1. All applications for the hire of the Forman Memorial Hall shall be made on the appropriate
form. The Hirer shall sign the form and must be aged 18yrs or over. The facilities must not be used
for purposes other than stated on the application form.

2. Where an organisation is named on the application form, the organisation will be jointly liable
with the Hirer under these conditions.

3. In the event of cancellation by the Hirer of a confirmed booking, a cancellation charge will be
made at the discretion of the Forman Memorial Hall Committee.

4. Hire charges will be in accordance with the pricing policy operating at the time of the let.

5. Hirers are responsible for maintaining good order and behaviour when using the Forman
Memorial Hall premises and may be required to provide stewards. Due regard must be paid to
other users and local residents.

6. The Hirer shall leave the Hall in a clean and tidy condition. Special cleaning charges of £10 per
hour will be levied for additional work carried out by the Caretaker in order to bring the Hall up to
a lettable standard.

7. It will be the Hirer's responsibility to ensure that all equipment or property brought into the
premises is in safe and sound condition and complies with all relevant safety conditions. The
Forman Memorial Hall Committee reserves the right to exclude any equipment or property
deemed unsuitable.

8. The Hirer shall be held responsible for all damage to the hall and surrounding grounds during
the let and will be liable for all costs incurred to repair such damage.

9. The Hirer is responsible for ensuring that vehicles are parked in an orderly way and that the
entrance to the Hall is kept clear. Vehicles are parked at owner’s risk.

10. The Hirer is responsible for ensuring that a risk assessment is completed and the latest
government guidelines are followed.

11. Insurance

a) The Forman Memorial Hall is insured through Allied Westminster (Insurance Services) Ltd and
its public liability cover is limited to our responsibilities in respect of the normal use of the Hall
and its environs.

b) Hirers are strongly advised to ensure they take out suitable insurance to cover themselves for
making good any damage or meeting a claim from an injured person at an event for which the
organisers could be held responsible.

c) Without limiting any other aspect of these conditions the Hirer will indemnify the Forman
Memorial Hall Committee from and against all actions and claims, including loss of properties
belonging to the hirer or users.

​

12. It is the responsibility of the Hirer to familiarise themselves with the fire regulations. The hirer
shall regulate admissions so that at no time is the maximum capacity set by the Forman Memorial
Hall Committee exceeded (maximum capacity 120 people). To comply with current regulations on
fire and safety, each event staged within the facility is required to be supervised by a designated
person who will be responsible for the overall control of the function and in particular, for taking
control in the event of an emergency. The individual must be present throughout the duration of
the event.

13. Licences
a) The Hirer shall commit no infringement of the copyright act. The Hirer will relieve the Forman
Memorial Hall Committee from all claims and actions. The Hirer must accept the sole responsibility for
their productions and performances and the unauthorised use of copyright production is prohibited.
Non-commercial use of the hall will be covered under the hall’s Music Licences for the playing of
recorded and live music; but anybody earning a commercial income from the hire must have a licence
in their own name and provide a copy before the hire commences. Failure to acquire the necessary
licences will result in cancellation of the hire.
 

b) The Hirer shall ensure that they have obtained all necessary licences; this will include theatre,
public entertainment, music, liquor and trading licences, a copy of which shall be given to the Hall
Committee prior to the event. Failure to acquire the necessary licences will result in cancellation
of the hire.
 

14. Consumption of Alcohol in the Hall
a) Events at which alcohol is sold (or included in ticket price) must have a liquor licence, available
from Scottish Borders Council by application at least 6 weeks before the event. No other alcoholic
drinks may be brought into the premises by the Hirer or guests if a liquor licence is in place.
 

b) Hirers may hold events with “Bring your own bottle” provided no charge is made for corkage.
 

15. The Forman Memorial Hall Committee will ensure compliance of the conditions of let and has
the right to terminate or refuse admission at any time.
 

16. Bookings by any school shall be under the supervision of the Head Teacher or delegated
member of staff throughout the duration of the let.
 

17. Special arrangements regarding deposits and supervision may be made, especially for
bookings by anyone under age 25.
 

18. All disputes, which may arise, shall be settled by the Forman Memorial Hall Committee whose
decision shall be final.
 

19. There will be NO SMOKING in any area of the hall.

​

20. Food Safety
The following statement, provided by a food safety officer with Scottish Borders Council, is
included in the conditions of hire to ensure that food safety regulations are met:

 

1. Hirers are required to ensure compliance with the Food Safety Act 1990, the Food
Hygiene (Scotland) Regulations 2006 and any subsequent related regulations.
 

2. Hirers are expected to familiarise themselves with the facilities available and to
ensure that they are adequate for the purpose intended.
 

3. Hirers will be required to remove all waste from the environs of the facility and
where necessary make special arrangements for its removal with a licensed
contractor before final vacation of the premises.
 

4. Hirers must :-
- Have a documented food safety management system
 

- Have trained staff on duty i.e. they have undergone a food safety course
equivalent to the Royal Environmental Health Institute of Scotland (REHIS)
Elementary Certificate in Food Hygiene, courses for which are run by SBC
 

- Ensure that food has been prepared in such a way that it will not result in
any civil action being raised.