Topsham Community Association: Matthews Hall bookings

1.1 Application and payment for hiring

Application for all bookings for Main Hall, Council Chamber or other rooms, whether regular or casual, should be made by personal application to the Hall Administrator on the official form. A deposit will be requested at the discretion of the Hall Administrator at the time each application for hiring is made-except that

a) all bookings requiring bar facilities for the sale of intoxicating liquor must be accompanied by a payment of caution money of £50 in addition to the hiring fee. This payment is returnable in whole or in part, dependent upon the hirer complying with these hiring regulations.
b) Payment for all casual bookings should be made in full, in advance.

Cheques should be made payable to "Topsham Community Association" and crossed "a/c payee".

1.2 Persons and Organisations responsible
The term "hirer" shall be taken to be the person named on the application form as well as the organisation or body hiring.

1.3 Cancellation
Either the Association or the hirer may cancel any booking on giving not less than seven days notice to the other. Neither party shall be entitled to any compensation in such a case, except that the hirer shall forfeit any deposit paid in the event of cancelling the booking for whatever cause, but shall be entitled to a return of any other fees or charges paid. If a hiring is cancelled within seven days of the date booked the Association will retain any deposit and reserves the right to charge the full booking fees.

1.4 Over-staying time booked
Additional charges will be made if occupation of the Hall continues after the time for which the booking was made.

1.5 Sub-letting
No subletting is permitted without the authority of the Association

SAFETY

2.1 Capacity
The capacity of the main Hall is 250 seats arranged in accordance with a plan agreed with the Fire Service, which is available for inspection. For dances the capacity of the main Hall is 150 persons.

2.2 Doors
All doors giving access shall be kept unfastened and unobstructed during hiring. In particular, the door on the emergency stairs from the Council Chamber must be kept unlocked.

2.3 Supervision
Sufficient stewards to comply with the terms of the Association' Public Entertainment Licence (normally two) shall be provided by the Hirer and kept in attendance to supervise the use of the Hall.

2.4 Additional risks
No entertainment shall be held which increases the risk of fire or vitiates the Association's insurance policy. No additional lighting shall be connected without the consent of the Hall Administrator.

2.5 Cinema shows
No cinematograph or similar instrument may be used without the approval of the Fire Officer and the Hall Administrator. Hirers must comply with the provision of the Cinematograph Acts.

CARE OF THE HALL

3.1 Good order
The hirer is responsible for good order in the Hall.

3.2 State on leaving
The hirer shall leave all rooms and equipment in a clean and tidy state. An excess charge to cover cleaning etc. will be levied for non-compliance.

3.3 Damage
Any damage to the Hall or its contents must be notified to the Hall Administrator and must be made good the satisfaction of the Association.

3.4 Acts not allowed
No nails may be driven into the walls, floors or woodwork and no adhesive materials may be used in a manner which may damage the decorative state of the premises. No flags, decorations or notices may be displayed outside the Hall without the permission of the Hall Administrator.

3.5 Kitchen
Hirers using the kitchen must bring their own tea towels. Losses and breakages must be reported to the Caretaker.

LICENSING AND COPYRIGHT

4.1 Premises Licence under Licensing Act 2003
The Assocation has been granted a licence by Exeter City Council authorising the following activities (a summary of the Licence is displayed in the foyer of the Hall):

A. Performance of a play (indoors). B. Exhibition of films (indoors). C: Indoor sporting event. D. Boxing or wrestling entertainment (indoors). E. Performance of live music (indoors). F. Playing of recorded music (indoors). G. Performance of dance (indoors) . H. Entertainment of a similar description to that falling within E, F or G (indoors). I. Provision of facilities for making music (indoors). J. Provision of facilities for dancing (indoors). K. Provision of facilities for entertainment of a similar description to that falling within I or J (indoors). L. Late night refreshment. M. Sale by retail of alcohol for consumption on the premises only. M¹ Sale of alcohol either before, during the interval or after the performance of a play or showing of a film.

Hirers wishing to carry out any of the above must obtain permission from the Hall Administrator and must agree in writing to comply with Conditions relating to them. Additional charges are payable in respect of certain of these activities.

4.2 Copyright
Hirers must be responsible for complying with the Copyright Acts and indemnify the Association against costs levied against it by reason of infringement of the Acts. The Performing Right Society charges the Association for the playing of live and recorded music, and accordingly hirers must pay an additional charge.

4.4 Intoxicating liquor
Intoxicating liquor shall not be sold on the premises without the permission of the Hall Administrator. Hirers are responsible for obtaining any licence required from the City Justices.

4.5 Stage shows
A licence obtainable from the City Council is required for all stage shows.

4.6 Cinema shows and gambling
It is the responsibility of the hirer to obtain cinematograph or betting and gaming licences where these are required.

RIGHTS OF THE ASSOCIATION

5.1 Refusal of entry
In the interest of public order the Association reserves the right to refuse entry to the hirer or any individual without giving reasons.

5.2 Right of entry
The Association reserves to itself the right of entry during the hiring for its duly authorised officers or servants and for police and fire officers.

5.3 Denial of responsibility
The Association accepts no responsibility for loss or damage to any property brought into or left in the Hall, nor for any accident or injury sustained by the hirer or any person present in the Hall during hiring. The hirer shall indemnify the Association against any claim made for such loss, damage, accident or injury.

Purpose
Topsham Community Association ("The Association") maintains and manages Matthews Hall as a Community Centre to provide, inter alia, facilities for the advancement of social welfare, recreation and leisure time for the benefit of the inhabitants of Topsham and neighbourhood. One of these facilities is to make available to traders and other bona fide organisations ("Stallholders") from time to time a designated part of Matthews Hall ("the Hall") for the sale of suitable produce to the general public (the "Saturday Market").

Profits
The profits of sale are solely for the benefit of the Stallholders.

Management
The Saturday Market is managed by a Market Manager who is an employee of the Association, reporting to the Chair of the Hall Committee.

Market Representative
The Stallholders are entitled and encouraged to elect one of their number as Market Representative to sit on the Hall Committee.

Eligibility
Application to trade must be made to the Market Manager who has authority to accept or reject applications. Successful applicants are required to pay to the Association a hire fee determined from time to time by the General Committee of the Association for table/s or pitches (being an area allocated for the display of goods). Hire fees are payable to the Market Manager in cash or by cheque at or before each session for which a receipt will be provided. Cheques should be made payable to Topsham Community Association and crossed "A/c Payee".
Subletting or reassignation of bookings by Stallholders is not allowed.

Dates
The Association will normally make the Hall available on each Saturday of the year excepting the Saturday or Saturdays adjacent to Christmas and New Year. Exceptions will be agreed beforehand with the Market Manager and Market Representative.

Times
The Hall will be open on Saturdays as follows:-
0600 - setting up stalls
0830 - open for trading
1300 - closed for trading; pack up stalls
1400 - cleared

Waiting List
In the event of the Saturday Market being oversubscribed the Market Manager will operate a waiting list for new or additional stalls. Space will be allocated on a "first come first served" basis but always having regard to suitability and the overall balance of variety on offer by the Saturday Market at any time.

Cancellations
a) by the Stallholder If a Stallholder cancels a booking at short notice and the Market Manager is unable to relet the booking to a prospective Stallholder on the current waiting list the Market Manager is entitled to retain the hire fee or demand any due fee to be paid.
b) by the Association If the Association has to withhold the availability of the Hall or part of the Hall on any Saturday morning for any reason it will give the Stallholders a minimum of four weeks notice to allow them to make alternative arrangements. If the Association by reason of force majeure has to withhold the availability of the Hall or part of the Hall at less than four weeks notice and if this results in financial loss to any Stallholder it will provide that Stallholder with the previously booked space free of charge on their next scheduled booking date.

Safety
Stallholders should take note of Safety and Fire Notices displayed in the Hall or circulated to them by the Market Manager on the occasion of their initial booking, and should familiarise themselves with the location of emergency exits and fire fighting appliances. The exit to the foyer and Fore Street and emergency doors must be kept clear and unobstructed at all times. Pets are allowed only with the permission of the Market Manager. They must be on a leash and kept away from food stalls and outside the kitchen area.

Care of the Hall
Stallholders shall leave the Hall and tables in a clean and tidy state at the end of each booking. No nails should be driven into the floor or walls of the Hall and no adhesive fixings should be used in a manner which may damage the decorative state of the Hall. Damage of any kind should be notified to the Market Manager.

Rights of the Association
Nothing in the above Conditions affects the right of the Association to refuse entry to any hirer or individual without giving reasons. The Association accepts no responsibility for loss or damage to any property brought into or left in the Hall nor for any accident or injury sustained by the Stallholder or any person assisting the Stallholder present in the Hall during hiring. The Stallholder shall indemnify the Association against any claim for such loss, damage, accident or injury.

Disputes
Any dispute between a Stallholder and the Association arising from the above Conditions should be referred to the Chair of the Hall Committee.

April 2001