Wavendon Gate Pavilion

Conditions of Hire

    DEFINITION
  1. In the context of this Hire Agreement,
    1. ‘WGP’ shall mean Walton Community Facilities, Wavendon Gate Pavilion, Isaacson Drive, Wavendon Gate, Milton Keynes MK7 7RZ
    2. The Hirer shall mean the person who has signed the Hire Agreement.
    3. The Premises shall mean the area of areas of Wavendon Gate Pavilion that the Hirer has agreed to Hire.
    BOOKING
  2. This hire agreement constitutes permission only to use the Premises and confers no tenancy or other right of occupation on the Hirer.
  3. The Hirer must be aged 18 years or over and agrees not to sublet or transfer this booking to any other person or organisation.
  4. No booking will be deemed confirmed until WGP has received:
    1. A completed and signed Hire Agreement from the Hirer, and
    2. A non-refundable booking deposit of 25% of the hire charge, minimum £20.
  5. A surety deposit may be charged and is used as a guarantee against damage to the property, breakages and the breach of any of the conditions of this agreement. Providing everything is in order at the end of the hire period AND following a satisfactory inspection by WGP, this deposit will be refunded within 14 days.
  6. The hire charges, less any deposit already paid, must be paid in full at least 14 days PRIOR to hire period. Failure to pay the remaining hire charges on time will result in automatic cancellation of the booking and the forfeiture of any deposits already paid.
  7. The Hirer shall have use of the Premises during the hours stated on this Hire Agreement and shall vacate the Premises promptly at, or before, the end of the hire period. Setting up, clearing away, cleaning and tidying MUST be carried out DURING the HIRE PERIOD. Failure to do so will result in the loss of the surety deposit.
  8. The Hirer must leave the Premises clean and tidy and all equipment stored as required. Floors must be swept; toilets and sinks must be left clean and tidy. Tables are to be wiped over and returned to the designated store room; chairs are to be stacked on the chair-trolleys. General rubbish must be bagged in the black sacks and placed in the wheelie bin within the fenced enclosure. Recyclable rubbish must be bagged in the pink sacks and placed adjacent to the wheelie bin within the fenced enclosure. Broken glass must be wrapped before disposal. No liquids to be emptied into the bin.
  9. Before vacating the Premises, the Hirer must ensure that the air conditioning, water taps and lights are switched off, and all doors are securely closed.
  10. The Hirer is liable for the costs of any addi­tional cleaning, together with damage and breakage that occurs during the hiring period.
    11. USE OF PREMISES
  11. The Premises shall be used for community purposes only and shall not be used as the Hirer's postal address.
  12. No illegal nor immoral activities are permitted to take place on the Premises, and the Hirer shall ensure compliance with all the relevant legislation, orders, regulations and licenses.
  13. If the Hirer intends to use the Premises for a licensable activity, including the sale of liquor, then the Hirer must obtain the relevant licences prior to the event. The Hirer MUST advise WGP that the Hirer intends to apply for a such a licence before an application is submitted. A copy of this licence must be provided to WGP before the start of the hire period and must be displayed at all times during the event. Failure to do so will result in the event being cancelled.
  14. All music and/or dancing MUST STOP at 11.30pm in order to comply with environmental regulations.
  15. The Hirer, or the Hirer’s invitees or visitors, must not cause annoyance or nuisance to local residents or adjoining occupiers by the playing of loud music, parking in front of driveways etc.
  16. No alterations or additions shall be made to the Premises without the written consent of WGP and any such work shall be completed at the Hirer's cost and to WGP’s satisfaction.
  17. Decorations, notices or similar MUST NOT be fixed to painted walls by any means nor by staples to the notice boards. Decorations and notices may be only fixed to the notice boards with drawing pins, or to gloss paintwork with blue-tack, and MUST be removed before vacating the Premises. Any damage to plaster, woodwork or notice boards will be deducted from the Hirer’s surety deposit.
  18. No advertising or publicity material will be displayed inside or outside the building without the prior approval of WGP.
  19. With the exception of guide dogs, no animals or birds will be allowed on the Premises.
    20. INSURANCE
  20. It shall be the responsibility of the Hirer to effect adequate Public Liability Insurance to cover risks arising out of the use of the Premises by the Hirer and or the Hirer's invitees or visitors.
  21. The Hirer will indemnify WGP against any loss, damage, claim or expense howsoever arising, caused, or occasioned dur­ing the Hirer's use of the Premises.
    22. HEALTH & SAFETY
  22. The number of persons using the hall at any time must not exceed 100 persons seated or 125 persons standing. No more than 16 persons may use the office simultaneously.
  23. The Hirer is deemed to be the ‘Responsible Person’ within the context of the Regulatory Reform (Fire Safety Order) Order 2000, unless the Hirer notifies WGP in writing of the nomination of another person who will be present during the period of hire. It is the duty of the Responsible Person to:
    1. Familiarize themselves with the fire escape routes, and the locations and operation of the fire alarm call points
    2. Ensuring that all fire escape routes are kept clear of any obstructions
    3. Establishing a suitable means of contacting the emergency services, and
    4.   In the event of a fire, ensure that the fire alarm is sounded, the hall evacuated and the fire brigade summoned.
    EQUIPMENT
  24. All equipment can only be used within the facility and must not be removed.
  25. WGP accepts no responsibility for any equipment or property brought onto or left at the Premises and all liability for loss or damage is hereby excluded.
  26. The Hirer must not leave belongings or equipment on the Premises without the written consent of WGP and any items left in the building with WGP’s approval are left at the owner's risk. Any belongings left in the Premises without prior agreement from WGP will be treated as abandoned and may be disposed of by WGP and charge the Hirer daily storage fees and costs incurred in storing and selling or otherwise disposing of the same.
  27. All music equipment i.e. disco equipment, microphones etc. MUST be connected to the in-house sound system/speakers.
    28. CANCELLATION
  28. If the Hirer cancels the booking 14 days or more before the commencement of the hire period, the Hirer will only forfeit the non-refundable booking deposit. If the Hirer cancels the booking less than 14 days before the commencement of the hire period, the Hirer will forfeit 50% of the total hire charge in addition to the non-refundable booking deposit.
  29. WGP reserves the right to cancel a hiring by written notice to the Hirer in the event of the Premises being required for use as a Polling Station for a Parliamentary or Local Government election or by-election or referendum or, the Hall reasonably considers that:
    1. such hiring may lead to a breach of the licensing conditions, or other legal or statutory requirements, or
    2. unlawful or unsuitable activities may take place at the Premises as a result of the hiring, or
    3. the Premises have become unfit for the use intended by the Hirer
    In any such case the Hirer shall be entitled to a refund of any deposit or hire fees already paid, but the Hall shall not be liable for any resulting direct or indirect loss or damages whatsoever.
  30. WGP reserves the right to cancel the hiring if the Hirer breaks any of these conditions and the Hirer will forfeit any deposits paid.