THE MILTON ROOMS CONDITIONS
OF HIRE
1. THIS AGREEMENT
Is between THE HIRER and THE MILTON ROOMS MANAGEMENT
COMMITTEE (MRMC), detailing ALL requirements.
Facilities cannot be provided or made available unless specifically
indicated on the booking form/invoice.
2. FIRE AND SAFETY
The Hall is fitted with an electronic fire detection and
alarm system. Public safety is of
paramount importance and your assistance as the Hirer responsible for the event
would be appreciated in this respect.
PLEASE ENSURE YOU ARE FAMILIAR WITH THE INFORMATION CONTAINED ON THE
FLOOR PLAN ATTACHED. It is the Hirers responsibility to familiarise themselves
with the position of alarm points, extinguishers, and emergency doors. In the case of fire, the alarm must be
activated and the Fire Brigade called immediately.
Should the alarm sound the Hall
is to be evacuated immediately and guests must leave the Hall by the
nearest exit walking calmly and slowly.
It is vital that any disabled or elderly people are assisted so that
exits do not become blocked or obstructed.
Emergency exits are clearly marked and are situated as follows: -
Exit 1: Main triple door entrance
Exit 3: East side – from the
Fitzwilliam Room
Exit 4: South – stage end of main
hall
The assembly point on evacuation
is: -
No person should be allowed to
re-enter the premises without the permission of the Fire Brigade and the MRMC
should be informed immediately using the emergency number provided.
3. BOOKING
Dates will only be reserved once
the MRMC has received a completed
Invoice/Booking Form and deposit cheque.
The Hirer must pay the full booking fee at least three weeks prior to
the booking date, either by cheque or by cash. The MRMC reserves the right to refuse entry to anyone who has
failed to pay before his or her booking date.
Whilst booking dates will be reserved on receipt of a completed
Invoice/Booking Form and deposit cheque, failure to pay the full booking fee by
the due date will invalidate your reservation.
4. CANCELLATIONS
The Hirer shall have the right by notice, in writing to the
MRMC to terminate the agreement at any time.
Upon such termination the Hirer shall be liable to the MRMC if it is
unable to conclude a replacement booking upon the agreed date of hiring. The question of payment or re-payment of the
deposit/hiring fee shall be at the discretion of the Committee.
The MRMC reserve the right to cancel
the hiring: -
(a) In the event of a
breach or an anticipated breach of any condition of the hiring including any
special conditions imposed as part of the hire agreement or;
(b) If at any time prior to
the commencement of the hiring it shall appear to the MRMC that the Hirer has
made a material omission from or mis-statement in the Invoice/Booking Form or;
(c) If any sum payable in
relation to the hiring is not paid by the Hirer by the date upon which it is
due.
(d) In the event of the
premises becoming unusable due to any requirement for repairs or alterations
howsoever caused.
(e) The MRMC reserve the
right to cancel any booking that the North Yorkshire Police, North Yorkshire
County Council, Ryedale District Council or any other statutory body deem
unsuitable for the area for whatever reason.
Upon such cancellation under (a), (b) and (c) the Hirer
shall not be released from any of his obligations under the agreement and such
cancellation shall not affect any right or remedy to which the MRMC shall be
entitled to retain any monies paid by way of deposit and to sue for any balance
outstanding. Upon such cancellation
under (d) and (e) the MRMC shall return
to the Hirer any monies paid by way of deposit but shall not be under any
liability to the Hirer for any loss or damage he may sustain arising out of
such termination.
5. PURPOSE FOR WHICH
THE HIRED ACCOMMODATION MAY BE USED
(1) Civic,
Political and Public Meetings.
(2) Concerts, Operatic, Orchestra and Choral Recitals.
(3) Banquets, Dinners and Receptions.
(4) Balls and Dances.
(5) Lectures.
(6) Exhibitions, Conferences and Product Launches.
(7) Stage Plays and Dramatic Performances.
(8) Fashion Shows.
(9)
Majorette, Dance, Band and other competitions.
(10) Blood donor
sessions, dog shows, board meetings, polling station, auctions, fairs,
charitable and commercial sales.
(11) Any other purposes approved by the MRMC.
Without the previous consent, in
writing from the MRMC, the hired accommodation shall not be used for any other
purpose or in any other manner than that stated in the booking
form/invoice and the
Hirer, shall not, without the previous consent in writing of the MRMC sub-let
or part with possession of the hired accommodation or any part thereof to any
other person or organisation.
The MRMC will enter on the invoice/booking form MAXIMUM numbers permitted to be
accommodated for an individual function.
The hirer shall not permit the number of persons to exceed the figure
stated.
It is the responsibility of
the Hirer to ensure that any legislation or regulations relevant to the purpose
of the hire and use of the premises are complied with.
Merchandise may only
be sold with previous consent of the MRMC. Positioning and size of sales stands
will be agreed at the time of hire.
6. MAINTENANCE OF GOOD ORDER
The Hirer shall ensure that no undesirable person is
permitted to enter, remain or otherwise make use of the hired
accommodation. The MRMC reserves the
right to superintend and to require the Hirer
to remove or cause to be removed any person from the accommodation without
giving any reason for doing so. The
Hirer shall be responsible for the maintenance of good order and ensure the
observance of the Terms and Conditions applicable to the hire of accommodation. If in the opinion of the MRMC the employment
of additional staff over and above the normal quote for a function, or of
Police Officers or Security Guards, is deemed necessary to keep order, prior
to, during or after a function, such persons shall be employed and paid by or charged
to the Hirer. The Hirer will be advised
of such a decision and relevant costs, where possible, prior to the event.
7. CARE OF FURNITURE AND FLOORS
Every care must be taken not to
damage floors, chairs and other furniture and fittings. Goods or materials must not be dragged over
the floor of the hired accommodation or allowed to drop thereon, nor must water
or other liquids be spilled on any part of the floor. Chairs, tables, furniture
and equipment, whether already on the premises or brought onto the premises by
the Hirer, shall not be used or placed otherwise than as may be approved by the
MRMC, and in particular nothing shall be placed in gangways, corridors,
vestibules, entrances or exits. No open
fires, petrol or spirit stoves, machinery or any dangerous or inflammable items
including any form of pyrotechnics shall be brought into or used in any part of
the Hall.
8. STATE OF THE ACCOMMODATION
The Hirer shall leave the hired accommodation in as good
order and in as clean a condition as at the commencement of the hiring, if
default is made the hirer shall pay to the MRMC a reasonable charge for putting
the hired accommodation in order. If,
in the opinion of the MRMC, the use of the hall shall cause an excessive amount
of litter, the Hirer shall pay an extra cost involved in its removal. Unless the Hirer shall show before the
commencement of the period of hire that any property of the MRMC is damaged,
property shall be deemed to have been in the Hall and undamaged at the
commencement of the period of hire.
If any temporary alterations or additions to
the building are planned for an event or performance, including removal of any
fixtures or fittings for example curtains, or for example, the addition of
stage extensions THE MRMC MUST BE GIVEN A COMPREHENSIVE PLAN AT THE TIME OF
THE BOOKING which can be passed to Ryedale District Council for approval
under the terms of the Public Entertainment Licence. Any deviation from
the plan will be sufficient cause for the MRMC to forfeit the booking.
The Hirer shall:
(a) Repay to the MRMC on
demand the cost of reinstating repairing or replacing any part of the hired
accommodation which shall be damaged, destroyed, stolen or removed during the
period of hire prior or subsequent thereto if in relation to or by reason of
the hiring. This cost shall be
certified by the MRMC whose certificate shall be final.
(b) Indemnify the MRMC
against any expense, liability, loss, claim or proceedings in respect of;
(i) The death of or
personal injury to any person attending the Milton Rooms for the function the
subject of the hiring.
(ii) Damage to or loss of
any goods, articles or property of any kind brought into or left at the Milton
Rooms.
The MRMC may at its own discretion and as a condition
precedent to this Agreement require the Hirer to insure himself up to a
reasonable amount against his liability under the Clause, to pay the premium on
such insurance and to produce a policy for inspection.
9. RIGHT OF ENTRY
(a) The MRMC reserve to themselves the right of entry to their
duly authorised officers and servants to all parts of the hired accommodation
at all times and require that instructions must be given by the Hirer for their
admission.
(b) The MRMC reserves the right to refuse admission to, or remove
from, the hired accommodation any person without stating any reason therefore.
10. CATERING
The MRMC
reserve the right to supply catering services at The Milton Rooms. The Hirer will not be permitted to supply
his own food or drink in any way unless by specific
prior arrangement.
11. KITCHEN FACILITIES
Are for
limited low risk food preparation only, as defined by the Ryedale District
Council Environmental Health Office.
Catering equipment is not provided within the booking. Those holding a Basic Food Hygiene Certificate
can hire catering equipment separately and the Certificate must be viewed by
the MRMC at the time of booking.
12. ALCOHOL
Where the
provision of an alcohol licence is included in the hire the Licensee reserves
the right to refuse entry to anyone, or refuse to serve anyone, under the rules
applied under a normal licence to sell alcoholic beverages. The premises are licensed under a full
licence and may be opened, by the Licensee during normal hours as he sees fit
when the venue is in use. The premises
are also licensed under Section 77 on Fridays and Saturdays and hold a Theatres
License. The terms of these licenses
must be adhered to at all times.
Specific provision of the bar must be agreed with the Licensee at least
four weeks before the event. Under the
terms of the licence no alcohol may be brought onto the premises, sold or
consumed, without the Licensee’s prior permission. The Licensee is entitled to bar entry to or have removed from the
premises anyone whose name appears on the Pubwatch list.
13. PROPERTY OF THE HIRER
All
furniture, apparatus or appliances brought or sent to the accommodation by the
Hirer must be unloaded, placed in position and removed by persons employed by
the Hirer during the hire period. The Hirer
shall remove all property belonging to him during the
hire period unless otherwise agreed, failing which, he shall be liable
to be charged at the appropriate hourly rate for every hour or part of an hour
after the time that such property is left in the accommodation, and the Hirer
shall pay the cost of the MRMC in so doing.
The MRMC shall not be liable to the Hirer in respect of any loss or
damage to the Hirer’s property in undertaking such removal and storage. It should be noted that Hirers are
responsible for arranging portage of their own property during the hire period.
14. SAFEGUARDING THE PUBLIC FROM HIRE
All
textile fabrics which may be used in connection with exhibition stands or for
decoration shall be rendered satisfactory non-inflammable. All scenery, cloths, draperies, gauze
cloths, floral decorations, properties, hangings, curtains of all fabrics and
decorations shall be non-inflammable. Plywood and other thin wood shall not be
used in conjunction with scenery except in accordance with such conditions as
may be imposed by the MRMC. No cotton
wool shall on any account be used for decorative purposes or be worn on the
outside of any dress or costume. No
stall or erection or
any other item of any kind shall be so placed as to obstruct any
exit. No gas or oil stove, oil lamps or
candles shall be used at any time. No
compressed gas or inflammable substance shall be brought into or used in the
accommodation except by the special sanction of the MRMC. The MRMC reserves the right to impose such
further or other conditions which, having regard to the particular hiring, it
may consider necessary in the interest of public safety. The Hirer shall employ
on the engagement by the MRMC a Fireman to comply with the licensing
requirements at any public function where scenery and/or naked flames are in
use. In the event of the MRMC’s
insurance company requiring the MRMC to pay an additional premium in respect of
fire insurance because of special fire risks created by or in connection with
the function, the Hirer shall, in addition to the charges otherwise payable by
him pay to the MRMC before the function begins a sum equal to the amount of the
said additional premium. In no case
will any naked flames be permitted in any part of the accommodation without
prior consent of the MRMC. Smoking is
strictly forbidden in all stage and back stage areas, and all other areas where a no
smoking sign is displayed.
No person other than those artistes performing in an event shall
be allowed on the stage or in the backstage area unless by specific arrangement
with the MRMC. Stage and backstage passes may be required to be issued.
15. PORTABLE
ELECTRICAL APPLIANCE (PAT) SAFETY REGULATIONS
To comply
with current regulations (Regulation 4 of the Electricity at Work Regulations
1989) all electrical equipment, including that used in connection with
entertainment activities, brought into the Hall must have been appropriately
tested. We are required by the Ryedale District Council to carry out checks to
ensure that all equipment complies.
Please ensure that you draw this to the attention of all concerned
including your selected entertainer.
16. PRIVATE PARTIES
Private
parties or dinner dances may be held on the basis of advance written invitation only, to be presented at
the door to gain admission.
Discotheques or similar events where monies are taken at the door are
not permitted without the MRMC superintending and must be by specific prior
arrangement. The hirer is responsible for leaving the premises in a clean and
tidy condition and deposits will be withheld if this is not adhered to and/or an invoice will be raised against the hirer for the
costs of making good including any administrative charges relating thereto. It is a condition of the Section 77 license
that security personnel are employed at all events of this nature.
17. CHARITY, COMMUNITY AND OTHER
HIRERS
Charity,
Community and other hirers receiving a discount are to undertake their own
setting up and removal of rubbish and leave the premises in the condition in
which it was found. This is a condition
of receiving a discount.
18. SECURITY
The Hirer
may be required to use security personnel appointed by the MRMC and at the
discretion of the MRMC. The cost will
be the responsibility of the Hirer and a quotation can be obtained on request. The MRMC takes no responsibility for
personal effects at the premises.
19. VACATION
It is the
responsibility of the Hirer to vacate the premises at the agreed time removing
all items brought into the premises.
Penalty charges may be incurred for excess hours.
20. CHILDREN AND YOUNG PERSONS ACT
When
children’s entertainments are held, the Hirer shall arrange for sufficient
adult supervision by persons accustomed to the care and control of children.
21. COMPLAINTS
Any
complaint respecting any of the arrangements connected with the function must
be made in writing to the MRMC and delivered within 7 days of the cause of such
a complaint arising.
22. TEMPORARY RAMP
A temporary ramp is
available to the hirer to enable ingress and egress of equipment and for
disabled access. This ramp is situated in the foyer to the right of the soft
drinks machine. The ramp should be returned to its storage position after use. It
is the responsibility of the hirer to ensure that the ramp is used safely and only
by those authorised persons who require it.
The MRMC accept no responsibility for any liability arising out of
incorrect installation or usage of the ramp during the hiring.
23. PHOTOGRAPHY
No photograph, cinematograph or video film may be taken in
The Milton Rooms without the written consent of the MRMC. Commercial
photographers may be admitted to the hired accommodation for the purpose of
taking photographs if the hirer has obtained the consent of the MRMC, in
writing and upon payment of such fee as may be prescribed by the MRMC.
24. REPRODUCTION
The Hirer must not reproduce either audible or visibly or
permit audible or visible reproduction of any function except with the written
consent of the MRMC.
25. BROADCASTING
The
Hirer must not transmit or broadcast or permit to be transmitted or broadcast
by telegraph, telephone, wireless or any other means any function except with
the previous consent of the MRMC. When it is intended to broadcast or televise
part or the whole of any function organised by any party other than a
broadcasting authority, application for permission must be made by the
broadcasting authority concerned to the MRMC. A fee will be charged in respect
of such broadcasts, the fee to be negotiated direct between the MRMC and the
broadcasting authority concerned. In the case of a function organised primarily
for the purpose of broadcasting or televising it, the booking of the Milton
Rooms must be made by the appropriate broadcasting authority direct.