Hall hire terms and conditions

These terms apply to every booking of the 1st Cotswold Scout Group hall at 22 Kiewietjie Street, Cotswold Extension, Gqeberha. Questions? Contact Jess Webster on 076 099 7971 or bookings@1stcotswoldsg.co.za.

a. Responsibilities of the hirer

• The hirer is responsible for all attendees during the hire period.
• The hall must be left in a clean and tidy condition.
• All rubbish must be removed.
• The hirer is liable for any damage caused during the hire.
• No permanent decorations, nails, or adhesives may be used.
• No smoking or open flames (candles, gas stoves, etc.) inside the hall.
• Noise must be kept to a reasonable level, respecting neighbours, in line with the Nelson Mandela Bay Municipality Noise Control By-laws.

b. Access and use

• Keys will be provided in a key safe for collection on the day of the hire and must be returned to the key safe on departure.
• Use of the hall includes toilets and kitchen.
• The hirer may not sublet the premises.
• We reserve the right to immediately suspend any activity carried out on the premises that we deem dangerous, irresponsible or illicit, including but not limited to: the contravention of any local law or by-law, underage drinking or substance use, excessive use of fire, violent acts, or the unlicensed sale of liquor or other controlled substances on the premises.

c. Cancellations

• Cancellations must be made in writing at least 7 days before the event for a full refund.
• The Owner reserves the right to cancel the booking if the hall is needed for Scouting purposes or in an emergency (a full refund will be given).

d. Insurance and liability

Use of premises at own risk and indemnity.

The Hirer acknowledges and agrees that the use of the Hall and all its facilities, equipment, structures, grounds, and surrounding areas (collectively “the Premises”) is entirely at the Hirer’s own risk.

The Owner, its directors, employees, agents, and contractors shall not be liable for any death, injury, disability, illness, loss, damage, theft, or any other harm whatsoever (whether direct, indirect, consequential, or otherwise) suffered by the Hirer, any of its guests, invitees, employees, agents, contractors, participants, or any third party, while on or using the Premises, howsoever caused, including (but not limited to) any act, omission, negligence, or breach of duty on the part of the Owner or its representatives.

The Hirer hereby indemnifies and holds the Owner harmless against any and all claims, demands, actions, proceedings, costs, expenses, damages, and liability (including legal costs on the attorney-and-own-client scale) which may be made against or incurred by the Owner arising directly or indirectly from or in connection with the Hirer’s use of the Premises or the event/function held thereon.

The Hirer is strongly encouraged to obtain comprehensive event-specific public liability insurance and any other insurance it deems necessary to cover all risks associated with the event, including but not limited to injury, death, property damage, and cancellation.

The Owner is not responsible for any loss of or damage to the personal property of the Hirer or any of its guests, invitees, employees, agents, or contractors brought onto or left on the Premises.

This clause shall survive the termination or expiry of this Agreement.

e. Safety

• Emergency exits must remain clear at all times.
• Children must be supervised at all times.
• All accidents must be reported to the hall representative.

f. Deposit and refunds

• The R500 deposit is refundable within 7 days after the hire.
• The hall will be inspected before the refund is processed.
• Deductions may be made for:
  • Damage to property or equipment, including vandalism or theft due to negligence (e.g. not setting the alarm when leaving, inviting strangers in, or not having any access control measures in place during the event).
  • Extra cleaning required.
  • Overtime use (charged at R200 per additional hour outside of the hiring date).
  • Firewood used for the braai area or boma (R70 per bag).
• Refunds will only be made via EFT to a valid bank account.

g. Alcohol and catering

• The hirer is responsible for complying with all licensing and food safety laws.

h. Parking and neighbours

• Parking is at the hirer’s own risk.
• Hirers and guests must respect neighbours when arriving or leaving.
• Please use the designated parking area in front of the hall. Parking on the field behind the hall is strictly prohibited.