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Conditions of Hire of Council Premises

1. The term “hire” in these conditions is the person(s) entering into the hire agreement.

2. An application for hire of property and facilities (the “hired property”) belonging to Tameside MBC shall be made on the booking form to be obtained from, and returned to the Manager of the hired premises.

3. All hire charges must be paid by the “hirer” to the Council within fourteen days prior to the commencement of the hire period, if the application for hire is made later than one calendar month prior to the commencement of the period of hire, the charges should be paid at the time the application for hire is made. Payment shall be made in accordance with the Council’s scale of charges in force at the time the hired property is used by the “hirer”. Failure to make payment by the due date may result in the hire agreements being cancelled.

4. The Council reserves the right to refuse any application for the use of hired property or, to cancel any letting at any time, should it require to use the hired property in an emergency. In this eventuality the Council will not be liable to pay compensation to any person in respect of the cancellation, but will use their best endeavours to find alternative accommodation.

5. If the Council is of the opinion that a function is likely to prove of an objectionable or undesirable character or that it is not being properly conducted, it shall have full power to cancel or terminate the function and should not be liable to pay any compensation.

6. The Council reserves the right of entry to any person or persons at all times. Any ticket takers employed by the “hirer” shall be instructed accordingly.

7. The “hirer” shall not, without the previous consent from the Council in writing, use the hired property for any purpose other than that stated in the application for hire.

8. The “hirer” should not sub-let the hired property without the written consent of the Council.

9. The hiring of the property does not entitle the “hirer” to use or enter the property at any time other than the specific hours for which the property is hired unless the prior consent of the Council is obtained in writing.

10. Cancellation of a reservation by the customer shall be notified to the council in writing. Where the customer cancels a reservation Tameside MBC may, in addition to any other rights or claims it may have, charge a cancellation fee on the following basis:

Cancellation more than 6 weeks prior to the date of the event, a fee of 25% of the room hire to cover administration charges is chargeable.

Cancellation between 4 weeks and 6 weeks prior to the date of the event, a fee of 50% of the room hire and the catering price is chargeable.

Cancellation less than 4 weeks prior to the date of the event, a fee of 100% of the agreed price for the room hire and catering charges is chargeable.

Where a reservation is cancelled by the customer and Tameside MBC is able to rehire all or any of the facilities described in the reservation form Tameside Council may reduce the cancellation fee payable by the customer.

Where a reservation is cancelled by the customer Tameside MBC is entitled to retain the deposit and any other sums paid by the customer to be deducted from any sum due to Tameside MBC. Where any balance remains due to the customer following the deduction of any cancellation fee such sum shall be payable to the customer within 30 days of the date of cancellation.

Insurance - We recommend that you take out insurance to cover your special day to protect you against any eventuality.

11. The “hirer” must observe the conditions contained in the entertainment License and any extension License so far as they relate to the hiring.

12. For those premises that do not have a permanent bar and if the “hirer” intends to supply alcohol refreshment at the hired property an Excise License must be obtained and may be required for inspection by an officer of the Council. All bars must close at least thirty minutes before the stipulated finishing time for the function, and a price list must be displayed prominently in each bar. The name and address of any person who will be applying for a license to sell alcohol at a function must be supplied at the time the application form is returned to the Council. If an Excise License has been granted and an extension of the normal public house licensing hours has also been granted no sale of tickets on the door for or during the function can be allowed.

13. (a) No dramatic work shall be performed, sung or played at the hired property without the license of the owner of the copyright, all such licenses may be required to be produced by an officer of the Council. The “hirer” shall indemnify the Council against any infringement of copyright which may occur during the hire period provided that the production of any such licenses shall not warrant or imply by or on behalf of the Council that (1) the hired property is suitable for the intended use or (2) that any conditions contained within the license will be observed and performed by the Council.

(b) If copyright musical work is performed, sung or played at the hired property, the “hirer” must obtain from the Manager of the property at the time of the hire period the Performing Right Society Form or the Phonographic Society form or both if applicable, and return the completed form or forms to the Manager, immediately after the hiring.

14. The “hirer” shall be liable for any loss or damage caused to the hired property, as a result of its hire, or to the Council’s fixtures, fittings, furniture, equipment or anything else belonging to the Council, and to fully indemnify the Council for any such loss or damage.

15. The hired property shall be in the care and custody of the “hirer” during the period of hire, the Council cannot, under any circumstances, accept responsibility for any loss of or damage to any property arising out of the hiring nor for any loss, damage, or injury which may be incurred by or be done or happen to any person or persons resorting to the hired property during the hiring arising from the act neglect or default of the “hirer”. The “hirer” shall indemnify the Council against all costs, claims, proceedings and demands whatsoever and howsoever arising from the act, neglect or default. The “hirer” is advised to consider taking out third party insurance cover for the period of hire. The Council may insist on the “hirer” taking out such insurance cover.

16. The hired property shall not be used in such manner to cause any increase risk of fire or invalidate any policy of insurance.

17. All doors giving exit from the hire property should be kept unfastened and unobstructed and immediately available for exit during the whole of the period of hire. Close seating at the hire property shall be arranged in such a fashion as to comply with the Fire and Safety Regulations and no subsequent alteration of furniture by the “hirer” will be permitted.

18. The maximum seating and dancing capacity of the hired property allowed is subject to the Entertainment License. This number is shown on the application form and the “hirer” should not exceed this limit.

19. Where car parking facilities are provided, the “hirer” must strictly comply with any requirement of the Council or the police. Motor vehicles must not be parked in such a way that access to and from the hired property is restricted.

20. The “hirer” shall not levy a charge for admission to the hired property without the prior consent in writing of the Council.

21. When the hired property is used for holding a Coffee Day, the service provided by the “hirer” shall be restricted to tea, coffee, soft drinks, biscuits and cakes.

22. The Council reserves the right to impose of any of these or further conditions or modifies these conditions as may be considered necessary or desirable.

23. The Council’s decision in any of the matters referred to above shall be final.

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