Scope of Terms and Conditions
The sections on Data Protection, Health and Safety, and Safeguarding, that are listed separately in the Documentation section of this website, also form part of these terms and conditions. The terms and conditions apply to all Hirers of Ewell Hall.
Ewell Hall is an important part of Ewell’s history and heritage. The Trustees have responsibility for promoting its use by the wider community and also for maintaining it for future generations
Ewell Hall is located at 7 London Road, Ewell, KT17 2AY, next to the BT Telephone Exchange and opposite St Mary’s Church.
The Hirer of the Ewell Hall is the person who identifies themself as the ‘Customer’ in the online booking system or in email or telephone contact with the Ewell Hall Manager. A booking is only confirmed once accepted by the Ewell Hall Manager on payment of the Hire Charge and the Security, Damage and Cleaning Deposit.
Terms and Conditions may be revised or updated from time to time by the Trustees or in light of changes to Government Covid-19 Regulations. The version applied to a booking is deemed to be the version on the Ewell Hall website on the day the booking was made or the one on the website one calendar month before the event, whichever is the later. If the Hirer does not wish to accept any changes to the terms and conditions since they made their booking they may cancel their booking in writing as detailed in the section on cancellations.
Security cameras and a video recording system are in operation at the hall 24/7 for the purpose of prevention and detection of crime, safety and good management. The system is operated by the Trustees of Ewell Hall, the Parochial Church Council of St Mary’s Ewell, Ewell Parish Church, London Road, Ewell KT17 2AY.
Maximum safe capacity of Ewell Hall
The Hirer is responsible for ensuring that the number of people (including all children) in the hall remains within these safety limits at all times during the hire period:
|Standing only – without chairs||100|
|Seated only – without tables *||75|
|Seated at tables||60|
|Dancing – with tables and chairs||50|
|Children’s parties or games||50|
|* Please note that 72 adult chairs and 16 (40 from Nov 2021) child chairs are provided and that therefore, depending upon use, the Hirer may need to provide additional chairs at their cost.|
Important Note: Please adhere to any current Covid-19 guidance when planning your event.
Ewell Hall is available for bookings on a half-hour or hourly basis between 07:30am and midnight. Overnight bookings are not permitted. Out of consideration for our neighbours, loud music may not be played so it can be heard outside the hall after 23:00.
Bookings must include any time needed for preparations or setup before the event and all time needed to clear up after the event. Access to the hall will not be permitted outside the hours booked and paid for.
Ewell Hall is considered unsuitable for teenagers’ parties, 18th or 21st birthday parties or Halloween parties. Bookings for events of these types will not normally be accepted.
In signing the booking form the Hirer agrees that the Ewell Hall Manager, Trustees and others acting on their behalf have full rights of access to all parts of the Ewell Hall at any time.
The Trustees reserve the right to refuse any booking request without explanation or, in exceptional circumstances, to cancel an existing booking. If the Trustees decide to cancel a booking, any booking fee or Security, Damage and Cleaning Deposit paid will normally be repaid in full, but may, in exceptional circumstances depending upon the reason for the cancellation, be retained as a contribution towards any losses at the discretion of the Trustees.
If a Hirer fails to comply with the terms and conditions of the booking The Trustees reserve the right to terminate the event immediately and close the hall. In such circumstances no refund will be made and the Security, Damage and Cleaning Deposit will be forfeited.
You must be aged at least 21 to hire Ewell Hall. Upon confirmation of your booking you become “the Hirer” and accept personal responsibility for complying with these terms and conditions. This responsibility cannot be assigned or delegated to anyone else, and sub-letting is not allowed.
In signing the booking form the Hirer agrees that the Ewell Hall Manager, Trustees and others acting on their behalf have full rights of access to all parts of the Ewell Hall at any time.
Please make sure that you are able to comply with the terms and conditions before becoming a hirer as the return of part or all of your Security, Damage and Cleaning Deposit is conditional on you doing so.
If a Hirer fails to comply with the terms and conditions of the booking the Trustees reserve the right to terminate the event immediately and close the hall. In such circumstances no refund will be made and the Security, Damage and Cleaning Deposit will be forfeited.
Length of booking
Please allow sufficient time within your booking to set up and to clear away. You must not make deliveries to Ewell Hall or begin setting up your event before your booking period starts. Similarly, you must allow time within your booking to clean and tidy the hall before the end of the period you have paid for. This is particularly important if you intend to use the dishwasher as it has to be emptied and pumped out before being switched off, please allow 20 minutes for this. The minimum hire period is one hour.
You may not return to the hall after the end of your booking period, or on another day, to sort things out or to collect your property left in the hall. If you need to speak to someone about your booking after it has ended please contact the Ewell Hall Manager.
As Hirer, you are responsible for all claims, costs, demands, damages, actions and proceedings including injury, accident, death, loss, and damage which arise from the letting, other than those arising directly from the negligence of The Trustees. You may wish to take out suitable public liability insurance to cover your event. Any claim or issue arising from any use of a ‘Bouncy Castle’ or similar item will not be covered by the Trustees’ insurance and you will need to have your own insurance cover.
Any group that is formal in nature – meets regularly, has an organiser or committee or its users pay fees – must have public liability insurance of its own that will cover damage to Ewell Hall property and injury to its members or users. Regular hirers may be required to provide details of their policy.
Access to Ewell Hall
The Hirer will be given a unique access code that will allow them to open the code lock to access the hall for the period of their booking.
To use the code lock please follow these three steps:
- Activate the lock by placing the palm of your hand against it – the screen will then illuminate
- Enter your unique access code – using the keypad on the screen – followed by the * (star key)
- Turn the knob to open the door.
After opening the door the lock inside must be latched open to allow free passage during your booking period. Please note that the code lock will relock automatically after 5 seconds.
At the end of the booking period the Hirer must ensure that the latch is taken off so that the doors lock securely. Hirers must check that all doors and windows are secure before leaving the hall at the end of their booking.
If asked for, at the time of booking, hirers will also be provided with a code to allow use of the Ewell Hall sound system.
The Hirer may allow electrical equipment to be brought into the hall only if he/she is confident the item is safe and has been inspected for electrical safety by a competent person. If any doubt exists the item must not be used or brought into the hall.
The Hirer should take adequate steps to ensure that no electrical socket or circuit is overloaded and that no equipment or cables are allowed to become a trip or any other form of hazard.
Ewell Hall will aim to ensure that, in the winter months, the hall heating is timed to come on shortly before each booking and go off shortly before it ends. However this cannot be guaranteed and may not always be possible, especially for bookings arranged at short notice. The heating controls on the radiators may be adjusted to suit the Hirer’s preferences during the event but no other adjustments may be made. At the end of the event any radiator controls that have been altered must be returned to their original settings.
Flammable substances, portable heaters and gas appliances
Highly flammable substances, including fireworks, are not to be brought into or used in any part of the hall. The use of portable generators, liquefied petroleum gas (LPG) heaters or any appliance using any form of solid or liquid fuel or bottled flammable gas is forbidden. No such item or fuel may be brought into the hall. Only gas cylinders in use for medical purposes are exempt from this ruling.
The Hirer is responsible for compliance with all terms and conditions but particular attention should be paid to the following:
- staying in the Ewell Hall throughout the booking period
- ensuring that only persons they have authorised are allowed access to the hall or its facilities at any time during the booking period
- ensuring that the safety limits for hall capacity are not exceeded
- maintaining good order in and around the hall
- ensuring that no nuisance is caused to residents near the hall
- ensuring that no one smokes anywhere in the building or within the grounds of the hall
- ensuring that nothing is used which may result in an offensive smell.
The Hirer must ensure the minimum of noise is made on arrival and departure, particularly late at night. If amplification equipment is used the Hirer shall ensure that noise is kept to a reasonable level and that no unnecessary inconvenience is caused to local residents by drawing blinds and keeping all windows and doors closed whenever possible. Sound levels must be reduced if windows or doors are kept open. Out of consideration for our neighbours, loud music may not be played so it can be heard outside the hall after 23:00.
No alterations are to be made to the premises nor may any fixtures be attached to any part of the premises, either internally or externally.
Lightweight decorations for your event – such as balloons and bunting – may be carefully attached to the numerous black metal hooks provided for the purpose on the coving around the hall and outside the main doors. Please carefully remove all your decorations at the end of your event.
The Hirer is responsible for ensuring that:
- Drawing pins, staples, Sellotape, Blu-tack and similar products are not used to fix anything to the plastered or painted surfaces of internal walls or ceilings of the building
- Any display racks which are used during events are free-standing
- Existing notices are not altered or removed. Noticeboards may be covered by suitable material so long as no damage is done to the boards or their contents. Any covering must be carefully removed at the end of the event
- Posters, banners, adverts, etc. may not be displayed outside the hall without the previous written agreement of the Ewell Hall Manager
- Care is taken not to allow helium balloons to become free as they will be difficult for the Hirer to retrieve from the high ceiling at the end of the event. Hirers may be charged if balloons are left in the hall
Bouncy Castles may be used if hired from our nominated supplier: Alpha Bouncy Castles. Hirers must ensure that any use of a bouncy castle is supervised by two adults over the age of 25.
Compliance with the law
The Hirer is responsible for ensuring that the event complies with all relevant laws and regulations. These are likely to include the following but this list should not be taken as comprehensive:
- The Food Safety Regulations
- Health & Safety law
- Laws relating to alcohol licensing and public performances
- Copyright law
- Fair Trading laws
- Laws relating to gaming, betting and lotteries
- Safeguarding (see below)
The Hirer is responsible for completing a Ewell Hall Accident Report Form – which is kept in a drawer in the servery area – if anyone is hurt at any time in the building and reporting the accident to the Ewell Hall Manager as soon as possible and no later than the following day.
Fire and other emergencies
The Hirer is responsible for:
- having a charged mobile phone with them for the duration of the booking so that the emergency services can be contacted, if necessary, without delay
- familiarising themselves with use of the emergency exits
- familiarising themselves with the positions, types and uses of fire extinguishers
- keeping all exits and fire extinguishers free of obstruction at all times
- ensuring that adequate gangways are left between chairs and tables
- ensuring that there are no naked flames in the building other than the gas hobs and normal birthday cake candles. Tea lights in appropriate holders or dinner candles in candlesticks or glass bottles may be used on tables when persons are seated
- calling 999 to summon Surrey Fire & Rescue Service to the outbreak of any fire, no matter how slight. The Hirer must remain at the hall until the emergency services arrive.
- calling 999 for the Police or Ambulance services as necessary to attend any serious incident or accident or when medical assistance is required. The Hirer must remain at the hall until the emergency services arrive
- recording incidents by completing a Ewell Hall Accident Report Form and notifying Ewell Hall Manager within two hours of any incident which results in a call to the emergency services.
Alcoholic drinks, disorderly behaviour and supply of illegal drugs
Alcoholic drinks may be served to over 18s, but you may not sell alcohol in the hall as it is not covered by a premises licence. The Hirer is not permitted to apply for an occasional licence for the sale of intoxicating liquor either on or off the premises.
The Hirer is responsible for taking care to ensure there is no excessive consumption of alcohol and also for ensuring that alcohol is not supplied or served to any person suspected of being drunk or to any person suspected of being under the age of 18.
Any person suspected of being drunk, under the influence of drugs or who is behaving in a violent or disorderly way must be asked to leave the premises. No illegal drugs may be brought onto the premises.
Safeguarding of young children, young persons and vulnerable adults
It is the responsibility of the Hirer as organiser of the activities concerned to ensure that only fit and proper persons have access to young children, young persons or vulnerable adults, and that such fit and proper persons shall at all times be in attendance when young children, young persons or vulnerable adults are on the premises for the activities concerned.
It is also the responsibility of the Hirer to ensure that an adequate number of fit and proper persons are present on the premises to ensure the safety of all of the young children, young persons and vulnerable adults on the premises.
Live or amplified music and/or disco equipment may be used during private events subject to the conditions about noise and about electrical equipment. Music may not be played inside or outside the hall after 23:00. If recorded music is used, the event must be strictly private: it must not be advertised to the general public, admission must be restricted to personal invitation to the friends of the Hirer, the general public may not be admitted and no admission charge may be made.
Dancing, musical or dramatic performances
Groups and organisations may hold events for their members and their guests. The hall is not licensed for the admission of the general public for dancing, musical or dramatic performances.
The Trustees are not responsible for any loss, theft or damage to property which is left outside or brought into the hall in connection with the booking or is left there after the booking period has ended.
Responsibilities at the end of the hire period
Before the end of the booked period the Hirer is responsible for ensuring that the hall is left in a state that they would wish to find it at the start of their hire. In order to keep our hire charges as low as possible the Trustees do not employ anyone to clean Ewell Hall between each hire.
All Hirers are therefore asked to ensure that the hall, kitchen and toilets, and the hall’s grounds, are clean and tidy and ready for the next use of the hall. Cleaning equipment, brooms etc., are kept in a cupboard within the hall. The dishwasher does not need any liquids as these are dispensed automatically.
Leaving the hall and its environs clean and tidy
- Clearing away all rubbish, food, cans, bottles etc. and emptying the bins in the kitchen and toilets. There are bins outside the hall for rubbish and recycling, however when these facilities are full all additional waste and recycling must be removed from the premises by the hirer at the end of the hire period
- Returning all tables and chairs to their storage racks or areas
- Sweeping the floor throughout the hall and lobby and, if people have been outside, ensuring that the paved area inside the fence is clear of rubbish. Except for clearing up minor spills, water or other liquids must not be used to clean the parquet floor
- If the kitchen or serving area has been used, cleaning all surfaces and the floors
- If the baby changing unit has been used cleaning those surfaces thoroughly
- Ensuring that all used nappies and sanitary items are removed from the premises
- If crockery, cutlery and utensils are used, these must be washed and dried thoroughly and returned to the correct cupboard. Please be aware that the commercial dishwasher takes about 20 minutes to heat up ready to start and must be emptied and pumped out before being switched off (this takes about 10 minutes). At the start of your booking check the instructions and cycle times for use of the dishwasher which can be found above the dishwasher, and must be carefully followed. Washing and drying cycle times range from 3 to 8 minutes, depending upon the washer programme chosen
- Ensuring the ovens are turned off, are clean inside and out and that all gas taps for the hobs are off
- Opening all blinds
- Turning off all taps, lights and appliances (except the refrigerator)
- Ensuring that the hall and its surrounds are secure by:
- removing all personal belongings
- securing all windows – especially remembering to close all those in the kitchen
- checking that the fire exit doors at the back of the hall and in the kitchen are secured
- ensuring that the second leaf of the main door is secured by the top and bottom bolts
- releasing the latch on the code lock on the main door
- after leaving checking from outside that the main door is locked and secure
- The Hirer may be held responsible for any theft or damage which occurs as a result of the windows being left open or the doors left unlocked.
Single bookings may be cancelled in writing by either the Hirer or the Trustees up to the date one calendar month before the event. In these cases the payment made by the Hirer will be refunded in full.
Bookings are not confirmed until the full hire charge and Security, Damage and Cleaning Deposit have been paid.
The Trustees also reserves the right, in an emergency, where the hall is required for disaster or official use or where the hall or part of the hall has been made unsuitable for use, to cancel any booking at short notice without liability or compensation of any sort. In such cases the Trustees will return monies paid in full together with an explanation of the circumstances.
If a Hirer cancels any booking giving less than one month’s notice in writing, the full cost of the hire will be forfeited. Depending on the timing and circumstances of the cancellation, and whether the hall is able to be re-let for some or all of the booking period, the Trustees may exceptionally, and at their sole discretion, decide as a gesture of goodwill, to refund part of the cost of the hire. Additionally the Trustees may also retain the Security, Damage and Cleaning Deposit, although it is expected that this will not normally be necessary.
Damage and Use of the Security, Damage and Cleaning Deposit
The Hirer is responsible for:
- Clearing up all spills immediately
- Reporting all damage to fabric, furniture or fittings of the hall to the Ewell Hall Manager within 24 hours of the end of the booking
- Ensuring that the parquet floor is not damaged by stiletto or similar heels. Everyone involved in the booking must be encouraged to wear suitable footwear which will not damage the polished parquet floor
- Paying for any damage to be repaired by professionals. If this cost exceeds the amount of the Security, Damage and Cleaning Deposit the Hirer will be responsible for paying the invoice
- Alerting the Ewell Hall Manager immediately by telephone on 020 8614 0714 to any defects in the hall which need to be rectified before the next booking.
All or part of the Hirer’s Security, Damage and Cleaning Deposit may, at the sole discretion of the Ewell Hall Manager, be retained as a contribution towards any costs arising from damage or actions resulting from the Hirer’s booking.
For example – please note that this is not intended to be a comprehensive list:
- Ewell Hall has been accessed outside the hours paid for
- The hall and its environs have not been left in a clean and tidy state
- Damage has been caused to the fabric, furnishings or equipment of the hall, accidentally, by misuse or by the misuse of decorations, etc.
- Balloons have been left in the hall
- Lights have been left on or taps have been left running
- Heating controls have not been returned to their original settings at the end of the hire
- Items have been removed from the hall
- Any theft or damage that was a result of a window being left open or a door being left unsecured or unlocked
- Losses that have been incurred by Ewell Hall due to the necessary cancellation of this or any other bookings.
If the Security, Damage and Cleaning Deposit is insufficient to cover costs arising from damage or actions resulting from the Hirer’s booking then the Hirer will remain personally responsible for the full reimbursement of these costs to Ewell Hall.
Ewell Hall Terms and Conditions last amended on 5 October 2021.