Mafeking Hall – Terms & Conditions of Hire

Effective Version: 1st February 2025

These Terms & Conditions apply to all bookings of Mafeking Hall & Campsite, operated under the authority of the District Centre Manager, Cotswold Edge District Scout Council.

1. Definitions

“Hall” / “Premises” – Mafeking Hall, its grounds, facilities, fixtures, and equipment.

“District Centre Manager” – The authorised individual responsible for the management and operation of Mafeking Hall on behalf of Cotswold Edge District Scout Council.

“Hirer” – The individual or organisation entering into this agreement.

“Event” – The activity, function, or purpose for which the Premises are hired.

“Booking” – The confirmed reservation for use of the Premises.

2. Application & Booking Process

1. A provisional booking may be made via the online booking form or by emailing the District Centre Manager.
2. The District Centre Manager reserves the absolute right to refuse any application or impose additional conditions where necessary.
3. Bookings must be made by a responsible adult aged 21 or over who will be present throughout the hire period.
4. The Hirer must provide full and accurate details of the intended Event. Misrepresentation may result in cancellation without refund.

3. Charges & Payment Terms

1. Hire charges are set in accordance with the published scale of charges.
2. A 30-minute setup period and 30-minute clear-down period are automatically added to all bookings.
3. Invoices are payable within 7 days of issue. Payment may be made via BACS or cheque.
4. The District Centre Manager may require a security deposit or bond at their discretion.

4. Cancellation Policy

1. If the Hirer cancels:
   • More than 28 days before the hire date: 100% refund
   • Between 7–28 days: 50% refund
   • 7 days or fewer: No refund
2. The District Centre Manager may cancel any booking at any time, at their sole discretion, including but not limited to situations involving safety concerns, safeguarding issues, operational or staffing constraints, maintenance requirements, adverse weather, or any actual or anticipated breach of these Terms & Conditions. The District Centre Manager’s decision shall be final.
3. In the event of cancellation initiated by the District Centre Manager, liability is limited to a refund of hire fees already paid.

5. Force Majeure

The District Centre Manager shall not be liable for any failure to provide the Premises due to circumstances beyond their reasonable control, including but not limited to severe weather, power failure, structural issues, fire, flood, or emergency operational requirements.

6. Permitted Use

1. The Premises may only be used for the purpose stated in the Hirer’s application.
2. Sub-letting or transferring the booking to another party is strictly prohibited.
3. The following are not permitted:
   • Teenage parties
   • Fireworks, air horns, or loud noise devices
   • Activities that may cause nuisance to neighbours
   • Any illegal or unsafe activity
   • Smoke machines, haze machines, or equipment likely to trigger alarms
   • Deep-fat fryers or hazardous cooking appliances

7. Safeguarding & Supervision

1. Children under 18 must be supervised at all times.
2. Any organisation working with children or vulnerable adults must comply with relevant safeguarding legislation and hold appropriate DBS checks.
3. The District Centre Manager reserves the right to request evidence of safeguarding compliance.

8. Insurance & Indemnity

1. The Hirer is responsible for obtaining any necessary public liability insurance appropriate to their Event.
2. Commercial, high-risk, or externally provided activities (e.g., inflatables, entertainers, equipment hire) require proof of the provider’s insurance.
3. The Hirer agrees to indemnify and hold harmless the District Centre Manager, Cotswold Edge District Scout Council, and The Scout Association from all claims, losses, damages, costs, or liabilities arising from the Hirer’s use of the Premises.
4. The District Centre Manager accepts no liability for loss or damage to personal property.

9. Parking & Boundaries

1. Vehicles must only be parked in designated areas and must not obstruct emergency access routes.
2. Parking on the lane or passing place is strictly prohibited.
3. Additional parking may be available on the fields.
4. The Cricket Club car park must not be used; doing so may result in charges imposed by the Cricket Club.
5. Hirers and guests must remain within the boundaries of the Premises at all times.

10. Access & Security

1. Access codes will be provided shortly before the hire date.
2. The Hirer is responsible for ensuring the Premises are secured upon departure, including locking doors, windows, and gates.
3. Access codes must not be shared with unauthorised persons.

11. Health & Safety

1. The Hirer must familiarise themselves with fire exits, extinguishers, and evacuation procedures.
2. Fire exits must remain unobstructed at all times.
3. No flammable materials, candles, or open flames are permitted.
4. The Hirer must ensure compliance with all relevant legislation, including the Licensing Act, Equality Act, and Health & Safety regulations.

12. Cleaning & Damage

1. The Premises must be left clean, tidy, and in the condition found.
2. All rubbish must be removed from the site.
3. Any damage, breakages, or defects must be reported immediately.
4. The Hirer is liable for all repair or replacement costs.
5. The District Centre Manager may deduct costs from any security deposit or invoice the Hirer for additional charges.

13. Alcohol, Smoking & Prohibited Substances

1. Smoking and vaping are prohibited inside the Premises.
2. Alcohol may only be consumed if permitted by law.
3. The sale of alcohol requires the Hirer to obtain the appropriate licence.
4. Illegal substances are strictly prohibited.

14. Noise & Neighbour Consideration

1. Noise must be kept to a reasonable level at all times, particularly after 23:00.
2. The District Centre Manager reserves the right to terminate the Event immediately if noise causes nuisance to neighbours.

15. Decorations & Equipment

1. No nails, screws, pins, adhesives, or fixings may be used on walls or fixtures.
2. Confetti, glitter, and similar materials are not permitted.
3. Helium balloons must not be released or allowed near detectors.

16. Data Protection

1. Personal data provided during the booking process will be handled in accordance with the District Scout Council’s Privacy Policy.
2. Data will only be used for booking administration and safety purposes.

17. Breach of Conditions

1. Any breach of these Terms & Conditions may result in:
   • Immediate termination of the hire
   • Loss of fees and deposits
   • Refusal of future bookings
   • Liability for additional costs incurred

18. Agreement

By submitting a booking request, the Hirer confirms that they have read, understood, and agree to be bound by these Terms & Conditions.