Lingfield & Dormansland Community Centre

High Street Lingfield

Telephone: 01342 833893; fax. 01342 836774

e-mail: lingfieldcentre@tiscali.co.uk

Hiring a room

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Hiring agreement - event bookingPlease print this form, complete and sign it and post to The Centre  Manager, Lingfield & Dormansland Community Centre, High Street, Lingfield, Surrey RH7 6AB. Please read the 'conditions of use' below.

Name (print) ……………….........…………………………….……………………………………................…..………………

Organisation (if applicable) (print) ………………………………………………………………................…….………………

Event (indicate purpose, e.g. children’s party, exhibition, class, group)………................................……………………...

Address (print) ………………………………………………………………………………...…..............………………..………

Telephone No ……….……...……..…Fax No…………..…….…….…. Email …………...............………….…….……….

Day, date and time of use (for single events only)     Day ……………………………….date………….........................

Time: from …………..……am/pm to ……..…….…am/pm = .............................hours

State type of event: SINGLE /MULTIPLE*  (A single event, e.g., party, meeting, is a one off hire, whereas

multiple event is an event, e.g., class, group, recurring at regular intervals over some weeks or months, in which case

please circle the dates on the calendar set out below)

* delete as applicable

As from the 1st January 2010 the following tariff applies

Accommodation required; select facility(s) required and tick box(s):

·         Llewelyn Palmer Hall @ £13.50 per hour ………….…...................c

·         Orpen Lounge @ £9 per hour …………………….…........................c

·         Llewelyn Palmer Hall and Orpen Lounge @ £20 per hour. ...... ..c

·         Allison Room @ £10 per hour …….…………………........................c

·         Plaxton Room @ £10 per hour …….…………………......................c

·         East Room @ £8 per hour………………………………………….........c       

·         IT Room @ £8 per hour…………………………………......................c

·         IT Room @ £12 per hour with use of PCs …………………...............c

   Equipment and furniture required. See 5 below. Select item(s) and tick box(s)

•  Caretaker to set up £10 per session ………………………................c

•  Chairs no charge but indicate number ……………..……...................c

•  Tables no charge: large no…………….. small no.…..….....………...c

•  Flip chart @ £5 per session …………………………….….................c

•  Overhead projector and screen @ £10 per session.…….....……...c

•  Floor screens no charge………………………………….....................c

I/we understand the cost for the use of the Community Centre as indicated above is £………for which I/we attach a

cheque. I/we accept the conditions of use as set out below.

Signature…………………………………………...................…..…….Date……………..…...............……………………

Please print and return this completed application form to the Centre Manager at Lingfield & Dormansland Community

Centre, High Street, Lingfield, Surrey RH7 6AU, together with your cheque(s) which should be payable to ‘L&DCC’.

For  multiple events please circle or cross dates in calendar below noting that those dates crossed through are not   available

Conditions of use   

The following conditions of use are designed for your safety, security and comfort:

Conditions of use

The following conditions of use are designed for your safety, security and comfort:

1     Use

Use of the Community Centre (the Centre) is restricted to those facilities hired and times booked as indicated on the Hiring Agreement together with the car park, garden and toilets. Periods of hire should include setting up and clearing away time. Hirers may not sub-let. The Centre Management reserve the right to modify these conditions of use to reflect the nature of the event. 

2     Hire charge  

The full hire amount for a party/one-off hiring will be required at the time of booking. Payment for multiple hirings is due upon invoice.  For new multiple hirings an amount equivalent to the first 4 weeks’ hiring fees may be requested at the time of booking.

3.     Cancellation

Hire charges are not refundable where the event is cancelled within 14 days of the event (at Centre Management discretion).  The Centre Management retains the right to cancel the hire under these terms and conditions.

      4.    Loss and damage

Hirers must take all reasonable precautions to ensure the safety and security of all persons and property including the property of the Centre. The approval of the Centre Manager must be sought before making any attachments to the walls or ceilings. It is the responsibility of the Hirer to provide adequate supervision. The Centre will not accept responsibility for any loss or damage to any articles or equipment left on the premises. Any loss, damage or incident (including fire) must be reported to the Centre within 24 hours whenever practical.

5     Condition

Hirers must leave the hired facilities clean and tidy and remove all their rubbish from the premises. The Centre is a non-smoking building.

      6.    Keys and cleaning deposit

The return of the deposit (in whole or in part) is conditional upon the return of the Centre key(s) (see 13 below) and the satisfactory clean condition of the facility hired (see 5 above).

7     Furniture

Tables, chairs and other equipment are available. The Hirer is responsible for setting up and clearing away unless the services of the caretaker are engaged (see booking form).

8     Licensing

The Centre has a Premises Licence which is held in the office. It shows the nature and timings of events which can be held at the Centre and many other regulations with which the Hirer should be familiar. Hirers are responsible for obtaining other relevant licences, eg Performing Right, Cinematic, Phonographic, etc. 

9     The sale of alcohol

No alcoholic beverages may be sold on the premises without a licence current at the time of the event. Obtaining a licence (Temporary Entertainment Notice) for the sale of alcohol must be applied for through the Centre. 

10   Indemnification

The Centre is hired entirely at the risk of the Hirer. The Hirer shall indemnify the Centre against all claims, demands, actions or proceedings brought against the Centre and any loss, damage or injury suffered by the Centre arising from or in consequence of the non-observance or non-performance of these conditions or any act, neglect, default or omission of the Hirer, his agents or servants which shall happen on any part of the Centre or its environs. The Hirer shall likewise indemnify the Centre against any claim or loss arising from breakdown of machinery, failure of electrical supply, leakage, repair work, Government restrictions, or Act of God causing the hiring to be interrupted or cancelled. Hirers are strongly advised to arrange adequate insurance to cover such risks.

11    Noise

Hirers are requested to respect the privacy and comfort of the neighbours and public. Any noise and possible disturbance must be kept to a minimum particularly when leaving the premises. Where amplified sound equipment is in use all window and doors must be kept closed.

12    Fire

Hirers shall be familiar with fire fighting equipment; published fire notices and all means of escape posted in every room and is responsible for the persons under their control. All doors marked with an emergency exit sign must remain unbolted and kept clear during the event.

13   Security

Arrangements for access to the Community Centre outside office hours must be made with the Centre Manager. Hirers must ensure, in the absence of Centre staff, that on leaving all doors are locked, windows closed, the lights are out (except for exit signs) and the premises secure.

14    Health and safety

All incidents however minor must be recorded in the incident book located with the first aid kit in the kitchen area of the Orpen Lounge. It is recommended that a trained First Aider be in attendance for the duration of the event.

15   Party bookings

If the booking is for a party at which young people under the age of 18 may be present, the booking form must be signed by a parent or guardian at the time of booking. The parent or guardian will be responsible for the conduct at the party.