HOBBES PARLOUR BOOKING FORM
Name:
Address:
Landline phone number:
Mobile phone number:
Email:
DATE OF HALL HIRE:
NATURE OF FUNCTION / EVENT:
START TIME:
(Please consider set up and clear down time and factor this into your hall hire period).
FINISH TIME:
(Please report to the Tourist Information Desk at the end of your hire to advise that
your session has ended. This is to enable the security of the premises to be
maintained).
Please let us know what equipment you require (included in hall hire rate unless specified)
Portable Projector (£20 PA system (£20 charge):
charge):
Projector screen:
Flip Chart:
Round dining tables
(6ft diameter):
Chairs:
Trestle Tables (6ft length by 30”):
A £50 deposit is required to secure the booking and a returnable bond of £100, which will be
cashed by Malmesbury Town Council. A cheque will be raised one week after your event as
reimbursement providing no damage has been sustained anywhere on Malmesbury Town hall
premises or to property belonging to Malmesbury Town Hall.
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Full payment of the bond and hiring fees must be received by Malmesbury Town Council 14
days prior to the event.
I acknowledge that the hiring is in accordance with the Council’s scale of charges and terms
and CONDITIONS OF HIRE, which I have read and I accept.
I undertake to pay the appropriate charges, upon receipt of an account.
I understand that the Council may cancel the booking if the full hire charge is not paid
promptly and in full, a minimum of 14 working days in advance of the date of the booking.
PLEASE RETURN PAGES 1 TO 4 TO THE TOWN COUNCIL AND RETAIN PAGES 5 & 6 FOR
YOUR RECORDS
Signed...........................................................
Date...................................................
Please complete this form and return it with a £50 deposit to secure your booking to:
Post to: Malmesbury Town Council, Cross Hayes, Malmesbury, SN16 9BZ.
Email to: [email protected] and post the £50 deposit cheque to the address above,
stating your hall hire date on the back of the cheque.
Payment can be made by card. Please contact the Tourist Information Centre on 01666 823748
HALL HIRE CANNOT BE CONFIRMED WITHOUT A DEPOSIT CHEQUE AND
WE CANNOT ACCEPT PROVISIONAL BOOKINGS.
All cheques are to be made payable to MALMESBURY TOWN COUNCIL please.
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MALMESBURY TOWN HALL CONDITIONS OF HIRE 2016
Please read the CONDITIONS OF HIRE and retain for your information.
(Terms, conditions and fees are to be reviewed on an annual basis at the end of each financial year).
The application for hire is a contract between the Council and the applicant (not the organisation) who is
liable for payment.
Cancellations made within 14 days of the booking will be charged at 100%, cancellations made within 21 days
of the booking will be charged at 50%. All other cancellations will incur a £30 cancellation fee.
The Council reserves the right to refuse an application to hirers without stating the reasons.
Please be sure to book sufficient time to get the room(s) set up the way you want and cleared away at the end
of your event.
You will be charged at a rate of £50 per hour or part thereof if you overstay your booking period. A
cleaning fee of £50 per hour or part thereof will be imposed should the room(s) and common parts not
be left in the same condition as when the hire period commenced. Your hire includes the disposal of
up to 2 refuse sacks of waste. Further sacks can be removed at a charge of £10 per sack. All charges
will be deducted from your bond. The caretaker will be able to supply you with a mop/bucket and
broom upon request.
Insurance
The hire charges are inclusive of public liability insurance premium for non-commercial hiring’s. Commercial
hirers must provide evidence that cover has been obtained for the event in respect of Public Liability
(limit £500,000) 7 days before the hiring proceeds.
Licensed Bars
The Town Hall has its own premises licence which allows alcohol to be served/purchased.
Please email The Town Clerk at [email protected] or telephone on 01666 822143 and
provide details of the responsible person running the bar 72 hrs prior to the event and confirm that the Age
Verification Policy has been understood and will be adhered to.
NO SMOKING IN THE BUILDING
Parking subject to availability
Limited parking for unloading/loading is available in the Town Hall car park subject to permission being given
prior to the event.
Tables and chairs
The Hirer is asked to state how many chairs, tables, cutlery and crockery are required, at the time of booking.
However, it is not the caretaker’s duty to set up or take down these items. The Hirer is requested to allow
sufficient preparation and clearing time to do this and state this on the application form.
Decorations
No tacks, nails, screws, sticky tape, blue or white tack are to be used in any part of the premises.
Lost property
The Council accepts no responsibility for any articles of property lost during hiring of the Town Hall. People
finding articles of lost property should hand them to the caretaker.
Orderly conduct
Hirers shall be responsible for the maintenance of good order at all times during the period of hire.
Capacities
Capacities for the premises, seating and table layout have been established in accordance with the
requirements of the County Fire Officer.
Fire Precautions
NO NAKED FLAMES i.e. candles, etc, are permitted to be used.
Electrical appliances such as heaters, cookers, video equipment, etc, are not to be brought in for use, unless
authorised and have current PAT testing certification. The Hirer will be held responsible for ensuring that all
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electrical equipment, used at his/her event, comply with Health and Safety standards. The use of smoke
generators is STRICTLY PROHIBITED.
The Hirer is responsible for delegating members of his/her party as stewards to liaise with the
caretaker and to familiarise themselves with fire escapes/extinguishers. A minimum of one steward
for meetings and a minimum of two stewards for all other events are required.
All passageways, stairways and exits to which the public have access, MUST be kept free from
obstruction at all times.
Damage to Council Property
Hirers shall pay to the Council upon demand the cost of reinstating or replacing any part of the halls or any
property which is damaged, destroyed, stolen or removed during the period of hire.
Failure to Observe Conditions
If the Hirer fails to observe the conditions of hiring, the Council may, without notice, terminate the booking.
This termination shall not release Hirers from their obligation under the original agreement.
The Council will be entitled to retain the deposit and may collect payment of any balance outstanding.
Liability
The Council shall not be liable for damage to property or injury or death to persons which shall occur during
the period of hire, provided any such incident does not arise out of negligence on the part of the Council or its
agents, or from any defects of the building.
Other information
 Caretaker on site.
 Premises may be viewed: Monday-Thursday between 9am and 5pm and on Friday 9am – 4.30pm by
appointment only.
 Please arrange viewing appointment with the Events and Facilities Manager.
 VAT No: 909 3558 02.
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THIS PAGE AND PAGE 6 TO BE RETAINED BY THE HIRER
MALMESBURY TOWN HALL CONDITIONS OF HIRE 2016
Please read the CONDITIONS OF HIRE and retain for your information.
(Terms, conditions and fees are to be reviewed on an annual basis at the end of each financial year).
The application for hire is a contract between the Council and the applicant (not the organisation)
who is liable for payment.
Cancellations made within 14 days of the booking will be charged at 100%, cancellations made within
21 days of the booking will be charged at 50%. All other cancellations will incur a £30 cancellation
fee.
The Council reserves the right to refuse an application to hirers without stating the reasons.
Please be sure to book sufficient time to get the room(s) set up the way you want and cleared away
at the end of your event.
A charge of £50 per hour or part thereof will be deducted from your bond if you overstay your
booking period. A cleaning fee of £50 per hour or part thereof will be imposed should the
room(s) and common parts not be left in the same condition as when the hire period
commenced. Your hire includes the disposal of up to 2 refuse sacks of waste. Further sacks
can be removed at a charge of £10 per sack. All charges will be deducted from your bond. The
caretaker will be able to supply you with a mop/bucket and broom upon request.
Insurance
The hire charges are inclusive of public liability insurance premium for non-commercial hiring’s.
Commercial hirers must provide evidence that cover has been obtained for the event in
respect of Public Liability (limit £500,000) seven days before the hiring proceeds.
Licensed Bars
The Town Hall has its own premises licence which allows alcohol to be served/purchased.
Please email The Town Clerk at [email protected] or telephone on 01666 822143
and provide details of the responsible person running the bar 72 hrs prior to the event and confirm
that the Age Verification Policy has been understood and will be adhered to.
Alternatively hirers can use a local publican or licensee to run the bar.
NO SMOKING IN THE BUILDING & ON AND AROUND THE FIRE ESCAPES
Parking subject to availability
Limited parking for unloading/loading is available in the Town Hall car park subject to permission
being given prior to the event.
Tables and chairs
The Hirer is asked to state how many chairs, tables, cutlery and crockery are required, at the time of
booking. However, it is not the caretaker’s duty to set up or take down these items. The Hirer is
requested to allow sufficient preparation and clearing time to do this and state this on the application
form.
Decorations
No tacks, nails, screws, sticky tape, blue or white tack are to be used in any part of the premises.
5
THIS PAGE AND PAGE 5 TO BE RETAINED BY THE HIRER
Lost property
The Council accepts no responsibility for any articles of property lost during hiring of the Town Hall.
People finding articles of lost property should hand them to the caretaker.
Orderly conduct
Hirers shall be responsible for the maintenance of good order at all times during the period of hire.
Capacities
Capacities for the premises, seating and table layout have been established in accordance with the
requirements of the Fire Risk Assessment and County Fire Officer.
Fire Precautions
NO NAKED FLAMES i.e. candles, etc, are permitted to be used.
Electrical appliances such as heaters, cookers, video equipment, etc, are not to be brought in for use,
unless authorised and have current PAT testing certification. The Hirer will be held responsible for
ensuring that all electrical equipment, used at his/her event, comply with Health and Safety
standards. The use of smoke generators is STRICTLY PROHIBITED.
The Hirer is responsible for delegating members of his/her party as stewards to liaise with the
caretaker and to familiarise themselves with fire escapes/extinguishers. A minimum of one
steward for meetings and a minimum of two stewards for all other events are required.
All passageways, stairways and exits to which the public have access, MUST be kept free
from obstruction at all times.
Damage to Council Property
Hirers shall pay to the Council upon demand the cost of reinstating or replacing any part of the halls
or any property which is damaged, destroyed, stolen or removed during the period of hire.
Failure to Observe Conditions
If the Hirer fails to observe the conditions of hiring, the Council may, without notice, terminate the
booking.
This termination shall not release Hirers from their obligation under the original agreement.
The Council will be entitled to retain the deposit and may collect payment of any balance
outstanding.
Liability
The Council shall not be liable for damage to property or injury or death to persons which shall occur
during the period of hire, provided any such incident does not arise out of negligence on the part of
the Council or its agents, or from any defects of the building.
Other information
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


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Caretaker on site.
Premises may be viewed: Monday-Thursday between 9am and 5pm and on Friday 9am –
4.30pm by appointment only.
Please arrange viewing appointment with the Events and Facilities Manager.
VAT No: 909 3558 02.