Regular Hirer Terms & Conditions

For the purposes of this document the following terms of reference apply: #

MKSCC  – Milton Keynes Sea Cadets & Royal Marine Cadets
MMH  – Millmead Hall
Hirer  – the individual, group, organisation hiring the space
Function  – Event/activity to be held at the premises
Premises  – Millmead Hall, Haversham Road, Wolverton, Milton Keynes, MK12 5TN
Charges  – Amount payable by the hirer for the use of the premises and any additional charges relating to payment for damage, repair, additional cleaning etc. as required

• MKSCC strongly advise that all hirers complete their own risk assessment prior to use
• MKSCC strongly advise that all hirers take out their own liability insurance
• MKSCC do not accept any responsibility for any individual being injured or damage to health arising from a function at MMH
• MKSCC will ensure that MMH is regularly cleaned and sanitised
• No application for hire will be considered from any individual under 25 years-of-age
• The hirer, or a designated alternate, who must be over the age of 21 years, must be present on the premises throughout the function/session
• No part of the premises can be used for any unlawful activity or purpose.  No part of the premises can be used other than for the purpose for which hirer has stated in their booking
• The hirer may only use that part of MMH for which they have booked and paid; the common areas (kitchen, toilets etc.) being included in all hires

Subject to availability, MMH is available for hire as follows: #

08.00 – 22.00 Monday – Thursday and Sunday
08.00 – 23.00 Friday and Saturday

Standard Terms & Conditions: #

Accessibility #

• The ground floor of MMH is on three levels but has wheelchair access to all three.  The main hall, kitchen and toilets are on the ground floor.  There is no lift to the first floor, which is only accessible via the staircase.
• There are accessible toilets.

Bookings and cancellation policy #

• Regular users are expected to block book a full calendar year not later than 30 November of the previous year.  MKSCC will ring fence dates upon which regular users have traditionally made use of MMH up until that date but reserve to themselves the right to release those dates to other users if bookings are not confirmed by the due date.
• Booking slots should include sufficient time for set up and clear down.  Hirers are expected to have vacated the premises no later than the end of the period they have booked.
• Payment is to be made monthly by BACS or standing order with each payment falling due on the first banking day of that month.
• In the event a regular user chooses to cancel a session for which they have booked the hire charge for that session will be refunded on condition that at least 28 days’ notice has been given.
• MKSCC reserves to itself the right to cancel a regular booking.  Except in cases of force majeure, a minimum of 28 days’ notice will be given.  An alternative slot will be offered where available.  Otherwise, the hire charge for the session will be refunded.

Building checks #

• Upon arrival at the premises a full inspection of the areas to be used must be carried out.  Any damage or deficiency should be recorded on the on-line form.  Where the matter requires urgent attention a text message should also be sent to the MKSCC duty phone.  Evidential photographs should be taken where possible.
• Similarly, at the end of each session, any damage or deficiency arising from that session should also be recorded using the on-line form.

Care of premises #

• Regular users may post notices and information only on the notice boards provided.  Such notices must be limited in number and should not be larger than A4.  Nothing should be attached to walls, including by tape of Blu Tack, nor should anything be posted on notice boards reserved for MKSCC.
• At the end of each session, all doors and windows must be locked and keys returned to the key box which must be scrambled.  All electrical appliances must be switched off and unplugged and all lights switched off.
• At the end of each session, the floors must be swept, kitchen surfaces wiped, and cutlery and crockery washed and put away.  Toilets should be flushed and the floors should be mopped.  All food and other waste must be removed from the premises.  Cleaning materials (including rubbish bags) must be provided by the hirer.  A vacuum cleaner, broom, mop, toilet rolls, and hand soap are provided by MKSCC.
• Cutlery, crockery and cooking utensils are provided by MKSCC for the use of all hirers.  In the event the hirer wishes to bring their own on to the premises, these should either be removed from the premises at the end of each session or else stored in areas designated for the hirer’s use.  They must not be left in the kitchen or any other common area.

Complaints #

• Any complaints arising from the hire of the premises must be made in writing to MKSCC within 7 days of the session concerned.

Damage, Loss, and Insurance #

• The hirer will be responsible for the premises throughout the hire period and will indemnify the cost incurred by MKSCC because of the hirer’s use of the premises.
• MKSCC do not in any circumstances accept responsibility for any damage, loss of property or articles placed or left at the premises by the hirer and/or members or guests of their group.
• The hirer is responsible for any injury or death unless there is proven negligence by MKSCC relating to the premises.  The hirer will indemnify MKSCC against all such liabilities.
• The hirer will indemnify MKSCC for damages, loss or injury associated with deliveries and collections.  The hirer accepts full responsibility.
• MKSCC’s Public Liability Insurance cover and policy protection cannot be transferred to any hirer in any circumstances.  The hirer is responsible for obtaining the appropriate and required insurance cover for their activities.
• MKSCC reserved to itself the right to remove any posters, banners of advertisements which are unsightly, offensive or explicit.
• MKSCC reserves to right to remove any items left on the premises that are not left in an area designated for the hirer’s own use.  The hirer will bear any cost for the removal of such property.
• MKSCC will not be liable for any loss or damage due to circumstances beyond MKSCC’s control including (but not limited to) breakdown of machinery, failure of the electrical supply, leakage of water, fire, government restriction or action, riot, act of war, terrorism or act of God which may cause the premises to be closed temporarily or the hire of the premises to be interrupted, terminated or cancelled.

Health and safety #

• Any electrical items to be brought on to the premises (including lighting/sound equipment) must carry a current PAT certificate, a copy of which must be provided to MKSCC.
• Flammable liquids, gases, toxic chemicals, dangerous substances, or any flammable materials (including open flames, fireworks, sparklers, candles* etc) are strictly prohibited and MUST NOT be brought on to the premises under any circumstances.  (*Small birthday cake candles are permitted).
• Trampolines, bouncy castles and other inflatables are strictly prohibited both inside and outside the premises.
• Illegal substances, knives, firearms or other items that might be used as weapons (with the exception of those legitimately used by sports clubs in connection with their activities) are strictly prohibited from being brough inside or outside the premises.  Where a sports club uses weapons in connection of their activities, these should either be stored off-site or, where this is not practicable and with the prior consent of MKSCC, these may be kept in a secure storage area allocated to that club.
• Smoking, including vaping, is strictly prohibited on the premises, and is restricted to outside areas.  The hirer is responsible for removing and smoking or vaping debris from the premises at the end of the session.

Licences and restrictions on use #

• The hirer will ensure appropriate measures are taken to prevent nuisance to local residents, businesses and other properties within the vicinity.  The hirer is responsible for ensuring noise remains within an acceptable level.  The hirer will ensure that their members and guests leave the premises at the end of a session in an orderly and calm manner.
• If the hirer is intending to advertise and/or sell tickets for a function they remain solely responsible for providing their own Public Entertainment Licence; a copy of which must be submitted to MKSCC in advance of the event.  The hirer is also responsible for the provision of SIA licenced doorkeepers and the numbers of such must be in line with recommended ratios.  A staffing plan may be requested by MKSCC in advance of the event.
• The hirer assumes responsibility for the sale of alcohol and MUST obtain the appropriate licence.  A copy of this must be submitted to MKSCC in advance of the event.
• Gambling in the premises is always prohibited except for events such as prize bingo.
• The hirer must not infringe copyright or allow copyright to be infringed by any attendee.
• MKSCC holds a PRS for Music, which will cover most hirers.  However, in the case of an event for which an entry fee more than £20 is payable, then the hirer is responsible for obtaining their own licence (appropriate to the event being hosted).
• Broadcasting, filming and photography are prohibited unless prior written permission is granted by MKSCC.  Cameras and recording devices are permitted at group events provided no nuisance, annoyance or offence is caused to any person present.
• MKSCC and/or their designated representatives reserve the right to enter the premises at any time if there is an acceptable cause for concern.  This includes staff, cleaners, key holders and volunteers.

Parking and traffic control #

• The hirer is responsible for ensuring that no vehicles obstruct the entrances and exits to the premises, access to the highways, public footpaths and surrounding residential areas.
• No parking is permitted in the Bowls Club car park, the three reserved spaces in from of the main entrance to the hall or in front of the entrance to the Air Training Corps/Army Cadet Force building.
• There is additional street parking adjacent to the site.  This is free after 5.00 p.m. Monday to Friday and at weekends.

Payments and charges #

• Charges for regular users are presently set at £12/hour.  These will be reviewed annually, and any changes will be notified to all regular users not less than 3 months before these take effect.
• Additional charges may be applied if exclusive use of Millmead Hall is required.
• In the case a hirer requires storage space at MMH then, subject to availability, this will be charged at £2.50/square meter each month

Safeguarding and inclusion #

• In the case of sessions involving children, young people or vulnerable adults not under the direct supervision of a parent or legal guardian, the hirer must assure that all appropriate risk assessments and DBS checks are carried out for practitioners, volunteers and staff.
• The hirer is responsible for the best practice management of their group.  The hirer must also maintain the objectives of MKSCC as an inclusive community organisation and must not carry out any activity which promotes the exclusion of any community members or be viewed as discriminatory.

Storage #

• Storage space at MMH is limited.  MKSCC will make space available where this is possible, but all users are asked to keep the space they require to a minimum.
• Any item belonging to the hirer at MMH must not be kept in any place other than in a storage area allocated to them.
• Where space is allocated, a charge will be made as per the tariff shown under Payments and Charges (above).
• MKSCC assumes no responsibility for the security, loss or damage to any item stored at MMH.

General #

• In the event of failure to comply with these Terms and Conditions, the hirer will pay an hourly rate for any additional hour or part thereof for any additional time the premises are occupied plus any amount arising from damage or cleaning costs.
• All details provided by the hirer will be subject to MKSCC data protection policy.
• In the event of a significant breach of these Terms and Conditions the hirer’s use of MMH may be suspended or terminated.  In such case, no refund for future sessions will be made and, in the case of termination, all items in storage must be removed within 7 days.
• MKSCC reserves the right to refuse the use of any article, appliance, or apparatus inside or outside the premises which they consider dangerous or objectionable.  The responsibilities of MKSCC in such matters shall in no way absolve the hirer’s obligations under these Terms and Conditions.
• The Hire Agreement, which is subject to these Terms and Conditions, is personal to the hirer and, therefore, the hirer may not assign responsibility to any other party.
• Nothing in this agreement is intended to confer any benefit on any person who is not party to it under the Contracts (Rights to Third Parties) Act 1999.
• If any provision in this agreement is found by any court or competent jurisdiction to be wholly or partially illegal, invalid, unforeseeable, or unreasonable, then it shall be deemed severable, and the remaining provisions of the agreement shall continue in full force and effect.
• The MKSCC Privacy Policy can be viewed on the MMH website.
• This agreement shall be governed by and construed in accordance with the laws of England and Wales and the parties’ consent to the exclusive jurisdiction of the English Courts.

Declaration #

By booking through our online booking system the hirer agrees to the Terms and Conditions as specified above.

Valid from of 1 November 2025