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All bookings must be confirmed in writing with Bookings Secretary and a deposit paid as appropriate. Deposits are non-returnable in the event that the booking is cancelled less than one month before the event. Balance of hire fees due must be paid at or before the commencement of the hire period. A supplementary deposit against damage of £100 is required in respect of certain bookings which will be refunded in full provided no damage or breakages have been occasioned and that the premises have been left in a satisfactory state. Cheques payable ‘Basingstoke Air Scouts’
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The hirer is responsible for any damage to the property or its contents during the period of hire. Any breakages or damage should be reported at the end of the booking and may result in a supplementary charge or the retention of all or part of the supplementary deposit. Any defects noted by the Hirer should be reported to the Bookings Secretary. The hirer is responsible for ensuring that children are adequately supervised at all times and that due regard is given to fire and safety regulations (see 6 below)
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The Hirer is required to leave the premises in a clean and tidy state and remove all rubbish and waste at the end of the hire period. Hall(s) and communal facilities used shall be vacuumed/swept as appropriate and spillages mopped. Tables must be wiped clean and furniture returned to its customary location. Windows and doors must be left secure and lights and extractor fans turned off. Failure to comply with these requests may result in an extra charge being levied for cleaning or the retention of part or all of the supplementary deposit against damage.
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SMOKING IS PROHIBITED ANYWHERE IN THE BUILDING.
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Hirers are required to confine their activities to the area(s) booked. Use of the kitchen, toilets and entry foyer are considered integral to bookings. Users are required to be flexible in the event of concurrent booking for both halls by different organisations. The management undertakes to make users aware if this situation is likely to occur. Access to the upper floor is restricted to authorised personnel.
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Fire and emergency exit doors must be kept freely accessible at all times. The premises are protected by an automatic fire and security alarm system and hirers are required to familiarise themselves with the emergency evacuation procedures displayed.
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Notices may only be displayed on the notice boards provided. The use of drawing pins, staples and adhesive tape elsewhere is strictly forbidden but blu-tak type fixing may be used with discretion. Posters and advertisements for events can be displayed in the building by permission of the management. Please ask the Booking Secretary for details. Any posters displayed must carry the name of the organiser(s) involved.
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The sale of alcohol on the premises is strictly forbidden.
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The management reserves the right to decline to accept a booking
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The needs of the Air Scout Group take priority over bookings. The management reserves the right to cancel a booking in the event that the premises are required for use as a Polling Station for local government or general elections; or they are deemed unfit for use for any reason; or the management feels it has been misled in the booking application; or that the purpose of the hiring is liable to cause a breach of statutory regulations.
