WINDLESHAM FIELD OF REMEMBRANCE COMMUNITY HUB - BOOKING CONDITION
We have to have some terms & conditions and here they are. In this document the term HIRER will mean either an Individual Hirer or where the Hirer is an organisation, you will be treated as the authorised representative of that organisation.
The term TRUSTEES shall mean the Windlesham Field of Remembrance Committee. The premises shall mean Windlesham Community Hub, Kennel Lane, Windlesham, GU20 6AE. (the Hub)
HIRER are required to ensure that children are protected at all times, by taking all reasonable steps to prevent injury, loss or damage occurring.
HIRER will treat the Hub as if it were your own home, looking after the building and its contents and HIRER agrees to pay for any damage that you causes.
HIRER agrees to accept full responsibility for, and to indemnify (cover) the Trustees who operate the hub on behalf of the Village, against all costs, charges and claims, if anyone has an injury here whilst Hirer is hiring it, unless it was caused by the negligence of the Trustees.
HIRER is responsible for everyone the HIRER invites to the Hub and will ensure that they behave during the time HIRER is there. HIRER will make sure that anyone doesn’t upset any local residents or make too much noise (after all HIRER wouldn’t want it if HIRER lived nearby!)
HIRER will take extra special care of anyone under 18 years of age and will be responsible to confirm their safety and protection
HIRER must get permission from the Trustees if HIRER wants to bring alcohol into the Hub (NB Alcohol cannot be sold a at the hub), or if HIRER will be having a public performance of music and HIRER must make sure HIRER have any necessary licenses
HIRER will not hold the Trustees responsible for any costs of repair for any damage done to either the Hub, or HIRER’s possessions
Just like in other public buildings, Smoking is not allowed in any part of the Hub
HIRER will clean up before the end of the hire period. It is HIRER’s responsibility to remove all rubbish that HIRER creates. There are no rubbish disposal facilities at the Field of Remembrance
HIRER is not allowed to sub-hire the Hub to anyone else or use the Hub for anything illegal
The hire is for part of the Hub, the maximum number of people allowed as part of the hire is:
Lumley Hall: 80 people standing or 60 seated or 50 seated at tables
Wooldridge Room: 16 people
The Trustees will be permitted to check on the building and it’s rooms at any point during HIRER’s hire
The Trustees will make sure that the room is safe and in good order before HIRER start HIRER’s hire
Please do not leave any items in the Hub without the agreement of the Trustees
Normally we don’t allow Bouncy castles (or similar inflatables) in the Hub. If there are special circumstances the HIRER must agree this in advance with the Trustees
Unfortunately there is no refund should HIRER need to cancel
The Trustees are allowed to refuse any booking with no reason necessary. If we ever do this, please accept our apologies - I’m sure we feel we have a good reason
We have a car park which HIRER is free to use but we can’t promise that other field users won’t be using it. A designated fire escape route in the car park must be kept clear of vehicles at all times
Rules of Engagement ACCESS / TIMINGS
Please don’t turn up early as HIRER may find the building locked or in use by a previous booker. Please include enough time in HIRER’s booking to include whatever setup HIRER need to do and time to clear up at the end.
HIRER agrees to follow all Emergency Evacuation Procedures (Fire Action process), as shown separately with this booking and also displayed on the wall of the Lobby to the Main Entrance.
We will assume that HIRER will be the Emergency Contact in the event of an evacuation.
The emergency alarm will be sounded with a continual audible siren and all attendees must exit the building by the nearest exit and go to the Assembly Point to be accounted for by HIRER.