Booking Form - Venue Hire

BOOKING FORM - VENUE HIRE

Please complete booking details below and sign the attached terms and conditions

Name:
Address:
Postcode:
Email:
Telephone:
Membership No: (if applicable)
Invoice Address: (if different)
Postcode:
Description of hire e.g. meeting, party:
Booking details: / Date:
Start time: End time:
Please include time for set up and clear down
No of people attending (approx.):
Rooms required: / ☐John James ☐Craft Room
☐Training Room
☐Barn Terrace (without pizza oven)
☐Barn Terrace including pizza oven
Furniture/equipment required: / No of tables: No of chairs:
☐Digital Projector (£35.00) ☐Flip Chart stand & paper (£10.00)
☐Notepaper and pens (£1.50 per person) No. required:
Room Layout: / ☐ Cabaret ☐Boardroom
☐Theatre ☐Circle (no tables)
☐Other (please specify):
Do you require refreshments/catering? / ☐Yes ☐No
If yes we can send you the catering menu and costs
Additional notes about hire:

TERMSANDCONDITIONSOFHIRE

HIRETIMES

Hirermustcomplywithhiringtimesstated in the booking form which is to include timeeitherside forthe setupandcleandownofyourevent.Anyextratimeandadditionalservices usedonthe daywill beinvoiced aftertheevent.

ALCOHOL,ILLEGALDRUGSAND SMOKING

Peoplearenot to enter any partof theFarmundertheinfluenceof illegal drugs or to consumethem onsite.Alcohol may beconsumedin designatedareasonthe premises withtheexpress permission of Windmill Hill CityFarm,whichmust beobtained atthe timeof booking.Itis not acceptableto drinkto excess onsiteandthosedoingso will beasked to leave.TheFarm staffon dutyhas finaldiscretionin such cases.

TheFarmis asmoke-freeenvironment,shouldvisitors whishto smoke weaskthem to go offsite. Smokingis not permittedinsideanyof thebuildings.

ANIMALS

Peoplearenotpermittedto bringanimalsonsite,withtheexceptionof guide dogs.

CANCELLATIONOFBOOKINGS

Inthecaseof the Hirercancellingabookingacancellationchargewill beapplied:

Cancellation7daysor morebeforebooking date: No charge

Less than 7 days cancellation 50% of hire fee

For regular room hire bookings such as classes, we ask for 7 days notice of cancellation as minimum

Windmill Hill CityFarmreservestherightto cancelanyhiringwithoutnoticewhere circumstances demandit.Intheeventof any hiring beingcancelledthe hirefeewill be fullyrefunded,butWindmill Hill CityFarmshall not beheld liableor berequired to pay compensationfor anyloss sustainedas aresultof thecancellationof thehiring. Wherever possibleif a hiredroombecomes unavailabletheFarmwillendeavorfirst to find alternativeaccommodationonsitebefore cancellinga booking.

CATERING AND REFRESHMENTS

TheFarm’s Cafécan provideall yourcateringrequirements,fromteaand coffeeto hot andcoldfood. Pleaseseethe hospitalitymenuwhich is included inthis pack.The hirer is not allowed to useexternalcateringservicesunless approval from the Farm has been issued. This must be agreed in advance.

CHILDRENONSITE

Thehireris responsiblefor ensuringthatthereare no unaccompaniedchildrenonsite duringthe entiredurationof thebooking.Children under8mustalways beaccompanied byanadultfor thedurationof theactivity unless theactivitiesaredesignedsuch thatthe Farmtakesresponsibilityfor thosechildren. In suchcases, placesmust be bookedinadvanceof thesessionandfull contact details of parentsandinformation aboutthe childmust berecorded.

CLEANING,SECURITYAND NOISE

TheHirermust leavethepremises inthe conditioninwhich itwas hired.Littermustbe cleared awayandfurnitureandequipmentreplaced. TheHirer mustremoveanypropertybroughtonto the premises.Noiselevelsmust bekepttoa minimumto avoid disturbingother users of thebuilding.Atthe endof the hire period,the responsiblepersonmust notifytheappropriatememberof staffthattheyare leavingthepremises. Therewill beachargeif extra cleaningis needed.

DAMAGE

Intheeventof damageto thepremises orequipment,Windmill Hill CityFarmwill make goodthedamageandthe costswill becharged to theHirer. Items shouldnot be attachedto the walls or floorswithoutthe consentof Windmill Hill CityFarm.Pleasedo not use‘blue tack’orother adhesivesthat damagethe decorativefinishof therooms.

EQUALOPPORTUNITIES

TheHirer mustensurethatthenatureof thehiring does not contraveneWindmill Hill CityFarm’s Equal Opportunities policy.TheHireris expected to abide bythatpolicyun less theycanshow they havetheirownEqual OpportunityPolicytheterms of which must not contradicttheterms inWHCF’s policy.A copyof WHCF’s policyis availableon request.

HEALTH AND SAFETYREQUIREMENTS

TheHirerwill not do anythingthat mayendangerthe users of thebuildingor its contents. Theresponsible personwillbemadeawareofthe procedureintheeventof afire and thelocationofthefire exits, whichshouldremainclearatalltimes.If anyfirstaid is requiredthe hirershouldliaise with thesiteoperationspersonon duty.Electrical equipmentbroughtontothepremisesby theHirermustcomply with theElectricityatWork Regulations 1989, andanysubsequentregulations.TheHirermust complywiththe statedmaximumcapacityper room, whichmustnotbeexceeded.

INSURANCE

Windmill Hill CityFarm’sinterests in respect ofthepremisesarecoveredbyPublic LiabilityInsurance.TheHirer shall beresponsible for arrangingitsown insurancetocoverall thosepersons attendingtheevent, theirpossessions,equipmentandanyequipmenthired fromWindmill Hill CityFarm.

LICENSES

Nocopyrightdramaticormusical workshall beplayedwithoutthelicenseoftheownerof the copyright.TheHirer shall indemnifyWindmill Hill CityFarmagainstanyinfringementof copyrightthatmayoccurduringthehiring.

PURPOSEOF HIRE

TheHirershall notusethe premisesfor anyunlawfulpurposeor inanyunlawful way.TheHirershall notdoanything, or bringanythingonto thepremises thatmay endangerthe premises,theirusers, or invalidateanyinsurance policiesrelatingthereto.Windmill Hill CityFarmreserves therighttorefuseabooking.Pleasenotethatweare unable toprovidestoragefor belongings orequipment. Thepremiseswillonlybeused by theorganisationnamed on theofficialbookingform.TheHirer is notpermittedtosub-letthepremisestoanotherorganisation.Windmill Hill CityFarmdoesnotallowthebookingof itsfacilitiesbyanyextremistpoliticalor religiousorganisationsand reservetherighttorefuseabookingon thesegrounds.

RESPONSIBLEPERSON

TheHirershallensurethatthereis a namedresponsibleperson(over18years old) present for thedurationof thebooking.Heor shewill beresponsiblefor thesupervisionof thepremises andits contents,thebehaviour of persons usingthepremises,carparking,safetyarrangementsandall other conditionsof hire.

SAFEGUARDING CHILDRENAND VULNERABLEADULTS

If theHireris bringing children or vulnerableadults onto the premises theHirer mustshow they haveaSafeguardingpolicyinplace. If theHirer does not haveone,theymustsign up to WHCF’s policy;acopyof whichis availableonrequest.

EQUIPMENTHIRE

Achargewillbemadeiftheequipmentisreturneddirtyormarked,ifcablesarereturnedcut orwith connectionsremoved,or ifthe equipmentisreturnedfaulty.

Technicalequipmentcanbesensitiveanddelicate. WindmillHillCityFarmwillonly chargeforfaultsindicativeofneglect orabuse. AllWindmill HillCityFarm,equipmentis testedonaregularbasisforelectricalsafety. Pleasereportanyfaultyequipmentsothat theitem canbe takenourofthehirestockandberepaired.

WindmillHillCityFarmreservestherighttorequestadeposit(theamountandmethod tobedeterminedwhenthebookingismade). Windmill HillCityFarmmay,inrespectof hiresundertaken,waivetherequirementtolodgeadeposit.

Unlessotherwisestatedby thehirer,WindmillHillCityFarmwillassumethatthe individualmakingthe originalhirebookingisourprincipalcontactin respectofhire,andwillbe responsibleformakingallarrangements forpayment,insuranceandreturnofhired items.

ThehirerisresponsibleforensuringthatallitemshiredfromWindmillHillCityFarm haveappropriateandadequateinsurancecover. Anylossofequipmentwillbecharged atreplacementcost–nosubstituteitemscanbeaccepted. Allboxesandpackingmaterialsmustbereturned.Equipmentvaluescanbeprovidedforinsurancepurposes.

PAYMENTS

For private bookings including children’s parties, we requirefull payment for room hire up front. This can be done over the phone or via cash or card at the farm reception (Monday – Friday 9am – 5pm). If the booking is cancelled, we refund according to our cancellation terms. For corporate or regular hires, we invoice on a monthly basis.

Please note:

• Weoperateastrictlynosmokingpolicy.
• Thesitemustbeclearandlefttidy.Pleasetakeawayalllitter.
• Recordedandacousticmusicisallowed,howeveritmustnotcauseunreasonabledisturbancetoouranimalsandneighbors.Amplifiedmusicisnotpermittedatanytime.
• Treatthesiteandfacilitieswithrespect,andonlyuseequipmentprovidedinthebasicpizza makingkit.Thisalsoneedstobecleanedand returned.
• Alcoholcanonlybemoderatelyconsumed.
• Ifinstalled,alldecorationsmustberemoved.

Pleasenotethatbreachingthesetermsofconditionscouldresultin youreventbeingcancelledandguestsbeingaskedtoleavethesiteimmediately.

By signing below I agree to the terms and conditions of hire outlined in this document:
Signed:
Date: