Chertsey Hall

1. Hall Capacities

Hall/Centre capacities will vary depending on the nature of the booking and the venue. Please refer to the Runnymede Borough Council (RBC) website for maximum capacities and room layouts.

2. Applications for Hiring

2.1 All applications must be made on the online booking form or by calling Customer Services on 01932 838383.

2.2 The person or organisation on the booking form is responsible for complying with these terms and conditions.

2.3 The purpose of hire must be stated clearly on the booking form. Any changes require prior written consent from RBC.

2.4 Hall bookings cannot be transferred without written consent from RBC.

2.5 Halls are unavailable on bank holidays and between Christmas Day and New Year’s Day.

2.6 Minimum booking period is 2 hours.

3. Charges

3.1 The booking remains provisional until confirmation is sent by RBC by email after receiving full payment and necessary paperwork.

3.2 Payment Options:

• Booking date within 8 weeks - full payment required at time of booking.
• Booking date more than 8 weeks away - payment can be made in full, 25% of hire fee or invoice raised. For advanced booking, payment must be made in full, 4 weeks before the event date.
• If payment and paperwork has not been provided by 4 weeks before the event, your booking will be cancelled, and no refund will be provided.

3.3 RBC shall determine the category of the event for fee assessment.

3.4 For advanced bookings the pricing is subject to annual adjustments and will be charged at the appropriate rate.

3.5 Cancellation by the Hirer:

• notice of 4 weeks’ or more prior to event – you are eligible for a full refund,
• notice less than 4 weeks’ – no refund.

3.6 Registered charities are not charged VAT. You will be required to provide your registered charity number.

3.7 If you want to cook using the on-site kitchen facilities, a charge will apply depending on the number of attendees and venue hired.

3.8 Cutlery and dinnerware are available for an additional charge of £30.00. They must be cleaned and put away within the hire period.

4. Hirer Responsibilities

4.1 Hirers must arrive at the hall at the booked time, no earlier. If you are later than 15 minutes, without notice, your hire may be cancelled.

4.2 Fire escape rules and emergency procedures must be clearly communicated to all attendees. It is your responsibility to be aware of and follow the proper protocols in the event of fire escapes and emergency.

4.3 Music volume should be managed to avoid nuisance, with all music ending no later than the time stated on the applicable premises licence.

4.4 Excessive noise or disturbances may result in event termination and future booking refusals.

4.5 Leave the hall in the same condition as before the event.

4.6 Clean and tidy the hall, including work surfaces, floors, and WCs. Dispose of rubbish properly. Cleaning charges may apply if the hall requires cleaning after the event. Cleaning charges of £30.00 per hour may apply if the hall requires cleaning after the event.

4.7 Hirers are responsible for first aid and the use of any first aid equipment for all those attending the event.

4.8 Compliance with the hall’s Premises Licence is required. Details of the Premises Licence conditions are available from RBC or on display at the Centre.

4.9 Written consent from the Designated Premises Supervisor (DPS) or RBC is required for the possession or consumption of alcohol or any intoxicating liquor on the premises.

4.10 Keep activities within the booked area. Outside areas are not part of the hired space and should not be used. All furniture and equipment should be returned to their original positions, and no furniture is to be taken outside the building.

4.11 Ensure that all attendees, including third parties, vacate the hall at the end of the hire period.

4.12 Uninvited or disruptive people or those exhibiting antisocial behaviour, intoxication or persons who are suspected to be under the influence of drugs are not permitted to enter or stay within the hall.

4.13 Comply with cinematographic licenses and any relevant music licences.

4.14 Report any damage to the RBC employee on duty before the end of the hire.

4.15 Remove all equipment by the end of the hire period.

4.16 Set up and clear away within the booked times. Where the hire overruns by more than 15 minutes, additional charges will be incurred, charges will be by the applicable hourly rate.

4.17 Attendees must respect neighbouring properties and ensure they leave the premises quietly to minimize disturbance.

4.18 Conduct a health and safety risk assessment before the event.

4.19 Ensure third-party companies have public liability insurance (PLI) for a minimum of £5 million. A copy of the PLI must be provided at the time of booking or no later than 2 weeks prior to your hire and can be updated using Manage Your Booking.

4.20 Follow the latest health and safety guidelines for inflatables.

4.21 The Hirer may be required to provide qualified security staff from a company approved by RBC, who must be SIA registered, details must be provided by the hirer at least 2 weeks prior to the event for approval.

5. RBC Responsibilities and Rights

5.1 RBC shall be responsible for securing the premises at the end of the event.

5.2 RBC may cancel bookings for elections or other purposes. Fees will be refunded, but no compensation will be paid.

5.3 RBC may cancel or refuse bookings if the event is offensive, may cause a breach of peace, or is not as stated on the booking form. RBC do not accept hires for 16th to 21st birthday parties inclusively.

5.4 RBC employees may enter the premises at any time to ensure compliance with these terms and conditions.

5.5 RBC may terminate events immediately if behaviour is offensive, causes a breach of peace, or disturbs neighbours. No refunds or compensation will be given.

6. Limitation of Liability

6.1 RBC’s liability is limited to the hiring charge if the premises or equipment are unavailable, or the booking is cancelled.

6.2 RBC is not liable for cancellations where there has been a breach of terms and conditions.

7. Dining Events, Dinner Dances, Weddings, Parties, Fairs, etc.

7.1 Hirers must conduct a risk assessment for dancing and follow the latest health and safety guidelines.

7.2 Hirers must provide an itinerary of event and table plan with RBC 14 days prior to hire.

8. Alcohol

If the Hirer has charged attendees a fee and intends to provide or sell alcohol, they must obtain a Temporary Event Notice from the RBC Licensing Department. A copy of this notice must be provided 14 days prior to the booking date.

The Hirer must check the premises licence for the venue for restrictions on the sale and consumption of alcohol.

The Hirer can request an approved bar service within the booking form, please note there is a minimum spend of £150.00 at the bar, which is payable directly to the bar provider. If your bar request is approved or rejected, you will be notified.

9. General Conditions

• No amendments to the booking can be made without prior consent of RBC. A minimum of 14 days' notice is required.
• No bookings for 16th to 21st birthday parties.
• No posters, banners, or decorations that cause damage or obstruct exits.
• No bolts, screws, nails, or tacks can be used to affix items to the premises.
• No barbecues, gas bottles, or helium balloons (unless inflated offsite).
• No wax or powder on floors.
• No inflammable or explosive materials.
• No animals without permission from the RBC, except assistance dogs.
• No strobe/laser lights, ice, smoke, or bubble machines.
• No additional lights or electrical equipment without consent. All equipment must be PAT tested.
• No candles or incense sticks.
• No ball games.
• No smoking inside the hall. Smoking is allowed in designated areas outside.
• Return furniture to its original position.

10. Failure to Observe Conditions

If the Hirer fails to comply with any of these terms and conditions or ensure others do so, RBC may immediately terminate the hire without notice and require the premises to be vacated.

11. Damage to Council Property

11.1 Take care of the premises and report any damage. The Hirer is responsible for any damage caused.

11.2 Report any existing damage at the start of the hire period.

11.3 The Hirer is responsible for taking care of the hired premises and must not cause or allow any damage to the property, fittings, equipment, or any part of the venue. The Hirer must cover the cost of repairing any damage, including accidental damage, caused by themselves, their staff, agents, or attendees.

11.4 Where necessary, the Hirer must provide protective equipment (e.g., floor mats) to prevent damage to the premises, fittings, and equipment.

12. Damage or Loss of Property and Accidents

12.1 RBC will not be responsible for the loss, theft, or damage of goods or property during or after the event.

12.2 The Hirer will Indemnify RBC against claims for injury or damage unless caused by RBC’s negligence.

13. Insurance

13.1 The Hirer is liable for all third-party claims involving personal injury or property damage due to negligence.

13.2 Third-party service providers (e.g., DJs, caterers) must have public liability insurance of £5 million, the PLI certificate must be provided at least 14 days before the event. Without the minimum PLI third-party companies will not be allowed/permitted into the premises.

13.3 RBC cannot arrange insurance cover.

14. Equipment

14.1 Equipment is subject to availability and must be requested on the booking form.

14.2 Equipment must be pre-booked prior to the hire date.

15. Parking

Hirers are responsible for ensuring that the car park is always accessible during the hire and that emergency exits are kept clear. Cars are parked at the owners own risk.

16. Safeguarding of Children and Vulnerable People

RBC is committed to safeguarding children and vulnerable people. If children or vulnerable people are in any part of your event, the Hirer must comply with all relevant legislation and codes of practice.