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Hiring a room

Please print the appropriate form, single or regular events parties, complete and return it to The Centre  Manager,

Lingfield & Dormansland Community Centre, High Street, Lingfield, Surrey RH7 6AB.

Hiring agreement - single or regular events 

Name of Hirer: (print) ...................................................................................................................................................................

Title of Group: (print) ..........................................................Activity: (e.g. fitness, craft)................................................................

Address: (print) ..........................................................................................................................................................................

............................................................................................Post code:....................................................................................

Tel: ........................................Fax: .....................................Email:...........................................................................................
 

Single Date: ..........................Day: ..................................... Month:............................................... 2012

For Multiple Dates: circle all dates required on calendar below.
Times: (e.g. 6pm to 9pm = 3 hours per session).

From:..................................... To: ........................................Hours per session:.........................................................................

Accommodation required: select facility(s) and tick box(s)
q Llewelyn Palmer Hall @ £14.50 per hour
q Orpen Lounge has kitchen, lounge and meeting area @ £10 per hour
q Llewelyn Palmer Hall and Orpen Lounge @ £21.50 per hour
q Allison Room has basic kitchen area @ £10.50 per hour
q Plaxton Room has small kitchen area @ £10.50 per hour
q IT Room @ £8 per hour, use of PCs £12 per hour

Equipment and furniture etc. required: select item(s) and tick box(s)
q Caretaker there may be an additional charge
q Chairs no charge - indicate number: ………...................................….….
q Tables no charge - indicate number: Large: ……....... Small: ……..……
q Flip chart @ £5 per session
q Public Address System  no charge
q Floor screens no charge

Agreement

I understand the cost for regular use of the Community Centre as indicated above is £………..…per session for

which I will settle my account on a monthly basis.

For a single event booking, I enclose payment together with a separate cheque/cash for £50 deposit (or £100 for parties after 6pm)
which is to be held against any damage, the return of key and clean condition of the facilities hired.

I have read and accept the Conditions of Use as set out below.

Signature of Hirer: .............................................................................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

Hiring Agreement for parties

Name of Hirer (print).............................................................................................................................................

Party (age group.............................................................................................................................................. ..
 

Address: (print)...........................................................................................................................................................

.............................................................................Post code:..................................................................................................................

Tel:...................................................................... Email: ...........................................................................................................................

Day:..................................................................... Date: ........................................................................................................................

Time...............................................  from.............................................. to.................................. total hours =.............................
(Please note that the period of hire should include time to setup and clear away)

Llewelyn Palmer Hall and Orpen Lounge
(kitchen, lounge and meeting area @ £22.50 per hour)

Equipment and furniture etc. required. Select item(s) and tick box(s)

q Caretaker – there may be an additional charge
q Chairs no charge - indicate number………....................................
q Tables no charge - indicate number. Large…........................…... Small .....................................................

 

Agreement
I understand the cost for the use of the Community Centre as indicated above is £…………… for which

I attach cash or cheque. Also attached is a separate £50 deposit for daytime or £100 for an evening party after 6pm,

which will be held against damage, clean condition of the facilities and return of the key(s).

I accept the Terms and Conditions of use as set out below
 

Signature of Hirer:................................................................................ . Date:..................................................

Please print this part as appropriate 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’

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 cover.

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 turned off (except for exit signs)
and the premises secure.

14. Health and safety
All accidents however minor must be recorded in the Accident Report 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. There is no public telephone
on the premises. The nearest payphone is situated on the corner of East Grinstead Road & Plaistow Street. The emergency services will
need to know our postcode: RH7 6AB

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