Children’s Parties Hire Request Form

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Must be 21 years of age or over (25 years of age or over when a bar is requested)
Please insert property number (or name) and street address
Please enter the main contacts mobile number
Please provide a brief description of the type of birthday party
Day month and year
From, and, to?
Do you require hire of a bouncy castle?
Please note, we the Family & Community Group (the Hirer) accept no Liability for the use of the inflatable.
Additional Equipment Avalible
These items can be available free of charge, we just ask they are cleaned after use.
Please enter the total cost of hire including hire of inflatable (if applicable)
Please indicate how you wish to pay for this booking
Once booking has been confirmed, we will send the main contact an invoice, payment required in advance.
Age Restrictions
Bookings for 15th- 21st Birthday Parties will not be accepted nor for private functions predominantly involving groups of persons 15 - 21 years of age except when arranged by recognised organisations and clubs Any breach of these rules will result in action being taken and the bar will be closed.
Recycling and sorting Waste
We now recycle at our hall and now require all hall users to separate food, card, plastic, metal and glass. Please check the box above to show you understand and agree to recycle using our recycling bins provided.
General Data Protection Regulations (GDPR)
Your contact details will be securely stored for a limited time and used for the sole purpose of the management of bookings. The lawful basis for processing this data is – necessary for a contract between us. Further information may be found on our Privacy Notice which is on our website and on the notice board in the hall foyer.
APPLICATIONS: All applications for hire of Mount Pleasant Community Hall must be made on the official booking form which the hirer must sign to declare that the hirer has read and fully understands and accepts the terms of these The Family & Community Groups Conditions of Hire and that the hirer fully accepts responsibility for any damage/loss incurred to the community venue or its contents during the period of hire.
Please therefore read these conditions carefully and please ask if you do not understand any of these conditions. If there is any doubt as to the meaning of any of the following the Hall Secretary or Hall Supervisor should be consulted. The hirer should also familiarise themselves with the General Rules for the Community Venue. A copy of the General Rules is on display at the community venue; on the Family & Community Groups website; or a copy can also be requested from the Hall Supervisor or Secretary.
CANCELLATIONS: By Hirer: In case of cancellation by the Hirer, the hirer may be liable to pay the The Family & Community Group the total hire charge.
The Family & Community Group does not accept bookings for • functions celebrating birthdays or achievements of persons 15 - 21 years of age. • private functions predominantly involving groups of persons 15 - 21 years of age except when arranged by recognised organisations and clubs
THE HIRER must be 21 years of age or over and shall not assign the benefit of the hiring to any other person.
HIRE CHARGES must be paid in full before the booking can be fully accepted
Please arrange payment: Bank transfer or Cash preferable (we do not accept post-dated cheques under any circumstances) Once transfer has been made please let us know so we can verify the transaction
SUPERVISION & ‘THE RESPONSIBLE PERSON’: The HIRER shall, during the period of the hiring, be deemed to be the ‘RESPONSIBLE PERSON’ for: ➢ The administration, organisation and overall supervision of the premises. ➢ The protection of the fabric and the contents; their care and safety from damage however slight, or change of any sort. ➢ The behaviour of all persons using the premises and surrounding area whatever their capacity. ➢ The proper supervision of safe and considerate car parking arrangements, so as to avoid obstruction of the highway. ➢ The consideration of local residents in terms of safety and noise. ➢ Ensuring that TWO or MORE responsible people are available to help supervise and, together with the hirer, are suitably qualified to supervise the group, especially when young children or under 18 year olds are present. ➢ Ensuring that NO SMOKING is allowed anywhere inside the Community venue or near main entrance and exits ➢ The proper supervision of the movement of tables and chairs to minimise risk of injury. ➢ Putting tables and chairs away in accordance with instructions provided on signage
ALCOHOL: At present, no person can sell alcohol from the Premises
PUBLIC SAFETY NUMBERS: The maximum capacity of of Mount Pleasant Community Hall is 300 persons, or, 350 for seated events, such as concerts. The following practices MUST be followed by the Hirer in order to minimise risks: ➢ Make sure that all emergency exit doors are clear and unlocked as soon as the hall is to be used and throughout the hiring. ➢ Any electrical appliance brought into the premises and used there shall be safe, in good working order, used in a safe manner and have an UP TO DATE PAT TEST CERTIFICATE. ➢ Do not allow children in the kitchen except under close supervision. Avoid overcrowding in the kitchen and do not allow running. ➢ Report any evidence of damage or faults to equipment or to the building’s facilities to the Hall Supervisor or to any member of The Family & Community Group. ➢ Report every accident by emailing enquiries@mountpleasantcommunityhall.Com
The Hirer should make themselves aware of the following: ➢ The location and use of fire equipment (a diagram of the location of the equipment is included in these Conditions of Hire and displayed near the entrance of community venues. ➢ The location of all escape routes and the need to keep them clear. ➢ The method of operation of escape door fastenings. ➢ That all fire exits are unlocked and panic bolts in good working order. ➢ That all escape routes are free of obstruction and can be safely used. ➢ That there is no obvious fire hazard on the premises
GAS: Call the National Gas Emergency Service 0800 111 999. Open doors & windows; put out naked flames; don’t smoke; don’t turn electric switches on or off. Evacuate the building; Contact the Hall Supervisor or a member of The Family Community Group*
OTHER EMERGENCIES: If necessary, evacuate the building; Contact the Hall Supervisor or a member of The Family Community Group.
DAMAGE to the fabric or contents of the Hall shall be reported to the Hall Supervisor immediately after the letting. The HIRER shall repay the The Family & Community Group for all damage (Including accidental damage) to the premises or to the fixtures, fittings or contents and for loss of contents.
ACCIDENTS AND DANGEROUS INCIDENTS: A first aid box is available in the kitchen for minor injuries. For more serious injuries advice may be sought from NHS Direct – 0845 4647. For emergencies- Dial 999 and give the Community Venues Address: Mount Pleasant Community Hall, Mount Pleasant Road, Pontnewydd, Cwmbran, Torfaen, NP44 1AN*
It is strongly recommended that all users have their own mobile phones for emergencies. It is the responsibility of the Hirer to ensure that all accidents or incidents, however minor, are recorded in the Accident/Incident log book located in the kitchen with the first aid equipment and the Hall Supervisor or a member of Family & Community Group informed as soon as is practical.
UNAUTHORISED ITEMS: Any special requirements – please contact the hall supervisor; no items are to be left behind after functions, any substantial items left will be placed outside in the car park. The Hirer shall ensure that none of the following items are brought into the premises - Illegal drugs, alcohol, highly flammable substances, heating appliances, fireworks, animals (except guide or hearing dogs and organised zoo’s); and that no fireworks or smoke machines will be used at the hire event.
COLLECTIONS & LOTTERIES: No collections, games of chance, sweepstakes or lotteries, nor any betting shall be conducted on the premises unless conducted as fundraising and with the agreement of The Family & Community Group
Infringement of Copyright: The Hirer shall be responsible for all actions, costs, expenses, awards of damage etc relating to any claims following the unauthorised play, playing, performance or use of any records, audio tapes, video tapes, compact discs, mini discs, etc or the unauthorised use of any apparatus or equipment which happens during the period of hire of community venues. The Family & Community Group holds a PRS/PPL licence for its community venues but hirers playing recorded music may require their own PPL licence – refer to www.ppluk.com
TV Licensing/CCTV: The Family & Community Group Community Venues including Mount Pleasant Community Hall have a TV licence and the premise is covered by CCTV
Claims Following Death or Injury: The hirer will be responsible for all costs, expenses, settlements and awards of damages etc in respect of the death of or injury to any person arising out of or in connection with the use by the Hirer of the community venue. Claims about Property: The Hirer will be responsible for settling all claims including costs, expenses awards of damages etc relating to claims following damage to or the loss, theft, or removal of any property brought to or left in the hall
The Hirer should ensure that they hold appropriate insurance cover for the events that they organise. In particular, it is strongly recommended that where hirer’s are directly responsible for supervising children on BOUNCY CASTLES or similar they should take out appropriate cover.
Please send a copy of your insurance, risk assessments and any relevant police’s (safeguarding) to enquiries@mountpleasantcommunityhall.com Please note: The Family & Community Group is insured against any claims arising out of their own negligence.
END OF HIRE: The Hirer will ensure that – ➢ Attendees are encouraged to respect residents of the area when leaving the building i.e. quietly ➢ All areas of the community venue and surrounds (i.e. car park area, footpaths etc) are left in a clean and tidy condition and any contents temporarily removed from their usual positions are properly replaced. ➢ All chairs are neatly stacked away in accordance with instructions provided on signage in the store cupboard. ➢ All electrical lights, sockets and fans are turned off. ➢ All tables are cleaned and stacked away in accordance with instructions provided on signage in the store cupboard. ➢ All spills are mopped up. ➢ All windows, doors and shutters are locked. ➢ All Internal doors are shut. ➢ All rubbish is removed. ➢ All keys are returned to the Hall Supervisor
THE FAMILY & COMMUNITY GROUP ARE NOT RESPONSIBLE FOR ANY ITEMS STORED OR LEFT ON THE PREMISES.

Thank You!