TERMS AND CONDITIONS OF HIRE

1. Availability and Booking Times

Sunday to Thursday: 9:00 am to 8:00 pm

Friday and Saturday: 9:00 am to 11:00 pm

• Set-up: You may add an additional hour before your booking to set up. This will be charged at the applicable hourly rate.

• Clean-up: You must finish your activity by the times listed above. However, you are permitted up to one hour after these times (included in the hire fee) to clean and vacate the premises. The hall must be ready to be locked by our representative no later than 9:00 pm (Sunday–Thursday) or 12:00 am (Friday–Saturday).

2. Capacity of the Hall

The capacity of the hall is 120 seated or 140 standing. It is your responsibility to ensure that the number of people attending your event does not exceed these limits. The TRA reserves the right to cancel your booking immediately if these limits are exceeded.

3. Priorities for Hire

The facility is provided for the benefit of residents of the Notre Dame Estate. When hiring out the hall, we give priority to activities which directly benefit residents of the community.

4. Deposit

The deposit is in addition to, not part of, the hire charge. The deposit will normally be refunded to the hirer within five working days after the hire. However, some or all of the deposit may be retained by the TRA in the following cases:

• If you cancel the hire giving less than 7 days’ notice.

• If you are in breach of any of these Terms and Conditions.

• If your hire causes damage to the premises or requires additional cleaning.

• If the hall is not left as shown in the provided photographs.

• If the hall representative is unable to lock the hall at the agreed time due to your failure to vacate.

• If you have knowingly misrepresented a relevant fact (e.g., to secure a lower hire rate). In this case, the TRA may retain the deposit and cancel the hire.

5. Cancellation of Bookings

Cancellation by You

If you wish to cancel your hire, you must inform the TRA in writing or via email.

• More than 7 days’ notice: You will be refunded the full amount paid (hire charge + deposit).

• Fewer than 7 days’ notice: The TRA will repay the hire charge but retain the deposit.

Cancellation by the TRA

If the TRA must cancel a hire for any reason, we will give you as much notice as possible and normally repay both the deposit and the hire charge. However:

• If the cancellation is due to a breach of this Agreement, the TRA may keep the deposit and any hire charges already paid.

• If the cancellation is because you have misrepresented a relevant fact, the TRA may keep any money paid.

• If an event is advertised on social media and there is a prospect of uninvited guests attending, the TRA reserves the right to cancel the event to avoid potential conflict/overcrowding.

6. Refusing Bookings

The facility will not be hired to any person or group, or for any purpose, which in the TRA’s opinion is likely to bring discredit to the facility. The TRA may refuse or cancel a booking without notice or compensation if the hirer is in breach of any part of this Hall Hire Agreement.

7. Your Responsibilities as Hirer

As the hirer, you are responsible for ensuring that:

• Capacity: The numbers attending your activity do not exceed the permitted limits (see Section 2).

• Purpose: The premises are only used for the purpose for which they are hired.

• Insurance & Licenses: Any necessary approvals or licenses (e.g., alcohol, music) are obtained prior to the booking. Regular users must obtain their own insurance. One-off users should obtain ‘single event’ public liability insurance. You agree to indemnify the Association against all losses resulting from failure to comply.

• Behavior: The behavior of persons using the premises is respectful. It must not be sexist, racist, homophobic, or likely to cause offence. It must not disturb the peace.

• Parking: No vehicles are to be parked illegally in the vicinity of the community hall (specifically avoiding pavements and double yellow lines).

• Damage: No damage is caused to the premises, fixtures, or fittings.

• Cleanliness: The premises are left clean and tidy at the end of the hire.

• Safety: Children are adequately supervised, and you are familiar with fire and evacuation procedures. You must comply with all health and safety conditions.

• Smoking/Animals: No smoking is permitted in the building. No animals (other than guide dogs) are permitted.

• Noise: Your activity must not disturb local residents. The hall is unsuitable for late parties or events with loud music. Guests leaving the premises must do so quietly to avoid nuisance to neighbors.

• Decorations: No confetti (including confetti balloons) is to be used in the hall.

• Waste: You must provide your own cleaning products (e.g., black bags, toilet tissue). Mops and brooms are provided. Refuse MUST be disposed of in the large bins across the road. If the bins are full, you must take the refuse away with you.

8. Cleaning and Condition of Hall

It is your responsibility to return the hall to the state in which you found it. If the hall is left unreasonably dirty, untidy, or if furniture is not stored correctly, we will retain part or all of your deposit.

Please refer to the “Visual Standard” photos in Appendix A (below) for exactly how the hall must be left.

End of Event Checklist:

• Furniture:

  • Stack chairs 6 high (no higher).

  • Return tables to the storage areas.

  • See Photo 1 and Photo 2 below for correct stacking.

• Kitchen:

  • Clean and wash all dishes in the sink.

  • Wipe down all kitchen surfaces and tables.

  • Clean the microwave, cooker, fridge, and freezer (inside and out). Ensure no food is left behind.

• Floors & Surfaces:

  • Sweep and mop all floors, ensuring liquid spills are removed.

  • Ensure chairs are clean and free of sticky spills.

• General:

  • Ensure toilets are clean, tidy, and bins are emptied.

  • Secure fire exits from the inside.

  • Turn off all lights (inside and out) and central heating.

  • Dispose of all rubbish in the external bins or take it with you.

Note: If the hall is not clean at the start of your event, you must report this immediately.

9. Responsibilities of the TRA

Opening and Closing

The hall will be unlocked and locked by a representative of the TRA at the booked times. Hirers will not be given a key.

Equipment Provided

The hall is hired with the use of approximately 120 chairs and 14 rectangular tables.

• Not Provided: Cutlery, plates, pots, cleaning liquids, bin bags, or cloths.

The TRA reserves the right to add further conditions relevant to your activity. These will be notified to you in a confirmation letter or email.