Caldwell Halls Trust Terms & Conditions

Terms

For the purposes of this agreement and the conditions of booking, the term “Hirer” shall mean an individual hirer or, where the hirer is an organisation it will apply to that organisation.

The terms customer, client, consumer, buyer and purchaser will, in most cases, also refer to the hirer.

The term “premises” shall refer to those parts of the Caldwell Halls stated on the booking form.

The terms “booking(s)” and “Let(s)” means the contract between the Hirer and Caldwell Halls Trust.

The term “period” means the time between the start and finish of the reserved under these conditions.

The term “purpose” refers to the description of use provided by the Hirer.

Introduction

These terms and conditions set out the requirements that must be met by customers booking The Caldwell Halls. The terms and conditions apply to the customer, the organisation represented by the customer and any individual attending, participating in or leading activities.

The Caldwell Halls reserves the right to add or amend the Terms and Conditions for the hire of a let.

False Information

Customers found to have provided false information to the Letting Team in the context of applying for a let may be refused further bookings.

Application for a Let

All lets must be applied for via the online booking system on The Caldwell Halls website.

In exceptional circumstances, an application form may be available from The Caldwell Halls or assistance available from The Caldwell Halls team

Annual Letting Process

The letting year runs from the 1st of August until the 30^th of June the next year. Annually around May and June, the Caldwell Halls Trust will contact all current let holders inviting them to apply for their recurring lets for the following year. The process will have a closing date and any applications received after the closing date will be considered as late and may result in the rental slot being made available to others.

Prioritisation of Letting Applications

Continuation of previous year’s lets where there are no conflicting requests.

Allocation of new lets where there are no conflicting requests.

Where conflicting requests have been received, the Letting Team will contact customers with the intention of reaching agreement. If amicable agreement cannot be reached, the letting team will allocate the let to the group that has historically used the facility and is from the area covered by the Caldwell Halls Constitution.

“To provide a local community hall, meeting rooms and other associated facilities for Social Educational or other public purposes in connection with the village of Torrance and district without any distinction of sex, sexuality, political, religious or other opinions. To promote equality and diversity within the halls whilst being used for social educational or other public purposes in connection with the village of Torrance and district. The advancement of citizenship and community development within the village through activities within the Hall.”

Once all the annual let submissions have been allocated, the online booking system will show all the available free slots for booking by members of the public.

Charging Framework

Bookable spaces are charged by the hour. The actual hourly charge applied to a booking will depend on, the space required, the nature of the organisation using the space, and the activity being undertaken.

There are three charging categories, based on the nature of the group and the activity taking place:

Category 1 applies to activities undertaken by commercial companies operating solely for their own profit, or to an activity undertaken by an individual for personal profit where the Council considers that there is no associated benefit for the community.

Cat 1 examples include:

• Commercial Classes and Coaching.
• Commercial Tabletop Sales/Traders.
• Dances/Concerts/Drama events where profit is not going to a recognised charity.

Category 2 applies to organisations or individuals that may be operating for self-gain but whose activities are considered to be of benefit to the community. This category will also be applied to non-profit making events and activities that are not considered to provide community benefit, for example private functions such as weddings or parties.

Cat 2 examples include:

• Coaching for self-gain (martial arts, dance classes, art classes).
• Charitable fund raising events such as concerts or jumble sales where profits go to recognised charity.
• Child care for self-gain or profit making such as nursery or after school provision.
• Family functions (weddings and parties).

Category 3 applies to not-for-profit voluntary and community groups and organisations carrying out non-profit activities.

Cat 3 examples include:

• Self-organised community activities such as elderly forums, reading groups, music groups.
• Charitable activities other than fund raising.
• Community or not-for-profit childcare, Guides, Scouts, Cadets or other constituted groups.
• Community events such as gala days or festivals.
• Religious worship.
• Community Councils.
• MP’s surgeries.

The Letting Team may periodically review the status and/or activities of an organisation in respect of which category should be applied.

Bookings

Bookings will only be accepted from persons aged 18 years or over. Bookings are provisional pending confirmation by The Caldwell Halls. Customers must check confirmation details for accuracy. By accepting the confirmation, the customer agrees to pay the charges associated with the booking. The Caldwell Halls reserves the right to impose any special charges, vary conditions, alter booking times if necessary, or increase charges at their discretion. The Caldwell Halls will endeavour to give customers at least seven days’ notice of cancellation however, in unforeseen circumstances, this may not be possible.

Bookings granted are to the person making the application and are not transferable. It is not permitted to book on behalf of a third party or to sublet premises.

Customers must advise what purpose the premises will be used for at the time of booking. If the premises or any part of them, are used for purposes other than that specified, The Caldwell Halls reserves the right to cancel the booking at any time without liability for any costs or losses incurred by any party as a result of the cancellation.

Child Protection and Vulnerable Adults

The Caldwell Halls is committed to Child & Adult Protection and requires all letting customers whose activities involve people in these defined groups, to have a protection policy in place. The Caldwell Halls will require all organisations to confirm they have the relevant policy in place prior to any let being granted.

The Caldwell Halls recognises that many customers will be affiliated to recognised national organisations that have their own protection policies in place. In that case The Caldwell Halls will accept a statement from the customer confirming that they comply with their governing body’s protection policy.

Minimum charge

A minimum charge of 1 hour shall apply. This means that a customer applying for a half hour booking shall be charged for 1 hour.

Additional charges

Customers are responsible for clearing all tables and rubbish at the end of functions. The hall should be left in a clean and tidy condition, ready for the next let to use

Billing and Invoicing

Invoices are issued when the booking is accepted and are payable online immediately on receipt.

Cheques and cash are not normally accepted.

Failure to make payment timeously may result in suspension of bookings until the account is cleared. This also includes serial lets that may already have been confirmed.

Failure to pay may lead to legal action.

Cancellations

The Caldwell Halls requires seven days’ notice of cancellations by email, otherwise payment will not be refunded.

Cancellations must be made using the new booking procedure & Cancellation form which can be found on the Bookings page of The Caldwell Halls website: https://caldwellhalls.co.uk/cancellations

Cancellations cannot be made by telephone or Facebook. This applies to all bookings. The Caldwell Halls reserves the right to cancel bookings to comply with any future Scottish or UK Government legislation or guidelines.

Weather

Where amber and red weather warnings have been issued by the Met Office for the East Dunbartonshire area, customers can opt to cancel their lets without charge.

All such cancellations must be made in writing by email or letter, as cancellations cannot be accepted by phone.

Where a red warning has been issued, The Caldwell Halls will take a view whether the lets will be cancelled on an individual basis.

There will be no charge to the customer if The Caldwell Halls makes the decision to cancel a booking.

Loss Of Property/Injury

The Caldwell Halls shall not be responsible for any damage to, or loss of property or valuables brought into or left in any part of the premises by the customer or by any person attending any meetings or functions therein.

Neither will The Caldwell Halls be liable for any injury or harm, however caused, to any person connected with the customer or by any person attending any meetings or functions therein.

Public Liability Insurance

The customer is advised to take out appropriate insurance to cover loss or damage of property belonging to themselves, The Caldwell Halls or members of the public and to cover death or injury to persons during the period of hire.

Electrical Wiring and Appliances

Under no circumstances should customers or unauthorised persons interfere with electrical wiring and appliances.

It is a requirement that customers ensure their electrical equipment is in good working order.

Catering

Customers will be responsible for caterers using the kitchen and will ensure all premises used are left in a clean and tidy condition.

The customer shall be responsible for the clearing of surface litter from tables and floors.

Decorations

Extra fittings and decorations provided by the customer shall be subject to the approval of The Caldwell Halls before being fitted or attached and shall be removed immediately after the close of the function.

Any loss or damage caused in fitting, attaching or removing shall be made good by the customer or be made good by The Caldwell Halls and the costs charged to the customer.

No nails, staples etc. shall be inserted in the wood or walls or in any part of the premises.

The only candles permitted for use are battery operated tea lights. Birthday cake candles are permitted.

Capacity

At the point of booking, customers must advise numbers attending events, as the maximum capacity of the venue must not be exceeded for health and safety reasons.

Bouncy Castles / Inflatables

Are permitted after discussion with The Caldwell Halls but they must not obstruct the fire exits.

Teenage Parties

Teenage parties are only permitted in exceptional circumstances.

The parties must be supervised and customers must employ the services of professional stewards.

Proof of the hire of stewards must be provided before the let can be confirmed.

A minimum of two stewards will be required.

The customer will be asked at the point of booking, who will be taking responsibility for supervising the party.

Music Amplification

Noise levels of music must be controlled to ensure the sound does not penetrate houses in the vicinity.

This may include ensuring fire exits and windows remain closed during events.

The amplification must be reduced on receiving complaints from The Caldwell Halls or the Police.

Performing Rights Society (PRS)

The Caldwell Halls has a responsibility to provide an “Annual Musical Performance Return” to the Performing Rights Society from customers for the following type of events e.g. classical music concerts, pantomimes, variety shows, musicals, rock concerts, public discos etc.

The customer must comply with all the Performing Rights Society regulations and supply any relevant information pertaining to this as requested by The Caldwell Halls

The customer will obtain any necessary licences from the Phonographic Performances Ltd in respect of use of sound recordings and indemnify against any breach of copyright during the booking.

Entry Times

No access will be granted prior to the start of your booking, therefore when booking, allowances must be made for any set-up time needed for social events/functions, and the premises must be vacated promptly at the end of the booking.

Individuals are not permitted to access any other areas or spaces of the premises other than those booked.

Animals are only permitted in The Caldwell Halls with the express permission of The Caldwell Halls. Where lets involve animals, customers will be required to allocate time before the end of their let to clean the floor, to ensure the premises are clean for the next let.

Alcohol may only be sold on the premises where:

• East Dunbartonshire Licensing Board has granted an occasional licence. Please note an application for an occasional licence must be made at least 28 days in advance of the event by telephoning 0300 1234510, details are available on the EDC Council’s website: https://www.eastdunbarton.gov.uk/business/licensing-permits/occasional-licence
• The customer has hired a licensed bar to sell alcohol.
• Bring Your Own Bottle (BYOB) events are permitted. In such cases, the customer is responsible for ensuring alcohol is not consumed by anyone under the age of 18.
• All licensed bars and buffets must close half an hour before the end of the function.

Noise

In circumstances where the customer anticipates that the activities of the let will be noisy, the customer should raise this with The Caldwell Halls at the time of booking. This will enable steps to be taken to minimise any disruption or inconvenience to others.

Penalty for over-running

In the event that a customer does not vacate their let by the specified time, the customer shall be charged for the extra time at the appropriate rate.

Fire Health & Safety

Those attending lets must comply with the instructions of the person in charge of the premises in respect of security and health and safety matters such as access and egress; following the emergency action plan; cooperating with fire drills or vacating the premises at the end of a let.

It is the responsibility of the hirer placing the booking to carry out the risk assessment of the activity or event, and all health and safety measures and protocols implemented must be understood by those in attendance.

Public health measures must be adhered to at all times, where these are required.

Fire Evacuation

Upon visiting The Caldwell Halls building for the first time, it is the responsibility of the customer to familiarise themselves with the fire safety procedures for the premises.

It is the hirer’s responsibility to maintain a record of attendance for the purposes of evacuation and to be aware of the evacuation safety notices displayed within the building.

During the let, the hirer is responsible for ensuring that all designated fire exits remain unobstructed at all times.

The hirer must ensure the group is aware of the escape routes from the building.

First Aid

Customers and group leaders must have their own first aid equipment and supplies.

The hirer is responsible for administering first aid to those attending their activity, event, or let by qualified staff.

Behaviour Towards Others

Individuals must not cause offence and are required at all times to be considerate and respectful towards other people.

Any person whose conduct is unacceptable, may be asked to leave the premises and may be refused access to future lets. The use of foul and abusive language will not be tolerated.

Damage to The Caldwell Halls Property

To prevent damage to wooden flooring within the venues, the use of roller skates, scooters, bikes or any similar wheeled equipment deemed as potentially damaging to the floor, is not permitted without the use of protective floor coverings.

These types of activities will be permitted if the appropriate protective flooring is provided by the hirer and agreed by The Caldwell Halls at the time of booking.

Customers will be responsible for any damage to the property and/or equipment during their let.

Any damage incurred will result in additional costs being charged to the hirer.

Change of Contact Details

Any change to customer contact details must be submitted to The Caldwell Halls by email to: admin@caldwellhalls.co.uk

Monitoring

Spot checks may be carried out during the year to ensure that the Terms and Conditions are being complied with.