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King Edward Hall


CONDITIONS OF HIRE

INTERPRETATION: 

In these Conditions of Hire the following terms shall have the following meanings:-  

Committee - the King Edward Hall Management Committee.  

Hall - shall include all or part of the Newcombe Hall, Jubilee Room, Old Library, Main Kitchen, Jubilee Kitchen,  toilets and any other rooms, corridors and passages within the premises known as the King Edward Hall,  Lindfield.  

Hirer - the person or organisation, which has made the booking.  

GENERAL CONDITIONS AND RESPONSIBILITIES OF HIRER: 

  1. Submission of the Booking Confirmation form implies acceptance of these Conditions of Hire.  
  2. The Committee reserves the right to accept or refuse bookings at their discretion. Notwithstanding  that the function may be private, the Committee reserves the right to refuse admission to any person  and to require any person to leave the premises.  
  3. The Hirer, who must be over 18 years of age, shall be responsible for supervision of the Hall, the  fabric and the contents, their care, safety from damage and the behaviour of all persons using the Hall  including proper supervision of car-parking so as to avoid obstruction of the highway.  
  4. The Hirer shall be responsible for ensuring that all Conditions of the Premises Licence relating to  management and supervision of the premises are met. These Conditions are displayed in the Hall  main entrance notice board.  
  5. The Hirer shall not sub-let, or use the premises or allow the premises to be used for any unlawful  purpose nor do anything or bring onto the premises anything which may endanger the premises or  any insurance policies thereof.  
  6. During the period of hire, the Hall Steward will be deemed to be acting for and on behalf of the  Committee and his instructions where they relate to these rules must be obeyed.  
  7. The Hirer shall be responsible for ensuring that order is properly maintained during the time of hire  the premises is let to them, and that unauthorised or undesirable individuals do not obtain access to  the Hall.  
  8. The wearing of nailed or stiletto-heeled footwear is prohibited.  
  9. The Hirer shall ensure that no dogs except guide dogs, hearing dogs or assistance dogs are brought  into the Hall.  
  10. Use of bouncy castles or other inflatables are not permitted in the Hall.  
  11. No nails, screws, staples or drawing pins shall be driven into walls, floors or furniture, and no placards  shall be fixed to any part of the premises. No tape should be stuck on to any floors.  
  12. Any event involving the sale of alcohol either by admission ticket or provision of a bar must be  approved by both the Honorary Booking Secretary and the Designated Premises Supervisor, who, on  behalf of the Committee, are authorised to refuse bookings or impose conditions additional to those  specified in these Conditions of Hire. Alcohol may not be taken outside the Hall premises.  
  13. Hirers must ensure that the Hall is swept and left clean and tidy with furniture and equipment  replaced where found, properly locked and secured unless directed otherwise by the Hall Steward. 

Any contents temporarily removed from their usual positions must be properly replaced otherwise  the Committee shall be at liberty to make an additional charge.  

  1. Out of consideration for nearby residents and the general neighbourhood, hirers shall ensure that  noise is kept to a reasonable level at all times and shall ensure that users leave the Hall quietly and in  an orderly manner.  
  2. Before leaving Hirers must check that all windows and doors are secured, taps closed and all electric  lights switched off.  
  3. The Committee gives no undertaking that the Hall will or will not be hired for a similar purpose on  another occasion nor that any other part of the Hall will or will not be let at the time of hiring.  
  4. The Hall’s policy is that normally no bookings for private parties for those aged between 14 – 21 years  inclusive will be accepted. In the event that the Committee agrees to accept such a booking, a  refundable deposit of £250 will be required at the time of booking.  

DAMAGE INDEMNITY AND LOST PROPERTY: 

  1. The Hirer is responsible for any injury, damage or loss to any part of the premises or to any  equipment, fixtures, furniture or chattels of any sort in or about the premises: the reasonable cost of  any such injury, damage or loss shall be assessed by the Committee and paid by the Hirer on demand.  
  2. Hirers should arrange all necessary insurance to cover their own liability in respect of a hiring,  especially to persons attending and for equipment brought in for the function.  
  3. The Committee accepts no responsibility or liability for any item of property left on the premises by  the Hirer or any person attending the function.  

FIRE PRECAUTIONS: 

  1. Hirers should familiarize themselves with the Health and Safety guidelines issued with the Booking  Confirmation form. A copy is on display on the notice board located in the Hall main entrance.  
  2. Hirers should note the positions of fire-fighting equipment. Details can be found on the notice board  located in the Hall main entrance.  
  3. The Hall steward will draw your attention to the location of escape routes. Access to all exit doors  and fire extinguishers must be kept clear at all times.  
  4. Harmful substances must not be brought onto the premises.  
  5. Explosive and flammable materials including: fireworks, candles, polystyrene and cotton wool shall  not be brought into, or used, in any part of the premises. Naked flames are not permitted.  
  6. Birthday cake candles are permitted provided the cake is not situated beneath a smoke detector and that the candles have been properly extinguished after use.
  7. Tea lights are permitted provided they are placed in non-combustible containers. Battery operated  nightlights are the preferred option.  
  8. Highly flammable substances shall not be brought into, or used, in any part of the premises.  
  9. Any electrical equipment brought into the Hall needs a PAT (Portable Appliance Testing) test label if it  is to be used in the Hall.  
  10. No unauthorised heating appliance shall be used on the premises without the consent of the  Committee. 
  1. SMOKING IS NOT PERMITTED IN ANY PART OF THE BUILDING.  
  2. Use of Smoke Machines is not permitted.  

PAYMENT OF ACCOUNTS: 

  1. The Hirer shall be responsible for payment, within 14 days of demand, of all charges properly made  under the Committee’s published Scale of Charges plus any additional charges made under Conditions  13, 18 and 35.  
  2. If the Hirer wishes to cancel the booking before the date of the event and the Committee is unable to  conclude a replacement booking, the question of the payment or the repayment of the fee shall be at  the discretion of the Committee. The Committee reserves the right to cancel a hiring in the event of  the Hall being required as a Polling Station for a Parliamentary or Local Government election or bye  election or any other justifiable reason, in which case the Hirer shall be entitled to a refund of any  deposit already paid.  
  3. Hirers must vacate the Hall by the end of the agreed finish time of hire. The Committee reserve the  right to charge for any use of the Hall in excess of the times originally booked by the Hirer. If  additional time beyond midnight is taken without previous agreement (at the time of booking) then  the extra time will be charged at twice the hourly rate.  

COMPLIANCE WITH THE CHILDREN ACTS 1989 and 2004: 

  1. The Hirer shall ensure that any activities for children and vulnerable adults comply with the provisions  of The Children Acts of 1989 and 2004, and the Safeguarding Vulnerable Groups Act 2006, and, that  only fit and proper persons who have passed the appropriate Disclosure & Barring Service checks  have access to the children and vulnerable adults. The Hirer shall provide the Committee with a copy  of their Child Protection Policy on request.  
  2. These Conditions include the responsibilities placed on hirers of the Hall by Mid Sussex District  Council when issuing the Hall’s Premises Licence. If the Hirer is in any doubt as to the meaning of  these Conditions, the Honorary Bookings Secretary should be consulted. 

By order of the King Edward Hall Management Committee November 2021  

Special Conditions of Hire during COVID-19  

Commencing 16 May 2022  

Note: These conditions are supplemental to, not a replacement for, the hall’s ordinary conditions of hire.  

While the Government has signalled the ending of Covid restrictions from 24th February you are asked to  observe the following requirements in order that more vulnerable people feel safe using this hall.  

SC1:  

You, the hirer, will be responsible for encouraging those attending your activity or event to comply with the  COVID-19 Secure Guidelines while entering and occupying the hall, as shown on the attached poster (also  displayed at the hall entrance), including using the hand sanitizer supplied.  

SC2:  

You undertake to comply with the actions identified in the hall’s risk assessment, of which you will be provided  with a copy.  

SC3:  

You will make sure that everyone likely to attend your activity or event understands that they MUST NOT DO  SO if they are unwell or anyone in their household has had COVID-19 symptoms in the last 48 hours, or if still 

in their self-isolation period following a positive test. If they develop symptoms within 5 days of visiting the  premises they should be encouraged to carry out a COVID-19 test and notify NHS test and trace if the result is  positive.  

SC4:  

You will be responsible for regular cleaning of frequently used surfaces during your hire, paying particular  attention to equipment such as tables, wash hand basins and kitchen sinks, using either the products supplied  or ordinary domestic products. Please clean surfaces used before leaving. Please take care cleaning electrical  equipment: Use cloths - do not spray!  

SC5:  

You will keep the premises well ventilated during your hire. You will be responsible for ensuring doors and  windows are all securely closed on leaving.  

SC6:  

You will encourage social distancing between people who do not have regular contact with each other as far as  possible.  

The hirer is advised that the maximum permitted number of people is as follows:  

Newcombe Hall: 125 seated in rows, 85 around tables  

Jubilee room: 50 seated in rows, 42 around tables  

Old Library: 25 in rows  

Main kitchen: 5 people  

Jubilee kitchen: 3 people  

Toilets: 3 people  

We would encourage face coverings be warn in the kitchens and toilets.  

SC7:  

You will encourage mitigation measures such as face coverings if your event is likely to be busy or crowded and  when using confined areas such as toilets and corridors, for the safety of others.  

SC8:  

You will take particular care to ensure that social distancing (or mitigation such as face coverings) is  maintained with any persons likely to be more vulnerable to COVID-19, including for example ensuring they  can access the toilets or other confined areas without compromising social distancing.  

SC9:  

You will arrange the room as far as possible to facilitate social distancing, for example: Seating side by side  rather than face-to-face, at least one empty chair between each person or household group. If tables are being  used by people from different households, a wide U-shape is advisable.  

SC10:  

You will be responsible for the disposal of all rubbish created during your hire, including tissues and cleaning  cloths, in the rubbish bags provided before you leave the hall.  

SC11:  

Food or drink should if possible be consumed while seated.  

SC12:  

We will have the right to close the hall if there are safety concerns relating to COVID-19, for example, if  someone attending the hall develops symptoms and cleansing is required, if it is reported these Special Hiring  Conditions are not being complied with or in the event that public buildings are required or advised to close  again. If that is necessary, we will do our best to inform you promptly and you will not be charged for this hire.  

SC13: 

For events which are likely to be more busy or crowded you will take additional steps for Covid security. For  example, operating a booking or queuing system, providing attendants or stewards who seat people, inviting  people to use toilets in the interval row by row.  

SC14:  

In order to avoid risk of aerosol or droplet transmission please avoid people needing to shout or raise their  voices to each other, e.g. refrain from playing loud music at a volume which makes normal conversation  difficult.  

SC15:  

If someone becomes unwell with suspected Covid-19 symptoms, arrange for them to go home or move them  to the designated safe area. This is located outside the premises – turn left out of the Halls’ main entrance,  left again into the small alleyway between the restaurant and the Hall parking bay and turn left at the second  gateway into the covered area beside the entrance to the Lindfield Club. Should you be hiring the Jubilee  room, exit the fire door into the outside area at the back of the premises, exit the gate on the right hand side  and turn right toward the entrance of the Lindfield Club. Enter the gateway to the left of the Lindfield Club  entrance.  

Provide tissues and a bin or plastic bag, and a bowl of warm soapy water for hand washing. Make sure you  have contact details for others in your group and then ask them to leave the premises. Advise them to launder  their clothes when they arrive home. Inform the Hall Steward whose contact details are on display in the main  entrance hall.  

SC16:  

Where a group wishes to use their own equipment you will not share it with other members. Avoid using  equipment, which is difficult to clean, as far as possible. You will ensure that any equipment you provide is  cleaned before use and before being stored away.  

SC17:  

Where a sports, exercise or performing arts activity takes place you will organise your activity in accordance  with guidance issued by the relevant governing body for your sport or activity.  

SC18:  

A supplementary charge of £5.00 will be paid by private party hirers to help contribute towards the increased  cost of sanitisation.