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Terms & Conditions of Hire

Ponteland Memorial and Ex-Serviceman’s Hall was opened on 20th December 1922 as a memorial for the fallen soldiers of World War I. Its initial construction was funded by donations from village residents and community organisations.


The Ponteland Memorial Hall is over 100 years old, it is a valuable asset to the area. All renters are therefore required to respect the terms and conditions of hire shown below.

1.1These Terms of Hire are part of the hiring agreement between the Management Committee of Ponteland Memorial Hall and anyone hiring accommodation [Hirer] at the Hall Premises which includes its curtilage.                                                                                           

1.2 If the Hirer fails to comply with the hiring agreement including these or varied Terms or a specific contract Hirer may incur additional charges and/or cancellation with such fees and costs as the Committee consider appropriate.

1.3 Communications with or from the Hirer shall usually be in writing or email and relevant documents held by Committee may be examined by the Hirer at a time and place specified by the Committee.                                                                          

 2.1 Hirer shall apply on application form for dates up to 24 months in advance and pay invoice[s] issued by the Committee within14 days of date of issue. Further such invoices may include hours used over and above the initial invoiced allowance and additional cleaning, or repairs.                                                                                                                                              

2.2 Committee shall confirm booking but may refuse the application; cancellation fees may be charged by the Committee at the following rates notice of 31 calendar days – no fee is charged; notice of 28 to 8 days before the event – 10% of the fee is charged; notice of 7 days or less – 100% of the fee is charged.          

Should your event be canceled due to Covid 19 restrictions you will receive your deposit refund back in full.                                                                                                                       

2.3 Committee may require a security bond of up to £500 which will be returned by the Committee after the event subject to deduction of any additional charges.                                                                                                                                                                                                                                  

3.1 Hirer shall ensure that                                                                                                                                                        

a) alcohol consumed at the event is supplied by the licensee, unless otherwise approved by the Committee with any conditions that are considered appropriate by the Committee.                                                                                                     

b) any professional caterer using the kitchen is registered for such services with the relevant authority.                                   

c) they shall give reasonable notice of required arrangement of chairs, tables and the like.                                                       

d) they shall apply for approval by the Committee with its booking application if Hirerproposes to use firearms, artificial firearms or other pyrotechnics.                                                                                                                                                      

e) no highly flammable substances are used and apply for approval by the Committee with its booking application if the  Hirer proposes to use combustible table decorations.                                                                                                                

f) smoking or vaping does not occur within 5m of the building and the building. 


g) good order is maintained during its occupancy, including the provision of appropriate supervision for children.                  

h) noise is minimised on arrival and departure.                                                                                                                           

i) no-one trespasses neither on parts of the PMH not hired nor on the tennis courts and bowling green.                                   

j) no animals apart from assistance dogs are allowed into the building.              

k)no unaccompanied children are allowed in the kitchen.                                                                

l)they remove all rubbish and equipment brought in by the Hirer, clear spillages and the like, leaving PMH clean and tidy.      

m) they comply with all relevant licensing conditions including the Public Entertainment License.                                            

n) they obtain any PRS/PPL licenses required for their activities as the Hall does not hold such licenses.                                

o) they obtain any TV license required for their activities as the Hall does not hold a TV license.                                              

p) details of any accident arising from the event are reported promptly to the caretaker                                                            

q) they comply with all requirements relating to fire precautions including those listed in the fire precautions leaflet.  


3.2 Committee will impose a fine of £100 for misuse of call points or activating the alarm via the detectors by smoking or vaping.                                                                                                        

3.3 Committee may provide storage, with such conditions as the Committee considers appropriate, for regular Hirers.  


3.4 Committee may dispose of any items not stored under the provisions of clause 3.2 left by the Hirer after the Committee has given 7 days notice of such disposal and an invoice shall be issued by the Committee for any costs arising from such disposal.                                                                                                                                                                                                                      

3.5 Committee does not accept any responsibility for items brought into or stored in PMH with or without permission.  


4.1 Hirer shall ensure that all their policies and procedures comply with current legislation and Committee’s policies and shall provide, when requested, a copy of any policy.                                                                                                                                                                                                                  

4.2 Hirer shall ensure that any activities for children, young people and other vulnerable groups shall only be provided by fit and proper persons in accordance with current legislation and confirm that relevant checks have been carried out through the Disclosure and Barring Service[DBS].                                                                                                                                                      

5.1 Hirer shall be liable for any loss or damage  done to any part of the premises or its contents and pay to the Committee the amount incurred by the Committee for  

(i) the repair and making good of any loss or damage, fair wear and tear excepted,

(ii) all claims, losses, damages and costs made against or incurred by the Committee in respect of damage or loss of property or injury to persons arising as a result of the hire

(iii) all claims, losses, damages and costs made against or incurred by the Committee, as a result of any nuisance caused to a third party as a result of the use of PMH by the Hirer.

(iv)Hirer shall indemnify and keep indemnified the Committee against such liabilities.        


5.2 Hirer shall indemnify and keep indemnified the Committeeagainst any insurance excess incurred and the difference between the liability cost and the insurance monies received by the Committee if the Committee has decided to insure the Hirer.                                                                                                                                                                      

5.3 Hirer shall indemnify the Committee against such liabilities described in clause 5.1(ii) and (iii) above and shall insure against such liabilities described in sub-clauses 5.1(ii) and (iii) and if demanded by the Committee produce the current policy and proof that it is in place.                


5.4 Committee shall maintain insurance against any claims arising out of its own negligence.  


 6.1 Hirer shall ensure that any car or other vehicle in connection with the event is parked in designated parking areas only.                                                  

6.2 Committee does not accept responsibility for loss of or damage to any car or other vehicle or contents.   

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