Hall Hire Agreement

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 a safe, good working order
• Animals (without express permission), except for assistance animals
• Animals in the kitchen at any time
• Naked flames within the building
• Outdoor displays, e.g. fireworks, skylights
• Subletting
• The sale of goods or services not agreed upon in advance
• Willful damage to the premises or equipment
• Sellotape, Blu Tack, or similar adhesives, pins, screws or nails being used on painted surfaces in order to avoid damage

You ensure that:

• You are over the age of 18 at the time of booking
• All rubbish is to be removed by you. The Scout bins are not to be used for waste from bookings; waste left will incur a cleaning charge
• Whole hire notwithstanding, you agree to the shared usage of the kitchen, toilets, reception and items within the premises, e.g. chairs, tables & benches
• All items are removed from the kitchen and fridge between bookings – food is not to be stored on site
• All kitchen items used and surfaces are left clean.
• 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 cupboards or accessing the store room
• The maximum number of people using the hall does not exceed the premises’ maximum capacity
• You use the premises only for the purpose described at the time of booking
• You are the responsible person for supervising the activities on the premises for the duration of the booking
• You lock all doors after the booking
• You respect our neighbours by keeping noise to a minimum, especially after 9.30 pm 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 by emailing bookings@1stpannalscouts.org.uk with relevant details (date, time, location, nature of accident/issue, people involved, actions taken)
• You agree to record any maintenance issues in the Maintenance Log Book by emailing bookings@1stpannalscouts.org.uk with relevant details (date, time, location, nature of accident/issue, people involved, actions taken)
• You agree to cooperate with any required incident investigation as a result of your occupancy
• You have a current public liability insurance policy and insurance coverage 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 before leaving the premises
• 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 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 the hire
• Fire evacuation procedures, location of emergency exits and extinguishers
• An emergency contact name and number

Unless agreed before 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 beyond the agreed-upon set-up or pack-down times will be billed at the Hall Hire Prices.
Willful damage to the hall will be billed to the booker. 

Booking is only confirmed upon receipt of payment (or deposit, if applicable) and acceptance of these terms.

This Agreement constitutes permission only to use the premises and confers no tenancy or other right of occupation on you.

After an initial warning, and for each subsequent occurrence, failure to correctly secure the premises will result in an additional hour being added to your invoice.

Charitably held buidings are usually held on strict trusts which require the management committee to ensure that the hall is administered in accordance with those trusts. Accordingly we are bound to preserve and hereby reserve the right to terminate this Agreement by not less than seven days’ notice in writing to you in the event of the hall being required on the same date/time for the fulfilment of its charitable purposes. In the event of such termination by us, we will refund to you all monies paid by you to us for future bookings. We will not, however, be liable to make any further payment to you in respect of expenses, costs or losses incurred directly or indirectly by you in relation to any such termination.

As directed by us (1st Pannal Scout Group Trustees), you must make good or pay for all damage (including accidental damage) to the premises or to the fixtures, fittings or contents and for loss of contents.

We accept no responsibility for any stored equipment or other property brought on to or left at the premises, and all liability for loss or damage is hereby excluded. All equipment and other property (other than stored equipment) must be removed at the end of each hiring or we will charge fees each day or part of a day at the hire fee per hiring until the same is removed. We may, in our discretion, dispose of any items referred to below by sale or otherwise on such terms and conditions as we think fit, and charge you any costs we incur in storing and selling or otherwise disposing of the same, in any of the following circumstances: (i) your failure either to pay any charges in respect of stored equipment due and payable or to remove the same within seven days after the agreed storage period has ended (ii) your failure to dispose of any property brought on to the premises for the purposes of the hiring

Invoicing & Payments:

• Payment terms for invoicing are 7 days from the date of issue.
  *New hall hire invoices will be due 7 days before the date of your first use.
• Invoicing arrears will result in no new bookings being made