smarden charter hall

 

Hire Rates

 

Private Functions (Smarden residents)

 

1. Hire of rooms /facilities                  £ per hour

 

Main Hall (including Hop-Pocket)                 26                                 

Hop Pocket (booked on own)                        7                

Bar                                                             5      

Bar (tea and coffee only)                            FOC                    

Kitchen                                                       5                

Sound System                                            FOC  

Dadson Room                                               5      

Turner Room                                               5

         

2. Childrens Parties (under 11years):

£13 per hour for Main Hall (including Hop Pocket use) up to 6pm

£26 per hour for bookings extending after 6pm

Other room rates remain the same.

 

Notes:  

·        Any room not booked for a function may be let to another hirer


3. Package Price:  £600

 

Whole Hall from 1pm on the day prior to event, 14 hours on day of event, and 2 hours clear-up following morning .Price includes round tables, sound system and Plasma TV.  

 

 Private Functions (Non-residents)

 

1. Hire of rooms /facilities                                  £ per hour

 

Main Hall (including Hop-Pocket)                               29

Hop Pocket (booked on own)                                      9

Bar                                                                            7

Bar (tea and coffee only)                                        FOC                    

Kitchen                                                                     7

Sound System                                                         FOC          

Dadson Room                                                            7

Turner Room                                                             7

 

2.  Children’s Parties (under 11 years):

£14 per hour for Main Hall (incuding Hop Pocket use) up to 6pm

£29 per hour for bookings extending after 6pm

Other room rates remain the same.

         

Notes:

·        Any room not booked for a function may be let to another hirer

 

3. Package Price:  £850

 

Whole Hall from 1pm on the day prior to event, 14 hours on day of event, and 2 hours clear-up following morning. Price includes round tables, sound system and Plasma TV.

 


Village Groups                                                  £ per session

 

Main Hall                                                            28

Hop-Pocket                                                         19    

Dadson Room                                                      11

Turner Room                                                       11

Bar                                                                       6

Bar (tea and coffee only)                                   FOC                    

Kitchen                                                                9

Sound system                                                    FOC                      

Plasma TV                                                           25                              

Notes:

·        Any room not booked may be let to another hirer

·        A session is morning, afternoon or evening (or part thereof)


 

Charitable fund raising by village residents

 

Flat rate - hire of Main Hall, Hop-Pocket, bar and kitchen

£50 per session for local registered charities

£100 per session for national registered charities

Charity Commission registered charity number will be requested.

 

Charitable fund raising by non-residents

 

Flat rate - hire of Main Hall, Hop-Pocket, bar and kitchen

£60 per session for local registered charities

£120 per session for national registered charities

Charity Commission registered charity number will be requested. 


 

Drama and Music Events

 

Main Hall:  live performances                          £70 per session

Main Hall:  dress rehearsals                            £35 per session

Main Hall:  non-dress rehearsals                     £18 per session

 

Notes:

1. Includes use of stage

2. £70 charge includes use of Hop-Pocket, bar, and kitchen

 

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All Lettings subject to Standard Conditions of Hire

Date of issue: 1st October 2014

PLEASE READ THE FOLLOWING PAYMENT TERMS, CANCELLATION SCHEDULE AND STANDARD CONDITIONS OF HIRE.  TO CONFIRM YOUR BOOKING PLEASE COMPLETE THE BOOKING AGREEMENT AND RETURN TO THE ADDRESS BELOW TOGETHER WITH YOUR DEPOSIT.
 
Payment Terms
  1. The Booking Deposit amounting to £75 and a refundable Damage Indemnity Deposit of £500 payable upon confirmation of booking.
  1. Cheques are to be made payable toThe Smarden Charter Hall and returned together with the Booking Agreement Booking to the Booking Secretary at the following address:

 Jan Barnes, 4 Vesper Cottages, Cage Lane, Smarden, TN27 8QD                    Tel 01233 770355    email  charterhallbookings@yahoo.com

 Cancellation Fee Schedule

  1. 100% of total invoice charges where cancellation is made less than 1 month prior to the event
  2. 50% of total invoice charges where cancellation is made 1 month or more but less than 3 months prior to the event
  3. 100% of the Deposit where cancellation is made more than 3 months prior to the event but less than 9 months prior to the event.

 

Standard Conditions of Hire

 THE HIRER will, during the period of hire, be responsible for the supervision of the premises including the control of persons entering the Hall, the care and safety from damage of the fabric and contents, the security of personal property within the Hall and Car Park environs for which the Hall Trustees accepts no liability, and the behaviour and safety of all persons using the premises including the instruction of users as to the location of fire exits and the supervision of children at all times. This responsibility includes the supervision of car parking arrangements in The Charter Hall Car Park, and the avoidance of obstruction to the highway.

 THE HIRER will ensure that the noise level is such as to avoid nuisance to, and complaints from, neighbouring residents. The Hall and Car Park are required to be vacated within 30 minutes of the expiry of the relevant Permitted Hours for the Sale of Alcohol (see table of hours below). This condition applies to all bookings irrespective of whether or not alcohol is available for sale.

 THE HIRER shall not sub-let or use the premises for any unlawful purpose, or in any unlawful way, nor do anything on the premises that may invalidate insurance policies.

 THE HIRER shall not use the Hall Sound System in conjunction with speakers or amplifiers belonging to bands/discos hired by them.  Use of an I-pod is permitted.

 THE HIRER shall indemnify the Trustees for any cost of repair in excess of the Damage Indemnity charge for any damage done to any part of the property, including the curtelage thereof, or the contents of the building, and for any loss or damage to personal property, including vehicles using the car park, which may occur during the period of hire, for which the Hall accepts no responsibility. The condition of the Charter Hall at the commencement of hire will be deemed to be without defect or damage of any kind unless specifically notified by the Hall management to the Hirer. Adhesive tape and temporary fixings may not be used.

 THE HIRER is responsible, at the end of the booking, for leaving the premises and surrounds in a clean and tidy condition, with all rubbish removed by the Hirer; with the hall properly secured; and with any contents temporarily removed from their permanent position properly replaced. Lights must be turned off, and keys returned as advised at the time of booking.  The hall will be available the morning after a major function to allow hirers to clear up.

 THE HIRER is responsible, under The Licensing Act 2003, for the prevention of crime and disorder, the prevention of public nuisance, and the public safety and the protection of children from harm. To this end, hirers must adhere to all regulations appertaining to the premises laid down by the Fire Authority, and shall restrict the number of persons admitted to 220.  When the Main Hall is in use, the main entrance doors must be unbolted and all fire exits kept clear.

 THE SMARDEN Charter Hall operates a No Smoking policy.

 HIRE RATES are as set out in The Smarden Charter Hall scale of charges.

 THE LICENSING ACT 2003 permits a Smarden organisation or resident hiring the hall to sell alcohol without obtaining a licence. However they must inform the Designated Premises Supervisor that they intend to sell alcohol prior to the event. Failure to do so may result in prosecution and a ban of further use of the hall.

DESIGNATED PREMISES SUPERVISORS:

Graham Saunders 01233 770628  or  Lin Crannis 01233 770585

All non-residents or organisations hiring the hall must apply to the Licensing officer, Ashford Borough Council, for a Temporary Events Notice should they wish to sell alcohol.  It is not an offence to offer alcohol as raffle prizes, providing the sale of tickets and draw takes place on the same day. Under Customs & Excise regulations

it is an offence to purchase alcohol abroad for resale in the Hall. It is also an offence to sell alcohol to under 18’s.

 

PERMITTED HOURS FOR THE SALE OF ALCOHOL

Monday - Thursday               12.00 noon – 23.00 hours

Friday                                    12.00 noon ­­-  23.45 hours

Saturday                                12.00 noon  – 18.00 hours and 19.00 – 23.45 hours

Sunday                                  12.00 noon – 22.00 hours

New Years Eve                     19.00 – 00.45 the following day

 Hirers are responsible for ensuring in the course of their event  that no under-age consumption of alcohol, whether sold or otherwise, takes place in or around the Hall, its grounds or Car Park.

 

CANCELLATION OF BOOKING   The Hall Management Committee reserves the right to refuse a booking at its own discretion without reason or to cancel a booking in the event of the hall being used as a Polling Station.

 BOOKING AGREEMENT

Name of hirer    ________________________________________________________(please print)

 Address            ___________________________________________________________________

                      ___________________________________________________________________

                         ___________________________________________________________________

 

Telephone    Home______________________    Mobile______________________

 Organisation      ___________________________________(state if private booking)

 Date of event    __________________Type of event  _______________________

 Start time required   __________________________________(including set-up)

 Finish time        _____________________________________(including clean-up)

 

I HEREBY CONFIRM MY BOOKING FOR THE FOLLOWING ROOMS AND FACILITIES

                                                  (Please circle as required)  

 

Main Hall       Turner Room          Hop-Pocket                         Bar (not staffed)            

 

 Kitchen          Sound system         Plasma Screen                   Wheel chair

 

 Round tables – no._______

                                                                                                                                                 

Please tick box as appropriate:  I intend to sell alcohol during this booking event

                                                      YES                   NO

 I confirm that I have read, understand and agree to abide by the Payment Terms, Standard Conditions of Hire and Cancellation Fee Schedule 

 

Signed    _________________________________              Date  __________________