Terms and Conditions

Hereinafter The Music Room, Eynsham shall be referred to as ‘TMR’ and the Hirer named on the Booking form as ‘the Hirer’

 

  1. Rights Granted. In consideration of your complying with your obligations under this Agreement, TMR hereby grants to the right to ender upon and use the Site and the Space during the Hire Period for the purposes only of the Event. The hired room foyer, toilet and cloakroom are the only areas to be used by the hirer and accept all other rooms will be either locked or classed as out of bounds unless a request is made.
  1. Booking. All applications for the hire of the building must be sent to the Booking Secretary. The person named on the booking form shall be considered the Hirer. Where an organisation is named, the person signing hereby confirms that they do so with full authority of the organisation.  The Hirer must be over 18 years of age.
  1. Deposit.Any deposit required must be paid at the time of application and no engagement will be booked until this has been received. The booking deposit is refundable subject to satisfactory inspection of the building by TMR Management. The deposit will be £50.
  1. Safety.The Hirer should be aware of the Fire Safety Floor Plan of TMR which is on display.  Hirers are responsible for health and safety issues and providing information about safety procedures, Fire Exits etc. Please observe safety notices regarding the stacking of chairs and tables.  Any accident must be recorded in the Hall Accident Book to be found in the top drawer of the right hand cupboard in the cloakroom.
  1. Hire Charges. The hiring charges shall be those shown on the booking form and determined by THR. The hire charges to be paid should reach the Booking Secretary at least 7 days before the engagement.
  1. Cancellation.In the event of cancellation less than 7 days before the engagement, an administration charge of £15 will be deducted from the deposit monies.
  1. Right of refusal. TMR may refuse any application for the hire of the building without stating a reason.. No organisation shall be deemed to have an undisputed right to an unbreakable series of bookings
  1. Alcohol. Alcoholic drinks may be served free but NO sale of alcoholic drinks may be undertaken unless the permission is sought from TMR and an occasional Licence for the building shall be in force. No events may be advertised stating the availability of alcoholic drinks for sale without the prior permission of TMR.
  1. Public Entertainments, Music & Dancing. TMR does not have a  Music and Dancing Licence. The Hirer is responsible for obtaining the requisite Public Entertainments, Music & Dancing Licence. Any such licence must be exhibited to TMR. All music must cease at 11.45 pm, and the Hall must be vacated by midnight unless otherwise agreed with the Booking Manager.
  1. Other Licences, Theatre & Performing Rights Society TMRs Licence does not cover performances of Theatrical, Ballet, Opera or Choral Works etc. The Hirer is responsible for obtaining the requisite Performing Rights Society Licence and any other licence that may be required for their intended purpose. Any such licence must be exhibited to TMR.
  1. Occupation and use.The hire of the building is for the specific agreed times shown on the booking form and does not entitle the Hirer to use or enter the premises at any other time. The building shall only be used for lawful activities. TMR does not represent that the building is suitable for any particular purpose and the Hirer must satisfy themselves in this respect.
  1. Groups. All groups working with young people should have their own insurance and staff checks e.g. CRB checks. TMR takes no responsibility for this and recommends if unsure you seek appropriate advice.
  1. Sub-let. The Hirer shall not sublet the building or any part thereof.
  1. All advertising of events should conform to the conditions of hire.  Advertising includes posters, newspaper inserts, magazine inserts, tickets, radio and television announcements, social media, internet websites, and all other forms of media. Advertising which contravenes the conditions of hire may result in the forfeit of deposit.
  1. Breakages and Damage. The Hirer is responsible for all damage to the building, equipment, furniture and property in the building & grounds occurring during the period of the hiring or while persons are entering or leaving the building pursuant to the hire, however and by whomsoever caused. The Hirer will be responsible for replacement ‘as new’ of any equipment, furniture or property and for the full cost of making good any damage to the building, fixtures and fittings.
  1. Culpability.Except for wilful negligence on the part of TMR, TMR shall not be responsible for any loss of, or damage to, the Hirers or any third parties property arising out of the hiring, nor for any loss, damage, or injury which may be incurred by, or be done to or happen to, any person or persons using the building during the hiring, arising from any cause whatsoever or for any loss due to any breakdown of machinery, failure or supply of electricity, leakage of water, fire, government restriction or act of God which may cause the building to be temporarily closed or the hiring to be interrupted or cancelled. The Hirer shall indemnify TMR against any claim which may arise out of the hiring or which may be made by any person using the building during the hiring in respect of any loss damage or injury.
  1. Entry. The right of entry to the building is reserved to TMR and any other agent of TMR and any police officer at any time during the hiring. TMR will be opened by the Booking Manager unless otherwise agreed with the hirer.
  1. Conduct and Good Order.The Hirer shall ensure that good order is kept in the building during the hiring. The Hirer will also ensure that those attending the engagement maintain good order during arrival and departure from the building. At all times the Hirer will take reasonable care to ensure that the occupants of neighbouring properties are not inconvenienced by noise, obstruction by vehicles and the like.
  1. Cessation of activity. TMR reserves the right to put a stop to any entertainment or meeting not properly or reasonably conducted.
  1. Condition on vacation. On vacation of the building, the Hirer shall leave the building in a clean and orderly state and all empty bottles, cans, paper, food debris and any other waste matter must be cleared from the building and suitably disposed of in the receptacles provided. The hall and cloakrooms must be left in as clean a condition as found. The deposit monies will be refunded after a satisfactory inspection of the building by a member of the Management Committee.
  1. No additions to the building. No fixtures/fitments of any kind shall be driven into any part of the Building nor shall any placard or other articles be fixed hereto.
  1. Animals. The Hirer shall ensure that no animals except guide dogs are brought into the premises.
  1. Property of the Hirer and the Hirer’s agent must be removed from the building within 15 minutes after the expiration of the hiring or fees will be charged for each hour or part thereof until the same is removed. TMR accepts no responsibility for any property left on the premises after the hiring. In the case of bazaars, jumble sales and any other occasion when property is brought into the premises for sale, all property remaining unsold at the termination of the hiring will be considered the property of the Hirer for the purpose of the condition.
  1. Signage. The Hirer shall remove any sign, flag, emblem or other decoration displayed by the Hirer outside or inside the building if in the opinion of TMR it shall be unseemly or expose the building to an undue risk of fire or in the opinion of TMR or its agent is likely to lead to disturbance or a breach of the peace.
  1. Fire Exits. No exits may be blocked, chairs or other obstructions must not be placed in corridors or fire appliances removed or tampered with, and fire doors must not be propped open.
  1. Fire Risks. The hirer should make themselves familiar with the fire procedures for TMR. The use of fireworks, pyrotechnics, smoke/haze machines is forbidden anywhere in or around TMR. The use of candles must be agreed in writing on the booking form prior to the hire.
  1. Lighting. No additional lights or extension from the existing electric light fittings shall be used without the previous consent of TMR.
  1. Stage shows. Any show involving the use of scenery or the like is subject to the inspection and approval 14 days prior to the engagement by the local Authority and, if appropriate, Fire Brigade. Evidence of such approval must be provided to TMR.
  1. Capacities. The maximum number of persons allowed in the building at any one time is 60.
  1. Smoking. Smoking is NOT permitted in any part of the building at any time.
  1. Keys Collection of TMR keys must be arranged in advance of the booking. Keys will be provided in a lock box by the entrance to TMR. The hirer will be given the code for this box. Keys must be returned to the lock box immediately after the event. Both doors (the inner and outer door of TMR) must be locked if TMR is be left empty at any point during the hire period and at the end of the hire period.
  1. Hire Period.The hire period is the time that the hirer commences and finishes using the hall.  It includes the time taken for setting up and clearing up.