With effect from 01/03/14
1. Bookings are made on a sessional basis. A session consists of a morning, afternoon or evening and lasts for four hours.
2. Application to hire the facility must be made on the approved form. The booking is not confirmed until a signed copy of the
booking form has been received.
3. For a single event where the cost is less than £100.00 the hirer will be required to pay for the booking in full at the time of
booking. For a single event booking with a cost of £100.00 or over, or block bookings, a non-refundable deposit of 50% will
be required at the time of booking, the balance to be paid on invoice. Regular hirers will be invoiced at the end of the
calendar month.
4. Cancellations must be made in writing, a minimum of two weeks before the event. Bookings cancelled without sufficient
notice will be charged at the full hire cost of the room.
5. Bakewell Town & Community Trust [the Trust] has full discretion on the acceptance of any booking and reserves the right to
cancel a booking at any time.
6. In the event of any part of the Town Hall being rendered unfit for the use for which it was hired, the Trust shall not be liable
to the hirer for any resulting loss or damage whatsoever.
7. The hirer must be an adult (18 years and over) and must be on the premises for the duration of the event or must nominate a
person to be responsible for the event (‘Event Person in charge’).
8. It is the hirer’s responsibility to ensure that the Terms & Conditions of hire are observed. Where a booking is initially for a
single event, subsequent events booked by the hirer will be subject to the same Terms & Conditions as the initial booking.
9. The hirer shall take out adequate insurance for the duration of the hire period and may be required to produce the policy and
current receipt.
10. The cost of any damage to the premises, its furniture or equipment as a result of the hire will be the responsibility of the
hirer. A refundable cash deposit of £100.00 may be required at the time of booking.
11. Nothing is to be fixed by any means to the walls, floors, windows, doors, furniture, curtains or any other fixtures or fittings.
12. Only one A-board and one banner may be displayed outside the building. Posters must not be affixed to the windows of the
Registrar’s office (on the left of the front doors) nor to external walls or gates at any time. A banner must be displayed only
over the front doors and may only be affixed to the existing brackets and eyelets.
13. Nothing is to be removed from the walls, floors, windows, doors, furniture, curtains or any other fixtures or fittings
14. No furniture or equipment (electrical or otherwise) is to be brought onto the premises without prior approval. Electrical
equipment brought onto the premises must be covered by a current Portable Appliance Test certificate.
15. The hirer indemnifies the Bakewell Town & Community Trust in respect of accident, loss, damage, cost or charges claims
arising from non-observance of or non-compliance with these conditions during the use of the premises.
16. Fire Regulations must be observed, please refer to the Fire Emergency Plan provided for the event. Hirers must be aware of
the needs of and be responsible for the safety of persons assisting with or attending the event.
17. The hirer shall ensure that they have an evacuation plan for non-ambulant persons in the event of a malfunction of the
passenger lift or a fire alarm evacuation of the building (in the event of which the passenger lift must not be used).
18. The hirer shall ensure that persons assisting with or attending the event act with consideration towards other users of the
premises, especially with regard to use of the hallways and stairs. Hirers should be aware that the tables and floor space in
the ground floor entrance hall must not be used as additional space in connection with their booking of the Court Room or
Assembly Room. The entrance hall must be kept clear at all times.
19. Young people under 16 must be supervised by a responsible adult, the ratio of responsible adults to young people to be
agreed before the event takes place. A responsible adult is defined as a person who is over 18 years of age and who is either
a) the younger person’s parent, step-parent, guardian, grandparent or b) a person who is acting in place of a parent and who
could reasonably be expected to exercise responsible supervision of the younger person.
20. A Hearing Loop system is available in the Assembly Room and the Court Room if required. Please advise at the time of
booking if you wish to use this system. Please note that a PA system (not provided) is required to operate in conjunction with
the hearing loop.
21. Bakewell Town Hall holds both a PRS (Performing Rights Society) licence and PPL licence (Phonographic Performance Licence).
These licence the performance of both live and recorded music on the premises.
22. Bakewell Town Hall holds a Premises Licence. Intoxicating drinks cannot be brought onto the premises unless permission has
been obtained. If drinks are to be sold or provided, these must be consumed within the premises and not taken outside. If
necessary we reserve the right to engage qualified door supervisors, the cost of which would be payable by the hirer.
23. The hirer must complete an application form to sell or provide drinks under the Trust’s Premises Licence. The hirer must
meet with the Designated Premises Supervisor (DPS), on site, prior to the event, for approval to sell or provide alcohol.
24. Smoking is not allowed anywhere in the Town Hall.
25. Dogs (with the exception of Guide/Assist Dogs) are not allowed anywhere in the Town Hall.
26. The premises must be vacated promptly at the end of the hire session and left in a clean and tidy condition. A condition of
the Premises Licence requires that users must leave the building quietly with regard for local residents.