Portobello Town Hall:

Terms and Conditions of Hire

Portobello Town Hall is the venue for all functions.

Located in a residential area, we expect all hirers to be considerate neighbours.

By signing these Terms and Conditions of Hire Agreement, the hirer confirms that they have read and agree to abide by all of the terms and conditions outlined below.

In the event of a breach, Portobello Town Hall reserves the right to stop a function or to refuse further hires.  Where we need to make an additional charge due to a breach of these hire terms, we will be transparent in our discussions with you as a hirer.

Definitions:

• Hirer: Individual or organisation booking the venue, responsible for adherence to these terms.

• Premises: Areas of Portobello Town Hall specified in the booking form.

• Booking: Contract between Portobello Town Hall and the hirer.

• Period: the period of the booking.

• Function: Authorized activity or event specified in the booking.

Booking:

• Booking requests must be submitted to bookings@portobellotownhall.org or using the online form.

• The booking is confirmed when the form is completed and, within 2 weeks of completing the booking form, a non-refundable booking fee of 20% of the total cost has beenpaid.

• If the function is in less than 6 months’ time, 50% of the fee must be paid at the time of booking (20% booking fee plus a 30% deposit).

• If the function is more than 6 months away, the further 30% deposit must be paid 6 months ahead of the function.

• Full payment is due a week in advance of the function, with any exceptions documented separately.

• Charges may be subject to change before confirmation.

Cancellation and refund:

• Notify cancellations in writing to bookings@portobellotownhall.org.

• The booking fee and any incurred expenses are non-refundable.

• If you cancel 8 weeks or more before the function Portobello Town Hall will only retain the non-refundable booking fee (20% of the total cost) and any other money paid will be refunded

• If you cancel 4 to 8 weeks before the function Portobello Town Hall will retain 50% of the total cost of the function. This would be the 20% booking fee and 30% deposit paid at booking or six months before the function. If you have already paid the full cost of the function in advance you will be entitled to a refund of 50% of the full cost.

• If you cancel less than 4 weeks before the function you remain liable for the full cost of the function and an invoice will still be issued for the remaining balance. If you have already paid the full cost there will be no refund.

• If Portobello Town Hall is able to re-let some or all of the cancelled hire to another hirer then a refund, proportionate to the relative length of time of the re-let hire compared to the original hire, will be possible.

Use of Premises:

• Premises, including the car park and outside spaces, are for lawful purposes outlined in the booking.

• Hirers must comply with all relevant policies, including our Health and Safety Policy, Child Protection Policy and Equalities Policy.

• Hirers are responsible for controlling access to the building, including checking tickets and ensuring the welcome of attendees for public functions.

• If the function requires security staff this must be arranged and paid for by the hirer.  

Licenses:

• Portobello Town Hall holds relevant licences; hirers must secure necessary additional licences.

• Applications for functions involving the sale or consumption of alcohol will be accepted only from persons aged 18 years or over.

Insurance:

• Hirers must possess relevant insurance. These are the responsibility of the hirer.

• Hirers are liable for any venue-related incidents and must indemnify Portobello Town Hall.

Setup/Clean Up:

• Premises must be returned in a clean, functional state.

• The booking fee covers the duration of the functionincluding the time the hirer needs to setup and clean up.

• Hirers must ensure safe setup, comply with venue regulations, and handle equipment responsibly.

• Damage must be reported immediately, with costs passed to the hirer.

• Running over time incurs an additional fee as detailed in the current hire charges.

• Use of specific items such as confetti/glitter cannons require prior agreement as they will incur an extra cleaning cost.

• If the venue is not left in clean state, the invoice from the cleaning company will be charged to the hirer.

Health and Safety:

• Hirers are responsible for function safety, compliance with insurance and licensing, and may require trained staff.

• Risk assessments must be provided, especially for high-risk functions.

• Smoking/vaping only permitted in designated areas.

• Electrical equipment brought in by the hirer must be checked for safety and be labelled with a valid PAT test.

Parking:

• Limited parking is available and is prioritized for setup and for people requiring supported access.

• Designated accessible parking must be kept clear.

Catering and Kitchen Use:

• The kitchen can used at additional cost as detailed in the current hire charges.

• Only persons authorised by the hirer or by the Portobello Town Hall staff are allowed to enter the kitchen.

• The hirer is responsible for ensuring that they have the appropriate licences, risk assessments and food hygiene certificates in place.

• The kitchen must be cleaned down after use.

• Rubbish must be bagged appropriately for recycling.

• Food waste must be bagged separately.

• No food to be left in the kitchen including in the fridge or freezer.

Damages:

• A refundable deposit as detailed in the current hire chargesmust paid for use of the kitchen. This will be taken by credit card and will only be activated if and when necessary.

• We expect the kitchen to be left as clean and tidy as it was found but if we require to pay for extra cleaning orplumbing because of blocked sinks and drains or if equipment is damaged, the costs will be taken from the deposit.

Current Hire Charges:

• Overtime Fee: £200 per hour

• Kitchen Use Fee: £225 per day

• Kitchen Use Refundable Deposit: £500