1. Premises and access
For the purposes of these Conditions of Hire, “The Sands Room” refers to the main room, toilets, hallway, kitchen and garden areas only. No access is granted to any other areas of the building. Hire does not guarantee exclusive use. Members of the committee, people invited by members of the committee, the tenant of the 1st floor room, their clients and visitors have access to The Sands Room and grounds at all times.

2. Capacity
The capacity of The Sands Room is 50 people.

3. Hire times and payment
Hire times are entry and exit times and must include all time required for setting up and clearing away. Hirers and attendees should not enter the hall before the agreed entry time and must exit on or before the agreed exit time. All time is chargeable. Payment should be made by bank transfer or card payment unless otherwise agreed at the time of booking.

4. Rubbish and removal of items
All rubbish generated by the hirer’s use of the hall must be removed from the premises at the end of the event. Bin bags are not provided. If rubbish is left on the premises, the hirer will be contacted and must arrange for its collection and removal within 48 hours. Failure to remove the rubbish within this period will incur a £30 removal fee. This includes all packaging and disposable items; it does not include Hirer’s Equipment, which must be removed in accordance with the “Hirer’s Equipment” conditions.

5. Booking, age restrictions and Responsible Person
Applications for the hire of The Sands Room should be made online, with any enquiries for additional information by emailor by telephone. The Sands Room is unable to host teenage and 20th / 21st birthday parties. You must be 25 or over to book The Sands Room. The person booking the hall must be 25 years of age or over and will be considered the Responsible Person during hire. Please ensure that the responsible person is in the hall at all times during hire and ensures compliance with these Conditions of Hire. We reserve the right to refuse any bookings.

6. Damage deposit
For non regular or large party users, a Damage Deposit of up to £500.00 may also have to be paid in advance. The hirer will be informed at the time of booking if this is required. This deposit is to be paid as a separate payment at least 2 weeks before the event. An inspection will be made after the event by a member of The Sands Room committee and if no damage or loss or extra cleaning work is required as a result of the event, and the conditions of hire have been adhered to, this deposit will be refunded in full within 14 days from The Sands Room. The Hirer is responsible for any damage or loss to the hall and grounds during the hire period (including damage caused by Hirer’s Equipment), and for the hall and grounds being left in an acceptably clean condition for the next hirer. If the hall and grounds are left in an unsatisfactory state, or if there is loss or damage, the security deposit will be forfeit in whole or part. In extreme cases any additional costs for cleaning, repairs or loss replacement may be levied on the hirer.

7. Cancellations.
Cancellations by the Hirer with more than 14 days' notice will receive a full refund. Cancellations made within 14 days of the event will forfeit the hire fee unless the hall can be re-booked.

8. Animals
No animals are permitted inside the hall, with the exception of assistance dogs.

9. Fixings and decorations
No sellotape, blutack or other forms of fixing to be used on walls or painted surface. Please use only the provided hooks in the window reveals. Any damage may incur a fee for repair.

10. Cleaning and condition of the hall
The hall should be left clean and in a fit state for the next user. In particular, you agree to ensure that all tables are wiped down and stacked in the store room, all floors are swept and left clean, and dry if mopped, the kitchen surfaces to be wiped and toilet areas are left clean. Crockery and cutlery must be washed and placed in the cupboards. The cooker must be left clean. Any breakages must be reported. If the hall is not left in a clean and fit state for the next user, the hall committee may arrange for the necessary cleaning to be carried out. A minimum cleaning fee of £50 will be charged to the hirer.

11. Hirer’s Equipment

1. “Hirer’s Equipment” means any equipment, appliances or other property brought onto the premises by the hirer or their guests, including but not limited to bouncy castles, inflatables, soft play equipment, staging, lighting, sound systems, generators and any other hired, borrowed or owned.

2. All Hirer’s Equipment is brought onto the premises and used entirely at the hirer’s risk. The hirer is responsible for the supervision, safe use, storage and removal of Hirer’s Equipment and for ensuring that it is safe, suitable for use at the hall and operated in accordance with the supplier’s instructions. Any electrical equipment brought onto the site must be safe, visually undamaged, and ideally PAT-tested.

3. The hall committee accepts no responsibility for accidents, injuries, loss or damage arising from the use, storage or presence of Hirer’s Equipment, except where liability cannot legally be excluded. The hall’s insurance does not provide cover for Hirer’s Equipment or for claims arising from its use. The committee also accepts no responsibility forloss, damage or theft of Hirer’s Equipment.

4. The hirer indemnifies the hall committee, its members, employees, volunteers and agents against all claims, losses, damages, costs and expenses (including legal fees) arising out of or in connection with the presence, use or storage of Hirer’s Equipment, including injury to persons or damage to property.

5. The hirer must obtain confirmation from the equipment supplier (or, for owned equipment, from their own insurer) that appropriate public liability insurance is in place and provides adequate cover for the equipment and its use at the hall. The hirer must provide a current certificate of insurance on request and, where requested, at the time of booking. The committee reserves the right to prohibit the use of any Hirer’s Equipment where satisfactory insurance or safety documentation cannot be provided.

6. All Hirer’s Equipment must be removed at the end of the hire period unless a separate written storage agreement is in place. The committee may charge reasonable storage and removal fees for any items left behind and may dispose of such items if not collected within 14 days.

12. Fire safety
Hirers should take note of the Fire Action notices and familiarise all attending with the locations of fire exits. Fire exits must be left unlocked and kept clear during the occupancy of The Sands Room.

13. Security and keys
Before leaving The Sands Room, it must be securely locked at all points of access, windows closed and the key to be returned to the key safe. Failure to do so will result in a charge. There will be a charge of £75 for any keys to The Sands Room lost during your hire. You may also incur a charge should keys be removed from the premises without permission and not returned to the key safe at the end of your hire.

14. Personal belongings
The Committee accepts no responsibility for personal belongings including clothing left in any part of the building or grounds.

15. Alcohol, music and smoking
The Sands Room is not permanently licensed for the sale of alcohol. Hirers and their guests are permitted to bring their own alcohol for personal, non-commercial consumption (BYOB) free of charge. Any Hirer wishing to sell alcohol must obtain prior permission from the Committee and secure a Temporary Event Notice (TEN) from Guildford Borough Council at their own expense. The Sands Room does not hold a music licence. The Sands Room operates a strict no-smoking, no-vaping, and no-naked-flame policy throughout the entire building and grounds.

16. Parking and noise.
Please be aware of residents in The Green. All hirers and visitors must park considerately and not block access to any property. The level of noise during hire should be acceptable and not cause a nuisance to others.

17. Copyright and performing rights
The hirer must not permit the performance of any dramatic, musical or other work where copyright exists without the consent of the owner of such copyright. Any commercial organisation and individual earning an income from providing the event or any event where the profit does not go entirely to the voluntary organisation which operates the building, must obtain a licence from PPL PRS Ltd www.pplprs.co.uk. Such licence application shall be made prior to holding such entertainment.

18. General responsibility, supervision and indemnity
The Hirer will, during the period of hire, be responsible for supervision of the premises and undertakes to keep the Committee indemnified against all claims, demands, actions, suits, proceedings, costs, damages and expenses made, brought or suffered by any persons admitted to the premises in the course of the hiring, including claims arising from the use of Hirer’s Equipment. The Hirer shall be responsible for the safety of children present during the hire period.

19. First aid and accidents
The First Aid Box is located in the kitchen. Accidents must be recorded in the accident book located inside the First Aid Box.

20. Heating controls
The room thermostat and timer are not to be adjusted.

21. Stacking chairs
Chairs to be stacked no more than 6 high.

22. Movement of equipment
The hirer is responsible for the movement of their own equipment. All Hirer’s Equipment must comply with the “Hirer’s Equipment” conditions above

23. Entertainment and music curfew
Where The Sands Room is hired for dances or other such event providing entertainment or music such entertainment or music shall cease no later than 11pm.

24. Vacating the premises
The premises must be vacated by midnight. Please respect our neighbours when leaving, by exiting the hall promptly and quietly.

25. Force Majeure
Force Majeure. An event of “Force Majeure” means an event or circumstance beyond the reasonable control of that party including (without limitation) any act of God, inclement weather, failure or shortage of power supplies, flood, draught, lightening or fire, strike, lock out or trade dispute, acts or omissions of government or any other quasi governmental organisation, any telecommunications carrier, operator or administration or other competent authority, the act or omission of any Internet service provider, war, military operations, acts of terrorism or riot delay or failure in the manufacture, production or supply by any third party of equipment or services. If, as a result of a Force Majeure event, The Sands Room is unable to honour any hiring, then it shall not be deemed to be in breach of this Agreement or otherwise liable to the Hirer for any losses it may suffer.

26. Variation of terms
The Committee reserves the right to alter and amend these conditions of hire and regulations at any time and reserve the right to refuse or cancel hire at our discretion.