GENERAL RULES GOVERNING THE USE OF THE HIREABLE FACILITIES AT PIERREMONT HALL
Please read the below documents before agreeing to hirer Pierremont Hall
The management of the hireable facilities in Pierremont Hall is undertaken by the Finance and General Purposes (F&GP) Committee of Broadstairs & St. Peter’s Town Council, “the Council”, whose powers and composition is defined in the Standing Orders, a copy of which may be obtained from the Town Council website. Under the provisions of the Standing Orders, the Council is empowered to make rules, or to withdraw or amend them.
Use of Pierremont Hall
The use of Pierremont Hall and its facilities is subject to the following rules and, in the case of hirers, to certain standard conditions incorporated in the hiring agreement.
The hiring of Pierremont Hall shall be open to all members of the community regardless of race, gender, sexual orientation, age, disability, religious or political beliefs or marital status.
Applying to Hire Facilities
a) An application to hire either the Council Chamber or Mayor’s Parlour meeting shall be made to the Events and Bookings Manager (EBM).
b) The right to refuse any application for the use of the Pierremont Hall facilities is reserved to the F&GP Committee, or the EBM, provided that the EBM reports his/her action to the next meeting of the F&GP Committee. The F&GP Committee may refuse an application to use the facilities at Pierremont Hall if the use by a particular organisation or individual presents a risk of public disorder or is considered by the F&GP Committee to be detrimental to the Council’s duties to the Town and its residents.
c) All arrangements for the use of the Pierremont Hall facilities are subject to the F&GP or EBM reserving the right to cancel bookings when the premises are required for use as a Polling Station or are rendered unfit for the intended use.
d) Committees, sub-committees and affiliated groups of the Council shall normally have priority use of its facilities, but all arrangements to hire facilities made with outside bodies and individuals shall be honoured by the Council, except as provided for in (b) and (c) above.
All children attending any events at Pierremont Hall must be accompanied by an adult. The hirer is responsible for the safety of all minors during the duration of their booking.
All children are included in the capacity numbers.
Hours of Opening
The Facilities at the Pierremont Hall are normally available for the use of its members and of outside hirers between the hours of:
8am to Midnight, Monday to Saturday and 10am to 10.30pm on Sundays. In exceptional cases, these hours may be extended on application to the F&GP Committee or EBM.
The Council Chamber has a maximum capacity of 54 seated or 70 standing, and the Mayor’s Parlour Meeting room has a maximum capacity of 16 seated or 20 standing. These figures include helpers and performers, and on no account shall these figures be exceeded.
Catering – We are a self-catered venue. This means that the hirer needs to arrange their own catering.
On-Site Caterer – This means when the hirer has arranged for a catering company to come and cook or prepare on-site. All caterers onsite should complete our Caterer Agreement and Standard Conditions of the On-Site Permission Agreement.
Non-On-Site Caterer – This means when the hirer has arranged for a catering company to deliver food for their event i.e. a buffet. It is the hire’s responsibility to know all ingredients in the food which is delivered and is responsible for temperature management.
Cleaning Fee – When a caterer uses our kitchen there is a £120.00 cleaning fee, added to the room hire.
Waste Disposal Fee – All on-site caters, as stated in the third party agreement, states that any cater on site should take their own waste away with them at the end of their time here at the event.
If the hirer has arranged a buffet, without an on-site caterer, then all food waste should be taken away at the end of the event by the hirer.
An optional £30.00 fee will be offered to allow the venue to dispose of any food waste.
This fee is only offered for non on-site self caterers.
a) All conditions attached to the granting of the Centre’s Public Entertainments Licence, stage play or other licences shall be strictly observed. Nothing shall be done which will endanger the users of the building, and the policies of insurance relating to it and to its contents. In particular:
i) obstructions must not be placed in gangways or exits, nor in front of emergency exits, which must be immediately available for free public egress;
ii) fire-fighting apparatus shall be kept in its proper place and only used for its intended purpose;
iii) the Fire Brigade shall be called to any outbreak of fire, however slight, and details of the occurrence shall be given to the EBM;
iv) performances involving danger to the public shall not be given;
v) highly flammable substances shall not be brought into, or used, in any part of the premises. No internal decorations of a combustible nature (e.g.: polystyrene, cotton, etc.) shall be undertaken or erected without the consent of the F&GP;
vi) no unauthorised heating appliances shall be used on the premises;
vii) the First Aid box shall be readily available to all users of the facilities. For the hirers of the Council Chamber it is located in the Chamber Kitchen and for the hirers of the Mayor’s Parlour meeting room it is located in the cabinet in the Mayor’s Parlour. The EBM shall be informed of any accident or injury occurring on the premises and the accident book must be completed.
viii) all electrical equipment brought into the building shall comply with the Electricity at Work Regulations, 1989 and have a PAT test dated within the last twelve months. The F&GP Committee disclaims all responsibility for all claims and costs arising out of any such equipment that does not so comply.
a) No booking shall take place, without either a Premises Officer, member of Council staff, Town Councillor or an appointment security officer being present on the Pierremont Hall site for the duration of the booking.
b) The hirer or person in charge of the activity shall not be under 18 years of age and shall be on the premises for the entire period of hire, or duration of the activity. The person in charge shall not be engaged in any duties which prevent him/her from exercising general supervision. When the premises or any part of them are used for the purpose of public entertainment, there shall be a minimum of two persons, neither of whom shall be less than 18 years of age, on duty. All persons in charge or on duty shall have been informed of the procedure for evacuation of the premises and shall be familiar with the firefighting equipment available.
No intoxicating liquors are permitted to be bought, sold or consumed on any part of the premises without the express permission in writing of the EBM, whose consent must also be obtained prior to seeking any Occasional Licence or Permission for the sale of alcoholic liquor.
Betting, Gaming and Lotteries
Nothing shall be done on or in relation to the premises in contravention of the law relating to betting, gaming and lotteries, and the persons or organisations responsible for functions held in Pierremont Hall shall ensure that the requirements of the relevant legislation are strictly observed.
Please advise your guests that biodegradable confetti only, may be used, and can only be thrown on the portico area immediately outside the ceremony room: confetti cannot be thrown in The Chamber Hall or in the public park.
Appropriate licences must be obtained, and a copy given to the EBM before any stage play is undertaken in the building or in its grounds.
Recorded Music Licence
It is the responsibility of any independent user group which uses recorded music in its activities to check if it requires a licence from Phonographic Performances Ltd (PPL) and, if so, to obtain one.
The permission of the F&GP must be obtained before goods or equipment are left or stored at Pierremont Hall, except that the EBM is authorised to grant permission for the overnight storage of goods and equipment brought to Pierremont Hall for a particular function or event.
Loss of Property
The Council cannot accept responsibility for damage to, or the loss or theft of, hirer’s property and effects.
a) Cars shall not be parked so as to cause an obstruction at the entrance to, or exits from, Pierremont Hall.
b) Spaces marked for the use of the commercial tenants of Pierremont Hall, should not be used Monday to Friday. There are three visitor spots available for weekday bookings and these will be provided on first-come, first-served basis.
c) Where parking accommodation is available at weekends, the hirers should use the parking vouchers supplied at the time of booking, and avoid undue noise on arrival and departure.
a) Litter shall not be left in or about Pierremont Hall.
b) Dogs are permitted in the hireable facilities of Pierremont Hall, however they should be well trained. If necessary we can ask that dogs be removed from premise.
c) Hirers and organisers of events in Pierremont Hall are responsible for ensuring that the noise level of their functions is not such as to interfere with other activities within the building nor to cause inconvenience for the occupiers of nearby houses and property.
a) All use of the Pierremont Hall facilities are subject to the users or hirers accepting responsibility for returning furniture and equipment to their original position.
b) All users shall leave the premises and surrounds in a clean and tidy condition.
c) All litter associated with the provision of food and drink, including preparation and leftovers, should be removed from the Pierremont Hall site.
All hirers should close doors and windows and the end of the hire period and inform the supervisor, as set out in (Supervision a) that they are leaving the premises.
Damage to Council Property
The Hirer is to take good care of and not cause any damage to Pierremont Hall, fittings, equipment or other property in the building. The hirer will loss their 25% extra deposit paid on the day of the events, as stated in section 3. of their hire agreement and will also be expected to pay for any such damage caused by any act or neglect of the Hirer or anyone for whom the Hirer is responsible or anyone permitted by the Hirer to enter the building, if greater than the 25% held deposit.