Terms & Conditions
1. Fire Policy and Procedure
- It is the responsibility of the Hirer and leaders of organised groups to inform their guests of the Fire Procedures.
- Use of naked flames away from the mandap havan kund is prohibited and illegal within any part of the premises.
- Smoking and the use of e-cigarettes is strictly prohibited within any part of the premises.
- Fire Exit Doors must be kept clear and unobstructed at all times. All Fire Doors are labelled as such; stating they should be kept shut must be complied with (in the event of fire, this will prevent the fire from spreading). Do not obstruct fire fighting equipment or use it to prop doors open.
- In the event of fire – raise the alarm by activating the break glass Call Points located throughout the premises near all Exits.
- On hearing the Fire Alarm (loud bell) the leader of the group/Co-Coordinator of the event must take responsibility for evacuating the premises and direct people to the Assembly Point – at the Common opposite the Temple’s Main Entrance Gates or on the pavement outside Radha Krishna House, evacuation should be via the Main Entrance doors or the alternative Fire Exists on both sides.
- Ensure that the Fire and Rescue Services are called via 999 call stating that there is a fire at “Shree Swaminarayan Temple Willesden London NW2 5RG”.
- Leaders and Event Coordinator should not allow anybody back into the premises under any circumstances until the incident is dealt with and the all clear is given.
- No Alcohol or Alcohol related drink, drugs and tobacco related products are to enter anywhere on the premises. The Management Team reserves theright to remove or ban any products from the premises.
- No Meat/Fish/Egg/Gelatin or Meat/Fish/Egg/Gelatin related products are to enter anywhere on the premises.
- Onion, Garlic, Mushroom or Hing products are not allowed on the premises.
- The person who signs the form must be over 21 years of age and shall be deemed to be the hirer. The Management Team reserves the right to refuse any application for the use of the venue or to cancel a letting. Until applications are confirmed in writing by the wedding hall management team the booking is deemed provisional.
- In these conditions and the scale of charges the following expressions shall have the meanings hereunder assigned to them.
- The “Hall/s” refers to either or both of Sahajanand Hall and Dharmajeevan Swami Hall available for letting at the Shree Swaminarayan Temple, 220/222 Willesden Lane, London, NW2 5RG.
- The “Management Team” refers to personnel appointed for the management of the Sahajanand Hall and Dharmajeevan Swami Hall.
- The “Hirer” refers to an individual taking full responsibility for the Hall/s hire and is responsible for the adherence to the conditions herein.
- ‘Block bookings’ means the hiring of the premises by a single application for multiple occasions during any period of twelve months. ‘Single bookings’ means the hiring of the premises for a single day use or two-day use.
- The charges for hall hire could be subject to change, the hirer will be notified and they will be responsible for paying the difference in this case.
- In accordance with the scale of charges in operation at the date of use, payment can be made by Bank transfer, Credit/Debit Card, Cash or Cheque
The following procedure applies:
- A payment for the sum of the deposit for Sahajanand Hall and/or Dharmajeevan Swami Hall.
- Once payment has cleared, the booking will then be considered as confirmed.
- Full payment for the Hall/s hire, any additional services and a £1000 refundable deposit must be made and cleared 15 days prior to the Hire date.
- The £1000 refundable deposit will be held as and considered to be a guarantee against any damage or loss suffered by the management team as a result of the booking and compliance with these conditions will be considered. The Deposit will be returned to the applicant by cheque or internet banking after the event has taken within 28 days.
- The Management team reserve the right at its absolute discretion to cancel a booking should they:
- Before a function commences, require the use of the facility owing to unforeseen circumstances or in an emergency.
- Be of the opinion that the function is likely to prove to be of an objectionable or undesirable character.
- Be of the opinion that the facilities are unfit for use.
- In the event of such cancellation the total hire charge paid by the Hirer will be refunded. The Management Team shall not be held liable to pay any compensation to the Hirer or any other person in respect of any such cancellation.
- The Hirer is required to acknowledge the right of the Management Team’s duly authorised officers and servants to enter the Hall/s at any time during the period of the hiring and determine the hiring forthwith.
- The Management Team reserve the right to terminate any lettings or series of lettings immediately in the event of the Hirer failing to observe or perform any of the conditions or regulations herein contained but without prejudice to any right or remedy which the Management Team may have against the Hirer under these conditions and regulations and the Management Team may retain the charges paid by the Hirer.
- Any cancellation by the Hirer must be notified in email to the Management Team. In the event of cancellation, the following administration charges will apply:
- For less than 4 months’ notice, the Hirer shall forfeit the full deposit.
- Block bookings are exempt from this Clause.
- Affiliated organisations do not pay deposits but would be expected to pay the full hiring charge on cancellation of weekend bookings if less than 2 months’ notice is given.
- In the case of any breakdown, failure of the supply of gas, water or electricity, fire, leakage of water, any other accidents or occurrence whatsoever rendering necessary the temporary closing of this facility or interruption of any engagement either before or during any function or for any repairs or renewals consequent upon any such breakdown etc. the Hirer agrees that the Management Team or the Temple shall not be liable for any loss or claims arising from such closure of premises.
- The Hirer shall not assign the benefit or burden of any interest he may have in the hire of the Hall/s or any part thereof or sub-let of the Hall/s.
- The number of persons to be admitted by the Hirer shall be no more than 700 persons in the Sahajanand Hall or 300 persons in the Dharmajeevan Swami Hall and the Hirer shall keep a record of the number of persons admitted to be available for inspection at all times during the use of the facility.
- Notwithstanding any contractual arrangements with the Hirer, the Management Team reserve the right at its absolute discretion to refuse or direct the Hirer to refuse the admission or to evict any person from the venue without stating any reason thereof and shall not be liable to pay any compensation to the Hirer arising from such an exclusion.
- The Hirer shall not use the Hall/s on hire for any other purpose other than that specified on the Application Form and written confirmation.
- The Hirer shall be responsible for good order being kept throughout the period of the hiring and the Management Team may charge the Hirer for any expense incurred by them in engaging the Police to preserve order prior to, during or after any function. The hirer is not permitted to play musical instruments and use smoke grenades (or similar devices) on the streets around the venue. Blocking of any road is not permitted, all roads must be kept clear at all times for traffic to pass.
- The Hirer shall ensure that no loss or damage is caused to the facility on hire or any part of it, or to the equipment, apparatus or furniture belonging to it. The hirer shall ensure that any external decorators The Hirer shall pay the Management Team or Temple on written demand the cost of reinstating, repairing or replacing any part of the Hall/s or equipment, apparatus or furniture which may be lost or damaged during the course of or in connection with the hiring. The amounts of such cost to be certified by the Management Team whose decision shall be final and binding.
- No dog, cat or other animal shall be allowed to enter the Hall/s or the Temple Hall without the permission of the Management Team. Guide dogs are exempt from this condition.
- No unauthorised vendor, collector, hawker or canvasser shall be admitted in the Hall/s.
- The Hirer shall be responsible for the provision of First Aid. A First Aid kit is situated in the Sahajanand Banquet Hall Kitchen area, please ensure any accidents are recorded in the Accident Book.
- A marriage registration fee will be payable at the time of booking. The certificates of notification for bride and groom must be handed in at least 2 weeks prior to the hall booking. Arrangements for the registry ceremony i.e. tables/decoration are the responsibility of the Hirer. Please note the registration fee could be subject to change.
- The Management Team will not accept responsibility or liability in respect of any loss or damage to any property or articles placed or left upon any part of the premises by or on behalf of the Hirer or any other person in connection with the hire function.
- The Hirer’s equipment or property may only be stored with prior consent of the Management Team. Any such property or equipment shall be stored entirely at the Owner’s risk and the Management Team will not accept responsibility for any loss or damage to any property or equipment stored.
- The Hirer shall ensure that all vehicles, including bicycles, are parked in the designated areas in the carpark. Carpark entrance must not be blocked by any vehicles at all times. The Management Team does not accept liability or loss or damage to any vehicle, including bicycles, or its contents when parked.
- The Temple Committee reserves the right to modify or vary any of these conditions or regulations or to impose special conditions where the nature of an application in its opinion so demands.
- The Hirer must comply with all Bye-Laws and statutory requirements relating to the whole premises or for the purpose of the hire.
- The Hirer shall indemnify the Management Team, Temple and its Committee from any claims, demands, actions and proceedings and for any loss, damages or injury which may be brought against Management Team and/or the Temple Committee arising from or in consequence of the non- observance or non-performance of any of these conditions of hire, or any act of neglect, default or admission by the Hirer, Hirer’s agents or servants and;
- All claims, demands, actions, proceedings in respect of the death or the injury howsoever and by whatsoever cause to any person which shall occur or arise from any accident or occurrence shall happen while such person is in or upon any part of the premises during the period of hire or in respect of any loss or damage suffered or sustained by any persons in consequence of such death or injury.
- Any complaints with regard to the management or control of the premises must be made in email (info@sstw.org.uk) addressed to the Main Temple Committee.
- All correspondence with regard to the Hall/s hire must be made by email (bookings@sstw.org.uk).
- Tables must be cleaned and along with chairs (stacked 10 high) be returned to their normal positions and the premises is swept and left in a clean, tidy and usable condition and that all litter generated by the booking is removed.
- All guests must leave the premises in a quiet and orderly manner according to the time stated on your booking form. Any additional hire incurred after the agreed time on your booking will be charged at 10% of your booking cost per hour.
- Hirers are advised to notify the DJ they engage that a noise limiter is in operation in the Sahajanand Hall and DharmaJeevan Swami Hall. The Management Team reserves the right to stop any function if any attempt is made to interfere with or bypass the noise limiting equipment which will lead to a fine.
- No alterations or additions shall be made by the Hirer to the lighting, heating, fittings, fixtures and other arrangements in the Hall/s. No nails, screws, staples or similar fastenings will be permitted to be fixed to any part of the premises without prior permission of the Management Team. The Hirer must only use low tack tape to stick down the carpet to ensure there is no damage to the tiles.
- The Hirer is required to remove all rubbish and waste food from the Hall/s after the letting. All waste must be left in refuse bags and placed in the bins provided at the entrance of Dharma Bhakti Centre. Ensure recyclable items such as cardboard are placed in the recycle bin. Please note these bins are not to be used for bulky items, Bulky items must be taken away by the hirer and disposed of accordingly.
- The Hirer is advised that the use of bouncy castles and similar equipment for use in the Hall/s is permissible. However, The Hirer must satisfy the Management Team that the equipment is on hire from a reputable business and that a Certificate of Public Liability is produced to the Management Team at least one week before the Hall/s Hire date.
- All electrical equipment brought in by the Hirer, their caterers, DJs, Entertainers, Beauticians etc. must be PAT tested. If the electricity goes off, please contact the Management Team. If you have not produced the appropriate Certificate, in the interest of safety we cannot turn the electricity on and the Hirer will be held responsible if there is an electrical failure or fire.
- The kitchen shall be used exclusively to prepare food to be served for the event. The Hirer must maintain hygiene standards in the kitchen at all times and ensure that the kitchen is used only by approved caterers (Contact your venue coordinator for a list of approved caterers). All utensils used must be cleaned, dried and put away, any missing or damaged utensils will be charged at market value at the discretion of the Management Team. The hirer is to ensure the kitchen and equipment is cleaned fully. Children are not permitted in the kitchen. Any issues arising in relation to the caterer(s) including another vendor(s) or their services is not the responsibility of the Management Team or the Temple, this includes but is not exclusive to food poisoning, allergens, etc. Any food or drink suppliers, should have their own sufficient insurance to cover your event. This is the responsibility of the Hirer and not the Management Team or Temple.
- The passenger lift is to be used by passengers only and not for goods. The goods lift is situated in the carpark. The Hirer will be responsible for any damages caused to the lift due to transportation of goods and any resulting cost for the repair to the lift shall be charged to the Hirer.
- The Bridal Suite must be vacated by 4pm. The room must be cleaned and arranged as it was originally set. Any such property or equipment shall be stored entirely at the Owner’s risk and the Management Team will not accept responsibility for any loss or damage to any property or equipment stored.
