any damage, it is also in their own interest to exercise vigilance against intruders and vandalism. In the event of the Hall or any part thereof being rendered unfit for the use for which it has been hired, the Committee shall not be liable to the Hirer for any resulting loss or damage whatsoever. However, hall hire fees may be refunded at the discretion of the Committee.
Disco and other electrical equipment must comply with current health and safety at Work regulations.
Fire Regulations: All doorways, corridors, hallways entrances and exits must be kept clear of all furniture, pushchairs, prams and cycles etc at all times. For discos, film shows and other bookings when the premises are in darkness, please ensure that the emergency exit lights remain on. The hall is fitted with a fire alarm and smoke detectors. If the alarm sounds please leave the building immediately by the nearest fire exit and meet in the Car Park. It is against fire regulations to leave vehicles on pathways or near the entrances/exits.
Alcohol: If you wish to consume intoxicating liquor on the premises you must (a) obtain prior permission of the Committee (b) if alcohol is being sold or a charge made for admission, apply for a licence through the Clerk of the Justices. Such application must be made at least 2 months before the date of hire. The Secretary will require proof that a licence has been obtained before handing over the keys. Please note the Police are informed when a licence is in force and they have the legal right to enter the premises on such occasions. The Committee reserve the right to refuse further bookings or further applications for licensed events.
Loading and Unloading of Equipment, Vehicular Access, Parking: Equipment for use in the Main Hall must be brought in through the emergency exit doors at the rear of the premises, rather than through the main entrance doors at the front. Vehicles may be parked temporarily on the service road whilst this is carried out, but must be moved to the main Car park immediately afterwards. Please do not obstruct the right of way adjacent to the Village Hall through to the Church and Public House. Do not park or drive vehicles on the pathway at any time.
The Kitchen: Environmental Health regulations stipulate that the kitchen must only be used for the preparation and storage of food related items. Children are not permitted in the kitchen without close supervision.
Kitchen appliances are supplied, if you wish to use your own, please obtain approval prior to their use.
No Animals are allowed on the premises without express permission of the Committee except guide dogs.
Music: Any hiring involving the use of live or recorded music where a charge is made for admission or participation, will be subject to surcharge to cover the fees payable to the Performing Rights Society.
Please Note: Under no circumstances may any part of the premises be used for the running of a Casino or Race Night. Nor can the premises be used as an Ice Rink.
Heating: During the winter months the building is centrally heated.
Cleaning: Cleaning materials can be found in the kitchen. Please ensure that you leave the premises in the condition in which you found them.
First Aid: There is a first aid box in the kitchen please record any accidents in the accident book contained within the first aid box.
Disabled Facilities: Vehicular access for disabled persons is via the service road at the rear of the village hall. There is a disabled toilet adjacent to the ladies toilets.
Please read the following conditions thoroughly and query any aspect which is unclear.
Cancellation: 30 days notice of cancellation must be given, otherwise the deposit is forfeit. If less than 14 days notice is given, the whole hire charge is payable and the deposit is forfeit
.
Hirers Checklist: Attached is a checklist that hirers should familiarise themselves with prior to hiring the hall The checklist covers the security, cleanliness and safety of the hall and the safety of it’s users.
On Arrival: The Hirer, who must be at least 18 years of age, must assume charge of the premises on their opening and be present throughout the period of hire. Temporarily, he/she may nominate a responsible person to take charge, but the nominee must also be at least 18 years of age.
Any damage found on arrival must be reported at once to the Administrator.
Care of Premises: Please do not do anything which will damage the floors in any way. For badminton, table tennis or similar games, ensure that shoes and clothing are changed in the cloakroom, and that tables or any other equipment are carried, not dragged, across the floors.
Please do not fix nails, drawing pins, sellotape etc to the walls, acoustic panels, doors or floors, and help to keep the decorations in a good state of repair. No alteration to the premises may be made without prior permission of the Committee. Please use electricity and hot water sparingly.
Please notify the Administrator at once of any damage during the period of hire. You will be required to pay for the cost of repairs etc, and restore any damage.
On Leaving: Please make sure that lights, including emergency exit lights, kettles, heaters (Main Hall), water taps etc are all turned off and windows are closed.
Remove all rubbish, surplus food, bottles and jumble immediately. Please ensure that the premises generally are clean and tidy and the floors swept and, where necessary, mopped free of spillages and marks.
Unless advised otherwise by a member of the committee, you are responsible for locking all doors and ensuring the premises are secure before returning the keys to the Administrator, which should be done immediately after the booking has terminated, failure to do so may incur costs should the hall suffer any loss or damage.
A Deposit * is payable for all private bookings, to be returned only if the premises are found to be left in a clean and tidy state by an officer of the committee on termination of the booking. Any resulting additional damage costs must be paid. The deposit is also forfeit should the hirer cancel with less than 30 days notice.
Noise: Please remember the residents in the vicinity of the Hall, by keeping music etc, at a level which will avoid disturbance or annoyance.
Liability: Thorpe Marriott Village Hall cannot accept liability for injury, loss or damage caused to the premises or to the contents, during the hire period. Private Hirers are recommended to refer the matter to the Insurers of their own private residences, who should be able to provide adequate cover.
As hirers are responsible for any damage, it is also in their own interest to exercise vigilance against intruders and vandalism. In the event of the Hall or any part thereof being rendered unfit for the use for which it has been hired, the Committee shall not be liable to the Hirer for any resulting loss or damage whatsoever. However, hall hire fees may be refunded at the discretion of the Committee.
Disco and other electrical equipment must comply with current health and safety at Work regulations.
Fire Regulations: All doorways, corridors, hallways entrances and exits must be kept clear of all furniture, pushchairs, prams and cycles etc at all times. For discos, film shows and other bookings when the premises are in darkness, please ensure that the emergency exit lights remain on. The hall is fitted with a fire alarm and smoke detectors. If the alarm sounds please leave the building immediately by the nearest fire exit and meet in the Car Park. It is against fire regulations to leave vehicles on pathways or near the entrances/exits.
Alcohol: If you wish to consume intoxicating liquor on the premises you must (a) obtain prior permission of the Committee (b) if alcohol is being sold or a charge made for admission, apply for a licence through the Clerk of the Justices. Such application must be made at least 2 months before the date of hire. The Secretary will require proof that a licence has been obtained before handing over the keys. Please note the Police are informed when a licence is in force and they have the legal right to enter the premises on such occasions. The Committee reserve the right to refuse further bookings or further applications for licensed events.
Loading and Unloading of Equipment, Vehicular Access, Parking: Equipment for use in the Main Hall must be brought in through the emergency exit doors at the rear of the premises, rather than through the main entrance doors at the front. Vehicles may be parked temporarily on the service road whilst this is carried out, but must be moved to the main Car park immediately afterwards. Please do not obstruct the right of way adjacent to the Village Hall through to the Church and Public House. Do not park or drive vehicles on the pathway at any time.
The Kitchen: Environmental Health regulations stipulate that the kitchen must only be used for the preparation and storage of food related items. Children are not permitted in the kitchen without close supervision.
Kitchen appliances are supplied, if you wish to use your own, please obtain approval prior to their use.
No Animals are allowed on the premises without express permission of the Committee except guide dogs.
Music: Any hiring involving the use of live or recorded music where a charge is made for admission or participation, will be subject to surcharge to cover the fees payable to the Performing Rights Society.
Please Note: Under no circumstances may any part of the premises be used for the running of a Casino or Race Night. Nor can the premises be used as an Ice Rink.
Heating: During the winter months the building is centrally heated.
Cleaning: Cleaning materials can be found in the kitchen. Please ensure that you leave the premises in the condition in which you found them.
First Aid: There is a first aid box in the kitchen please record any accidents in the accident book contained within the first aid box.
Disabled Facilities: Vehicular access for disabled persons is via the service road at the rear of the village hall. There is a disabled toilet adjacent to the ladies toilets.
