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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.

Ponteland Memorial Hall - Terms and Conditions of Hire

These Terms of Hire (“Terms”) are part of the Hiring Agreement (“Agreement”) between the Ponteland Memorial Hall (a Charitable Incorporated Organization number 1188263) (“PMH”) and anyone (“Hirer”) hiring accommodation (“Booking”) at the Ponteland Memorial Hall Premises (“Premises”) which includes adjacent car parks, gardens, paths and drives (“Grounds”) on  specified dates and periods including any agreed setup and clear down period (“Event”), for a rental fee (“Fee”).


  1. The Hirer, not being a person under 18 years of age, hereby accepts responsibility for being in charge of and on the Premises at all times when the public or group members are present. The Hirer must ensure that all conditions under these Terms relating to the management and supervision of the Premises are met. Failure to comply with these or varied Terms or a specific contract may result in additional charges, cancellation or forfeit of the Security Bond.

  2. Communications shall usually be in writing or email and relevant documents referenced herein and held by PMH may be examined upon request.

  3. The Hirer shall apply for a Booking using the booking facility on the PMH website or use a Booking application form returned by email to for dates up to 24 months in advance of the Event.

  4. All applications for Bookings must be confirmed either by email or in writing by PMH.  

  5. Bookings may be made on a contingent basis (“Contingent”) where PMH reserves the right in its sole discretion to cancel a Booking by giving written notice up to 14 days before the Event to the Hirer.

  6. In the case of  cancelling a  booking the  shall be entitled to a refund of any or deposit already paid, but  shall not be liable to the  for any resulting direct or indirect loss or damages whatsoever.

  7. PMH may refuse any application for a Booking for any reason.

  8. Unless otherwise agreed in writing by PMH, the Fee and any deposits are payable in advance of the Event. Payment may be made either at the time of booking via the website card payment system or by the methods stated on any invoice issued by PMH to the Hirer. The Hirer shall pay all invoice(s) issued by PMH within the settlement period stated on the invoice or the Event or within 14 days of date of issue whichever comes first. Further, such invoice(s) may be issued by PMH for, but not limited to, any hours used over and above the initial Booking period, additional cleaning and/or repairs to damage.Cancellation fees may be charged by PMH at the following rates:

  9. notice of 45 calendar days or more before the Event – 25% of the Fee is charged; 

  10. notice of 44 to 15 calendar days before the Event – 50% of the Fee is charged; 

  11. notice of 14 days or less before the Event – 100% of the Fee is charged.


The day notice is received, and the day of  are excluded from notice periods stated above.


  1. PMH reserves the right to cancel a Booking by written notice to the Hirer in the event of:

  2. The Premises being required for use as a polling station;

  3. PMH reasonably considers that such hiring will lead to a breach of law or licensing conditions, or unlawful or unsuitable activities will take place at the Premises as a result of this Booking;

  4. The Premises becoming unfit for the use intended by the Hirer;

  5. An emergency requiring the use of the Premises as a shelter or similar;

  6. PMH reasonably considers that the Premises is unsuitable for the Hirer’s activities;

  7. The Booking is Contingent;

  8. These Terms have not been adhered to;


In any case the  shall be entitled to a refund of any or deposit already paid, but  shall not be liable to the  for any resulting direct or indirect loss or damages whatsoever.


  1. The specified dates and period of an Event incorporate time for setup and clear down including tidying up and any cleaning. By making a Booking the Hirer confirms that all tidying up and any cleaning will be completed by the end of the Event. Any additional time for setting up and clearing down must be specifically agreed in writing by PMH.  


  1. Unless specifically agreed in writing by PMH the Hirer:

  2. may not access the Premises prior to the start of the Event;

  3. will be responsible for the arrangement of chairs and tables and providing table linen etc. 

  4. returning all chairs and tables and any other contents temporarily removed from their storage location before the end of the Event. 

  5. must vacate the Premises in a clean and tidy state before the end of the Event;

  6. must return the  Premises in the same condition as it was found; 


  1. Unless specifically agreed in writing by the PMH the following may not be brought into or used within the Premises or Grounds:

    1. Firearms including imitation firearms;

    2. Pyrotechnics;

    3. Fireworks;

    4. Confetti;

    5. Smoke Machines;

    6. Bubble or Foam;

    7. Combustible table decorations (e.g. polystyrene, cotton wool);

    8. Candles (apart from cake decorations);

    9. Any unauthorised heating appliances including, but not limited to portable Liquefied Propane Gas heating or cooking appliances.


  1. The Hirer shall, during the period of the Booking, be responsible for: 

  2. supervision of the Premises;

  3. the fabric and the contents: their care, safety from damage however slight or change of any sort; 

  4. the behaviour of all persons using the Premises whatever their capacity, including proper supervision of car parking arrangements. 


  1. The Hirer must ensure that they and anyone attending the Premises during the Event including any contractors:

  2. Complies with the prohibition of smoking or vaping in public place provisions of the Health Act 2006 and regulations made thereunder. Smoking or vaping is NOT permitted anywhere on the Premises including its Grounds . Any person who breaches this provision shall be asked to leave the Premises.

  3. Maintain good order before, during and after the Event;

  4. Provides appropriate supervision for children: a responsible adult must be present at all times in every room being used by children and young people under the age of 18 years. This must include supervision in the corridors and whilst children and young people are using the toilet facilities;

  5. Does not allow any unaccompanied children into the kitchen;

  6. Minimises noise on arrival and departure;

  7. Does not trespass on parts of the Premises not hired nor on the neighbouring tennis courts and bowling green;

  8. Does not interfere with any other party using other parts of the Premises;

  9. Does not bring any animals, apart from assistance dogs, into the Premises (unless otherwise agreed in writing for a special Event);

  10. Parks any car or other vehicle in connection with the Booking in designated parking areas only;

  11. Does not use the Premises for any purpose other than described in the Booking application and shall not use the Premises or allow the Premises to be used for any unlawful purpose or in any unlawful way nor do anything or bring anything onto the Premises which may endanger the same or render invalid any insurance policies in respect thereof;

  12. Does not do anything on or in relation to the Premises in contravention of the law relating to gaming, betting and lotteries;

  13. Does not make any alterations or additions to the Premises nor may any fixtures be installed or placards, decorations or other articles be attached in any way to any part of the Premises without the prior written approval of PMH. Any alteration, fixture or fitting or attachment so approved shall at the discretion of PMH remain on the Premises at the end of the Hiring. It will become the property of the PMH unless removed by the Hirer, who must make good to the satisfaction of PMH any damage caused to the Premises by such removal, alternatively the Hirer will reimburse PMH for any damage caused.


  1. Unless agreed in writing by PMH the Hirer must not sub-hire the Premises but if permitted to do so must impose these Terms on those sub-letting the Premises.


  1. The Hirer must ensure that:

  2. The following maximum permitted number of people per room including the organisers/ performers is not exceeded: Main Hall 300; Lounge and Bar 120; Upstairs Studio 90; Downstairs Meeting Room 25; and a total of 300 people across all rooms is not exceeded. 

  3. They remove all rubbish and equipment brought in by the Hirer or Contractors, clear spillages and the like, leaving the Premises clean and tidy before the end of the Event;

  4. Unless otherwise agreed in writing with PMH and unless occupied by another Hirer, the Premises is locked at the end of the Event and any keys provided are returned to the key safe box;

  5. Unless otherwise agreed in writing with PMH the Premises are not left unattended during the Event; 

  6. They comply with all conditions and regulations made in respect of the Premises by the Local Authority, the PMH’s Fire Risk Assessment or otherwise, particularly in connection with any Event which constitutes regulated entertainment;

  7. They comply with all relevant licensing conditions including the Premises’ Public Entertainment License;

  8. They obtain any PRS/PPL licenses required for their activities as PMH does not hold such licenses;

  9. They obtain any TV license required for their activities as PMH does not hold a TV license;

  10. They promptly report details of any accident or damage arising from the Event to PMH, record the details in the accident book and, if applicable, carry out any additional reporting requirements in accordance with the Reporting of injuries, Diseases and Dangerous Occurrences Regulations 1995 (RIDDOR) details of which can be found at;

  11. They comply with all requirements relating to fire precautions; 

  12. Where relevant to their activities related to the Booking, their policies and procedures comply with current legislation and PMH’s policies and shall provide, when requested, a copy of any policy;

  13. Any electrical equipment used during the period of the Booking is safe, in good working order, and used in a safe manner in accordance with the Electricity at Work Regulations 1989. All electrical equipment for use in the Premises must be Portable Appliance Testing (PAT) tested. PAT testing is the responsibility of the Hirer and must be carried out annually;

  14. Use of the kitchen by the Hirer is entirely at the Hirer’s own risk and the Hirer must ensure that any professional caterers they engage to operate in the Premises:

    1. are registered for such services with the relevant authority;

    2. are compliant with all legal and regulatory requirements;

    3. comply with the PMH Caterers Food Safety Pack; 

    4. have been pre-approved by PMH;

    5. clean and tidy the kitchen after use.


  1. Unless otherwise approved in writing by PMH: 

  2. Any alcohol consumed on the Premises must be supplied by the PMH on-site bar (‘Bar’);

  3. When the Bar is opened as part of a Booking:

    1.  all drinks including any soft drinks consumed on the Premises during the Event must be supplied by the Bar;

    2.  a minimum of £500 must be spent during the Event at the Bar and the Hirer will pay PMH the amount of any underspend. 


  1. Public Safety

    1. The Hirer acknowledges that they have received instruction in the following matters:

      1. The action to be taken in the event of fire. This includes calling the Fire Brigade and evacuating the Premises.

      2. The location and use of fire equipment, including a diagram of location when handing over keys and providing regular users with same.

      3. Escape routes and the need to keep them clear.

      4. Method of operation of escape door fastenings.

      5. Appreciation of the importance of any fire doors and of closing all fire doors at the time of fire.

    2. In advance of an entertainment or function of any type the Hirer shall check the following:

      1. That all fire exits are unlocked, and all emergency push bars are in good working order.

      2. That all escape routes are free of obstruction and can be safely used.

      3. That any fire doors are not wedged open.

      4. That exit signs are illuminated.

      5. That there are no obvious fire hazards on the Premises.

      6. That they know how to open all emergency exit doors.

    3. All Hirers MUST carry out risk assessments on their activities that take place in and around PMH to comply with Health & Safety regulations.


  1. Means of Escape

All means of exit from the Premises must be kept free from obstruction and immediately available for instant free public exit. The emergency lighting exit signs will be automatically illuminated in the event of fire or in the event of a power failure.

  1. Outbreaks of Fire

The Fire Brigade shall be called to any outbreak of fire, however slight, and details thereof shall be given to PMH.


  1. Health and Hygiene

    1. The kitchen may be used by the Hirer as a satellite kitchen limited to:

      1. the reheating and/or holding fully cooked food that has been delivered from a kitchen outside the PMH where the food has been prepared;

      2. storage of cold ready-to-eat items;

      3. portioning and serving of bulk products either delivered from a kitchen outside the PMH or requiring no preparation; and

      4. preparing hot beverages.

    2. Any food to be consumed on the Premises must be brought in made up or cooked. The cooking of food is not permitted on the Premises.

The Hirer will, if serving or selling food, observe the relevant food health and hygiene legislation and regulations. In particular products must be refrigerated and stored in compliance with the The Food Safety and Hygiene (England) Regs 2013. 


  1. Childcare Act 2006

  2. The Hirer shall ensure that any activities for children under eight years of age comply with the provisions of the Childcare Act 2006 and the Safeguarding Vulnerable Groups Act 2006 and only fit and proper persons who have passed the appropriate Criminal Records Bureau (CRB) checks should have access to the children. Checks may also apply where children over eight and vulnerable adults are taking part in activities. The Hirer shall provide PMH with a copy of their CRB check and Child Protection Policy on request.

  3. Further, any Hirer offering care provision for children at the Premises (where children are being left in the care of qualified others) must ensure that they are appropriately registered with Local Authority social services and shall, prior to commencing this provision:

    1. arrange for inspection of the Premises by the Local Authority and by Ofsted;

    2. provide written copies of Local Authority and Ofsted reports to PMH;

    3. act on all recommendations made by the Local Authority or Ofsted whether in relation to the Premises or in relation to the provision of care generally; and

    4. take full responsibility for the completion of any work carried out to the Premises as a result of such recommendations.

  4. Any Hirer providing activities that fall under (a) or (b) above shall hold their own Public Liability Insurance and

Employers Liability Insurance and shall provide copies of insurance certificates to PMH prior to commencing provision of care.


  1. The Hirer shall:

  2. be liable for any loss or damage (including accidental and malicious damage) done to any part of the Premises including the Grounds or the contents of the Premises and pay to PMH the amount incurred by PMH for:

    1. the repair and making good of any loss or damage, fair wear and tear excepted; 

    2. all claims, losses, damages and costs made against or incurred by PMH in respect of damage or loss of property or injury to persons arising as a result of the use of the Premises (including the storage of equipment) by the Hirer; 

    3. all claims, losses, damages and costs made against or incurred by  PMH, each of its Trustees, and PMH employees, volunteers, agents or invitees as a result of any nuisance caused to a third party as a result of the use of the Premises by the Hirer; 

and shall indemnify and keep indemnified , each of its Trustees, and  employees, volunteers, agents or invitees against such liabilities.

  1. indemnify and keep indemnified PMH against any insurance excess incurred and the difference between the liability cost and the insurance monies received by  PMH if PMH had decided to insure the Hirer. 


  1. PMH:

  2. Does not accept any responsibility for items brought into or stored in the Premises with or without permission and all liability for loss or damage to such items is hereby excluded.

  3. May dispose of any items brought onto the Premises and left by the Hirer after the Event after PMH has given 7 days’ notice of such disposal and an invoice shall be issued by PMH for any costs arising from such disposal.

  4. Shall impose a fine of £100 for any false alarm caused by Hirer and the Hirer shall pay any charges arising from attendance by fire services for such false alarm. For information this cost may exceed £250. 

  5. Shall maintain insurance against any claims arising out of its own negligence.

  6. Shall not be liable for any loss or damage done by any third party contractors introduced to the Hirers by the PMH.

  7. Does not accept responsibility and shall not be liable for loss of or damage to any car or other vehicle or its contents.

  8. Reserves the right to change or amend these Terms from time to time.


  1. Contractors

  2. PMH may introduce the Hirer to third party contractors. PMH shall not be liable for the acts, omissions, performance, lack of performance, loss or damage done by any third party contractors introduced to the Hirers.

  3. The Hirer shall supervise any third party contractors, including but not limited to caterers, decorators and performers, and that they are informed of and comply with, the Hirers’ obligations under this agreement.  

  4. The Hirer is liable for the acts, omissions, loss or damage done by any third party contractors included those introduced to the Hirers by PMH.


  1. PMH may require a security bond of up to 100% of the Fee which will be returned by PMH less any loss, cost of repairs, fines, cancellation fees, additional charges or underspend as set out in Clauses 7, 8, 14, 17, 23, 24 and 25.


  1. PMH reserve the right not to refund the whole security bond if:

  2. there is a breach of Clauses 10 or 11;

  3. subsequent bookings by other hirers have to be cancelled as a result of a breach of these Terms.


  1. No damages may be claimed by the Hirer in respect of indirect loss. Indirect loss includes, but is not limited to, lost earnings of any kind, lost savings, loss of data, and claims from third parties. Overall damages over the term of the Hirer agreement between PMHand the Hirer are limited to an amount corresponding to the Fee. 


  1. If the performance of this Agreement cannot be continued due to Force Majeure, the Parties may be exempted from liabilities in whole or in part according to the impact of the Force Majeure. If either party cannot perform this Agreement due to Force Majeure, it shall immediately notify the other party, and try its best to minimize the possible losses as sustained by the other party and shall timely provide a proof to the other party. For the purposes of this clause, Force Majeure means any unforeseeable circumstance which is beyond the control of a Party, or any unavoidable event, even if foreseeable, as a result of which such Party is unable to perform its obligations, in whole or in part, under this Agreement. Such circumstances include, but are not limited to, any nuclear accident or acts of God, industrial strike, factory closure, explosion, natural disaster, war or terrorist activity, riot, civil commotion, fire, flood or storm, accident or any other similar event.

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