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HALL HIRE - TERMS & CONDITIONS

When booking MYCA Wembley for your private function, you agree to the following Terms & Conditions.

DEFINITIONS

“MYCA” shall mean Mandhata Youth & Community Association, Wembley.

“Premises” shall mean MYCA Main Hall, Small Hall, Kitchen and Car Park.

“Hirer” shall mean an individual Hirer or where the Hirer is an organisation, the appointed representative.

 

UNDERTAKING OF THE HIRER

The Hirer undertakes to ensure that they understand the Hire Terms & Conditions for the time being in force. The Hirer shall ensure that all persons at the Premises complies with all Terms and Conditions. The Hirer shall be responsible and liable for any failure or non-compliance.

 

BOOKINGS

The Hirer shall enquire about availability of the Premises for the planned event. Once agreed, the Hirer shall complete the Bookings Form, stating accurate information relating to the intended use. Proof of ID (passport or driving licence) will be required when making a booking. A signed copy of the Booking Form shall be returned to the Bookings Manager at the email address shown on the form, or as otherwise agreed between the Hirer and the Bookings Manager.

Bookings cannot be made less 48 hours prior to the event date.

 

BOOKINGS WHICH MAY BE REFUSED OR CANCELLED

The Bookings Manager, on behalf of MYCA, has the right to refuse any booking for whatever reason, including concern over potential noise levels and other nuisances.

MYCA reserves the right to cancel any hiring agreement at any time during the term of agreement by giving 7 days’ notice in writing to the Hirer. MYCA have the right to cancel an event at their discretion.

The Hirer will be entitled to reimbursement of such monies, including the deposit or a proportion of the same as have been paid by the Hirer to MYCA. MYCA shall not be liable to make any further payment to the Hirer.

 

HIRE CHARGE

The hire charge will be that applicable at the date of hire, in accordance with the current hire charges. Payment can be accepted via bank transfer.

Name: Mandhata Youth and Community Association

Bank: Barclays Bank

Account Number: 00603570

Sort Code: 20-01-89

 

DEPOSIT

A refundable deposit is required for all bookings. The deposit will be paid at the time of submitting the Booking Form and can be paid in ways outlined in the Booking Form. All bookings are provisional until the Booking Form is signed by the Hirer and deposit is received by MYCA. MYCA reserve the right to release the provisional booking if the Hirer fails to sign the Booking Form and pay the deposit within 5 working days of receiving the Booking Form, although all efforts will be made to discuss this with the Hirer before any booking is released.

The deposit will be refunded (normally within 14 working days of the event) following an inspection after the event has taken place and provided that all Terms and Conditions have been adhered to.

 

FULL PAYMENT

Full payment must be received at least 10 days prior to the booking date. Failure to pay on time could result in cancellation of the booking.

 

CANCELLATION

Cancellations must be made in writing or by e-mail to the Bookings Manager.

  1. No charge if cancelled 10 days before a booking; all monies paid will be refunded to the Hirer.

  2. Half the cost of the booking will be retained by MYCA if cancellation is 9 days or less before a booking.

 

LICENSES

The Hirer shall be responsible for obtaining any licences that may be required. A relevant licence must be granted by Brent Council and prior agreement with the Bookings Manager sought. The selling of alcohol is not permitted.

 

RESPONSIBILITY OF THE HIRER

The Hirer shall be responsible during the period of hire for the following:

  • Ensuring that the Premises are kept secure for the duration of the hire

  • Ensuring that the purpose and conduct of the hire does not disrupt the neighbours in the area, especially with music being played and when leaving the Premises late at night.

  • The event must end at 10:00pm and the hall vacated by 10:30pm.

  • Adhering to housekeeping rules.

  • Ensuring that the End of Hire terms are observed.

  • Ensuring that there are No Alterations made to the Premises. 

 

USE OF PREMISES

The Hirer shall not:

  • Sub-let or use the Premises for any purpose other than that stated in the Booking Form.

  • Allow smoking at any time, in the Premises, or in the vicinity of the entrances.

  • Allow the use of drugs on the Premises at any time.

  • Allow any form of gambling to be undertaken on the Premises.

  • Allow any animals, including birds onto the Premises, except for guide dogs.

  • Use the Premises or allow the Premises to be used for any unlawful purpose.

  • Use the kitchen facilities for cooking.

  • Do anything which may endanger the Premises or render invalid any insurance policies in respect thereof.

The Hirer will:

  • Ensure the use of the Premises is for private functions only.

  • Accept that all persons using the Premises do so entirely at their own risk and no responsibility will be accepted by MYCA for injury or any loss or damage to vehicles, equipment or any other.

  • Ensure the maximum capacity of 120 people is not exceeded.

      Note: depending on the use of the premises, the maximum capacity may be amended.

      Contact the Booking Manager for more information.

  • Only use the Premises for the specified times.

  • Use the kitchen area for warming and serving food only.

  • Observe all licensing regulations and obtain any necessary licenses required for the event.  

  • Ensure noise levels are contained so as not to cause disturbance to neighbours.

 

HOUSEKEEPING

The Hirer is responsible for leaving the Premises in the same condition as upon arrival, ensuring that:

  • Furniture is returned to its original position.

  • Tables and the kitchen are cleaned and wiped down.

  • Toilets are left clean and without rubbish.

  • Any spillages be mopped up.

  • Floors are swept.

  • Rubbish is placed in the bins outside and any excess rubbish to be removed from the Premises.

  • Any decorations are removed.

  • Any equipment or other property brought to the Premises is removed.

  • At the end of hire ensure the premises are vacant, all appliances are turned off and the premises and surrounding area are left in a clean and tidy condition

A charge for cleaning will be deducted from the deposit if these conditions are not met. Exceeding the agreed end time will cause the additional time to be charged at double the standard hourly rate.

 

DECORATIONS AND FIXTURES

No external decorations, flags or emblems may be displayed without prior permission from the Bookings Manager.

Decorations may be hung from the hooks provided on the walls of the Main Hall. The hooks may not be removed or repositioned. No Blu Tack, drawing pins, adhesive tape, nails, screws or similar may be used.

The use of confetti, streamers, party poppers, sequins is not permitted without prior agreement. Some of these may be subject to an additional cleaning charge.

No other alterations or additions may be made to the Premises and no fixtures may be installed or attached in any way to any part of the Premises without prior written approval from MYCA.

 

ELECTRICAL APPLIANCE SAFETY

The Hirer shall ensure that any electrical appliances used in the Premises, shall be certified safe, in good working order and used in a safe manner.

 

FIRE REGULATIONS

The Hirer shall:

  • Ensure that fire exits are unobstructed at all times.

  • Ensure that the entrance and doorways are not blocked with any items such as bags, wheelchairs or pushchairs.

  • Prior to the start of an event, indicate the fire exits and Evacuation Meeting Place to all in attendance. The Evacuation Meeting Place is at the front of the Premises by the main road, Rosemead Avenue.

  • Ensure that the no smoking policy is adhered to for the duration of hire.

  • Ensure no flammable materials including candles are used in the Premises without prior approval of MYCA.

  • In the event of a fire, ensure that the Fire Brigade is called immediately, and incident details are given to MYCA.

 

CAR PARK

Vehicles are parked entirely at the owner’s risk. Hirers must ensure that adequate space is left near the entrance and side doors.

 

DAMAGE TO PREMISES OR EQUIPMENT

The Hirer shall be liable for any damage to the Premises of the fixtures, fittings, furniture and any equipment provided within the Premises and caused by the Hirers use of the Premises. MYCA shall be the sole judge of any damage done and the cost thereof. A charge for damage or breakage will be deducted from the deposit. Where the deposit does not meet the full cost, any extra cost will be billed to the Hirer.

 

ACCIDENTS

The Hirer must report all accidents involving injury to any member attending the event, to the Bookings Manager or MYCA as soon as possible. The Hirer shall ensure that the appropriate medical assistance is sought, or emergency services called if required. The Hirer shall indemnify MYCA against any claims for any accident or injury occurring to the users of the Premises during the period of hire or usage.

 

LOST PROPERTY

MYCA accepts no responsibility for any property brought onto or left at the Premises and all liability for loss or damage is hereby excluded. MYCA may dispose of any items left or not removed from the Premises at the end of agreement.

 

SECURITY

For security purposes, the Premises is fitted with CCTV cameras.

 

CANCELLATION BY MYCA

MYCA reserves the right to cancel a hiring by written notice to the Hirer in the event of a national emergency, or similar ‘force majeure’ situation that requires the Premises to be closed.

In any case, the Hirer shall be entitled to a refund of any fees already paid, but MYCA shall not be liable for any resulting direct or indirect loss or damage.

 

UNFIT FOR USE

In the event the Premises is deemed unfit for use, or becomes unavailable due to unforeseen circumstances, MYCA shall not be liable to the Hirer for any resulting loss or damage whatsoever other than the return of any fees paid for the cancelled hiring.

 

ACCEPTANCE

These Terms and Conditions will be made available to the Hirer at the time of booking.

By proceeding with the booking, the Hirer has accepted all that has been outlined with these Terms & Conditions.

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