EVERTON SPORTS AND COMMUNITY PAVILION
Registered charity number: 294875
Frys Lane, Everton, Lymington, Hampshire, SO41 0JY
Please note the above address should not be used for enquiries or bookings correspondence
Room availability enquiries should be emailed to email@example.com with Pavilion Hire as the subject.
Booking confirmation and payment enquiries should be emailed to firstname.lastname@example.org
SMALL ROOM BOOKING FORM
BY SIGNING THE BOOKING FORM, ALL HIRERS AGREE TO THE TERMS AND CONDITIONS SET OUT IN THE ATTACHED CONDITIONS OF HIRE AND INFORMATION FOR HIRERS, A COPY OF WHICH MUST BE RETAINED BY THE HIRER. HIRERS MUST BE AGED 18 YEARS OR OVER.
Address including postcode:
Home telephone number: Mobile telephone number:
Email address for acknowledgement:
Name of organisation (if applicable):
Purpose of hiring:
I make application to hire Everton Pavilion small room as detailed below:
Booking for Single Let [ ] Recurring Let Daily [ ] Weekly [ ] Monthly [ ] please tick appropriate box
PLEASE NOTE: Your booked time must include any time required for your preparation and clearing up. Evening bookings must end, and the premises be vacated, by 11pm.
Hire date_______ Start time________ Finish time________ Number of bookings [ ]
Hire charges are £5.00 per hour for single let bookings.
For regular bookings (daily, weekly or monthly) the hire charge is £4.00 per hour.
For regular bookings (daily, weekly or monthly) lasting four or more hours per session individual rates may be agreed with the Hirer at the discretion of the Pavilion Chairperson.
Minimum hire time is one hour. For bookings over one hour, hire times can be increased in 15-minute increments.
NO BOOKING WILL BE ACCEPTED OR PERMITTED TO GO AHEAD WITHOUT THE FULL FEE BEING PAID IN ADVANCE.
Single Let Bookings: Payment can be made by cash, cheque or bank transfer. See below for details.
Regular Bookings: Regular hirers must pay monthly or termly in advance. Monthly payments must be made via bank transfer on or before the 1st of each month unless otherwise agreed with the Pavilion Treasurer. Termly payments must be made via bank transfer a minimum of two weeks prior to the start of the term.
Hirers may cancel bookings and receive a refund of charges paid by giving at least two weeks’ notice. Cancellations made with less than two weeks’ notice are liable to a payment of the whole hiring charge.
TO PAY BY CASH OR CHEQUE:
Cheques should be made payable to Everton Sports & Community Pavilion.
Your payment should be delivered by post or hand to: Everton Pavilion Treasurer, 46 Wainsford Road, Everton, LYMINGTON, HANTS SO41 0JR. A completed booking form should be delivered to the same address or emailed to email@example.com
TO PAY BY BANK TRANSFER:
Payment should be made to: Everton Sports & Community Pavilion
HSBC sort code: 40-30-36
Account number: 11161571
A completed booking form should be emailed to firstname.lastname@example.org or delivered by post or hand to: Everton Pavilion Treasurer, 46 Wainsford Road, Everton, LYMINGTON, HANTS SO41 0JR.
Commercial organisations/groups with fees should attach a copy of their current public liability insurance to the booking form and be prepared to provide a copy of a valid risk assessment upon request.
An acknowledgement of single let bookings will be sent to the Hirer by email. Until received the booking is not confirmed.
A key will be given to Single Let Hirers at the booking start time by a Management Committee Member, who will meet the Hirer at the Pavilion. At the end of the hire time, the key must be returned to the Management Committee Member’s home address. Loss of, or failure to return the key will incur a lock replacement fee as outlined in the Hire Terms and Conditions.
In the case of recurring bookings, at the discretion of the Management Committee, a key may be provided to the Hirer on a longer-term basis. The Committee retains the right to request the return of the key at any point.
I have read the terms and conditions of hire and agree to be bound by them and I will personally be responsible for ensuring the facility is left in a clean and tidy condition. I confirm that anyone present during the hire time who is under 18 years of age will be supervised.
Office held if signed on behalf of an organisation_______________________
CONDITIONS OF SMALL ROOM HIRE AND INFORMATION FOR HIRERS
Everton Sports and Community Pavilion, Frys Lane, Everton, Lymington, Hampshire, SO41 0JY
Registered charity number: 294875
(Please note the above address should not be used for enquiries or bookings correspondence)
BY SIGNING THE BOOKING FORM, ALL HIRERS AGREE TO THE TERMS AND CONDITIONS SET OUT BELOW
PLEASE BE AWARE THAT THE ENTIRE BUILDING IS A NON-SMOKING AREA AND THAT THIS INCLUDES NO VAPING. SMOKE MACHINES OR SIMILAR DEVICES ARE ALSO FORBIDDEN
GENERAL BOOKING TERMS & CONDITIONS
The Small Room measures approx. 3m long by 2.5m wide and may be booked for recurring or single lettings. Small Room hire is for a minimum of one hour. Bookings over one hour in length are charged in increments of 15 minutes (ie. a booking can be for 1 hour, 1.25 hours, 1.5 hours, 1.75 hours, 2 hours etc). See below for charges.
The specified rates cover use of the Small Room and the lavatories. Hours booked must include any time required to set-up at the beginning of the Hire and to clean and clear the Small Room at the end of the Hire. The maximum capacity of the Small Room is 14 standing, 7 seated in rows or 4 seated at a table.
There is also a Hall (approx. 8.5m x 6.3m) and kitchen available for hire at the opposite end of the Pavilion to the Small Room, which is accessed through a separate entrance. Use of the Hall and kitchen is not included as part of the Small Room hire and must be booked in addition to the Small Room if required. A separate form is available for hire of the Hall.
Hire of the Pavilion is available between 08.00am and 11.00pm (23.00hrs) Monday to Saturday (excluding Bank Holidays) and between 11.00am and 11.00pm (23.00hrs) Sundays and Bank Holidays. The booking period, including clearing-up, must end no later than 11.00pm (23.00hrs).
Hirers must be aged 18 years or over. If the event is to involve persons under the age of 18 years, the Hirer must give assurances that children under 18 will be supervised by signing the relevant section on the Booking Form. Regular Bookings with Fees/Commercial Hirers must provide a copy of their Public Liability Insurance Certificate to validate their booking.
The Hirer will, during the period of hire, be responsible for the supervision of the premises and its contents ensuring protection from damage or change. Any damage to walls, ceiling etc may incur a charge.
The Hirer is also responsible for the behaviour of all persons using the premises including proper supervision of car parking arrangements to avoid obstruction of the highway.
No charge is made for cleaning, provided that all facilities are left clean, tidy and in good repair, including the lavatories, and all rubbish is removed from inside and outside the premises. Any charges incurred due to damage or breakages, poor cleaning, failure to replace furniture to the stored positions, etc will be passed on to the Hirer and is in addition to the basic Hire charge.
No responsibility whatsoever can be taken for ‘personal’ items left on the premises or any damage caused by them to the premises or any misuse of them by others. Any personal items left on the premises at the end of the hire will be placed in a Lost Property box in the kitchen. If not claimed within two weeks, the items will be disposed of. The Management Committee accepts no responsibility for personal loss or injury to anyone whilst they are on the Pavilion premises or in the car park.
No apparatus or equipment of any description can be left on the premises without the prior consent of the Management Committee.
Heating is provided by a gas-fired radiator. The room temperature during the period of Hire can be adjusted using the thermostatic control on the radiator. At the end of the Hire period, please readjust the thermostatic control to the temperature it was set to when you arrived.
The key: In the case of single lettings, the key will be made available at the start of the hiring time, unless extra time is agreed by prior arrangement at the time of booking. The key must be returned by the Hirer to a member of the Management Committee at the end of the hiring time. In the case of recurring bookings, at the discretion of the Management Committee, a key may be provided to the Hirer on a longer-term basis. The Management Committee retains the right to request the return of the key at any point.
The premises must not be accessed outside the agreed hire period(s) and must be vacated promptly at end of hire.
The Management Committee reserves the right to enter the Pavilion at any time during an event if it has reason to believe there may be a problem, and to impose further conditions on the spot or curtail the event as it considers necessary for the welfare of guests or to prevent nuisance to neighbours or the wider community or to safeguard the building or to prevent impropriety of use.
It is the responsibility of the person signing the booking form to ensure that all users are conversant with these conditions of hire. A copy of the terms & conditions is to be kept by the Hirer.
Single Let Hirers must pay the hire charge at the time of booking. Payment should be made by bank transfer or sent to Everton Pavilion Treasurer with the completed Booking Form. Public Liability is the responsibility of the hirer.
Regular Hirers must pay monthly or termly in advance. The Hirer is responsible for obtaining 3rd Party Liability Insurance and a copy of their Certificate must be provided to the Management Committee at the time of their first Hire and each subsequent year.
Any breakages or damage must be reported as soon as possible. The Management Committee reserve the right to render additional charges to the Hirer to cover any special cleaning that may be needed following a period of hire and to recover the cost of any damage to the building or its fixtures and fittings.
The Hirer must provide bags for their rubbish and remove same at end of hire. The Management Committee reserve the right to charge for the removal and disposal of any rubbish or waste left by the Hirer inside or outside the facility.
The door key must be returned at the end of the hire period or a lock replacement fee will be payable at a minimum cost of £165.00 (fee applied will be based on applicable costs at the time).
Hirers may cancel bookings by giving at least 2 weeks’ notice.
Cancellations made with less than 2 weeks’ notice are liable to payment of the whole hiring charge.
The Management Committee reserve the right to cancel any booking by giving notice in writing and returning the hiring charge, should the purpose of hiring the premises be in any way improper or unauthorised, or in a case of force majeure. The Management Committee shall not be liable to pay the Hirer any money/loss incurred by the cancellation.
MUSIC & ENTERTAINMENT
The Pavilion does not hold a licence for Public Entertainment. Hirers are responsible for obtaining any licence that may be required for the playing of music etc.
The Pavilion is not available for discos (except for children under 12 years of age).
Music must cease by 10.30pm (22.30hrs) and all music must be kept to a suitable level to avoid disturbance to neighbours.
For Commercial Hirers/Regular Bookings with Fees, Hirers should ensure that they have proper insurance for any equipment used in the Pavilion, to include damage caused by them to the premises and its users.
Responsibility for the use and safety of electrical equipment brought on to the premises by the Hirer rests entirely with the Hirer. Any such electrical equipment must have passed the necessary P.A.T. tests and certificates must be produced upon request.
Responsibility for the use and safety of any other equipment specified at the time of booking (for example, but not exclusively, an indoor bouncy castle) brought on to the premises by the Hirer rests entirely with the Hirer.
Public Liability insurance cover must exist for such electrical and other equipment. Copies of certificates of insurance must be produced upon request. Without adequate insurance cover such equipment must not be used. Hirers may be asked to remove such equipment from the premises.
Children shall be restricted from viewing age-restricted films classified according to the recommendations of the British Board of Film Classification. Performances involving danger to the public or of a sexually explicit nature shall not be given.
The maximum capacity of the Hall is as follows:
The maximum capacity of the Small Room is as follows:
No licence is held by the Management Committee for the sale of alcohol in the Pavilion. Hirers may make application for licence from the local authority (provided prior approval to apply for a licence has first been obtained from the Management Committee) or use a mobile licensed bar. Proof of licence should be provided to the Management Committee before any sales take place. Alcohol consumption by persons under age must not be permitted.
It is an offence to sell/serve alcohol to persons under 18 years of age. Young persons (16 to 17-year-olds) may consume wine, beer or cider at a table meal when accompanied by an adult at the meal.
If for any reason alcohol is being sold without a licence or there are signs of alcohol-related behaviour, any member of the Management Committee can close the event immediately.
No licence is needed for free alcohol.
HEALTH & SAFETY
It is the responsibility of the individual Hirers to ensure that they are aware of the Health & Safety at Work Act 1974 and to take reasonable precautions to ensure that their activities are carried out in a responsible way and that the facility is in a safe and fit condition for the activity they are undertaking.
A copy of Everton Pavilion’s Health & Safety Policy is available upon request. A copy is also kept in the kitchen.
A first aid kit is available in the kitchen and in the event of an accident an Accident Report form must be completed by the organiser of the event/group and given to the Chairperson.
The entire building is a non-smoking area and this includes no vaping. Smoke machines or similar devices are also forbidden. It is the responsibility of the Hirer to ensure the no-smoking rule is adhered to by all persons at the event.
Animals are not permitted on the premises, with the exception of assistance dogs.
Under the Food Safety Act 1990, it is the responsibility of persons providing food for any event held in the Pavilion to ensure that they are aware of and abide by the legal requirements. The Management Committee is not responsible for any food brought into any part of the Pavilion.
The oven is left switched off at the wall socket between bookings. Hirers who require use of the oven should switch it on at the wall socket at the start of the booking and switch it back off at the end of the hire period.
PROTECTION OF CHILDREN & VULNERABLE ADULTS
It is the responsibility of the Hirer (under the Children Act 2004) to ensure the safety of all children at all times at any event. There is also a responsibility to safeguard vulnerable adults. The Hirer shall ensure that any activities at the premises for children or vulnerable adults comply with current legislation in that regard and that only fit and proper persons have access to children or vulnerable adults. Everton Pavilion Management Committee has a Safeguarding Policy. This document is available upon request. A copy is also kept in the kitchen. The designated Child Protection Officer for the Pavilion is the Chairperson.
Hirers are responsible for the observance of the law regarding child protection, in particular that adults having continuing and close contact with children or vulnerable adults should have undergone a DBS (Disclosure & Barring Service) check. A declaration form for such user groups should be signed and returned with the booking form.
Any incidents should be reported to the Child Protection Officer (see external notice board for contact details).
Hirers of the Small Room need to be aware that there may also be Hirers of the Hall using the premises during the same time period. Hirers should therefore ensure that adequate supervision of children is in place at all times.
Hirers must make themselves familiar with the location of the emergency exits and of the importance of fire doors. Hirers will be responsible for informing all those using the Hall or Small Room of the position of the emergency exits. Hirers must also familiarise themselves with the instructions of what to do in case of fire. Instructions are displayed on the wall in the Small Room and in the Hall.
Hirers are held responsible for adequate supervision of the premises by their own party during the time of hire and must ensure that fire exits and access to them are kept clear at all times.
Fireworks, party poppers and candles are not allowed, either for internal or external use, with the exception of birthday cake candles.
ACCESS FOR ALL
There is access into the building for wheelchair users through the main Hall emergency exit and a designated toilet in the block outside the main entrance. Assistance dogs are welcome in the Pavilion.
All drivers are requested to drive in a safe and responsible manner when entering or leaving the car park.
Parking is at the vehicle owner’s risk.
Vehicles must be parked responsibly and so as not to impede emergency service vehicles or other drivers’ access, including access to the recreation ground for council and emergency vehicles.
Please keep noise to a minimum, particularly when leaving the car park at night, to prevent disturbance to neighbours and the wider community.
CHECKLIST FOR HIRERS OF EVERTON PAVILION
In order that the Pavilion can be kept in good condition for all, would Hirers please do the following at the end of each hire:
Thank you for your cooperation.
I have read the terms and conditions of hire and agree to be bound by them.