Categories of Hire

COMMUNITY RATE

-Epsom and Ewell based voluntary organisations, not for profit organisations and registered charities,  whose activities are held within the Borough. Proceeds of hire to be devoted to funds, not personal gain.  Registered charity numbers must be provided.
-Church and religious groups.
-Organisations and groups which cater for vulnerable groups and/or youth within the community.


 STANDARD RATE

-Voluntary organisations based outside Epsom and Ewell (proceeds of hire devoted to funds and not to personal gain).

 

COMMERCIAL RATE

-Any person or organisation who hires for the purpose of commercial gain.
-Promotions, staff training sessions for any company with the exception of those under the standard category, based either within or outside Epsom and Ewell.


Courses and event

If not covered within the above categories, when the hirer is proposing to charge an entrance fee to
the course or event, then the hire rate for the rooms and auxiliary rates will be by negotiation between the Centre Manager and the Hirer, and based on the market rate for the activity and the multiplicity of booking.


Special notes:

-Between 22.00 and 08.00, and outside normal opening hours at the weekend, the hourly rate for all rooms is doubled.
-Hire fees are charged on an hourly basis and part hours are charged as half hours (unless otherwise agreed with the Centre Manager)
-Hire charges apply from the time of occupation of the room(s) until the premises are vacated by the hirer.  Failure to clear at the designated time will result in an additional charge being incurred by the Hirer.
-The hire fees are subject to revision at any time without notice and fees payable are those in force at the time of the event (or those which have previously been agreed with the Centre Manager) for which the accommodation is hired.  The hire fees will be revised annually by 1st April.
-All room hire booking agreements incorporate the Terms and Conditions of Hire for The Ebbisham Centre.

 

Terms and Conditions of Hire

DEFINITIONS

The term “Manager” refers to the person appointed at that time to control and manage the above.
The term “Room” refers to any room at The Ebbisham Centre.
The term “Hirer” refers to the person(s) firm or company to whom any room shall be let.

APPLICATION FOR HIRE

Application for hire must be made to the Centre Manager of The Ebbisham Centre.

REFUSAL TO HIRE

The Manager may refuse to hire at any time without any reason being assigned therefore.

RESTRICTION OF ENTRY

The Hirer shall take every care to ensure that no undesirable person is permitted to enter a room or otherwise make use of the same.

APPLICATION FOR HIRE FORM

The Hirer must complete The Ebbisham Centre Application for Hire Form in respect of each booking and send it the Centre Manager. A deposit of 50% of the total charge should be paid at the time of booking, the balance to be paid not less than 28 days before the date of hire.
Cheques to be made payable to: Surrey County Council.
The Ebbisham Centre will not accept responsibility for any remittance that may be undelivered or lost in the post.  In the absence of payment in full being received by the Manager the Hirer may be refused admission to the rooms.

CANCELLATIONS

In the event of the cancellation of a booking of a room by the Hirer, this must be received in writing by the Centre Manager 14 days prior to the date of hire, when the deposit only will be payable. In all other cases the full hire charge remains due and payable.
The Ebbisham Centre reserves the right to cancel any booking by giving not less than 28 days notice in writing to the hirer. No compensation shall be payable to the Hirer by The Ebbisham Centre but any sums that have been paid to the Ebbisham Centre by the Hirer will be refunded.

In the event of the rooms being damaged by fire, flood or explosion or any other cause rendering it unsuitable, The Ebbisham Centre shall by written notice inform the Hirer that the room will not be available. No compensation shall be payable to the Hirer by The Ebbisham Centre but any sums that have been paid to The Ebbisham Centre by the Hirer will be refunded.

If for any reason any room cannot be made available to the Hirer on the date of hire, then The Ebbisham Centre shall be entitled to cancel any bookings and shall give not less than 14 days written notice to that effect to the Hirer. In such event The Ebbisham Centre shall use reasonable endeavours to offer an alternative venue for that hire date. No compensation shall be payable to the Hirer by The Ebbisham Centre but any sums that have been paid to The Ebbisham Centre by the Hirer will be refunded.

SUPERVISION

The Hirer is responsible for the administration, organisation, control and running of the particular event. The Manager will advise and assist if requested but it is not the Managers responsibility to run events for the Hirer. On vacating the building all areas used by the Hirer must be left in a clean and tidy condition to the Managers satisfaction.

TIME OF USE

Failure to clear at the designated time will result in an additional charge being incurred by the Hirer. (Please see Price Guide)

 TYPE OF USE 

The rooms shall only be used for such purposes as The Ebbisham Centre may approve and reserves the right to instantly terminate the hire (without compensation) if the same were used for any undesirable purpose. The Ebbisham Centre reserves the right to cancel without notice any hire that may be considered objectionable or contrary to local authority policy (without compensation).

 PREVENTION OF DAMAGE

That nothing shall be driven into or fixed to any part of the building or its furniture or fittings. The Hirer shall take every precaution to avoid damage at all times.

DAMAGE TO FLOOR

The Hirer shall ensure that all persons using the floor for e.g. Aerobics Classes must use suitable footwear and the Hirer shall be responsible for any damage to the floor caused by any breach of this condition.

EQUIPMENT

With the prior approval of the Manager, the Hirer is permitted to use equipment such as OHP, Flipcharts or Public Address Systems in The Ebbisham Centre. The Hirer undertakes and agrees to be responsible for all damage as a result of use by the Hirer or others and will pay to The Ebbisham Centre all expenses that may be incurred. Any such expenses shall be recovered from the Hirer.

FURNITURE

The Hirer is permitted to use the furniture and fittings installed in the room and undertakes and agrees to be responsible for any damage as a result of use by the Hirer or others and will pay The Ebbisham Centre for all expenses that may be incurred. Any such expenses shall be recovered from the Hirer.

ACCESS BY MANAGER

The Manager and other authorised staff at The Ebbisham Centre, reserve the right of entry at all times.

ADMISSION

The Ebbisham Centre has ABSOLUTE DISCRETION to refuse admission or to evict any person(s) from the building.

FAILURE TO COMPLY

The Ebbisham Centre may remove from site any articles not removed by the Hirer on completion of their booking and any cost incurred will be paid by the Hirer.

USER NOT TRANSFERABLE

The right to use the facilities or equipment is not transferable and the facilities hired shall not be used for any purpose other than that specified on the Application for Hire Form.

FIRE/BOMB PROCEDURES

The hirer must make sure that they have read and understood the Fire Instructions and made note of the nearest fire exits and evacuation procedures.  

ELECTRICAL

No temporary additions to lighting or electrical circuits may be made without authority of the Manager.

DOGS

Dogs and other animals will not be admitted into The Ebbisham Centre – Guide Dogs Excepted.

CATERING

All Catering arrangements, including refreshments and buffet meals etc. must in the first instance be made through Chapters Cafe at The Ebbisham Centre. Hirers can contact Chapters directly during normal working hours on 01372 743 004.

LOCAL AUTHORITY LIABILITY

Epsom and Ewell Borough Council and Surrey County Council accept no responsibility for injury, damage or loss not directly attributed to the negligence of its employees or agents.

INDEMNITY

The Hirer will indemnify and keep indemnified Epsom and Ewell Borough Council and Surrey County Council, their officers and servants agents and assigns from and against all claims, demands, proceedings, loses, damages, expenses and costs whatsoever that may be made or arise in connection with the hiring of the Room and/or the equipment and or in the use of The Ebbisham Centre incidental to the hiring of the Room and/or the equipment.

DANGEROUS SUBSTANCES

No inflammable chemicals or other dangerous substances may be used or kept on the premises.

ALCOHOL

Under no circumstances is it permitted for a Hirer or others to consume alcohol on the premises without the prior consent of the Manager.

SMOKING POLICY

The Ebbisham Centre is a Non-Smoking Building. Under no circumstances is it permitted for the Hirer or others to smoke in the building.

SUB LETTING

No sub letting of the hiring of rooms is permitted without the prior consent of the Manager.

ADDITIONAL CONDITIONS

The Ebbisham Centre reserves the right to make any additional conditions or regulations considered necessary to ensure safety or proper operation of Hire.