Hopeman Hall Hire Agreement ~ Conditions of Let  April 2025

Booking

1  The Application for Let form must be completed stating the purpose for which the Let is required and the period of the Let.

2  Bookings are made on a ‘first come first served’ basis, and may be taken up to a maximum of one year in advance.  

In the event of circumstances arising which would deprive the Hall Committee of the Hall, or any other part of the building, the Committee may cancel all prior Lets without notice and without incurring any liability as a result. 

i.e. Hall is required for Polling station for UK Parliament, Scottish Parliament, Local elections.

3  A request for a funeral tea in the hall takes precedence over other bookings and could result in cancellation of other bookings without notice and without incurring any liability as a result.

4  In the event of a hirer wishes to cancel a booking they are required to notify the Hall Keeper or the Hall Convenor no later than 14 days before the Let. Failure to do so may result in a cancellation fee equal to the relevant hire charge.

5    Hopeman Hall Committee will not, under any circumstances, be responsible for any injury to third parties organising, attending or participating in events, or damage, loss of goods or property brought to, or left on, the premises.

6  If in the opinion of the Hall Committee the proceedings are considered unsuitable they may at their sole discretion cancel/terminate the Let, without notice or incurring any penalty.

7  All meetings or functions shall be held during the hours specified in a contract between the Hall Committee and the Hirer engaging the Hall, and shall in any case terminate by 1.00am Monday to Sunday and the Hall shall be cleared not later than one hour thereafter. Hirers wishing to begin setting up their event before the session they have booked will be required to pay for the earlier session. Similarly, if tidying and clearing an event goes into the next session, that session will need to be paid for.

8  The Hall Committee reserves the right to refuse any application without giving any reason or charge hire fees and additional deposit payment in advance of a booking taking place.

 

Legal Requirements

9  Where a booking is regarded as coming under MARTINS LAW guidance will be given to the hirer on requirements to comply with Martins Law.

10  Where a booking is regarded as coming under Public Entertainment Licence PEL guidance will be given to the hirer on requirements to comply with PEL.

 

Liability & Undertaking by the Hirer

11  Hirers of the Hall shall be held liable for any damage to the building, or property or furniture or furnishings therein, or in any other part of the building during, or arising out of, their occupancy of the building.  

12  The hirer undertakes to be present, or arrange for sufficient adult representatives to be present, throughout the hiring to ensure compliance with the conditions of let and relevant licenses.

 

Responsibility of the Hirer

13  The hirer shall ensure the premises are secure and be  held responsible for the supervision of equipment, fabric and contents within the building.

Ensure that the whole hall is left clean and tidy with rubbish removed to appropriate bins outside of hall.

14  All extra furnishings or packing material, including catering equipment, packing cases, straw, shavings, paper, etc. shall be removed immediately after the conclusion of the event.

15  Where, as the result of a let, extra cleaning is required, a supplementary charge (minimum £50) to cover such extra cleaning will be payable by the Hirers.

Ensure that all equipment, chairs and tables have been returned to their original position, all hall areas are checked and clear of people, all lights switched off and hall left secure with key returned.

16  No additional fittings/decorations shall be used within the building without the consent of the Hall Committee. All such fittings and decorations shall be removed as soon as possible after the proceedings have finished, else an additional charge may be levied.

17  No nails or screws shall be fixed into the floors or walls in any part of the building.

18  Stage and hall lighting and other equipment shall be controlled only by an experienced person approved by the Hall Committee.

19  The Hirers shall be required to take all precautions for the protection of the floor surface of the Hall, or any other part of the building, and shall be liable for any expense incurred in making good any damage arising. The Hirers are prohibited from putting any polish or other substances on the floors.

20  Hirers are required to provide a sufficient number of persons to ensure safety and preserve public order, both within and without the premises to the satisfaction of the Hall Committee. They shall also provide sufficient door-keepers, ticket collectors, etc. to ensure proper admission and exit of the patrons.

21  Hirers using the Hall for children’s entertainments shall be bound to take all necessary precautions for the safety of the children, particularly those required by Statute.

Child protection policies and risk assessments are the responsibility of the hirer.

22  If the event allows alcohol sold or bought into the hall good order is maintained and hirer is responsible for stopping people binge drinking or drinking to excess.  Hirer is also responsible for not allowing drugs or person who appears under the influence of drugs into the hall.

 

Insurance

23  Commercial Hirers and individuals using companies to provide services i.e Bouncy castle / Discos etc must ensure that those providing services have Public Liability Insurance (£1,500,000 minimum indemnity)

Any electrical equipment bought into the hall must also have a current PAT test

24  Please note that commercial Hirers using music are not covered by the Hall’s license; and bouncy castles are not covered by the Hall’s insurance policy.  Hirer is responsible for checking anyone hired has required licences and insurance. 

 

Fire Regulations

25  All hirers shall: ensure “Emergency Exits” are not obstructed in anyway.

All approaches, staircases and passages within the building must be kept free from any obstruction, and all doors leading to the passages kept unlocked from the opening until the close of the proceedings.

 

26  Hirers, will make themselves aware of the Evacuation meeting place prior to hire, which is outside the entrance to church of Scotland (to the right from main entrance)

After evacuation re-entry should only be made with permission of hall keeper, Hall convenor or fire brigade.

 

Organisation

27  The Hirer shall obey all instructions of the Hall Committee or the Police related to overcrowding, good order or otherwise.

28  The Hall Committee members are empowered to request the promoters of any entertainment or other proceedings to have the doors closed against further admission whenever it is considered expedient to do so for safety and good order or for any other reason. In the event of the promoters failing to comply with the request, the Hall Committee may have the doors closed.

29  The number of persons to be admitted to functions in the Hall is regulated by the Hopeman Hall Committee and it will be the responsibility of the Hirer to ensure that these numbers are not exceeded. The maximum occupancy capacities are:

 

Main HALL	Dancing: 168	Seated at Tables: 133	Close Seated: 199
Back HALL	Dancing: 42	Seated at Tables: 42	Close Seated: 50

 

Alcohol, food and smoking

30  No alcohol shall be sold in any part of the premises without the prior approval of the Hall Committee and the appropriate licence being in place.

31  Where a special permission for the sale of excisable liquor has been granted in respect of a function taking place in the Hall, to comply with the Food Hygiene Legislation, the bar must be sited close by the kitchen premises where washing facilities are available.

32  Hirers using the kitchen appliances shall leave them in clean good order and to the satisfaction of the Hall Committee. In the interests of food hygiene, Hirers should provide their own dishcloths and towels.

33  Any requirement to comply with the Food Safety Legislation and associated regulations as a result of the nature of the hire shall be met by Hirers. They will be responsible for ensuring that where required food handlers will have the necessary training for the nature of the food service being undertaken.

34  Smoking is not permitted in any part of the building or on the steps and slopes leading into building 

 

This agreement

35  The proper officer of the Hopeman Hall Committee from whom approval must be sought under these conditions is the Hall Convenor or their representative.

36  Should any dispute regarding a Let occur, the same shall be settled by the Hopeman Hall Committee whose decision shall be final and binding upon the Hall and the Hirer.

37  The signature of the person/s applying for the Hall hire will bind them or those whom they represent to observe the forgoing Conditions of Let.

 

ACCEPTANCE

38  These Terms and Conditions will have been made available to the Hirer at the time of making the booking. By proceeding with your booking, the Hirer is deemed to have accepted these terms and conditions.

This agreement will be governed by and interpreted according to the law of Scotland & UK. All disputes arising under the Agreement will be subject to the exclusive jurisdiction of the Scottish and UK courts.