Hall Rates as at 01/01/2015 (still current as at March 2019)
Note - Hourly Bookings are accepted on a whole hour basis only.
Community/Non-business, £11 per hour.
Business/Commercial, £16.50 per hour.
Meeting room (Small Room):
Community/Non-business, £5.50 per hour.
Business/Commercial, £11 per hour.
Evening functions using whole facility (Hall available from 18.00 on day of booking. Key to be returned next day by 12:00 noon)
Extra hours before 18:00 and after 12:00 noon chargeable at either £16.50 for Community/Non-Business or £27.50 for Business/Commercial
Wedding receptions (Hall available 12:00 noon day before wedding 'till 12:00 noon day after wedding)
Chargeable at £500. Extra hours before or after these timescale are chargeable at £16.50 per hour.
Corporate Events (Hall available 12:00 noon day before corporate event ‘till 12:00 noon day after the corporate event)
Chargeable at £500. Extra hours before or after these timescales are chargeable at £27.50 per hour.
Deposit for Evening Events, Weddings & Corporate Events is £200. Both deposit and payment are required in advance with deposit being refunded after the event.
Charitable Events are asked to offer a donation of their takings at a recommended rate of 10% of takings, or normal hall hire rate (which ever is the smallest), to allow them to raise more money for the chosen charity.
Booking can be made by contacting mobile number 07979238115 (please call during the hours of 09:00 am and 17:00 pm) or filling out the Booking form on the Online Bookings page.
It is important that the hirer checks that their entries on the website are correct and that cancellations are notified as soon as possible to allow for re-booking.
To download a copy of the Conditions of Hire click here: Conditions of Hire
CONDITIONS OF HIRE & PAYMENT (as at March 2019)
Applications and Payment for Hire
1.1 Application for Hire of the Hall for a party where Alcohol will be consumed must be made by individuals ove the age of 25. Applications for hire of the hall must be made using the appropriate form with all the necessary information supplied. The period of hire should include any times when access is required to set up and take down equipment or arrange furniture etc. The hirer will be responsible for setting up and taking down equipment. Use of the hall is subject to confirmation of the hire from the Hall Committee and adherence to all these conditions plus any additional terms that the Hall Committee may impose to take account of the special nature of certain hires.
1.2 The Hall Association reserves the right for a member of the Committee to attend during a hire to check confirmation of the booking and compliance with the conditions of let. Hirers must ensure that the named individual on the application form or a nominee notified in advance to the Hall Committee is present throughout the hire period.
1.3 A deposit should be made where appropriate when confirmation of the hire has been received. Full payment will normally be required 14 days before the hire takes place. Failure to make payment on time may result in cancellation of the booking and will normally result in future applications being declined. Bookings made within 14 days of the required date require immediate payment.
1.4 Block bookings will be invoiced for that block at the time that the booking form is received. Block booking payments should be made no later than 14 days of the first session occurring.
Bookings will be taken and invoiced in one hour units unless there is a historical agreement ie 1.5 hours will be booked and invoiced as 2 hours, for example a booking taken for 11-12:30 will be invoice for 11:00-13:00.
1.5 Bookings may be cancelled up to 14 days prior to the event without penalty. Bookings cancelled less than 14 days before the event will normally incur a charge of 50 per cent of the hire cost. Bookings that have not been cancelled, even though the event does not take place, will normally result in the full hire cost being levied. Further bookings will not be accepted until all outstanding payments have been received.
1.6 The Hall Committee will endeavour to ensure that the hall is ready for use but will not accept any responsibility for any breakdown, leakage or damage that cannot be repaired before or during a hire. In such an event, and if the Hirer is not responsible in any way for the disruption, any money paid by the Hirer may be refunded.
1.7 The Hall Committee reserves the right to refuse any application for use and to cancel a booking at any time but will only do so when it is considered necessary. In the event of cancellation, the Hall committee will give reasonable consideration to refunding any monies previously paid by the Hirer
1.8 In the event of inclement weather of any kind, the Hall Committee is not responsible for any damage to persons or property whatsoever and however caused should the hirer decide to continue with the planned use of the hall.
2. Statutory Requirements
2.1 Anyone hiring the hall is responsible for checking any statutory duties pertaining to the event or activity they are organizing and must comply with any such statutory duties, for example in relation to licensing and child protection. Hirers are advised to contact the Law and Administration Service of Aberdeenshire Council if they require guidance. Hirers should be aware that there is no smoking on these premises at any time, the wall mounted cigarette bin should be used at all times when smoking outside. Hirers should also be aware that the hall must be vacated by “1.00 am”
3.1 The Hall Association holds public liability insurance; however, those hiring the hall are advised to check whether they require their own insurance cover for events or activities taking place during their periods of hire.
4.1 Hirers are responsible for picking up and returning keys to a member of the Hall Committee as directed. Hirers must ensure that all doors and windows are secure before leaving the premises and that where possible the alarm is set before returning keys. The cost of making good any damage or loss that occurs as a result of hirers failing to secure the premises will normally be re-charged.
5. Supervision and Conduct of Users
5.1 The hirer will be responsible for the conduct of all users during their periods of hire. This will include providing appropriate and adequate supervision. Failure to ensure proper supervision or complaints about the conduct of users may result in further applications being refused.
5.2 The number of users must not exceed any limit imposed by the Hall Committee for particular hires and must never exceed the limit set by the Fire master which is 250 in a close seating arrangement. Recommended limit for a party with tables ie ceilidh/country/ballroom dancing is set at 140, recommended limit for a party with tables but general dancing is set at 160.
5.3 Emergency exits must be kept clear at all times and access to safety equipment such as fire extinguishers must be maintained..
6. Use of Equipment
6.1 Approval from the Hall Committee must be sought for the use of any additional equipment during periods of hire. Any electrical equipment must have been tested and certification of compliance with safety standards must be produced. Please note bouncy castles and inflatable equipment are not allowed.
7.1 Any damage to the premises or to fittings, furniture and equipment arising during a period of hire must be notified to the Hall Committee immediately. Hirers will normally be held responsible for meeting the cost of repairing damage or replacing items that cannot be repaired.
8.1 The Hall Committee will ensure that the hall is in a clean and tidy condition prior to a period of hire. Hirers should ensure that the hall is left in a clean and tidy condition after their use including the removal of any rubbish that cannot be contained in the receptacles outside the hall. Any additional cleaning which the Hall Committee has to arrange as a result of the premises not being left clean and tidy will result in a charge of £10 per hour for the cleaning that is required plus the cost of any materials or equipment that have to be used.
9.1 In the event of an emergency, hirers should notify the emergency services immediately and contact a member of the Hall Committee as soon as possible.
10. Health and safety
10.1 At the beginning of each and every session procedures in case of fire must be communicated to everybody in the hall. Information should include locations of fire exits and fire extinguishers, and the need to keep fire exits clear at all times. The fire alarm is not connected to the fire station, so a call to the emergency services must be made directly. There is a telephone in the hall for this purpose located in the small meeting room and another in the kitchen.
10.2 Visitors must observe the “No Entry” signs for their own safety.
10.3 No open flames are allowed at the hall, other than birthday cake candles. Tealights, taper and cylinder candles will set off the fire alarms as well as constitute a fire hazard.
11.1 Payment should be made by BACS to Clydesdale Bank, Alford. Sort code 82-60-20 A/C number; 60550021 or by cheque made payable to “Tullynessle &Forbes Hall” and sent to . Alicia Murray,Springfield, 6 Bank Terrace, Alford, AB33 8TT
Zero Tolerance Policy
Tullynessle & Forbes Hall is a registered Charity which is run by a volunteer Committee onto which any member of the public can be voted. It is not the role of the Committee nor hall staff to receive unpleasant aggressive dialogue neither verbally nor in email and any enquiry or booking submitted or perpetuated in this manner will be refused. The Committee will, going forward, operate a zero-tolerance policy in this regard.
The Committee of Tullynessle & Forbes Hall is entirely made up of volunteers who give up considerable amounts of their own time in order to manage the Hall. We take our role as committee seriously and all actions are taken with the best interests in mind of not only the Hall itself but also the community which we serve. We always welcome new committee members onto the committee in order to ensure that a wide viewpoint is available around the table and thus fair decisions are made. This includes making decisions which may or may not be viewed favourably by some.
If you feel you have been unfairly treated on a hall/committee matter you can bring this to the attention of the Chair or Vice Chair in writing.