TERMS & CONDITIONS FOR HIRE (Please see the Appendix at the bottom of this document - it contains some specific do's and dont's)
Hire Charges per hour
Min 2hr £40 (extra hr [or part] £15)
Min 2hr £50 (extra hr [or part] £20)
Special Rates exist for Christmas Day, Boxing Day & New Years Eve.
Day and long term lets by negotiation
Please Note. Our community charges include 30 min setup before and 30 min breakdown after your hire period.
1. Application for Hire
All applications for hire should be made using the web form on this link
The Hall Management Committee reserves the right to refuse any application without stating the reason for doing so and reserves the right to impose special conditions should this be required. Every application must state the nature and purpose of the letting for which the facility is required. The 36th Ipswich Scout Hall Management Committee will have the power at any time and without previous notice to cancel any letting. Accommodation is available at the discretion of Hall Management Committee. The right to use the said facilities are not transferable.
The Hall Management reserves the right to introduce any terms and conditions that are felt necessary to ensure hall users safety and that the hall and it's surrounding area are safeguarded.
(a) Charges for the use of the facilities shall be as indicated by the Hall Management Committee that reserves the right to alter, add to, omit or vary the said charges.
(b) An additional fee is payable by the Hirer for each hour or part of an hour that the said facilities are retained by the Hirer from the expiry of the contractual period until the Hirer has returned control thereof to Hall Management Committee representative ready for use by a subsequent Hirer. The additional fee is calculated pro rata to the total fees paid or payable for the contractual period to the nearest complete hour.
(a) Block bookings: on return of the signed contract, the Hirer shall pay either (i) the full amount due or (ii) the first month's payment (as appropriate). Where payments are made on a monthly basis, these shall be paid monthly in advance for the duration of the booking.
(b) Single bookings: The Hirer must pay the full amount within 7 days The paypal invoice shows the amount of the basic hire charge and any additional hire charges that shall be paid by the Hirer. A returnable deposit of £50 [Cash] is also required on the day of the booking and will be forfeited if the hall is left in an unreasonable condition, damaged or the function unreasonably over-runs its exit time. This is at the discretion of the Hall Management Committee and is not negotiable. The hirer will be responsible for ensuring that the hall is left neat and tidy after use and that any rubbish created is removed from the property and disposed of away from the property. Any spillages must be cleaned up. The £50 cash deposit will be returned at the end of the booking.
(a) By the Hirer:
- Block bookings: in the case of a cancellation of a block booking, the Hirer shall pay to the 36th Ipswich Scout Hall Management Committee the full amount of the basic hire charges together with any other losses incurred, unless 1 month's days' notice is given in writing.
- Single booking: in the case of cancellation the Hirer will reimburse the 36th Ipswich Scout Hall Management Committee for any losses incurred, including loss of letting income and at the discretion of the 36th Ipswich Scout Hall Management Committee.
(b) By the Hall Management Committee:
The Hall Management Committee reserves the right to close or prohibit the use of any of the said facilities at their discretion. Any amounts paid by the Hirer in respect of a booking cancelled in respect of or in accordance with this condition will be refunded but the Hall Management Committee will not be liable for any other expenditure incurred, or loss sustained, directly or indirectly by the Hirer, arising from the cancellation.
The Hall Management Committee reserves the right at its absolute discretion to refuse the admission or to evict any person from the facility. The Hall Management Committee reserves the right of entry to any of its employees and trustees at all times to the facility hired.
6. Users Regulations
The hirer is responsible for the control of all persons and parties who are admitted to the facility and that they conform in all respects to the regulations governing the use of the facility. The Hirer should also ensure that noise is maintained at a reasonable level so as not to cause disturbance and nuisance to residents in the vicinity, particularly during hot weather when windows and doors may be open.
(a) The use of the facility is at the Hirer's risk and the Hirer shall indemnify the Hall Management Committee against any liability incurred towards any third party or parties arising out of or incidental to the hire of facilities or equipment and due to the negligence or default of the Hirer or persons of parties under his control. The Hirer shall adequately insure with an insurance company approved by the Hall Management Committee, against the foregoing and produce evidence thereof on demand.
(b) The Hall Management Committee, its employees or trustees, shall not be responsible for any loss or damage, whether direct, indirect or consequential to any property suffered or sustained at the facility unless such loss or damage occurs as a result of the defective state of repair of the premises or the equipment at the facility.
8. Capacity & Safety
The Hall Management Committee has taken advice from the relevant authorities with respect to the maximum number of people admitted to any function in the Hall. The Hirer must not exceed the following maximum number of occupants:
Main Hall - 75
Side Meeting Room - 12
Kitchen - 3
When chairs are laid out in rows - NO MORE THAN 12 chairs must be placed side by side in a single continuous row.
9. Structural Alterations
The hirer shall not carry out any alterations to the building, nor fix or cause to be fixed any apparatus, equipment, notice or decoration or adhesive material without the previous written permission of the Hall Management Committee.
No dogs, except guide dogs for the blind, or any other animals will be admitted to the facility without the previous consent of the Hall Management Committee.
11. Maintenance of Good Order
The Hirer shall at all times be responsible for the maintenance of good order and shall provide efficient stewarding at entrances and exits all times to deal with an emergency and to ensure that maximum numbers are not exceeded at any time. The entrance passage shall be used only for the purpose of entering and leaving the hall and shall be kept clear while the meeting etc is in progress.
The Hirer agrees to pay the 36th Ipswich Scout Hall Management Committee on demand the cost of repairing or making good any loss or damage (fair wear and tear excepted) arising out of or incidental to the hiring.
Lettings for music dancing or stage plays are permissible only if the entertainment is for a closed organisation or where admission is by invitation. All other entertainments are classified as public entertainments and there exists a statutory requirement that the building must be licensed. Since premises do not conform to the regulations governing the issue of licences, lettings for public entertainments can not be approved. The hirer is advised to ensure that only members or persons specially invited are admitted to any entertainment.
14. Electrical Safety
It is the responsibility of the hirer to ensure that any equipment brought into the hall conforms to all current safety regulations
No collection, games of chance, sweepstakes or lotteries or any betting may be conducted on the premises without the prior consent in writing of the Hall Management Committee.
No hirer shall grant sound or television broadcasting or filming rights without the prior written conditional consent of the Administration Officer. If such conditional consent is given the Hall Management Committee reserves the right to be a party to any negotiations and to the terms and conditions of any agreement reached between the Hirer and any third party or parties and to share any income and publicity derived there from.
17. Commercial Photography
No cameras or other photographic apparatus may be brought into the facility for commercial purposes without written permission of the Hall Management Committee.
18. Smoking and Controlled Substances
Considering the primary use of the hall is by young adults, under no circumstances what so ever will smoking or the use of controlled substances be allowed. If the fire alarms are activated due to non-compliance with this condition whilst the hall is in use, then the hirer will be charged an additional £45 to cover costs.
19. Use of Hazardous Materials and Naked Flames
Hirers should not bring on to the premises any hazardous materials such as compressed gas cylinders, paraffin heaters etc. No naked flames are allowed anywhere on the premises.
20. Area of Premises Hired
The area of the premises available for hire is defined on the attached plan. Those areas shown with single hatching are private to the 36th Ipswich Scout Group. Those areas shown cross hatched can be made available to the hirer upon specific request.
21. Car Parking
The hirer shall ensure that persons using the premises park only in the parking spaces provided or elsewhere near to the premises as long as this does not cause obstruction to roads and access ways or the use of private parking spaces allocated to other inhabitants, businesses or organisations in the surrounding area.
22. Excisable Liquors
Intoxicating drink will only be allowed on the premises provided that prior permission has been obtained from the Hall Management Committee and that child or youth activities are not taking place. In addition a licence must be obtained from the local Magistrates or relevant body if intoxicants are to be sold on the premises and a copy of the Magistrates licence must be shown to the Hall Management Committee before the hiring takes place.
23. Vacation of premises
No letting shall continue beyond 11:00 pm without written permission of the Hall Management Committee.
Gates lock up time is 11.15 pm absolute latest (apart from New Years Eve). Music Off by 10.45pm
No equipment or furniture other than that already provided in the Hall may be used or left on the premises without the prior authority of the Hall Management Committee.
The hirer will ensure that any item of furniture used is returned to its original position. A plan is available near the entrance doors showing the normal location of hall equipment. The hirer will be responsible for ensuring that the hall is left neat and tidy after use and that any rubbish is removed and spillages cleaned up.
24. Hire Process
On the day of hire at the agreed time the Hirer (or a notified nominee), will be given access to the hall facilities. At this time the Hirer will be shown around the premises by a representative of the Scout Group, At the finish time, the Hirer will accompany the representative of the Scout Group to establish that the facilities are being handed back in the same state. When this is agreed to be satisfactory, the deposit will be refunded.
36th Ipswich Scout Hall Management Committee accepts no responsibility for any items that are in the hall unattended or loss or damage to any vehicle or it's contents parked in the Car Park
TERMS & CONDITIONS - FINAL - Rev 6 - 25.01.19
Appendix A: 36th Ipswich Scout Hall Hire Check List
TO ALL HALL USERS - Below is a brief summary of the Terms and Conditions of Hire that you have signed for the hire of the 36th Ipswich Scout Hall. Please ensure that you read and understand your responsibilities as the named Hirer of the Hall which form part of your agreement with the 36th Ipswich Scout Group.
For the benefit of all who use this Scout Hall and the surrounding neighbouring houses we respectfully ask you to follow this simple checklist at the end of and during your use of these premises. This will enable us to keep the hire fees at a low level for the benefit of all hirers. Thank you.
Disco's and Entertainment
Out of respect for the neighbouring properties, all music and loud noise must cease by 22.45 and that the premises and Car Park are cleared of people and vehicles by 23.00. Gates lock up time is 11.15 pm absolute latest (apart from New Years Eve). It is the responsibility of the named hirer to ensure that this is carried out.
Upon entry the representative of the 36th Ipswich Scout Group will walk the hirer around the premises and require a signature for the acceptable condition of the hall. Any exceptions will be agreed and noted. At the end of the hire period the hall will be checked again for compliance to the Terms & Conditions. The deposit for the hire of the hall can only be returned (after 7 days) if the following items are complied with:
- Only use non-marking ‘Bluetack' for the fixing of decorations etc. Strictly no Sellotape .
- No Smoking, No Controlled Substance abuse or Naked Flames
- All rubbish must be removed from the premises.
- Leave clean and tidy, all rubbish must be taken away from the premises.
- Switch off electrical appliances [oven, microwave, kettle, extractor fans] except the fridge.
- Close all windows, doors, & blinds.
- Leave clean, & tidy. Turn off taps & ensure toilets have been flushed.
- Cubicle doors must be unlocked.
- Any water or soap liquid on the floors must be mopped up, (this constitutes a slip hazard).
- Main Hall & Meeting Room:
- Leave clean & tidy. Stack upholstered chairs in the Meeting Room & other tables/chairs on trolleys in the Furniture Store.
- All equipment brought in from Furniture Store must be returned.
- Turn off lights. Hall, Foyer & Meeting Room Heaters to be left in the “Off” mode unless running in “Programme” mode
- Leave clean & tidy. Replace any moved furniture or leaflets.
- Air Curtain, Lights & Heaters to be switched off unless running in Programme mode.
- If you are the last user for the day, shut the Shutters, leave the door programme in “Manual” mode and ensure catch is in locked position.
- Pull down and lock Door/Window Shutters.
- Car Park & All Open Gates:
- Ensure that no broken glass, nails, etc. have been left in the Car Park. Leave clean & tidy. Lock all Gates.
- No responsibility can be taken for damage to, or theft from, any vehicle using the Car Park at any time by the 36th Ipswich Scout Group.
- Please ensure that any keys are returned to Tony or Pam Marsh, unless other arrangements have been made.
- When leaving late at night please respect our neighbours and leave quietly.
The 36th Ipswich Scout Group Headquarters does not hold a licence for the sale of alcohol. It is the responsibility of the hirer, to ensure that any alcohol consumed on the premises is done so responsibly, with due regard to local licensing laws and noise and behaviour which may cause a nuisance to neighbours and other users of the hall.
It is expressly forbidden for people under the age of 18 to consume alcohol whilst attending the hall.