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Conditions of Hire.

1. Application for Hire.
A "Booking Application Form" must be completed in full and signed by the person (the hirer) assuming the responsibility of the hirer. Applications will not be considered from persons under the age of eighteen at the date of application.

2. Hire Charges.
Hire charges will be those current at the time of receiving the application, which will be considered for bookings up to twelve months in advance.

3. Local Hirers.
For the purposes of considering applications local hirers are those who hire the facilities for their own use.

4. Hire Time.
Total time required must be clearly shown on the application form. All functions must end on or before midnight and hirers must vacate the site within a further hour.

5. Acceptance of Hire.
(a) Bookings are not accepted until confirmed by the bookings secretary. Such confirmation will include any special conditions, arrangements and charges and the hire is based on that confirmation. The Management Committee reserves the right to refuse to accept, and also cancel any previously accepted booking, without giving due reasons and in those events any amounts already paid would normally be repaid in full.
(b) The bookings secretary and Management Committee cannot accept responsibility or liability for any damage to, or loss of any personal property whilst such property is in the premises, car park or within the site boundaries.
(c) The Management Committee, upon production of proof of their identity, reserves the right of entry for themselves, and their representatives (for the purpose of inspection) at any time.

6. Deposits.
In addition to the hire rates a deposit (refundable) may be required. Any costs incurred by the Neuadd Dyfi, or any cancellation fee, would be deducted from this deposit prior to refund.

7. Cancellation of Booking by the hirer.
A cancellation fee may be made, at the discretion of the Management Committee, in the event of cancellation of the booking by the hirer giving less than fifteen days notice prior to the event.

8. Responsibility of Hirer.
(a) The person signing the Booking Application Form ("the hirer") shall during the hire time be responsible for supervision of the premises, protection of the fabric and contents, safety from damage (however slight) and the behaviour of all persons using the premises and for ensuring the persons entering and leaving the premises during and after the hire time shall do so in an orderly manner and in such a way as not to cause nuisance or annoyance to owners or occupiers of nearby premises.
(b) As directed by the bookings secretary, the hirer shall make good or pay for all damage (including accidental damage) to the premises and contents.
(c) The hirer shall not use the premises for any purpose other than that permitted under the Booking Application Form and will not without obtaining the prior consent of the bookings secretary use or enter the premises at any times other than those noted on the Booking Application form.
(d) The hirer shall not assign the benefit of the use of the premises and shall not share the use of the premises with any other event.
(e) No alterations or additions may be made to the premises nor may any fixture be installed or placards, decorations or other articles be attached in any way to any part of the premises without the prior approval of the bookings secretary. Any alteration, fixture or fitting or attachment so approved shall at the discretion of the bookings secretary remain in the premises at the end of the hire time and become the property of the Management Committee or be removed by the hirer at his expense. The hirer must make good to the satisfaction of the Management Committee any damage caused to the premises or contents by such removal.
(f) The acceptance of a Booking Application Form constitutes permission only to use the premises and confers no tenancy or other right of occupation on the hirer.
(g) The hirer is responsible for complying with the Operating Conditions.


9. Operating Conditions.
The following operating conditions apply to all bookings and must be strictly observed:
(a) Smoking anywhere on the premises is not allowed.
(b) Any spillage onto the floors, furniture etc, must be cleaned up immediately with a damp cloth or suitable brush.
(c) No tacks, nails, screws, tape or any like items, may be put on walls, floors doors, windows, or any other part of the property, or its furnishings etc.
(d) The use of unprotected frameworks, e.g. scaffolding, poles etc, for or in connection with any disco equipment is prohibited.
(e) Except with the prior approval of the bookings secretary, fittings or equipment, lighting and other electrical equipment may not be, changed, altered or interfered with or added to by the hirer, or those for whom he is responsible.
(f) No alcohol shall be sold or supplied without the prior approval of the bookings secretary. If such approval is granted, it is the responsibility of the hirer to obtain an appropriate drinks licence and to ensure strict compliance with the conditions of such a licence and with the licensing laws and that local authority requirements are met.
(g) A minimum of two responsible people, over the age of eighteen years of age, shall be appointed to act as steward and be on duty throughout the event to ensure compliance with the licensing laws and these rules and regulations, though the ultimate responsibility lies with the hirer.
(h) Be aware of the neighbours and keep the noise below a reasonable level.
(i) Hirers must ensure that the maximum numbers attending do not exceed the following limits: in the main hall 400 close-seated persons and in the stage area, 80 persons.
(j) The hirer must ensure that for large events, dances discos etc one responsible person, over the age of eighteen, shall be appointed to act as steward, and be on duty throughout the event, for every twenty five people present, though it remains the ultimate responsibility of the hirer.
(k) The hirer must ensure observance of all regulations issued by the Management Committee and the local authority pertaining to fire and safety of the operation of the premises and events held therein.
(l) All exits within the building and car park must be kept free from obstructions to enable quick and easy evacuation and access by the emergency services.
(m) There is continuous emergency lighting and this must not be changed.
(n) Hirer is recommended to consider having adequate insurance cover against any public liability and other potential claims.
(o) The hirer must ensure that the stewards know the action to be taken upon discovering a fire or hearing an alarm, know how to operate the alarm and how to call the emergency services, know the location and how to operate the fire fighting equipment, know the location of all escape routes, keep them clear of obstruction and know how to operate the door mechanisms, know how to evacuate the premises and the location of safe assembly points.
(p) In the case of an emergency the hirer or his stewards must operate the alarm and evacuate the premises via the appropriate exits: notify the emergency services: contact a member of the Management Committee using the telephone numbers available for such circumstances. Later, if so requested, provide the secretary to the management Committee with full details of the emergency.
(q) Performances, which may involve danger to the public, are not permitted.
(r) Highly inflammable substances must not be brought onto, or used, on, or near, the premises.
(s) Internal decorations of a combustible nature (e.g. polystyrene, cotton wool) must not be erected, used or displayed in the premises without the prior consent of the bookings secretary.
(t) Additional heating appliances should not be used on the premises without the prior consent of the bookings secretary.
(u) Cars must be parked in the car park and not adjacent to the building. The car park entrance must not be obstructed. During wintry weather the hirer must ensure the pathways to the building are safe and free from snow and ice.
(v) The hirer is responsible for any duty, tax etc payable and for obtaining any copyright film, video and theatre licences applicable to their event including performing rights.
(w) The premises must be left in a reasonably clean and tidy state after an event, any equipment and other property brought onto the site for the event must be removed in an orderly way after the event.
(x) After the hire time the hirer is responsible for ensuring that, when vacating the premises, all doors are locked, windows secured, gas and electric equipment is switched off and in a safe condition and that the premises are in a reasonably clean, tidy, safe and secure condition.
(y) The keys are to be collected and returned to the person, at the times and places, specified by the bookings secretary.
(z) At the start and finish of the hire time the hirer is recommended to record the readings from the electricity meter (s) in the meter log book and to separately keep a note of the figures for their own information. The cost of electricity used is charged to hirers in addition to the hourly hire rates for the use of the premises.

Issued 1 December 2000. The Management Committee may change these conditions of hire at any time. A copy of the current conditions will be displayed in the Management Committee notice board in the Neuadd Dyfi.

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