Room Hire Booking Form

1. The Hirer, not being a person under 18 years of age, hereby accepts responsibility for ensuring that all conditions, in this document are met.
2. A purchase order number, if required for invoicing purposes, must be provided in advance of the booking.
3. Hire classified as a full day when over four hours.
4. Upon receipt of completed form you will be issued with confirmation of your booking.
5. If cancellation occurs within five working days of the booking, then 50% of the full charge will be payable.
6. If cancellation occurs within 48 hours of booking, then the full charge will be payable.
7. At least two weeks’ notice is required for cancellation of evening bookings.
8. Normal operational hours are 8:00 – 16:00, Monday to Friday.
9. All cancellations must be made in writing to Office, Weymouth Town Council, The New Town Hall, Commercial Road, Weymouth DT4 8NG or email office@weymouthtowncouncil.gov.uk. Please mark email in the subject line, BOOKING CANCELLATION. You will then be contacted to confirm the cancellation, until then cancellation is not confirmed.
10. Invoices are to be paid within 14 days of receipt.  All prices are subject to VAT.
11. Only refreshments booked in advance will be provided on the day.
12. Hirer is responsible for the room and all equipment for the duration of the booking.
13. The Hirer is responsible for the activities of all room users during the booking.
14. In the event of an emergency, the Hirer is responsible for the safe exit of all room   users via the nearest fire exit. 
15. Weymouth Town Council holds no responsibility for the loss of any property during the period of the booking.
16. The Hirer is responsible for the registration of all room users during the period of the booking in accordance with the Health and Safety Regulations.
17. No pins, nails or permanent fixers are to be used on the walls or woodwork; Blu-tack or equivalent, is acceptable.  All decorations, posters etc. used must be removed cleanly at the end of the day.
18. The Hirer shall ensure that nothing is done in the premises in contravention of the law relating to gaming, betting and lotteries.
19. Weymouth Town Council does not provide parking.  As part of Weymouth Town Council’s travel plan, it is encouraged that visitors use public transport, although there are several public car parks near the building.
20. Weymouth Town Council is unable to provide any administrative support i.e. photocopying.
21. Weymouth Town Council have declared a climate emergency and therefore request that all items being used are as environmentally friendly as possible.
22. I acknowledge that I’ve reviewed the health and safety information packet for The New Town Hall on Commercial Road. I’ve incorporated its guidelines into my personalised Risk Assessment and Method Statement (RAMS) for this room reservation. I agree to submit my RAMS to the Council prior to the commencement of my booking.
23. Important note: All Hirers are responsible for ensuring compliance with the Health and Safety at Work Act 1974 and any regulations made there under and all other statutory provisions including any relevant health and hygiene regulations. Weymouth Town Council accepts no liability for loss, damage or injury to any person or property however caused because of your activities.
24. Public safety compliance – the Hirer and attendees shall comply with the council’s Health and Safety Policy.
25. The Hirer acknowledges that they have understood the following:

• The action to be taken in event of fire.

• Escape routes and the need to keep them clear.

• Not to cause obstruction to any of the fire doors.

26. Electrical appliance safety – the Hirer shall ensure that any electrical appliances brought by them to the premises, and used onsite shall be certified as safe and in good working order.
27. Accidents and dangerous occurrences – the Hirer must report all accidents involving injury as soon as possible and complete the relevant section in the town council’s accident book.
28. Explosives and flammable substances – the Hirer shall ensure that: (a) Highly flammable substances are not brought into, or used in any part of the premises and that (b) No decorations are to be put up near light fittings or heaters.
29. Smoking – all attendees shall comply with the prohibition of smoking and vaping within and on the council premises in public places provisions of the Health Act 2006 and regulations.  Any person who breaches this provision shall be asked to leave the premises.
30. Animals – the Hirer shall ensure that no animals (including birds) except guide dogs are brought into the premises, other than what is agreed by the council.  No animals whatsoever are to enter the kitchen at any time.
31. Compliance with the Children Act 1989 – the Hirer shall ensure that any activities for children under eight years of age comply with the provisions of The Children Act of 1989, Safeguarding children, young people, and adults at risk.  You must ensure that any activities for children, young people and adults at risk are only provided by fit and proper persons in accordance with the Children Act 1989 and 2004, the Safeguarding Vulnerable Groups Act 2006 and any subsequent legislation. When requested, you must provide us with a copy of your Safeguarding Policy and evidence that you have carried out relevant checks through the Disclosure and Barring Service (DBS). All reasonable steps must be taken to prevent harm, and to respond appropriately when harm does occur. Relevant concerns must be reported.