Updated 09/02/24
The Scout Group expressly forbids:
- Any illegal activity
- Political campaigning or the promotion of extremism
- Smoking
- Drug taking
- Gambling
- The sale of alcohol
- The use of any electrical equipment that is not in safe, good working order
- Animals (without express permission), with the exception of assistance animals
- Animals in the kitchen at any time
- Naked flames within the building
- Outdoor displays e.g. fireworks, skylights
You ensure that:
- You are over the age of 18 at the time of booking
- Whole hire withstanding, you agree to the shared usage of the kitchen , toilets, reception and items within the premises e.g. chairs, tables & benches
- You agree to allow unrestricted access to the premises for official Scouting purposes during the duration of any booking e.g. returning tents etc. to the loft space or accessing the Scout Leader's store room
- The maximum number of people using the hall does not exceed the premises’ maximum
- You use the premises only for the purpose described at the time of booking
- You are the responsible person for, and supervise the, activities on the premises for the duration of the booking
- You open and close all security grills before and after the booking
- You arm and disarm the alarm system before and after the booking
- You respect our neighbours by keeping noise to a minimum, especially after 9.30pm when vacating the premises, and by parking with due care and attention
- You adhere to the Terms & Conditions of booking and ensure the safety of those using the premises and of the premises and equipment under your care
- You are responsible for complying with health & safety, fire, security and safeguarding requirements/regulations, ensuring appropriate risk assessments are in place
- You agree to record any accidents in the Accident Log Book
- You agree to record any maintenance issues in the Maintenance Log Book
- You agree to cooperate with any required incident investigation as a result of your occupancy
- You have a current public indemnity insurance policy and insurance cover in place
- You have a current public performance license if you are playing recorded music for customers, staff or both, through radio, TV or other devices
- You Occupy the premises only within the hire period
- You agree to leave the premises as you found them
- You agree to close all windows, doors and shutters, ensure all taps are turned off and leave all curtains open before leaving the premises
- You are responsible for providing a COVID safe environment e.g. wiping door handles and surfaces with antibacterial spray / wipes before, during and after the booking.
- You agree to the Scout Group using and keeping a record of your personal contact information for the purposes of processing your booking and contacting you
- You agree to vacate the Scout Hall should an emergency arise at Birch Avenue Care Home resulting in the need to temporarily accommodate elderly residents at the Scout Hall. The Scout Group agrees to refund or waive your hire fees should this occur.
- You agree to pay a £20 refundable deposit per set of keys required
The Scout Group agree to provide the hirer with the agreed facilities for the specified time, and:
- A key for the duration of hire
- An alarm code and access procedures
- Fire evacuation procedures, location of emergency exits and extinguishers
- An emergency contact name and number
Unless agreed prior to the commencement of your booking, set-up and / or pack-down times must not exceed:
- 15 minutes for bookings of 1 hour
- 20 minutes for bookings over 1 hour
- 30 minutes for bookings over 2 hours
- 60 minutes for bookings over 5 hours
Any additional usage over and above the agreed set-up or pack-down times will be billed as per Hall Hire Prices.
After an initial warning, and for each occurrence thereafter; failure to correctly secure the premises or arm the alarm system will result in 1 additional hour being added to your invoice.
Invoicing & Payments:
- All new hall hire requests will generate a quote from our invoicing platform, ZOHO Invoicing. Upon acceptance, this will be turned into an invoice.
- Invoicing for reoccurring hall hire will be performed monthly by the afore mentioned invoicing platform
- Payment terms for invoicing is 30 days from the date of issue. The payment deadline will be clearly displayed at the top of the invoice.
*new hall hire invoices will be due 7 days before the date of your first use. - Invoicing arrears will result in deactivation of door and alarm codes
