Meads Hall Eastbourne – Hiring agreement
Terms & Conditions for Hire
These conditions apply to any hire of Meads Hall. Should you require clarification please contact booking@meadshall.org.
1. AGE AND RESPONSIBILITY
The hirer must be aged 21 or over and accept responsibility for the terms & conditions. The hirer (or
designated representative) must be on the premises when the public is present at all times. The hirer shall
make good or pay for all damage (including accidental damage) to the premises, fixtures, fittings or contents
and for loss of contents.
2. CANCELLATION
a. A refundable damage and cleaning deposit is required to secure the booking that will be refunded after
the building is checked and key returned. Should the booking be cancelled up to one month prior to the
booking date 1/3 of the booking fee will be forfeited from this damage and cleaning deposit.
b. The balance of the hire charge must be paid in full, at least one month before the event.
c. If the booking is cancelled two weeks prior to event, the hall reserves the right to retain 50% of the total
hire charge. Less than two weeks 100% of the hire charge will be payable.
Meads Hall reserves the right to cancel this hiring by written notice to the hirer in the event of:
(i) the premises being required for use as a Polling Station for a Parliamentary or Local Government election
or by-election.
(ii) Meads Hall Management reasonably considers that the hire will lead to a breach of licensing conditions or
other legal statutory requirements; or believes unlawful or unsuitable activities will take place on the
premises.
(iii) Meads Hall Management considers that the premises are not suitable for the use intended by the hirer.
In any of these cases Meads Hall will not be liable for any resulting direct or indirect loss or damages.
3. END OF HIRE
In addition to the hire charge, the hirer is expected to pay a refundable damage and cleaning deposit. The
hirer shall be responsible for leaving the premises and surrounding area in a clean and tidy condition.
Contents temporarily removed from their usual positions must be properly replaced. In the kitchen the
dishwasher must be emptied and drained and all food provisions brought in including any rubbish must be
removed. Please check that all appliances and lights are turned off. The premises should be properly locked
and secured unless directed otherwise. Upon departure the key must be posted in the post box by the west
door. Any lost or unreturned keys will be charged at £15 each and deducted from the damage and cleaning
deposit. Should any of the conditions above not be met, Meads Hall retains the right to deduct the cost of
damages and/or cleaning from the deposit.
4. USE OF PREMISES
The hirer shall not use the premises for any purpose other than that described in this Hiring Agreement and
shall not sub-hire or use the premises or allow the premises to be used in any unlawful way nor do anything
or bring onto the premises anything which may endanger the same or render invalid any insurance policies.
Kitchen – Please bring your own tea towels. On departure, please empty the fridge, freezer and oven.
Dishwasher to be emptied and drained. All appliances to be turned off, surfaces wiped and floor swept.
Gaming, betting and lotteries – The hirer shall ensure that nothing is done on or in relation to the premises in
contravention of the laws relating to gaming, betting and lotteries.
Licensable activities – Meads Hall has a PRS Licence for the playing of recorded music. If the hirer plans to
sell alcohol, a TEN (Temporary Event Notice) needs to be obtained from Eastbourne Council by the hirer. This
currently costs £21 and can take two weeks for approval. https://www.lewes-
eastbourne.gov.uk/article/1937/Apply-for-a-temporary-event-notice
Drunk and disorderly behaviour and supply of illegal drugs – The Hirer shall avoid disturbing neighbours of
the hall and limit excessive consumption of alcohol. Drunk and disorderly behaviour shall not be permitted
either on the premises or in its immediate vicinity. Alcohol shall not be served to any person suspected of
being drunk or being under the age of 18. Any person suspected of being drunk, under the influence of drugs
or behaving in a violent or disorderly way must be asked to leave the premises. No illegal drugs are allowed.
Dangerous and unsuitable performances – Performances involving danger to the public or of a sexually
explicit nature shall not be given.
Film shows for children shall be restricted to viewing age-restricted films classified according to the
recommendations of the British Board of Film Classification. Hirers should ensure that they have the
appropriate copyright licences for film.
Smoking – Smoking and vaping is not permitted in the hall. Any person who breaches this provision shall be
asked to leave the premises.
Noise – The hirer shall ensure that the minimum of noise is made on arrival and departure, particularly late at
night and early in the morning. All music must cease at 23.00 without exception.
Sale of goods – If selling goods on the premises the hirer shall comply with Fair Trading Laws and any code of
practice used in connection with such sales.
Fly posting – The Hirer shall not carry out or permit fly posting or any other form of unauthorised
advertisements for any event taking place at the premises. An A5 flyer advertising the booked event can be
given to the Hall Manager for both the internal and external notice boards if space is available.
5. HEALTH AND SAFETY
Protection of children and vulnerable adults – The hirer shall ensure that the organisers of activities for
children or vulnerable adults hold the appropriate DBS (Disclosure and Barring Service) checks.
Fire safety – All fire escapes must be kept clear of obstruction and immediately available for instant free
public exit. All hirers should familiarise themselves with the position of fire extinguishers, blankets and exits,
as well as the location of the assembly point. The Fire Brigade shall be called to any outbreak of fire and
details shall be given to the hall management. Candles with a naked flame are not allowed. Tea lights are
acceptable provided they are held within holders tall enough to prevent a fire risk.
Explosives and flammable substances – The hirer shall ensure that highly flammable substances including
fireworks are not brought into, or used in any part of the premises.
Heating – The hirer shall ensure that no unauthorised heating appliances shall be used on the premises when
open to the public without the consent of Meads Hall Management. Portable Liquefied Propane Gas (LPG)
heating appliances shall not be used.
Electrical appliance safety – The Hirer shall ensure that any electrical appliances brought by them to the
premises and used are in good working order and been PAT tested within the last 12 months.
Health and hygiene – If preparing, serving or selling food, the hirer shall observe all relevant food health and
hygiene legislation and regulations.
Accidents and dangerous incidents – The Hirer must report all accidents involving injury to the public to a
member of Meads Hall management as soon as possible and complete the relevant section in the hall’s
accident book.
Any failure of equipment belonging to Meads Hall must be reported as soon as possible.
6. STORED EQUIPMENT
There is limited pre-arranged storage for regular users. Meads Hall accepts no responsibility for any stored
equipment or other property brought on to or left at the premises, and all liability for loss or damage is
excluded. All equipment and other property (other than pre-arranged stored equipment) must be removed
at the end of each hiring or fees will be charged for each day or part of a day at the hire fee per hiring until it
is removed.
7. NO ALTERATIONS
No alterations or additions may be made to the premises nor may any fixtures be installed or placards,
decorations or other articles be attached in any way to any part of the premises without the prior permission
of Meads Hall management.
8. GDPR – Meads Hall Eastbourne takes your privacy seriously and we will only store and use your personal
information to administer your booking. We will store this information securely and confirm that we will not
pass your details to other companies or organisations.
January 2025