Claygate Recreation Ground Trust

Claygate Community Clubhouse



For the purposes of these conditions, the term HIRER shall mean an individual hirer, or where the hirer is an organisation, the authorised representative. The term PREMISES shall mean the upstairs space at the Claygate Community Clubhouse. The TRUST shall mean the Claygate Recreation Ground TRUST.


  1. On confirmation of your booking THE HIRER will receive an invoice for the full amount of the booking, plus a deposit of £50 (or 50% of the hiring charge on smaller bookings).

  2. If THE HIRER wishes to cancel the booking up to two weeks before the date of the event the Trust will retain 50% of the hiring charge. Any cancellation in the two weeks prior to the event will result in the forfeit of the full hiring charge.

  3. Regular HIRERS will be invoiced in arrears at the end of each month, the invoice being payable according to the period indicated on the invoice. Late payment will attract interest at a rate of 5% per month or part thereof. The Trust requires 6 weeks notice for the termination of any regular booking or full payment will be required for any booking falling within that 6 week notice period.

  4. ​The Trust reserves the right to cancel this hiring at any time, in which case THE HIRER shall be entitled to a refund of any deposit and/ or hiring charge already paid. The Trust shall not be liable to pay any compensation.

  5. In the event of the premises or part thereof being rendered unfit for the use for which it has been hired, the Trust shall not be liable to THE HIRER for any resulting loss or damage whatsoever.

  6. THE HIRER will, during the period of the hiring, be responsible for the supervision of the space, the fabric and the contents, their care and protection from damage however slight or change of any sort and the behaviour of all related persons using the premises, including proper supervision of car-parking arrangements so as to avoid obstruction of the highway.

  7. THE HIRER shall indemnify the Trust for the cost of repair of any damage done to any part of the premises including the curtilage thereof or the contents of the buildings which may occur during the period of the hiring as a result of the hiring.

  8. A DAMAGE DEPOSIT of £50 or 10% of the hiring fee, whichever is the greater, will normally be payable on booking. The Trust will return the deposit to the HIRER within 28 days of the end of the period of hire, less the cost of rectifying any damage caused to the premises and/or contents thereof during the period of the hiring, or excess cleaning required as a result of the hiring.

  9. THE HIRER shall ensure that the minimum of noise is made on arrival and departure. If leaving the premises after dusk THE HIRER must leave the Recreation Ground via the Church Road gates as all other gates will be locked.

  10. In the use of amplifiers, the level of sound must at all times be controlled so as to avoid causing nuisance to village residents.

  11. At the end of the hiring, THE HIRER shall be responsible for the leaving the premises in a clean and tidy condition, properly locked and secured unless directed otherwise and any contents temporarily removed from their usual positions properly replaced, otherwise the TRUST shall be at liberty to make an additional charge.

  12. THE HIRER shall not use the premises for any purpose other than that described in the hiring agreement and shall not sub-hire or use the premises, or allow the premises to be used for any unlawful purpose or in any unlawful way, nor do anything or bring onto the premises anything which may endanger the same or render invalid any insurance policies in respect thereof.

  13. THE HIRER will not allow the consumption of alcoholic liquor on the premises without the written consent of the TRUST. If alcohol is to be sold during the hire period the hirer must apply to Elmbridge Borough Council for a TEN (Temporary Event Notice) no later than 10 working days before the event, and keep the TRUST informed.

  14. THE HIRER shall ensure that nothing is done on or in relation to the premises in contravention of the law in relating to gaming, betting and lotteries.

  15. The HIRER shall not permit smoking or vaping at any time in any part of the building.

  16. THE HIRER shall at all times comply with any conditions and regulations made in respect of the premises by the Local Authority, Local Magistrates Court, and Fire Authority and those displayed at the premises. In addition, THE HIRER shall also comply with any statements of risk assessment displayed at the premises.

  17. THE HIRER shall, if serving or selling food, observe all relevant food health and hygiene legislation and regulations.

  18. THE HIRER shall ensure that any electrical appliances brought by him to the premises and used there shall be safe and in good working order, and used in a safe manner. Any electrical appliances brought onto the premises MUST have been PAT tested within the last 12 months.

  19. THE HIRER shall ensure that no dogs except guide dogs are brought into the hall without prior permission.

  20. THE HIRER shall ensure that any activities involving children shall comply with the provisions of The Children Act 1989 and any amendments made thereafter, and that only fit and proper persons have access to the children.

  21. THE HIRER shall ensure that they hold relevant licences under, but not limited to, the Performing Right Society (PRS) and the Phonographic Performance Licence (PPL) if they wish to undertake any licensable activities.

  22. THE HIRER shall ensure that Public Liability Insurance is in place for the hirer’s event. (The Trusts’ own Public Liability Insurance automatically covers many non-profit making activities). 

  23. Before using the hall The HIRER should review the premises for health and safety issues, noting the position of the fire exits, the First Aid Box , fire extinguisher and fire blanket . THE HIRER shall ensure that all fire and other exits will not be obstructed.


September 2020

0845 224 0025

Church Road, Claygate, Esher, Surrey KT10 0JP

Registered with the Charity Commission of England and Wales with charity number 1180381


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