(N.B. These conditions are based on the model Hiring Agreement drawn up by “Action with Communities in Rural England (ACRE) and approved by the Charities Commission)

These standard conditions apply to all hiring of the Village Hall. If the Hirer is in any doubt as to the meaning of the following, the Custodian (Kyla Hill) should immediately be consulted (Tel: 07518 137635).

1.Age

The Hirer, not being a person under 21 years of age, hereby accepts responsibility for being in charge of, and on the premises at all times when the public are present and for ensuring that all conditions, under this Agreement, relating to management and supervision of the premises are met.

We DO NOT accept bookings for teenage or 21st birthday parties.

2. Supervision

The Hirer shall, during the period of the hiring, be responsible for: supervision of the premises, the fabric and the contents; their care, safety from damage however slight or change of any sort; and the behaviour of all persons using the premises whatever their capacity, including proper supervision of car parking arrangements so as to avoid obstruction of the highway. As directed by the Custodian (or Trustees), the Hirer shall make good or pay for all damage (including accidental damage) to the premises or to the fixtures, fittings or contents and for loss of contents.

3. Use of premises

The Hirer shall not use the premises for any purpose other than that described in the Hiring Agreement and shall not sub-hire or use the premises or allow the premises to be used for any unlawful purpose or in any unlawful way nor do anything or bring onto the premises anything which may endanger the same or render invalid any insurance policies in respect thereof nor allow the consumption of alcohol thereon without written permission. The Hirer shall not use drawing pins, staples, sellotape, blu-tack or any sticky substance on the walls or other surfaces, and should seek advice from the Custodian if notices or decorations are required to be put up. Do not fix decorations near light fittings or heaters. The hirer must remove their decorations and all associated materials before they leave.

4. Gaming, betting and lotteries

The Hirer shall ensure that nothing is done on or in relation to the premises in contravention of the law relating to gaming, betting and lotteries.

5. Licensable activities

The Hirer shall ensure that the Village Hall holds a Performing Right Society Licence which permits the use of copyright music in any form, e.g. record, compact disc, tapes, radio, television or by performers in person. If other licences are required in respect of any activity in the Village Hall the Hirer should ensure that they hold the relevant licence, or the Village Hall holds it. As a Licenced Premises hirers are NOT permitted to bring their own alcoholic drinks for consumption on or around the premises.

6. Public safety compliance

The Hirer shall comply with all conditions and regulations made in respect of the premises by the Local Authority, the Licensing Authority, the hall’s Fire Risk Assessment or otherwise, particularly in connection with any event which constitutes regulated entertainment, at which alcohol is sold or provided or which is attended by children. The hirer shall also comply with the hall’s health and safety policy.

(a) The Hirer acknowledges that they have been made aware of the following matters:

• The action to be taken in event of fire. This includes calling the Fire Brigade and evacuating the hall. The location and use of fire equipment (diagrams of location are on the notice board).

• Escape routes and the need to keep them clear. DO NOT block fire exits with chairs or tables.

• Method of operation of escape door fastenings.

• Appreciation of the importance of any fire doors and of closing all fire doors at the time of a fire.

 (b) In advance of an entertainment or play the Hirer shall check the following items:

• That all escape routes are free of obstruction and can be safely used.

• That any fire doors are not wedged open.

• That exit signs are illuminated.

•   That there is no obvious fire hazards on the premises. Naked flames are NOT allowed to be used (e.g. T-Lights or candles).

7. Means of escape

 (a)   All means of exit from the premises must be kept free from obstruction and immediately available for instant free public exit.

 (b)   The emergency lighting supply illuminating all exit signs and routes must be turned on during the whole of the time the premises are occupied (if not operated by an automatic mains failure switching device).

8. Outbreaks of fire

The Fire Brigade shall be called to any outbreak of fire, however slight, and details thereof shall be given to the Custodian.

9. Health and hygiene

The Hirer shall, if preparing, serving or selling food, observe all relevant food health and hygiene legislation and regulations. In particular dairy products, vegetables and meat on the premises must be refrigerated and stored in compliance with the Food Temperature Regulations. When the Hirer/Organiser is preparing and providing their own food they carry the responsibility for food safety. If using outside contract caterers please check they hold their own insurances.

Children MUST NOT be allowed in the kitchen unsupervised, and the kitchen should not be overcrowded at any time.

10. Electrical appliance safety

The Hirer shall ensure that any electrical appliances brought by them to the premises and used there shall be safe, in good working order, and used in a safe manner in accordance with the Electricity at Work Regulations 1989. The committee reserve the right to inspect and test equipment of hirers where necessary and charge the hirer should an electrician be required to conduct further testing. Where a residual circuit breaker is provided the hirer must make use of it in the interests of public safety.

All electrical items provided by the village hall are PAT inspected annually.

11. Insurance and indemnity

(a) The Hirer shall be liable for:

(i)               the cost of repair of any damage (including accidental and malicious damage) done to any part of the premises including the curtilage (the land immediately surrounding the hall) thereof or the contents of the premises

(ii)             all claims, losses, damages, and costs made against or incurred by the Village Hall management committee, their employees, volunteers, agents or invitees in respect of damage or loss of property or injury to persons arising as a result of the use of the premises (including the storage of equipment) by the Hirer, and

(iii)            all claims, losses, damages and costs made against or incurred by the Village Hall management committee, their employees, volunteers, agents or invitees as a result of any nuisance caused to a third party as a result of the use of the premises by the Hirer, and subject to sub-clause (b), the Hirer shall indemnify and keep indemnified accordingly each member of the Village Hall management committee and the village hall’s employees, volunteers, agents and invitees against such liabilities.

 (b)   Where the Village Hall does not insure the liabilities described in sub-clauses (a)(ii) and (iii) above, the Hirer shall take out adequate insurance to insure such liability and on demand shall produce the policy and current receipt or other evidence of cover to the Custodian. Failure to produce such policy and evidence of cover will render the hiring void and enable the Custodian to rehire the premises to another hirer.

(c)   When the Hirer/Organiser is preparing and providing their own food they carry the responsibility for food safety. 

The Village Hall is insured against any claims arising out of its own negligence.

12. Accidents and dangerous occurrences

The Hirer must report all accidents involving injury to the public to the Custodian as soon as possible and complete the relevant section in the Village Hall’s accident book (in the file on the table in the reception hall). Any failure of equipment belonging to the Village Hall or brought in by the Hirer must also be reported as soon as possible.

The First Aid Box is in on the cabinets in the Kitchen.

13. Explosives and flammable substances

The hirer shall ensure that:

(a)   Highly flammable substances are not brought into, or used in any part of the premises and that

(b)   No internal decorations of a combustible nature (e.g. polystyrene, cotton wool) shall be erected without the consent of the management committee. No decorations are to be put up near light fittings or heaters.

Heating

The Hirer shall ensure that no unauthorised heating appliances shall be used on the premises when open to the public without the consent of the management committee. Portable Liquefied Propane Gas (LPG) heating appliances shall not be used.

14. Drunk and disorderly behaviour and supply of illegal drugs

The Hirer shall ensure that in order to avoid disturbing neighbours to the hall and avoid violent or criminal behaviour, care shall be taken to avoid excessive consumption of alcohol. Drunk and disorderly behaviour shall not be permitted either on the premises or in its immediate vicinity. Alcohol shall not be served to any person suspected of being drunk nor 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 shall be asked to leave the premises. No illegal drugs may be brought onto the premises.
As a Licenced Premises hirers are prohibited from bringing their own alcohol on to the premises.

15. Animals

The Hirer shall ensure that no animals (including birds) except guide dogs are brought into the premises, other than for a special event agreed to by the Village Hall. No animals whatsoever are to enter the kitchen at any time.

17. Compliance with the Children Act 2006

The Hirer shall ensure that any activities for children under eight years of age comply with the provisions of The Children Act of 2006 and that only fit and proper persons who have passed the appropriate Criminal Records Bureau checks and, from 2010, comply with ISA requirements have access to the children. Checks may also apply where children over eight and vulnerable adults are taking part in activities. The Hirer shall provide the Village Hall management committee with a copy of their CRB check and Child Protection Policy on request.

18. Fly posting

The Hirer shall not carry out or permit fly posting or any other form of unauthorised advertisements for any event taking place at the premises and shall indemnify and keep indemnified each member of the Village Hall’s management committee accordingly against all actions, claims and proceedings arising from any breach of this condition. Failure to observe this condition may lead to prosecution by the local authority.

19. Sale of goods

The Hirer shall, if selling goods on the premises, comply with Fair Trading Laws and any code of practice used in connection with such sales. In particular, the Hirer shall ensure that the total prices of all goods and services are prominently displayed, as shall be the organiser’s name and address and that any discounts offered are based only on Manufacturers’ Recommended Retail Prices.

20. Film shows

Children shall be restricted from viewing age-restricted films classified according to the recommendations of the British Board of Film Classification. Hirers should ensure that they have the appropriate copyright licences for film.

21. Cancellation

If the Hirer wishes to cancel the booking before the date of the event the following hire charge refunds will apply: Notice of cancellation received:

• more than 4 week before – no charge (full refund will be given on monies paid) between 2 and 4 weeks before – 50% of the full booking fee

• less than 2 weeks before – no refund will be made

• The Village Hall reserves the right to cancel a hiring by written notice to the Hirer in the event of:

(a) the premises being required for use as a Polling Station for a Parliamentary or Local Government election or by-election

(b)   the Village Hall management committee reasonably considering that (i) such hiring will lead to a breach of licensing conditions, if applicable, or other legal or statutory requirements, or (ii) unlawful or unsuitable activities will take place at the premises as a result of this hiring

 (c)   the premises becoming unfit for the use intended by the Hirer

(d)   an emergency requiring use of the premises as a shelter for the victims of flooding, snowstorm, fire,

explosion or those at risk of these or similar disasters.

(e)    The Trustees have the right to refuse any booking and can enforce cancellation under reasonable circumstances.

 In any such case the Hirer shall be entitled to a refund of any deposit already paid, but the Village Hall shall not be liable to the Hirer for any resulting direct or indirect loss or damages whatsoever.

22. End of hire

The Hirer shall be responsible for leaving the premises and surrounding area in a clean and tidy condition, properly locked and secured unless directed otherwise and any contents temporarily removed from their usual positions properly replaced, otherwise the Village Hall shall be at liberty to make an additional charge.
ALL rubbish to be removed and placed in the appropriate bins outside. Should the bins be full the hirer must take any other rubbish home to dispose of.

Please DO NOT put black bags in blue recycling bins.

23. Noise

The Hirer shall ensure that the minimum of noise is made on arrival and departure, particularly late at night and early in the morning. The Hirer shall, if using sound amplification equipment, make use of any noise limitation device provided at the premises and comply with any other licensing condition for the premises.

24. Stored equipment

The Village Hall accepts no responsibility for any stored equipment or other property brought on to or left at the premises, and all liability for loss or damage is hereby excluded. All equipment and other property (other than stored equipment) must be removed at the end of each hiring or fees will be charged for each day or part of a day at the hire fee per hiring until the same is removed.

The Village Hall may, use its discretion in any of the following circumstances:

(a)     Failure by the Hirer either to pay any charges in respect of stored equipment due and payable or to remove the same within 7 days after the agreed storage period has ended.

(b)     Failure by the Hirer to dispose of any property brought on to the premises for the purposes of the hiring. This may result in the Village Hall management committee disposing of any such items by sale or otherwise on such terms and conditions as it thinks fit and charge the Hirer any costs incurred in storing and selling or otherwise disposing of the same.

25. No alterations

No alterations or additions may be made to the premises, nor may any fixtures be installed, or placards, decorations or other articles be attached in any way to any part of the premises without the prior written approval of the Custodian. Any alteration, fixture or fitting or attachment so approved shall at the discretion of the Village Hall remain in the premises at the end of the hiring. It will become the property of the Village Hall unless removed by the hirer who must make good to the satisfaction of the hall or, if any damage caused to the premises by such removal.

26. No rights

The Hiring Agreement constitutes permission only to use the premises and confers no tenancy or other right of occupation on the Hirer.

27. Dangerous and unsuitable performances

Performances involving danger to the public or of a sexually explicit nature shall not be given.

28. Smoking

The Hirer shall ensure that the Hirer’s invitees comply with the prohibition of smoking in public places provisions of the Health Act 2006 and regulations made there under. Any person who breaches this provision shall be asked to leave the premises.

In addition to being a no-smoking in the hall, the use of electronic cigarettes (Vaping) is also strictly prohibited.

Special Conditions of Hire

All functions must end promptly by midnight to comply with the Public Entertainment Licence.

Fire

Fire Safety

Firefighting equipment is provided in the appropriate places with the Village Hall, according to particular fire risk posed (Fire blanket in the kitchen).
Any extinguisher/s that have been discharged/damaged must be reported to ensure they are immediately replaced.

Smoke, and heat alarms, will activate in the event of a fire, ensure that everyone evacuates the premises and call Fire Brigade.

There is no smoking or vaping in the premises.

Emergency Lighting

All emergency lighting are visually checked at least once a month, and serviced annually, all results are recorded in the Fire Log Book.

Escape Routes and Exits

All Village Hall escape routes and exits are clearly signed, should be kept from obstruction to ensure safe evacuation from the building.

Outside lighting is provided over external fire exits.

Opening and closing the village hall

Arrangements for access to the hall will be sent to you 24hrs before your hire starts.

Please ensure that any outside caterers, suppliers and contractors are aware of the hire period and that they will not be able to enter before or leave after the hire period.

All guests are expected to vacate the premises at the end of the hire period. After midnight (unless the event is New Year’s Eve). Failure to comply with this will result in forfeiture of your deposit.

Furniture

Please use the trolleys provided for moving chairs and tables in order to avoid injury. Please stack chairs and tables neatly in the storeroom. A first aid box is located in the kitchen, and an Accident Report book in the file on the table in the reception hall. All recorded accidents must be reported to the custodian as soon as possible. It is the duty of the management to inform the authorities.

Heating

The heaters in the main hall are activated by switches and are on timers for 20 minutes and will need re-activating as required. Please ensure they are all switched OFF when you leave. Please DO NOT change the heaters in the toilets, hallway or meeting room – these are on timers.

Health and Hygiene

The Hirer shall, if preparing, serving or selling food, observe all relevant food health and hygiene legislation and regulations.

Consideration for others

Please ask your guests to leave quietly at the close of your event as our hall is in a residential area.

You must not use drawing pins or tape on the walls or other surfaces. Do not fix decorations near light fittings or heaters.

Please leave the village hall clean and tidy. In particular we ask you to ensure tabletops are wiped clean before being stacked in the storeroom on trolleys the correct way round.

ALL rubbish to be removed and placed in the appropriate bins outside. Should the bins be full the hirer must take any other rubbish home to dispose of. Recycle where you can BUT Please DO NOT put black bags in blue recycling bins.

Use of the playground area

The playground is owned and managed by the Village Hall and can NOT be booked solely for an event at the hall. All outside activity must cease by 9.30 pm.

Faults/ damage/ comments

Please report any faults or damage to the custodian as soon as possible so that they can be rectified quickly. The management committee welcome comments or observations that you may have about your hire of the village hall.