The Town Hall, No 61 Broad Street and The Old Grammar School Rooms are the property of Chipping Sodbury Town lands Charity. A Board of Trustees administers the Charity.
The Town Hall Manager and Old Grammar School Caretaker hold the responsibility to manage the facilities in accordance with the Trustees wishes. They also have the duty to ensure that all legal, safety and regulatory requirements are met.
CONDITIONS OF BOOKING
The following terms and conditions must be adhered to at all times and a signed copy of this form returned with your payment as acceptance.
PAYMENT TERMS AND CONDITIONS – a 25% deposit is required immediately to secure all bookings with the outstanding balance to be paid no later than one month prior to the event /booking date. All bookings of less than £50 must be paid in full at the time of booking. The Trustees reserve the right to make an additional charge to cover extra staff requirements in the event of attendance numbers exceeding 100. All payments must be by cash/cheque, credit/debit card or BACS if paid in full.
Cheques payable to: Chipping Sodbury Town Lands Charity. Payment and/or signature will be deemed acceptance of our conditions of booking.
CANCELLATIONS – All cancellations must be advised in writing. Any bookings cancelled within 7 days of the event will be charged the full amount. Any booking cancelled prior to the balance being paid will result in the deposit being lost. In exceptional circumstances the hirer may apply in writing to the Trustees for a refund. However, the decision will be entirely at the Trustees discretion.
AMENDMENTS/TRANSFERS – Consideration will be given to a written request for a change of room to replace an existing booking subject to availability and management agreement.
OPENING PERIODS AND ACCESS – Any access by Hirers outside of the booking times, must be by prior arrangement with the Manager. A charge may be made for any set/pack up time outside the hiring period.
MAXIMUM CAPACITY – In accordance with Health and Safety and Licensing Regulations the various premises have capacity restrictions. Therefore you must advise the Manager of the intended number of attendants to ensure full compliance.
ENTERTAINMENT – All entertainment must be notified to the Manager and end at 11.45pm, unless prior arrangements have been made with the manager. Entertainment must comply with Heath and Safety and Premises Licensing Regulations; details of which can be obtained from the Manager. Where a Noise Limiter is appropriate, levels must conform to current legislation. Hirers must ensure their entertainment is aware of this.
CATERING – A catering and bar facility is provided at the Town Hall for which details can be obtained from the Manager. Bar facilities will close at 11.45pm. Where self catering is permitted, professional caterers are not allowed and Hirers are responsible for the cleanliness of the kitchen, table tops, and crockery etc. The Charity holds no responsibility for any illness caused as a result of any self-catering or food from outside sources. A Corkage fee will be charged where appropriate.
HEALTH AND SAFETY – Hirers must familiarise themselves with the location of fire exits and fire fighting equipment. All corridors, gangways and fire exits must be kept clear at all times. Details of the Fire Evacuation Plan will be provided with the Booking Form, and hirers should ensure that their patrons are made aware of the procedures. A First Aid Box is provided in each building. Please note only Assistance Dogs are permitted on the premises. See also Stage Performances below.
LICENSING REGULATIONS – If you intend to supply alcohol for bookings at The Old Grammar School or No 61 Broad Street you may need to apply to the local authority for a Temporary Events Notice. Hirers must advise the Manager as soon as possible of their alcohol requirements to avoid disappointment.
EQUIPMENT – Stage lighting, sound control or other equipment belonging to the Charity must be operated by competent and experienced users, by arrangement with the Manager. Hirers are solely responsible for any damage to fabric, furniture or equipment and for unacceptable levels of untidiness or misuse. Tampering with any fixtures and fitting is strictly forbidden. Use of drawing pins and sticky tape is not permitted. All equipment must be returned to its original location and settings. Hirers are responsible for ensuring all equipment brought onto the premises complies with current Health, Safety and Premises Licensing Regulations.
STAGE PERFORMANCES- All construction and painting must be carried on adequately protective covering. All spillages, breakages and accidents must be reported to the Manager immediately. Front of House and Back Stage Staffs must be fully aware of their duties and responsibilities in accordance with the Health, Safety and Evacuation Procedures. Working at height procedures apply using ladders and scaffold towers. A Risk Assessment must be undertaken by all Groups where working at height takes place and hirers may be asked to provide evidence of this, if deemed necessary. Hirers using their own equipment whilst working at height must also adhere to these procedures. Lone working is not permitted. All props, scenery and furniture must comply with Fire Safety Regulations. Details of the Town Hall Health and Safety policies can be obtained from the Manager, if required.
PARTIES – The Charity does not permit bookings for 18th or 21st Birthday Parties at any of its premises. However, parties are permitted for children up to the age of 11 years at The Old Grammar School. A refundable deposit of £25 is required for party bookings at the Old Grammar School, which will be returned subject to the premises being left in a satisfactory condition.
The Trustees reserve the right to refuse bookings in the event of any unfavourable report by the Manager of failure to observe the conditions above.