TERMS AND CONDITIONS RELATING TO THE HIRE OF TOLL GREEN HALL
Table of contents
1 Statement
2 Definitions
3 General terms of hire and rates
4 Occupancy capacity, exclusion, restrictions & limitations
5 Operating hours
6 Payment
7 Cancellation, Refund & deposit
8 Risk Assessment & Health and Safety (inc. food safety/caterers)
9 Electrical, water & appliance
10 Damage
11 Right of entry
12 Decorations/promo material
13 Licensing
14 Parking
15 Liabilities & insurance
16 Indemnity
17 Dangerous substances
18 Manual handling
19 Safeguarding & Protecting Vulnerable Groups (PVG) Scheme
20 When you leave
21 Lost and Found
22 Covid
23 Data Protection
24 Review
1. Statement
The Terms & Conditions set out what may be reasonably expected between Toll Green Hall (TGH) and those who wish to hire the hall or attend an event.
The principle beneficiaries of TGH are the resident and visitors to Elie and Earlsferry and our primary function is to serve these villages extending to the natural boundaries at Ardross to Shell Bay and Kilconquhar.
We welcome enquiries from out with our village however please consider the great local halls at Colinsburgh, St Monance and Anster who equally need support.
To hire TGH you will be over 25 years and actively involved in the event and;
· To host a private event you will be a resident or home owner of Elie and Earlsferry.
· To host a village event such as health & wellbeing class then the class must be open to residents of Elie and Earlsferry.
· To host a commercial event such as a brand launch then the event must benefit the village and not be detrimental to an existing business. (see limitations section 4).
2. Definitions
What do we mean by terms used in this document.
· “Toll Green Hall” & “TGH” means Toll Green Hall, High Street, Elie, Fife FK91DA.
· “We” means the Toll Green Hall Manager.
· “Hire” means an agreement to use the hall for a specific event on and between a specified time and date.
· “Hirer” means you being a person aged 21 years + who is enters into an agreement with TGH Manager to “Hire” TGH.
· When a booking is made the “Hirer” is deemed to have accepted theses Terms & Conditions.
· “Event” a specified permitted activity stated by the “Hirer” on booking. (Please see 4. For the type of events considered appropriate and exlcuded).
· “User” refer to participants who attend an event whether by payment or not and do not hold any responsibility towards the running of the event.
· For the period of the hire the “Hirer” is deemed responsible for any and all damage caused to the hall and fixture and fittings. This includes persons who attend an event the hirer has organised. (Please see indemnity section 16).
· “Resident” means 2nd home owners, registered resident, tenant and businesses of the villages of Elie and Earlsferry.
3. General terms of hire and fees
TGH is available for hire by persons aged 25 years and over, subject to limitations.
· TGH can be hired in 1 hour blocks or by the day.
· TGH must receive payment 7 working days in advance of use.
· Failure to pay ahead of the event will null and void a booking.
· The “Hirer” must be directly involved and in attendance during the event.
· The “Hirer” or any other party may not sublet the hall.
· The “Hirer” or any other party may not use the hall for accommodation or storage.
· The “Hirer” consents to be bound the Terms & Conditions as a condition of booking.
· The nature of the event must be specified on booking.
· An “Event” that digresses from the booking null and voids the hire and no refund will be made. E.g. The hall is hired for a children’s party and used for adult disco. This is not permitted.
· The “Hirer” will be permitted access to the hall 10 min before and 15 min after the booked time.
· The “Hirer” is responsible for paying for an event that over runs the booking. Costs will be charged at the full hourly rate plus any expenses incurred by TGH such as the rearranging of cleaning services or employees remaining on duty beyond the hire time as a result of an over run.
· The “Hirer” or any no other party involved in the hire are not permitted to use the address of TGH as a trading address or for mail redirection and or parcel collection.
· The “Hirer” is permitted to use the address of TGH for marketing directly linked to their booked event. E.g a poster advertising the event. The one off nature of the hire will be made clear in all marketing promotion.
· The arbitrator for whether an event is permitted is the TGH Manager and no justification is required to be provided should a hire be declined.
· No refund will be provided for part use or early exit of the hall.
· Hire rates are split into hourly and daily usage and also whether there is a commercial interest or a local service that supports the village.
· The “Hirer” shall ensure that their event is managed in accordance with the Terms & Conditions in particular type of use and occupancy levels.
· The “Hirer” is responsibly for any keys provided to them in the course of the hire such as the front door or cupboard. A lost key will be subject of a £25.00 fee.
· Keys to be returned as agreed between TGH Manager and “Hirer” either at the end of the events or close of business day.
Rates
For pricing, see pricing page on the website.
Hire rates are based on a reasonable expectation of power usage and for events permitted in these terms and conditions.
To allow TGH to subsidise village events and contribute towards running costs we judge it reasonable to charge a fair rate for private and commercial use. The rate also reflects the exceptional finish and location.
A Day rates means 8 consecutive hours.
An Hourly rates means 60 consecutive minutes.
Rate are split into commercial, village and private and by seasons and days of week as follows;
· Hire rates may be adjusted without notice however will be honoured at the advertised rate at the time the booking was accepted.
· TGH Manger can waive or reduce fees in circumstances where there is a charitable outcome of benefit to the village or the events supports a village resident.
· TGH will be closed Christmas Day, Boxing Day, New Years Eve, New Years Day and 2nd January.
4. Occupancy capacity, exclusions, restrictions and limitations
A calculation has been made to assess the capacity of the hall. This takes into consideration hall configuration such as seating and mobility of users but also limitations such as one toilet and one fire exit..
The calculation provided a theoretical limit which was further reduced to reflect a real world environment.
Capacity
It is assessed that TGH can hold 40 people standing or 28 seated.
The hall capacity listed below flexes depending on use to increase circulation space should the event involve mobility users.
Further capacity reduction is expected should there be a change in social distancing guidance.
· The “Hirer” is responsible to ensure that the hall capacity is adhered to and put in place any mitigation required to adjust for circulation space or need for social distancing.
Type of event
Number of people- No wheel chair/mobility restricted users
Number of people- Up to 1 wheel chair/mobility restricted user
Number of people-Up to 3 wheel chair/mobility restricted user
Standing only (no furniture) e.g. Corporate drinks (40/38/32)
Seats only (in rows of 6x6) e.g. a talk (30/28/22)
Table & chairs e.g. private dinner party (28/24/18)
Exercise (Yoga/Pilates class) (7/6/5)
Gallery (hanging pictures supported by display plinths) (14/12/10)
Exclusions
The following events, while not exhaustive are not permitted;
Events with a political purpose e.g. fundraiser, hustings, speech or rally, events that involve gambling snooker (inc pool & billards), dramatic productions, circus, amusements events involving real or replica weapons (inc firearms, bow, arrows or other weapons), events which are likely to offend a reasonable person that show a negative bias towards any person or group of people based on their race, a disability, and gender, any processes that involve a manufacturing processes such as glass blowing, jewellery manufacture, pottery and discos e.g. a 21st birthday bash.
· The consumption of alcohol with an appropriate licence is permitted but it is encouraged that this is only done so ancillary to the event e.g. a corporate brand launch where drinks and aperitifs are served or accompanying a sit down meal.
· Please contact Fife Council Licensing Department 03451555555 should you need to discuss your needs in the East Fife area.
Restrictions
· TGH does not support events involving animals with exception of guide/hearing dogs required by persons attending the event.
· TGH does not permit indoor sports.
· TGH does not have WIFI.
Limitations
TGH is on one level however there is a drop at the door. A temporary ramp is available to assist mobility users and push chairs over the door threshold.
The mobility ramp requires two person to lift.
· The “Hirer” is responsible for ensuring the ramp if needed remains in place throughout the event.
TGH respects our neighbours and has limitations on frequency of events and hours of operation.
· No more than two private function style events will be held per month.
TGH is limited by its historic building design.
· There are no baby changing facilities.
· There is one unisex toilet.
TGH is primarily for benefit of residents of Elie and, Earlsferry.
Enquiries from out with the village will be assessed on an individual bases. This is not because we do not wish your company simply that it is important to support and recognise your own village halls.
Commercial
The fit out and location of TGH will appeal to commercial interests.
Commercial use will be considered on a case by case bases.
The test applied when considering the suitability of a commercial event is whether;
· Is TGH permitted to host the event (licencing requirement).
· What would the benefit be to village.
· Would the event support an existing village business/es.
· Would the event be detrimental to an existing business/es or neighbours.
Commercial events should be considered as a one off or for a specified period rather than a block booking.
4. Operating hours
TGH is located in a quiet village and neighboured by houses.
We are not permitted to hold discos.
Monday - Thursday
0900hrs (9am) - 2100hrs (9pm)
Friday - Saturday
0900hrs (9am) - 2200hrs (10pm)
Sunday
1000hrs (10am) - 2000hrs (8pm)
· The “Hirer” is responsible for ensuring participants enter or leave respecting neighbours.
· Over the festive period or for a special need the curfew may be relaxed but this is solely on an individual bases and would require advance notification with TGH Manager.
· Smoking, vaping, the consumption of alcohol, use of illegal drugs and general lingering outside TGH is prohibited. Smokers are asked to use the seated area of Toll Green.
· No music shall be audible out so as to cause annoyance to any person out with the hall.
· No light emitting device shall be visible out with the hall.
5. Payment
Conditions relating to how the hall booking is paid.
· The “Hire” of TGH must be made by bank transfer.
· Payment for the hire must be made no less than seven days prior to the date of hire.
· Events considered a risk such as those involving alcohol, a deposit of up to £150.00 may be required at time of booking.
· Recurring bookings shall be paid monthly in advance 7 days prior to the due date.
· A receipt shall be issued when payment is received.
6. Cancellations, refunds and deposits
Conditions relating to how an event can be cancelled and our refund policy.
· Only the “Hirer” making the booking or TGH Manager may cancel a hire.
· In matters of ill health the cancellation period may be waived by the TGH Manager.
· Cancellations may incur an administrative charge determined by period of notice.
Within 24 hours of event
50% charge based on rate of hall booking
Between 24-72 hours of event
25% charge based on rate of hall booking
More than 72 Hours of event
Full refund
· Cancellations will only be accepted from the “Hirer” by email hello@tollgreenhall.co.uk
· The “Hirer” is responsibility to ensure that participants attending the event are notified of the cancellation.
· Refunds shall be payable by BACS transfer minus banking charge of £1.00.
· Refunds are only payable to the originating bank account made to hire the hall.
· TGH Manger reserves the right to cancel a hire at any time due to unforeseen circumstances; example being water ingress, blocked toilet , double booking or when considered to be in the wider interest of TGH.
· An event cancelled by the TGH Manager will be refunded in full.
· TGH Manager shall not be responsible for any additional cost incurred by the “Hirer” as a result of a cancellation.
· TGH will support events that may need to be postponed such as a covid outbreak and we will do out utmost to find a more suitable date.
· TGH strongly recommends that the “Hirer” has their own insurance policy to cover unforeseen cancellations and any resultant financial loss.
· Deposit shall be refunded within 24 hours of the events conclusion subject to the principle that no damage has been caused and TGH was left in the same manner it was presented.
7. Fire Safety Risk Assessment & Health and Safety Risk Assessment
A Fire Safety Risk Assessment and Health and Safety Risk Assessment have been completed to consider occurrences that may be reasonably expected.
TGH is considered a normal risk. There is no gas or known asbestos.
The risk assessments are stored in a briefing folder in the kitchen.
· The “Hirer” must familiarise themselves with the contents of briefing folder prior to the event starting. This includes
Location of the single fire exit.
Location and use of fire extinguishers and assembly point.
Location of first aid box.
· The briefing folder and contents must not be removed from TGH, copied or altered.
· The “Hirer” is encouraged to document their own event specific risk assessment.
· Persons under the age of 16 years are not permitted to use the kitchen facilities without the direct supervision of an adult (person aged 25 years over).
· An identified fire risk is the use of foam mats during exercise classes and upholstery for soft fabrics. The “Hirer” shall be responsible for ensuring all mats and fabrics brought into TGH are made to the most current British Standards for fire retardant purposes.
· An identified risk is the stacking of tables and chairs due to risk of falling and back injury from manual handling. Please be aware of the safety measures in place to protect you.
Food Safety/Caterers
TGH is NOT registered with the Food Safety Scheme and is not considered a food business.
TGH has a domestic kitchen primarily for use for the serving of tea and coffee. There are no pots or pans or knives or freezer .
TGH does not support the manufacture of food for sale (exc. charity event).
Those hiring TGH for a private function where pre cooked or packaged food is to be brought into the hall are asked to complete a one of event form.
TGH work surfaces are cleaned using spray sanitiser and blue roll.
The dishwasher must be used for washing crockery, glasses and cutlery.
Disposable hand towel and hand sanitiser is available.
Pre event fridge and water system temperature readings are taken by TGH Manager.
The “Hirer” must ensure that;
· They have considered the risk of allergens relating to the end users and how food is stored.
· How food is prepared safely on and off site.
· How food is to be stored onsite to ensure protected from contamination (covers).
· The fridge must be maintained below 5°C
· In fridge there must be clear separation between raw and ready to eat foods to avoid cross contamination of bacteria e.g. salmonella and/or E. coli)
· NO food is to be left after the end of the event or overnight.
Full information may be found on the https://www.foodstandards.gov.scot/business-and-industry/safety-and-regulation
8. Electrical, water & appliances
TGH is fully equipped for the purpose and use the hall was designed for.
· Additional electrical equipment used at TGH must have a valid Portable Appliance Test (PAT) certificate.
· The TGH Manager may ask the “Hirer” to provide proof of PAT compliance.
· No electrical power or water shall be drawn from TGH for the purposes of providing external power/irrigation. E.g. car charging/washing or outdoor lighting.
· No alterations to any lighting, heating, electrical circuits, plumbing or appliances may be made.
· The “Hirer” shall notify the TGH Manager in person or by email of a defect or fault to any electrical equipment or appliance owned by TGH.
· In so far as is safe the “Hirer” shall ensure that faulty/damaged electrical item is prevented from further use.
· Only the TGH Manager is permitted to purchase any equipment for TGH or instruct any contractor to carry out work at TGH.
9. Damage
TGH is maintained to a high standard and checked before and after a hire.
Wear and tear and or accidental damage may occur however it shall be the Hirers responsibility to ensure users respect the hall and limit opportunities for instances of malicious damage.
· The TGH Manager reserve the right to invoice the “Hirer” for the full cost of any damage caused to the building fabric or any item within caused through a malicious act or inappropriate use of the hall and its facilities.
· The “Hirer” consents to the deposit to be used in full or part as a means of paying for damaged property as a result of malicious acts or inappropriate use of the hall and its facilities. Example being crayons used to draw on of walls and re painting is required.
· The TGH Manager reserve the right to invoice the “Hirer” for the full cost of additional cleaning as required as a result of the Hall being left in an unacceptable state or to clean up damage.
· Cleaning fees £12.00 per hour.
10. Right of entry
Our right to enter during your event.
· The TGH Manager and or a third party acting on their behalf such as a Licensing Authority reserves right to enter and remain within TGH at any time of the “Hire” to inspect, report, monitor or to otherwise be present to ensure that the Terms & Conditions are being adhered and to prevent anti-social behaviour.
· The “Hirer” is obligated to work with the TGH Manager and or a third party acting on their behalf in addressing any matters raised as a result of the inspection e.g. breach of Health & Safety.
· The TGH Manager and or a third party acting on their behalf have the right to cancel an ongoing event should it be in the interest of TGH, the safety of participants or wider community. The “Hirer” is obligated to adhere to any such request.
11. Decorations & promotion material
Supplementary décor such as banners, balloons etc are permitted subject to prior approval with the TGH Manager.
A specific picture hanging system must be used for wall hangings.
· Decorations and promotional material must not be displayed outside TGH. This includes internal windows.
· Decorations and promotional material is limited to being displayed on defined hanging areas of the hall.
· Certified fire-resistant decorations and promotional material may only be used.
· It is prohibited to use of anything that marks floors, walls, ceilings and furniture surfaces such as bluetack, adhesive tape, and drawing pins.
The “Hirer” is considered liable for any damage that occurs as a result of the use of decorations out with the agreed use.
12. Licensing
TGH is NOT registered with The Food Hygiene Information Scheme.
TGH does NOT hold an Entertainment licence.
TGH does NOT hold a licence to perform and play music subject to copyright.
· The “Hire” you will be responsible for ensuring appropriate licences are held covering the intended use of the hall such as Food Hygiene certificate and entertainment licence including the preparation and cooking of food.
· The “Hirer” must comply with all rules and regulations of the licensing
Alcohol may not be sold without the appropriate licence issued by Fife Council proof of which must be provided to the TGH Manager.
· No products or services may be offered for sale or reward without prior consent of the TGH Manager.
· The TGH Manager reserve the right to notify Licensing Authorities of any considered breach of an issued licence.
13. Parking
There is no car parking provided.
There is a risk to persons leaving or entering the hall from passing cars or from cyclists often using the pavement.
· The “Hirer” shall ensure that Toll Green lane and pavement are not impeded as a result of their hire of the hall.
· The “Hirer” must take reasonable measures to ensure those attending the event are aware that there is no parking facilities and direct users to the most appropriate location.
· The “Hire” shall ensure participants are aware to look left and right when leaving.
14. Liability & insurance
· TGH Manager accepts no liability for any injury, damage or loss, howsoever caused, to the Hirer’s property or to persons using TGH during the period of the hire.
· TGH has a certificate of insurance in place covering the public liability hire of the hall.
· TGH Manager accepts no liabilities should the hall be closed or the hiring thereof to be interrupted, postponed, cancelled or adversely affected in any way.
· TGH Manager recommends that the “Hirer” has their own insurance policy to cover unforeseen cancellations and any resultant financial loss.
15. Indemnity
· The “Hirer” indemnifies TGH, TGH Manager against any loss or damage, howsoever caused, to the Hall, the furnishings and equipment therein and against any claim for injury or loss by any person or user of the Hall, caused during the period of hire or arising from the hire.
A test of fairness is to be applied when considering the “Hirers” responsibility.
TGH would not expect the “Hirer” to be held responsible for damage to the exterior of the property which occurred during the hire by persons unconnected to the event who were simply walking pass.
TGH would however would consider pursuing a claim of responsibility against the “Hirer” for damage or loss from theft that occurred to the building, furniture and fittings where it is shown they occurred by person/s connected to the event.
Should a financial reimbursement be sought from the “Hirer” for damage or loss of property this may exceed the deposit taken.
· TGH encourage a hirer to take out their own insurance cover that protects them and any third party attending their event.
16. Dangerous substances
A fire safety risk assessment has been completed to identify what may reasonably be considered when reviewing the anticipated design and use of the hall.
It is obvious to exclude certain uses.
· No inflammable, chemicals, explosive (inc. pyrotechnics) or other dangerous substances may be used or stored at TGH.
· Candles and naked flames are prohibited. TGH can supply battery operated LED candles should this be considered for an event.
· Smoking & vaping is prohibited within TGH extending to the exterior.
17. Manual Handling
The “Hirer” is responsible for setting up the hall according to their intended use.
We ask;
· Tables & chairs are positioned that maximises circulation space for mobility users and keeps fire escape clear.
· Tables will require a two person lift.
· Mobility ramp will require a two person lift.
A manual handling diagram is on display in the store cupboard.
18. Safeguarding & Protecting Vulnerable Groups (PVG) Scheme
The “Hirer” is responsible for ensuring appropriate safeguards are in place that protect children , young persons and vulnerable adults from harm while attending their event.
TGH has provided support information in the briefing folder that may help the “Hirer” understand their responsibilities.
· The “Hirer” is responsible to assess whether the event is likely to involve children & young persons under the age of 18 and or vulnerable adults and take appropriate safeguarding measures to protect such persons from harm.
· The “Hirer” is responsible for assessing the need for PVG registration.
The “Hirer” shall be responsible for notifying the TGH manager at time of booking whether the event is likely to involve children, young persons under the age of 18 years and or vulnerable adults.
· The cost of PVG registration is the responsibility of the “Hirer” or a party acting on their behalf.
· The “Hirer” shall take reasonable steps to restrict the taking photographs of persons under 18 years or vulnerable adults without the written consent of parent/guardian. Such consent must include the use on social media.
· Acceptance of these Terms & Conditions infers that the “Hirer” has read and agreed with the safeguarding statement and their responsibilities therein.
19. When you leave
TGH is presented to the highest standards and we want pass this on to the next user.
· Place rubbish in bins provided.
· Wipe down work surfaces with sanitiser and blue towel
· Stack cutlery & crockery in dishwasher.
· Check and report any damage to TGH Manager before finishing.
· Turn lights and heating off
· Close and secure all windows.
· Remove all personal belongings and equipment brought to the event.
· No storage is permitted of personal belongings or equipment.
· Close and lock the door return keys to TGH Manager or in key box.
20. Lost and Found
TGH will endeavour to reunite items left behind where it is reasonable in terms of their face value, is it practical and is it cost effective.
· Perishable items will be immediately discarded including food, alcohol and tobacco.
· Personal items such as jewellery, wallets etc will be held for 7 days post events to be collected at TGH by arrangement.
· If you are collecting on behalf of the owner ensure TGH Manager has been informed and received the owners authority to dispose the item to you.
· TGH will post items back to the owner by 2nd class Royal Mail however the cost must be met in advance by the owner.
· Bank cards- The respective bank will be notified phone and card cut up.
· Clothing- If appropriate unclaimed clothing will be given to a charity shop or if not suitable disposed of in waste.
· Unclaimed valuable or personal id items such as driving licence will be sent to Police Scotland lost and found.
21. Covid
TGH will be cleaned before every use including contact points.
TGH has hand sanitising points to reduce transmission and windows can be opened to increase air flow.
· The “Hirer” and users of the hall must adhere to Scottish Government guidance on measures to protect persons from harm. This may include social distancing, reduced hall capacity, ventilation, the wearing of face masks and increased cleaning of contact points.
· TGH Manager reserves right to making a requirement of the “Hirer” and “Users” of any reasonable measure at any time for the purposes protecting public health.
· Failure to adhere to Covid guidance or direction nulls the hall hire and no refund will be provided.
22. Data Protection
Your information is important to us. We may use your data such as name, address, email and telephone number to contact you about your booking. We will not use your data to send you marketing information or sell on your data.
TGH is registered with the Information Commissioner.
We may share your data with a Statutory Authority or other third party that has a responsibility to require it such as in instance of compliance with an alcohol licence or insurer.
Our primary source of storing your data is online view our booking platform or on email. We may have to transfer this information to other means such as spreadsheets which are used for a business purposes directly connected to your hire.
We will keep your data for the period of your booking and for twelve months after. We will not share your data with any third party without lawful basis.
Your data will be kept securely and only the TGH Manager will have access to it.
We will review our policies and procedures regularly to make sure your data is always protected. You can find our full Privacy Policy on our website, by emailing or writing to us to request a copy;
Toll Green Hall Manager, High Street, Elie
23. Review
The Terms and Conditions were created 01/11/2022.
TGH Manager reserves the right to amend the Terms & Conditions without prior notice or on
· A change in legislation that impacts on the policy and procedures or as
· A result of an incident which has a Health & Safety , Fire or Safeguarding implication and in all other circumstances
· Every three years.
TGH welcomes feedback from “Hirer” on the relevance of the Terms & Conditions and how they supported you.
Document created 01/11/2022
Reviewed :
18/12/2022 -limitations, safeguard, capacity, insert manual handling.
21/10/2022- statement, limitations (age increase from 21 to 25 years).
30/01/2023- review of rates and clear definition of activities.
21/8/2023 - addition of digital screen guidance.
Author: TGH Manager Neil Grieve
Copyright © 2024 Toll Green Hall - All Rights Reserved.