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.
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
(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
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
(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
(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
(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
(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
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.