General
We ask that use of the premises is restricted to the rooms, areas and facilities specified as some areas may be used by others at other times and cleaning may be required.
The Hirer is responsible for ensuring that the property is used with care and respect and not damaged. Emergency exit signs are clearly displayed. Exits and means of escape must be kept clear at all times.
The Hirer is responsible for the behaviour of all persons attending the event and ensuring that entry is refused to unsuitable persons. No alcohol may be brought on to the premises without prior consent. No posters, displays or decorations to be displayed or attached to any part of the premises without prior consent.
A printed A0 sized sign (approx. 85cm x 119cm) can be displayed outside of the premises during the agreed hiring times to assist those attending, find the event. For any larger signage or the display of banners on the fence prior to the event, please discuss further with the Trust.
Commencement of hire
The building will be available for the approved hiring purposes, from the agreed hiring start time to the agreed hiring end time. As other individuals and groups may be hiring immediately before or after another hirer, the hire times must include sufficient times to setup and clean up.
If the building is closed, every effort will be made by the Trustees and friends of the trust, to open the building a few minutes prior to the agreed start time, but this cannot be guaranteed.
On completion of Hire
The Hirer must ensure the areas of use are left in a clean and tidy condition with floors swept and furniture stacked away. The kitchen must be left clean with clear surfaces.
All rubbish, surplus food and milk bottles must be removed from the premises.
Used toilets must be flushed prior to leaving.
The Hirer or volunteer closing the premises must ensure all persons have left the premises before leaving, checking all areas and toilets. Please also ensure that lights and heating units (where appropriate) are not left on, windows are closed and any external doors are securely locked if leaving the premises.
In the very unlikely event that the areas are not left clean or there is excessive waste to be removed after hiring and additional professional cleaning or waste management services are required, the hirer may be liable for £60 cleaning and waste management charge. We are charged for waste disposal and this directly impacts income for the charity.
Heating
In the winter months the heating will be required in the buildings to ensure the pipes aren’t damaged and ensure that visitors are comfortable. We make every effort to schedule the heating being turned on, when the buildings are used and balance the costs of gas heating. If you have any questions or concerns over the temperature of the buildings during use, please let the trustees know and we’ll make every effort to accommodate.
The heating controls are not to be changed or overridden without authorisation from the Trustees as this can increase the building maintenance costs considerably and may lead to increased hiring fees.
Insurance
Occasional Hirers (those who use the premises on no more than two occasions per year) are insured for public liability under the Trust insurance for certain low-risk activities.
They acknowledge that the Trust has no liability to the Hirer in excess of that covered by the Trust insurers, that any employee of the Hirer is not covered by Trust insurance and the Trust Insurers have sole conduct and control of claims.
Any Hirer who uses the premises on more than two occasions per year must provide evidence of valid public liability insurance for the letting period.
Accidents
If an accident occurs an Accident Report must be completed in the report book. Please email info@bowersallertontrust.co.uk with details of the accident. The accident report book and first aid kits are located in the kitchen to the left of the door.
Parking and consideration for Neighbours
Please park vehicles with consideration for neighbours and keep noise to a minimum when leaving.
Notice Period
The notice period is designed to be fair to minimise inconvenience to Trustees, ensure heating is not scheduled to be on for the hiring times and ensure there is sufficient time available for someone else to hire the hall if available.
Where a request to terminate the hire agreement is within the notice period stated below, any payments made for remaining time will be refunded at the discretion of the Trust.
If the hiring period is greater than 4 weeks, please allow for 2 weeks notice.
If the hiring period is 1-4 weeks, please allow for 1 weeks notice.
If the hiring period is less than 7 days, please allow for 48 hours notice.
Hirers may be asked to move a letting due to unforeseen circumstances, but every effort will be made to accommodate missed sessions. Refunds for remaining time, may be applicable where the missed sessions cannot be accommodated due to circumstances out of the control of the Trust.
No refunds are available for non-use of the buildings, however the hiring period may be extended, if available, to accommodate missed days at no extra charge.
Health and Safety
The Hirer is responsible for compliance with all current legislation. Only electrical equipment provided by Bowers Allerton Hall or that bears a label indicating it has been PAT tested should be used by the Hirer if used overnight or left unattended.
Electrical equipment used by the hirer should be maintained in good condition and not left unattended without authorisation from the Trustees.
No naked flames or pyrotechnics or fireworks are to be used in the buildings. Use of naked flames or pyrotechnics or fireworks are only able to be used outside of the building if discussed with the Trustees, has appropriate supervision and granted explicit permission.
A First Aid Kit is located in the kitchen, but the Trust must be made aware of any use of this kit so that we ensure it is adequately stocked and kept compliant and in-date.
Fire Safety
Fire Exits are clearly marked and have battery maintained lights in the event of a power-cut.
When the building is in use by a hirer, the side door, front main hall door and cafe door must be unlocked, so to be available for use in the event of a fire. For the safety of those inside, the main hall door may be locked from the inside by one bolt, but the key must be kept in the lock.
Fire extinguishers are present at various locations around the building, including the stage area, front of the Main Hall, the Café Room, accessible toilets and the Chapel.
Fire blankets are available in the kitchen for small fires where smothering or cutting off oxygen may be required.
Deep Fat Fryers are not allowed to be used anywhere in the building. If required for an event, their use must be discussed with the Trust prior to use and these must only be used outside the building, on the right-hand side, next to the accessible toilets. They must be positioned be no less than 4m away from the building and trees. Do not use water in event of an oil fire.
Music
The Bowers Allerton Trust holds a Phonographic Performance Licence (PPL) allowing recorded and live music to be played on the premises of Bowers Allerton Hall.
Alcohol Consumption
Alcohol is not to be sold on the premises without a Temporary Event License (TEN). This license must be reviewed by a Trustee or sent via email prior to the event for verification. As per the conditions of the TEN, the summary page must be displayed prominently in the location the alcohol is being sold.
The Trust can provide a Temporary Event License for an event where the Trust are selling alcohol, at a nominal additional fee of £30. A notice period of at least 30 days is required for a Trust sponsored TEN. The council will require a minimum of 10 days notice.
If alcohol is sold on premises, it must be consumed on-premises and cannot be taken offsite.
Any sale of alcohol on premises must comply with local licensing laws and although the minimum legal age to buy alcohol is 18, all customers who appear to be under the age of 25 (Challenge 25) must be asked for official identification.
Outside Areas
Use of the gardens is somewhat restricted to certain areas and we do ask that all visitors are respectful of the Garden of Remembrance.
Wheelchair Access
Wheelchair and pushchair access is available through the middle (café) doors and if required, the keys are located on a hook near the outside door. Please ensure that the doors are not left open unnecessarily, particularly during the colder months to ensure the comfort of the café, kitchen and main hall.
For fire safety however the doors must remain unlocked during times of use.
Invoicing and Payments
Once the Lettings Agreement request has been reviewed by Trustees, you will be sent an invoice with appropriate bank details or a link to pay via card. Payment is required prior to the hiring dates to reserve the dates and times you require. We can now take card payments if this makes it easier, but cannot accept payment by cheque.
Complaints
Any complaints regarding the building condition, hiring, room temperature, cleanliness of the building or other hirers, should be directed at info@bowersallertontrust.org.uk and we'll make every effort to work with you to resolve.
