CONDITIONS

Please read each of these sections. All users of the Hall must be made aware of these conditions prior to using the Hall

Booking and Payment

1. Invoices must be paid within 14 days of their receipt. If invoices are not paid within this period a user may be de-registered. Additional charges may be levied if required. 
2. Cancellation less than twenty-eight days before the booking date will attract a 50% charge; the full hire fee is payable if a cancellation is made less than seven days before the booking date. If another customer books the cancelled slot there will be no charge.
3. Charges may be revised in April each year.
4. The hire of the hall is timed in two hour slots: 0800 – 1000; 1000 – 1200; 1200 – 1400; 1400 – 1600; 1600 – 1800; 1800 – 2000; 2000 – 2200.
5. When booking allow for time to clear away after use.

Safety Issues and Fire Procedures

1. The entrance area and emergency escape routes must be kept unobstructed at all times. Limit display tables/goods to the corner of the entrance lobby.
2. All hirers must confirm that they know the emergency escape routes (click here to see plans). They must explain the fire escape procedures to their staff and ensure that they or a nominated representative is present during their period of hire.
3. When there is a meeting or performance the audience must be made aware of the fire escape routes.
4. Fire procedures.
   1. In the event of a fire, activate a fire alarm. The Town hall has heat and smoke detectors which may also sound the alarm.
   2. If the fire alarm is activated, evacuate the building immediately using the fire exits. The Hirer/Representative shall ensure that all areas of the building including toilets etc have been evacuated and all doors shut.
   3. The Hirer/Representative shall be responsible for calling the Fire Brigade.
   4. Do not re-enter the building until the Fire Brigade say it is safe to do so.
   5. Do not use the lift
   6. Any person who cannot get down by the staircase should be kept in the designated refuge area (see plans) with the doors shut. The Fire and Rescue Service are to be told of this as soon as they arrive.

General Conditions of Use

1. There must be a responsible adult in charge on the premises at all times.
2. The lift is damaged if articles are used to hold the door open. The door may be held open by turning the key on the control panel as explained in a note on the panel. If damage occurs due to misuse a charge will be made.
3. All areas in use must be left clean and tidy. Waste bins are to be emptied and the waste removed to the wheely bins outside. Waste produced by sales/exhibitions/demonstrations must be removed by the exhibitors.
4. Chairs must be stacked after use and tables folded and stacked. Tables or chairs moved from one floor to another must be returned. The padded chairs are only to be kept on the upper floor.
5. All lighting should be switched off by using the red main switch by the front entrance on departure. The key must be returned to the Coop
6. All windows and internal doors are to be left closed on departure and the hall checked to ensure everyone has left the building and the rear door has been closed.
7. Any damage, or non-working of systems or complaints should be reported to Mr Barry Mitchell 01264 810229 or entered in the book in the kitchen or reported to the website phone number. Breakages must be paid for.
8. Tea towels and other consumables should be supplied by users
9. Users of the Hall are responsible for their own insurance.
10. Some areas of the hall may be closed for building work or repairs from time to time. Three months notice of such changes will be given where possible
11. Instructions for operating the central heating are posted on each floor.
12. When the Porter and Barham Rooms are booked by separate users, and both users are undertaking activities open to the general public, the folding doors between the two rooms shall be open unless mutually agreed otherwise
13. Regular users of the Hall may use the storage cupboards in the Barham Room by agreement free of charge subject to availability. However, if the Barham Room is booked for a use to which the general public do not have access, then access to the cupboards is also not available for the duration of that booking. Users of the cupboards will need to monitor other bookings and make arrangements to access the cupboards before or after the private booking
14. All users shall use the Hall appropriately and treat other users with courtesy and respect
15. In the event of failure to adhere to these Conditions of Hire the Management Committee reserves the right to cancel future bookings

Signs and advertisements

1. According to Borough Council regulations any advertisements displayed on the highway require planning permission. This particularly applies to advertisements displayed in other parishes. Test Valley Borough Council may take legal action involving a fine and will remove posters. The fine may be applied both to the fly-poster and to the Town Hall. We will recover the payment from any hirer who has ignored this warning.
2. Posters and flyers must not be draped across the hall front between the pillars. Brackets are provided on the front wall and west wall for this purpose. Signs or posters are not to be put on the glass windows at the front but on the sandwich board provided.
3. Within the hall nothing may be fixed to any of the walls e.g. with Blu-tack, Sellotape, staples or drawing pins. Free standing posters may be placed in the corner by the main door. There are picture rails in the upper hall and picture hooks can be supplied if needed.