St John's Town of
Dalry Town Hall

Terms & Conditions of Dalry Town Hall Hire

To assure your event functions smoothly at the Dalry Town Hall, please review the following Terms and Conditions before completing the enclosed Invoice Proforma.

• a. Requests to reserve space for an event/s at Dalry Town Hall may be accepted upto six months in advance of the event/s date.
• b. A maximum of six holds per potential client will be allowed at any one time.
• c. A potential client's requested date will be held for 7 business days, by the end of which time the Treasurer of Dalry Town Hall will require a signed contract and deposit.
• d. If a signed contract and deposit have not been received within 7 business days, the Dalry Town Hall will release the date to others.
• e. If a definite request from a second potential client has been received for a date on hold prior to the expiration of the 7 day period, the Dalry Town Hall will contact the potential client with the hold to make a final decision, sign a contract and make the deposit within three business days.
• f. The Dalry Town Hall Management Committee (DTHMC) reserves the right, should the potential client default on any financial agreement to cancel all remaining bookings with that client.

• a. Rental rates include rental of the hall only and its facilities -- stewards, floor staff, an A/V technician, a house engineer, an exhibit technician, or coat check staffs are all the responsibility of the event organiser/manager.
• b. Rental is calculated and charged on a per hour basis and will be quoted in your Letter of Agreement.
• Further details can be obtained through Dalry Town Hall Treasurer.

• c. A 50% deposit, credited towards the total rental cost, is required with the signed Letter of Agreement to secure an event date. d. This deposit is refundable if your event is cancelled over 28 days before the event date, 50% refundable if cancelled between 28-14 days before the event date, and is not refundable if cancelled less than 14 days before the event date. e. A deposit will not be forfeited if the event is moved to a different available event date within a six-month period (48 hours advanced notice required.) f. Final payment is due 7 days before the event to prevent cancellation of your booking and is not refundable. g. You are liable for any vendor costs associated with your event's cancellation or date change.

• a. If the need to cancel your event should arise, the Treasurer of Dalry Town Hill requests immediate written notification, regardless of any refund opportunity. 4. Start/End Times: h. The Dalry Town Hall is available for hire from 07.00 hours to 12 midnight 7 days per week. i. Additional time for set up and breakdown only may be beyond these times by arrangement. j. In any event the hall is to be cleared by the client by 01.00hrs.

• a. The Dalry Town Hall has furniture and equipment that can be made available for your event. Such equipment includes tables, chairs, and easels. b. Please contact the Dalry Town Hall Treasurer to obtain a list of possible equipment. c. The Dalry Town Hall cannot be held responsible for equipment malfunction, damage, or non-availability on the day of your event.

• k. All clients and outside caterers are required to provide a certificate of public liability and property damage insurance for the term of your event (including set-up, event, & teardown time). l. Please provide the Treasurer of Dalry Town Hall with evidence of your insurance coverage at least one week before your event date.

• m. By signing the Letter of Agreement, clients agree to pay the cost of repair, restoration, replacement of damage done by you, your subcontractors, vendors, agents, or invitees to the Dalry Town Hall, its equipment or exhibits. n. The Dalry Town Hall shall not be held responsible for all claims arising out of use of the Dalry Town Hall. o. The client assumes full responsibility for theft, loss or damage to any property and equipment brought to the Dalry Town Hall by you, your subcontractors, vendors, agents, or invitees. Contracts made directly with your vendors are solely between you and your vendor. p. Clients are to ensure that all vendors review and agree to comply with all requirements established by the Dalry Town Hall. q. The Client is responsible to abide by all fire codes set forth by Dumfries and Galloway Fire Brigade. r. By signing the Letter of Agreement, you acknowledge that the Dalry Town Hall is not responsible for policing fire code adherence and is not responsible for the refunding of rental fees due to the closure of an event by a Fire Marshall. s. Dalry Town Hall shall not be held responsible for any claims made by invitees or members of the public attending a booked event. t. A copy of the Dalry Town Hall Risk Assessment and Health and Safety Policy can be obtained from the Treasurer on request. (In progress)

• a. The Dalry Town Hall is not responsible for any damage or loss of articles placed or left in Dalry Town Hall prior to, during or following an event.

• u. 100% payment of the amount stated in the Letter of Agreement is due at least 7 days before the event. v. A service charge of 1.5% above the base rate per month will be billed on all accounts over 30 days. w. Any invoices not paid within 120 days of invoice date will be forwarded to a collection agency.

• x. Dalry Town Hall Management Committee personnel are not responsible for moving, setting up, or taking down any equipment that does not belong to the Dalry Town Hall. y. All requests for movement of Dalry Town Hall owned furniture and equipment must go through the Treasurer. z. All non-Dalry Town Hall items must be removed immediately following the event.

• aa. Any equipment, scenery or machinery must be suitable for its intended use, set up in accordance with manufacturers instructions and operated by trained or competent persons/s. bb. No equipment, scenery, drapes, backcloths, banners or posters may be fixed to any part of the stage floor or walls without prior written approval. cc. Any stands, tripods, scenery or other similar equipment must be set up in positions which do not block fire exits, gangways or cause trip hazards. The load must be secure from falling or toppling over and must be secure from tampering. dd. Any props, scenery, drapes or cloths must be flame proofed to BS5867 Parts 1&2 1980 (Amended 1993) if used in conjunction with theatre or stage lighting. ee. All cables must be set out and rigged in such a way as to prevent any trip hazards and if cables must cross fire exits or gangways they must be secure and covered over without creating further hazards. ff. The use of strobe lighting, smoke or dry ice machines and pyrotechnics will only be allowed with prior written approval. Any unauthorised use will result in cancellation of future bookings and the equipment will be prevented from being used.

• gg. Teardown and de-rig of equipment cannot commence until the public are clear of the building. hh. Any tape, markings or event specific notices are to be removed. ii. Equipment or furniture moved for a specific event must be returned to its original location in the hall. jj. No equipment, goods, merchandise or other property can be left behind for later removal or collection unless it has been agreed in advance. No liability can be taken for loss or damage to any such items left behind without agreement. kk. It is the hirer’s responsibility to ensure the hall is left in a clean, tidy and safe condition. A charge will be made where additional cleaning is required.

• ll. The Dalry Town Hall is a smoke free facility. mm. No smoking is permitted in Dalry Town Hall or on the surrounding property.

• a. Recorded music is permitted in the Dalry Town Hall during all opening hours. b. The Dalry Town Hall does not allow Drum and base events to be staged. c. Any client who stages dance at the Dalry Town Hall must not have any Drum and Base or Garage as part of their programme. d. Any failure to adhere to this policy will result in cancellation of future events/bookings. Live music is actively encouraged at the Dalry Town Hall. More information can be obtained by speaking with the Treasurer.

• a. No candles or open flames are permitted inside the Dalry Town Hall unless a permit from the Dumfries & Galloway Fire Brigade is obtained and submitted to the Treasurer prior to the event. b. Absolutely no pins, nails, staple or tapes of any kind are permitted on any walls, ceilings or floors on the Dalry Town Hall property. c. No pyrotechnics are permissible on Dalry Town Hall property. d. No helium balloons (air-filled OK) are permissible inside the Dalry Town Hall. e. No objects can be hung from the ceiling without express prior permission and assistance from the Dalry Town Hall Management Committee (additional fees may apply.) f. No glitter, sequins, confetti, fake snow, etc. is allowed on the Dalry Town Hall property. g. The client is responsible for removing or causing the removal of all decorations immediately following the event.

• a. It is required that the Chairman of the Dalry Town Hall Management Committee approve, for technical and factual accuracy, all promotional materials mentioning the Dalry Town Hall produced for your event (including invitations, programs, press releases, etc.) prior to printing or broadcast. Please allow sufficient time for this approval.

• nn. The minimum room rental on Saturday or Sunday is the equivalent of 4 hours including set up and breakdown. oo. Additional rental fees will apply for weekends and Bank Holidays. pp. The maximum amount of guests allowed inside the Dalry Town Hall will be calculated and agreed with you prior to your event dependant upon the type of event and layout i.e. standing or seated you are proposing to have. qq. Guests will be counted if the number of estimated guests is near maximum capacities. rr. The Dalry Town Hall Management Committee reserve the right to count members of the public in the building at anytime. ss. The number of tickets sold must not exceed the maximum allowed for your event irrespective of standing or seated capacity. tt. The capacity will include artists, crew and support staff. uu. All necessary licenses must be available for inspection on request.

• vv. The Dalry Town Hall Management Committee encourages events, which require some form of catering i.e. Coffee Mornings, Anniversary Party etc. ww. If your function requires a catering service it is wholly the clients responsibility to make all necessary arrangements for the event/function a £50.00 fee will be charged directly to the contract caterer for use of the Dalry Town hall kitchen facilities which include cooker, electricity and water. xx. The Treasurer must approve all catering arrangements in advance. yy. A signed agreement must be entered into between the Dalry Town Hall Management Committee and any contract caterer at least two weeks before your event. zz. All outside caterers must provide evidence of public liability insurance to the Treasurer (see also INSURANCE above). aaa. Any outside caterer must attend a walkthrough of the premises prior to the event. bbb. Events/functions taking please whereby alcoholic beverages are consumed will be required to obtain the appropriate licenses from the relevant authorities, these licenses must be available to the Dalry Town Hall Management Committee for inspection on request.

• ccc. Once the Letter of Agreement has been signed, Dalry Town Hall’s Treasurer will arrange an on-site event walkthrough with the client and any caterer to discuss plans, policies, procedures and any equipment or materials necessary for your event. ddd. Outside vendors will also be invited to attend. eee. A final walkthrough is required no later than (2) weeks prior to the event and must include your outside caterer. fff. The Dalry Town Hall Treasurer schedules all event walkthroughs during weekday business hours and by appointment only.

• ggg. The Dalry Town Hall does not take responsibility for deliveries or storage of materials and equipment. hhh. Any delivery to the Dalry Town Hall must be met by a representative of the client and arranged in advance with the Dalry Town Hall Treasurer. iii. The client is responsible for bringing their own cart or hand-truck to transport materials or equipment from the loading area to the event area if necessary. jjj. Any overnight storage of materials or equipment is based strictly on available space and is by prior arrangement only. kkk. No vehicle must be parked which causes a contravention of fire or local traffic regulations.

• lll. No hirer must not under any circumstances tamper or alter or modify any of the light or power circuits within the Town hall. mmm.If additional supply or sockets are required these need to be notified as early as possible and approved by a qualified electrician. nnn. All electrical equipment brought into Dalry Town Hall must have valid PAT Test certificates and be set up and operated by a competent technician.

• ooo. A First Aid Box can be found in the kitchen at the rear of the building and at the front entrance.

• ppp. If your event has been granted an Alcohol License you must ensure that you provide adequate registeredstewards and doorkeepers. qqq. All stewards and doorkeepers will be registered with the Dumfries and Galloway Council.

• rrr. If you provide your own Front of House Staff you must ensure via a pre event briefing that they are familiar with the following;
• i. Fire and Emergency Evacuation Procedures
• ii. Location of Fire Fighting Equipment
• iii. Location of First Aid Boxes.

• sss. There is a zero tolerance policy in respect of sales of alcohol to individuals under 18 years of age.
• ttt. Any person found consuming or selling drugs of any kind would be removed from the premises and reported to the police immediately.

Farmers Market

The Farmers Market which started in February 2007 has proven to be such a success, it will now take place monthly on the second Saturday of each month until further notice
This is advertised on the new poster boards as well as in many local shops around the region.Look out for the posters

   For more information about the Farmers Market ⇒

Saturday August 9th 2008
Saturday September 13th 2008
Saturday October 11th 2008
Saturday November 8th 2008
Saturday December 13th 2008

Open from 10am to 1pm - every one welcome and please bring your friends

Left Click this link to open the latest poster in your browser
or Right Click this link and select "Save as" to save to the A4 poster to your computer.
You can then print it and put it on your local notice board.

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