Grange Farm - Terms and Conditions
Please note if you are using Sharrons Event catering please see their T&C at the bottom of this document.
In these Terms and Conditions, the following words shall have the meanings hereinafter in this clause respectively assigned to them.
‘Agreement’ means the official application form for the hire of accommodation. ‘Dates of Hiring(s)’ means the date or dates on which the Hirer is entitled to use the accommodation under the terms of theAgreement
‘Hired Accommodation’ means that part of The Grange Farm Pavilion and Premises which is listed in the schedule of the Agreement between the Trust and the Hirer.
‘Hirers’ means the person, person’s society, association, club, company or other body making application for the use of the accommodation in whole or part.
‘The Site Manager’ means the Proper Officer for the time being of the Trust of their authorised agent
‘The Trust’ means the Grange Farm Centre Trust Managing Trustees or any authorised Operating Company, Committee or employee appointed by The Trust to act on their behalf in connection with the letting of accommodation at the Grange Farm Pavilion.
2. Application to Hire Accommodation
All applications to hire accommodation must be made on the Trust’s official application form and delivered to the Site Manager for consideration. The Trust reserves the right to refuse any application without stating their reason for so doing and may accept any application only upon such additional conditions as The Trust, through the Site Manager, shall deem necessary to impose. If the Trust accepts the application, the person or persons signing the application form shall be deemed the Hirer as well as the society, association, club, company or other body on whose behalf the application may be made and as such, will be jointly and severally responsible to the Trust for the payment of the hiring fees, and for the strict observance of the conditions applicable to the hire of the premises in whole or part. The precise purpose for which the accommodation is required must be clearly stated upon the application form and the Hirer shall furnish the Trust with full particulars of the function. When such application has been accepted the Hirer will receive written notification to that effect.
3. Scale of Charges
The charges for hiring the accommodation in whole or part shall be in accordance with the current official ‘Scale of Charges’ (a printed copy of which can be obtained from The Trust or Site Manager) or any amendment thereof which shall be made by the Trust. Charges are normally revised annually to take effect from 1 April. Where such revisions affect bookings which are made prior to the revised charges being known, the revised charges shall be communicated in writing to the Hirer who may within 14 days of such notification, withdraw his application.
A minimum deposit as set out in The Trust’ Fees and Charges will be payable for any event. The Trust reserves the right to request full payment in advance. Should the application not be granted for any reason, the deposit paid by the Hirer will be returned immediately. If the application is granted, the balance of the sum due under the Agreement must be paid six weeks prior to the event taking place if the full amount is not received by this time then booking will be deemed to be cancelled. Cheques and Postal Orders must be made payable to Grange Farm Trust . Only The Trust’s official receipt will be recognised as receipt of deposit.
3.2. Payments and Receipts
A deposit as detailed at 3.1, in respect of the hire of accommodation, MUST accompany the completed application form submitted to the Site Manager of The Trust for their consideration.
4. Cancellation of Hire – The Trust
The Trust, reserve the right to cancel the hiring:- (a) In the event of a breach or an anticipated breach of any condition of the hiring including any special conditions imposed under Clause 2 hereof, or (b) If at any time prior to the commencement of the function it shall appear to The Trust that the Hirer has made a material omission from or mis-statement in the application form; or (c) If at any time prior to the commencement of the function the programme or other detailed particulars referred to in Clauses 2 and 14 hereof have not been supplied or, if supplied, have not been approved by The Trust; or (d) If any sum payable under Clause 3 hereof is not paid by the Hirer by the date upon which it is due. The Trust may also cancel the hiring. (e) In the event of The Trust themselves being desirous of using the accommodation on the date upon which it has been let to the Hirer in connection with an occasion of national rejoicing or mourning or for the purpose which in the opinion of The Trust is of National importance by giving to the Hirer such notice of cancellation as The Trust, in all the circumstances, considers reasonable. (f) In the event of the accommodation being required on the date upon which it has been let to the Hirer for the purpose of a Parliamentary, County Council or District Council Election, Town Council Election by giving to the Hirer such notice of cancellation as The Trust, in all the circumstances consider reasonable. Upon such cancellation under (a), (b), (c) and (d) the Hirer shall not be released from any of his obligations under the Agreement and such cancellation shall not affect any right or remedy to which The Trust shall be entitled to retain any monies paid by way of deposit and to sue for any balance outstanding. Upon such cancellation under (e) or (f) The Trust shall return to the Hirer any monies paid by way of deposit but shall not be under any liability to the Hirer for any loss or damage he may sustain arising out of such termination.
5. Cancellation of Hire – Hirer
The Hirer shall have the right by notice, in writing to the Trust to terminate the Agreement at any time. Upon such termination the Hirer shall be liable to The Trust as follows; (a) A 50% non-refundable booking fee shall be payable at the time of booking, this will be two thirds in the case of Wedding Receptions. ( b) If the termination is made less than 90 clear days (excluding the date upon which notice is received by The Trust and the date or the first date of hiring), the Hirer shall be liable for the total hall hire charge plus all costs incurred.
6. Purpose of Hire and Sub-letting
Without the previous consent, in writing of The Trust, the hired accommodation shall not be used for any other purpose or in any other manner than that stated in the application and the Hirer, shall not, without the previous consent in writing of The Trust sub-let or part with possession of the hired accommodation or any part thereof to any other person or organisation.
The Trust will enter on the application form MAXIMUM numbers permitted to be accommodated for an individual function. The Hirer shall not permit the number of persons to exceed the figure stated.
For functions at which the audience is seated the charges include the provision of seating arranged as per a plan agreed at the time of hire. Such seating shall not be moved or increase. Numbers in excess of those stated will lose their damage deposit.
8. Closing Hours
Before the end of the hire period the Hirer is required to make a public announcement drawing attention to the hall being in a residential area and the need for all persons to leave quickly and quietly.
When a bar is in operation it will close thirty minutes prior to the end time of the function. Any entertainment, music etc, can continue for fifteen minutes after the bar has closed and all drinks must be finished thirty minutes after bar has closed. All persons to have left the premises by one hour after closure of bar.
9. Conduct and Good Order
The Hirer shall ensure that no undesirable person is permitted to enter, remain or otherwise make use of the hired accommodation. The Trust reserves the right through the Site Manager to require the Hirer to remove or cause to be removed any person from the accommodation without giving any reason for so doing. The Hirer shall be responsible for the maintenance of good order and ensure the observance of the Terms and Conditions applicable to the hire of accommodation. If in the opinion of the Site Manager the employment of additional staff over and above the normal quota for a function, or of Police Officers or Security Guards, is deemed necessary to keep order, prior to, during or after a function, such qualified persons shall be employed by the Hirer. The Hirer will be advised of such a decision , where possible, prior to the event.
Any abuse, either verbal or physical of the staff will not be tolerated. If there is physical abuse of any of the staff the perpetrators will be prosecuted through the court.
The Hirer shall ensure that music provided at the premises shall not cause a nuisance or annoyance to local residents and that any form of amplification shall be so controlled by the Hirer to prevent such noise.
10. Care of Furniture and Floors
Every care must be taken not to damage floors, walls, chairs and other furniture and fittings. Goods or materials must not be dragged over the floor of the hired accommodation or allowed to neither drop thereon, nor must water or other liquids be spilled on any part of the floor. The Hirer will clear up immediately any spillage of any kind. No person shall walk or dance on the hall floor wearing boots or shoes (eg. stilettos) liable to cause damage to the floor. Chairs, tables, furniture and equipment, whether already on the premises or brought onto the premises by the Hirer, shall not be used or placed otherwise than as may be approved by the Site Manager , and in particular nothing shall be placed in gangways, corridors, vestibules, entrances or exists. No open fires, petrol or spiritstoves, naked flames, machinery or any dangerous or inflammable items shall be brought into or used in any part of The Grange Farm Pavilion and The GrangeFarm Site.
11. Condition of the Accommodation
11.1. Damage Deposit
A damage deposit is payable prior to the event in accordance with The Trust’s prevailing Fees and Charges. The amount is payable prior to the event. This sum shall be repaid in full after the letting if no damage has been caused and all other conditions have been complied with. Should the amount of the deposit be insufficient to meet the assessment of any damage, the excess shall be recoverable as a civil debt from the person making the deposit.
11.2. Excessive Litter Charge
If, in the opinion of the Site Manager, the use of the hall shall cause an excessive amount of litter, the Hirer shall pay an extra cost involved in its removal.
11.3. Damage Deposit Refund
The Hirer shall leave the hired accommodation in as good order and in as clean a condition as at the commencement of the hiring, if default is made the Hirer shall pay to The Trust a reasonable charge for putting the hired accommodation in order. Unless the Hirer shall show before the commencement of the period of hire that any property of The Trust is damaged or missing, property shall be deemed to have been in The Grange Farm Pavilion and undamaged at the commencement of the period of hire.
The Hirer shall;
(a) Repay to The Trust on demand the cost of reinstating repairing or replacing any part of The Grange Farm Pavilion which shall be damaged, destroyed, stolen or removed during the period of hire or prior or subsequent thereto if in relation to or by reason of the hiring. This cost shall be certified by the Site Manager whose certificate shall be final.
(b) Indemnify The Trust against all claims, demands, actions of proceedings in respect of:
(i) Any damage to or loss theft or removal of property in The Grange Farm Pavilion belonging to any person except The Trust. (ii) Any loss or damage suffered or sustained by any person in consequence of the death of or injury to any person (other than aservant of The Trust while carrying out their duties as such whomsoever caused, which shall occur while such person is in or upon any part of The Grange Farm Site or arise from any accident or occurrence which shall while such persons is in or on any part of The Grange Farm Site provided always that the foregoing indemnity of this condition shall not apply to damage, death or injury occasioned by or in consequence or lightening, thunderbolt, earthquake, storm, tempest, flood, aircraft, articles dropped from aircraft or impact of vehicles, horses or cattle of the acts of foreign enemy or wilful destruction by or under order to the Government or any public authority or removal of any property in The Grange Farm Site in consequence of a confiscation, nationalisation or requisition by the Government or any Public Authority.
Note: The Trust are not insured against the risks referred to in sub-clause 11.3 (b) (i) and (b) (ii) other than risks referred to in the proviso to Clause11.2 (b) (ii). The Trust may at it’s the discretion and as a condition precedent to this Agreement require the Hirer to insure himself up to a reasonable amount against his liability under the Clause, to pay the premium on such insurance and to produce a policy for inspection.
12. Right of Entry
(a) The Trust reserve to themselves the right of entry to their duly authorised representatives to all parts of the hired accommodation at all times and require that instructions must be given by the Hirer for their admission,
(b) The Trust reserves the right to refuse admission to, or remove from, the hired accommodation and The Grange Farm Pavilion any person without stating any reason therefore.
(c) There shall be no admittance to persons after 10 p.m.
13. Public Announcements – Advertisements
No public announcement by Television, Radio, Social Media, Press Advertising, editorial posters, leaflets or any other medium shall be made by an applicant as to the object of the hiring until the application has been officially approved and accepted in writing by The Trust and the deposit paid by the intending Hirer. When the hiring procedure is satisfactorily concluded the Hirer undertakes to submit to theSite Manager , prior to advertising the performance, proofs of the proposed printed programme and any tickets, posters or handbills intended for use.
The practice of displaying posters on vacant shop premises, street furniture, builders hoarding, pedestrian under passes etc, without consent of the local planning authority is illegal and makes the offender liable on summary conviction to substantial penalties under the provisions of the Town and Country Planning Act 1971. Hirers are warned that The Trust may take legal proceedings in such cases and the unauthorised display of posters may result in the cancellation of the hiring to which the posters refer, and will be taken into account when future application to hire The Grange Farm Pavilion are made.
15. Maximum Capacity
The maximum number of persons allowed in the hired accommodation at any time shall not exceed the number as entered on the application form.
16. Sale of Tickets for Hirer’s Functions
Where a charge is made for admission to any event at The Grange Farm Pavilion, entry shall be by way of ticket only. Tickets that are prepared and must be submitted to and approved by the Site Manager prior to advertising the event. A sample ticket will be required for the booking file. The maximum numbers of tickets that the hirer may have printed and distributed shall be not more than the number of persons who for the purpose of the Agreement may to admitted to the Hall. All such tickets shall be numbered consecutively. The Hirer shall, at all times, on request give the Site Manager full information with regard to tickets which have been issued or sold. It is not permitted to sell tickets on the door for any function without written permission of The Trust.
17. Lotteries, Raffles and Gaming
(a) The Hirer shall not hold or permit to be held on the premises any lottery other than a lottery which is lawful by virtue of the Betting, Gaming and Lotteries Act 2005 , or any subsequent amendment thereto, nor to use or permit the premises to be used for the purpose of Gaming unless the written consent of The Trust thereto has been obtained.
(b) Where the Hirer intends to hold a lottery which is lawful by virtue of the Betting, Gaming and Lotteries Act 1963 or any amendment thereto he shall deliver to the Clerk to The Trust Manager at least 7 days before the holding of the function.
((i) A signed declaration that the proposed lottery is exempt from license, or
(ii) The license itself.
No photograph, cinematograph or video film may be taken in The Grange Farm Pavilion or theGrange Farm Centre Site without the written consent of the The Trust. Commercial photographers may be admitted to the hired accommodation for thepurpose of taking photographs if the hirer has obtained the consent of the The Trust, in writing.
The Hirer must not reproduce either audible or visibly or permit audible or visible reproduction of any function except with the written consent of the The Trust.
The Hirer must not transmit or broadcast or permit to be transmitted or broadcast by telegraph, telephone, wireless or any other means any function except with the previous consent of The Trust. When it is intended to broadcast or televise part or the whole of any function organised by any party other than a broadcasting authority, application for permission must be made by the broadcasting authority concerned to The Trust. A fee will be charged in respect of such broadcasts, the fee to be negotiated direct between The Trust and the broadcasting authority concerned. In the case of a function organised primarily for the purpose of broadcasting or televising it, the booking of the GrangeFarm Pavilion must be made by the appropriate broadcasting authority direct.
21. Property of the Hirer
All furniture, apparatus or appliances brought or sent to the accommodation by the Hirer must be unloaded, placed in position and removed by persons employed by the Hirer at such times as shall be agreed by the Site Manager having regard to engagements in the building. Electrical items without a current Portable Appliance TestCertificate will not permitted in the area of Hire. The Hirer shall remove all property belonging to him immediately following the hiring unless otherwiseagreed by the Site Manager, failing which, the Hirer shall be liable to be charged at the appropriate hourly rate for every hour or part of an hour after the time that such property is left in the accommodation, and the Hirer shall pay the cost of the The Trust in so doing. The The Trust shall not be liable to the Hirer in respect of any lost or damage to the Hirer’s property inundertaking such removal and storage. It should be noted that Hirers are responsible for arranging portage of their own property before, during and after the function.
All large equipment that is brought to site needs to be stated in ‘other information’.
22. Fire Prevention
All textile fabrics which may be used in connection with exhibition stands or for decoration shall berendered satisfactory non-inflammable. All scenery, cloths, draperies, gauze cloths, floral decorations, properties, hangings, curtains of all fabrics and decorations shall be non-inflammable. Plywood and other thin wood shall not be used in conjunction with scenery except in accordance with such conditions as may be imposed by The Trust. No cotton wool on any account be used for decorative purposes. No stall or erection shall be so placed as to obstruct any exit. No gas or oil stove, oil lamps or candles shall be used at any time. No compressed gas or inflammable substance shall be brought into or used in the accommodation except by the special sanction of The Trust.
The Trust reserves the right to impose such further or other conditions which, having regard to the particular hiring, it may consider necessary in the interest of public safety. The Hirer shall pay the cost of the engagement by The Trust of a Fireman tocomply with the licensing requirements at any public function which sceneryand/or naked flames are in use. In the event of The Trust’s insurance company requiring The Trust to pay an additional premium in respect of fire insurance because or special fire risks created by or in connection with the function, the Hirer shall, in addition to the charges otherwise payable by him to pay to The Trust before the function begins a sum equal to the amount of the said additional premium. In no case will any naked flames be permitted in any part of the Grange Farm Pavilion. Smoking is strictly forbidden in all areas of the Grange Farm Pavilion.
23. Child Protection
When children’sentertainments are held, the Hirer shall arrange for sufficient adult supervision by persons accustomed to and approved for the care and control of children.
24. Licensable Activity
The Grange Farm Site is not licensed for the sale of alcohol and hirers must make their own arrangements for a “Temporary Event Notice” or other such license to comply with the Licensing Act 2003. For an application form, contact the Licensing Department at Epping Forest District Council (www.eppingforestdc.gov.uk) in good time before the event.
Smoking is not to be permitted anywhere on the premises other than designated areas.
Any complaint regarding any of the arrangements connected with the function must be made in writing to the Clerk to The Trust and delivered by hand within 7 days of the cause of such a complaint arising to the following address of the Registered Office; Clerk to Grange Farm Centre Trust, 181 High Street, Epping, Essex CM16 4BQ
The Trust takes no responsibility for lose or damage to vehicles or trailers parked on their land, including content.
All Vehicles need to park in the marked bays.
No vehicles should be parked on Grange Farm Lane. All vehicles doing so, will be removed.
Sharrons Events Catering - Terms and Conditions
1. Written/email confirmation is required from the client for all provisional and final bookings. Bookings are finalised only when confirmation is received from Sharrons Event Catering Company
2. For new clients, a 20% deposit is required upon booking, and then full payment is required at least 15 banking days prior to the function.
3. For established or existing clients, payment must be made within 30 days of receipt of invoice.
4. The client is responsible for all hired equipment, during the course of the Event, Broken, lost or damaged equipment/linen will be charged at full replacement costs. A deposit of £200 will be required, which is fully refundable in the event of no damage.
5. Sharrons Event Catering Company confirms that they have and will maintain sufficient Public Liability Insurance for events of the nature of the booking.
6. All menus may be amended at short notice, subject to availability.
7. Final guest numbers are required 14 days prior to the event.
8. Cancellations will only be accepted in writing and charges are as follows:
- Cancellation 15 banking day's or more prior to the event - loss of deposit only
- Cancellation 14 banking day's or less prior to the event - loss of 50% of total event charge.
9. Sharrons Event Catering Company will endeavor to deliver your requirements at an agreed time. We cannot be held responsible for abnormal traffic conditions or vehicle breakdowns outside of our control, leading to delayed deliveries.
10. Whilst Sharrons Event Catering Company makes every possible effort to ensure that you have a wonderful event, we cannot be held legally responsible for external suppliers or for occurrences beyond our control.
11. The client will be responsible to the caterer and to the Venue owner for the behavior of their guests and contractors, and for any damage or additional costs caused to the Venue owner and/or the caterer that the hirer will comply with all instructions from the staff of the caterer or the owner.
12. The client will be responsible for the behavior of their guests and contractors whilst at the Venue/facility and for any damage or additional costs to the Venue owner or the caterer which the client or the guests cause.
13. The client and their guests must comply with all instructions from the caterer, the Venue owner, and their staff.
14. The client must take every precaution for the prevention of accidents to any person. Sharrons Event Catering Company Ltd will not make good any loss or damage to the property of the client, their guests, their agents or their contractors.
15. For venues booked by Sharron’s Event Catering Company, The client may not have access to the facility in advance of the agreed time for the function and must have vacated by the agreed time.
16. Any variation from agreed times for the purpose of delivery or collection of goods and materials will only be permitted if the Venue owner has given the written permission.
17. On accepting our services you the client accepts our terms and conditions.