Brill Memorial Hall Hire Terms & Conditions

Booking the Hall or hiring Hall equipment to use off-site

The Hall User or equipment User shall

  1. make all bookings, changes and cancellations online using the Acuity Scheduling system accessed via the Brill Memorial Hall website; failure to do so may result in errors in invoicing and payment

  2. make all bookings, changes and cancellations online in good time, the minimum notice period being 48 hours to enable suitable preparation of the Hall

  3. pay invoices by the due date, being 15 days after the date of issue

    The Brill Memorial Hall Management Committee (hereafter “the Committee”)

  4. reserves the right to cancel a booking if the Hall is required for use as a polling station for parliamentary or local government elections or by-election, in which case any deposit paid will be refunded

  5. shall not be liable to the User for any loss whatsoever if, for any reason, the Hall or any part of it becomes unfit for the use for which it was hired

  6. reserves the right to refuse a booking or cancel a hire agreement at any time, provided 7 days notice is given by email or letter to the User

  7. will keep all personal information provided by Users confidential and secure in accordance with Data Protection legislation and will use it only for the intended purpose i.e. to facilitate booking and use of the Hall

Use of the Hall (or Hall equipment off-site)

The Committee does not accept any liability for personal injury to persons attending functions or using Hall equipment off-site or for loss of or damage to any property brought onto the premises or stored on the premises or left behind.

The Hall User shall

  1. use the premises or equipment only for the purposes described in the Hiring Agreement completed electronically on booking

  2. respect the 15 minute grace period for setting up and clearing away before and after each paid-for session; noting that if more than 15 minutes is required then this must be incorporated into the paid booking period

  3. not sub-hire, or use the premises or equipment or allow the premises or equipment to be used for any unlawful purpose or in any unlawful way

  4. be responsible at the end of the hiring for leaving the premises and surrounds in a clean and tidy condition*, properly locked and secured unless directed otherwise, and any contents temporarily removed from their usual positions properly replaced, otherwise the Committee may make an additional charge

  5. be responsible, during the period of the hiring, for supervising the premises, its fabric and the contents, including preventing damage, controlling the behaviour of anyone using the premises whatever their capacity, and supervision of car-parking arrangements so as to avoid obstruction of the highway and a nuisance to neighbours

  6. not do anything or bring onto the premises anything which may endanger the premises or render invalid any insurance policies

  7. ensure that all electrical appliances brought onto the premises are safe and in good working order, and used in a safe manner

  8. pay the Committee for the cost of repair of any damage done to any part of the property including the curtilage or the contents of the building during the period of hiring or as a result of the hiring

  9. ensure that the No Smoking policy is complied with

  10. ensure that no animals except personal assistance dogs are brought onto the premises, unless otherwise agreed with the Committee

  11. ensure that all fire exits are kept clear

  12. keep the Keysafe code provided for access to the Hall secure

  13. ensure that all equipment hired to use off-site is returned intact and clean and stowed in its original location

  14. pay the Committee for the cost of repair of any damage done to any item of Hall equipment used off-site

*Please leave the Hall and other areas in the condition in which you found it. There is cleaning equipment in the tall cupboard adjacent to the serving counter in the kitchen.

Licenses & Regulations

The Hall User shall

  1. ensure that all necessary licenses for their intended use of the Hall are obtained and produced to the Hall Manager / Designated Premises Supervisor (DPS) upon request and displayed at the event. If necessary licenses are not obtained, the hire will be deemed cancelled without notice, and any deposit forfeited and fee payable, even if the event has begun. In the event that the DPS gives permission for the User or other to sell alcohol, it is the User’s responsibility to ensure that sure written authority of the DPS is obtained, displayed and complied with

  2. ensure that all terms and condition attached to all necessary licenses or as imposed by the Committee, the DPS or by the Fire Authority, the Police, Buckinghamshire Council or other such bodies are complied with by all using the premises

  3. in particular, the User shall ensure that: (i) minimal noise is made on arrival and departure; (ii) alcohol purchases within the premises is not taken outside the building to be consumed; (iii) when alcohol is for sale all children on the premises are accompanied and all children under the age of 12 have left the premises by 22.30

  4. ensure that any event held ends by the time agree in advance with the Hall Manager, and that the premises are cleaned and vacated within 30 minutes of the end of the event or as otherwise agreed, that any licensable activities end by the times stated in the relevant licenses

  5. observe all relevant food health and hygiene legislation and regulations

  6. ensure that any activities for children under 8 years old comply with the provision of the Children Act 1989 and that only fit and proper persons have access to the children

    In the event that any hire condition is contravened, the Committee have the right to forfeit all deposits paid

    Original written January 2007, revised December 2023 and August 2024