The facilities of the Glencairn Memorial Institute are hired on the following terms:
- All bookings must be made through the online Booking Form.
- The Hirer undertakes to be present, or arrange for sufficient adult representatives to be present, throughout the period of hire to ensure compliance with the provisions in these Space Hire Condition.
- The Management Committee reserve the right to refuse bookings made with less than one week’s notice.
- The Management Committee reserve the right to refuse block bookings made more than 3 months in advance.
- If a booking in one hall space involves children or vulnerable adults such that a safeguarding policy is required, the Management Committee may refuse a booking in other hall spaces on safeguarding grounds.
- If the Hirer is operating as a business, they are responsible for ensuring that they have relevant and appropriate insurance, which shall include public liability insurance.
- The Management Committee reserve the right to charge a cancellation fee of up to 50% of the agreed Hire Charge for any booking cancelled with less than one weeks’ notice.
- The Management Committee reserve the right to charge a deposit for any event or party. If the hired space is not left in an acceptable state, deductions will be made before the deposit is returned.
- Payment terms are one month from issue of Invoice.
- The Hirer is responsible for collection / return of key
- The Hirer should familiarise themselves with fire exits and assembly points.
- The Hirer is responsible for carrying out their own Risk Assessments.
- All entrances and exits must be kept free of obstructions.
- The heating will normally be switched on one hour before the event unless otherwise requested.
- The Hirer is responsible for obtaining necessary licenses and permissions for the event.
- The Hirer must comply with the Food and Safety Act 1990 (and any subsequent regulations).
- Any electrical equipment brought onto the premises must have a current PAT certificate.
- Any temporary fittings and fixtures must comply with Health and Safety guidance and the Hirer must ensure that any decorations used are not a fire hazard.
- All the areas in and around the building are cleaned after use and all the waste removed from the premises.
- Any damaged caused must be reported to the Institute committee and either paid for or repaired.
- After the event all furniture must be tidied, tables folded and left in the store, chairs stacked against the wall. (No more than 8 high).
- No children under the age of 18 are left unsupervised at any time
- No children are allowed in the kitchen unsupervised.
- No animals, except assist dogs, may be brought into the building without prior permission of the Management Committee.
- No animals whatsoever may enter the kitchen at any time.
- No lighter-than-air balloons allowed on the premises.
- When selling alcohol on the premises it is the responsibility of the hirer to obtain the appropriate licence from Dumfries & Galloway Council.
- Alcohol may not be brought on the premises at other times without prior permission from the Management Committee.
- Smoking is not permitted in any part of the building.
- The Hirer must report any accident in the hired space involving injury to the public to the Management Committee as soon as possible.
- Hirers must undertake to ensure that their attendees recognise the fact that the Premises are situated in a residential neighbourhood and conduct themselves accordingly by, for example, parking responsibly, keeping noise at appropriate levels and leaving the building quietly.
- These Terms and Conditions will have been made available to the Hirer at the time of making the booking. By proceeding with the booking the Hirer is deemed to have accepted these terms and conditions.
