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 Bookings Secretary should be consulted immediately.
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. 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.
Use of Premises
The Hirer shall not use the premises for any purpose other than that described when booking, 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.
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.
Licences
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.
Public Safety Compliance
The Hirer shall comply with all conditions and regulations made in respect of the premises by the Fire Authority, Local Authority, the Licensing Authority 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 acknowledges that they have received the following instruction in the following matters:
Action to be taken in the event of fire. This includes calling the Fire Brigade and evacuating the hall.
The location and use of fire equipment (shown on diagram in the hall)
Escape routes and the need to keep them clear.
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 fire.
In advance of an entertainment or play the Hirer shall check the following items:
That all fire exits are unlocked and panic bolts in good working order.
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 are no obvious fire hazards on the premises.
The Hirer must appoint a fire marshall who is responsible for the above.
Means of Escape
All means of exit from the premises must be kept free from obstruction and immediately available for instant free public exit.
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).
Outbreaks of Fire
The Fire Brigade shall be called to any outbreak of fire, however slight, and details thereof shall be given to the Secretary of the Committee.
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. Insurance held by the Village Hall does not cover food brought in by the Hirer.
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 Hirer must ensure that all equipment brought into the hall has been PAT tested and certificates viewed by the Hirer. Where a residual circuit breaker is provided the hirer must make use of it in the interest of public
safety.
Indemnity
A) The Hirer shall indemnify and keep indemnified each member of the Committee and the Village
Hall’s employees, volunteers, agents and invitees against (a) the cost of repair of any damage
done to any part of the premises including the curtilage thereof or the contents of the premises
(b) all claims, loses, damages and costs 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 (c) all claims, losses, damages and costs suffered or incurred as a result of any nuisance
caused to a third party as a result of the use of the premises by the Hirer.
B) The Hirer shall take out adequate insurance to insure the Hirer and members of the Hirer’s
organisation and invitees against the Hirer’s liability under paragraph 10(a) and all claims arising
as a result of the hire and on demand shall produce the policy and current receipt or other
evidence of cover to the Village Hall Committee. Failure to produce such policy and evidence of
cover will render the hiring void and enable the Committee to rehire the premises to another
hirer.
C) The hirer is responsible for checking that any outside entertainer they employ to attend an event
(such as a children’s party entertainer) holds relevant insurance and has the relevant checks in
place.
D) The hirer is responsible for checking that any company they hire any equipment from (such as a
bouncy castle) has relevant insurance in place.
The Village Hall is insured against any claims arising out of its own negligence.
Accidents and Dangerous Occurrences
The Hirer must report all accidents involving injury to the public to a member of the Committee as
soon as possible and complete the relevant section in the Village Hall’s accident book. Any failure of
equipment belonging to the Village Hall or brought in by the Hirer must also be reported as soon as
possible. Certain types of accident or injury must be reported on special form to the local authority.
This is in accordance with the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations
2013 (RIDDOR).
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.
C) No naked flames are allowed in the hall.
D) No helium balloons to be used in the hall – they are a fire and explosion risk due to heaters in the
roof space.
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 Committee. Portable Liquefied Propane Gas (LPG)
heating appliances shall not be used.
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 or 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.
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 Committee. No animals whatsoever are to
enter the kitchen at any time.
Compliance with The Children Act 1989
The Hirer shall ensure that any activities for children eighteen years of age or under, comply with the
provisions of The Children Act of 1989 and that only fit and proper persons who have passed the
appropriate Criminal Records Bureau checks have access to the children (checks may also apply
where children over eighteen and vulnerable adults are taking part in activities). The Hirer shall
provide the Committee with a copy of their DBS check and Safeguarding Policy on request.
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 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.
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.
Confirmation of booking
A booking is confirmed when it is paid for. All one-off bookings must be paid for in full 1 month
before the event date. If payment is not made in full one month before the booking date, then the
slot will be released and no longer held for the hirer. It is the responsibility of the hirer to ensure this
requirement is met.
Cancellation
If the Hirer wishes to cancel the booking before the date of the event the following shall apply:
Cancellation 14 days in advance = full refund given
Cancellation 7-14 days in advance = 50% refund given
Cancellation under 7 days = no refund given.
The Committee reserves the right to cancel this 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 Committee reasonably considers 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 from these or similar disasters.
In any such case the Hirer shall be entitled to a refund of hire fees already paid, but the Village Hall
shall not be liable to the Hirer for any resulting direct or indirect loss or damages whatsoever.
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 Committee shall be at liberty to
make an additional charge. All heaters should be turned off and a final check to ensure no fire hazard
remains. Rubbish is to be removed from the premises and any spillages of food or drink mopped up.
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.
Stored Equipment
The Committee 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 rate per hiring until the same is removed.
The Committee may use its discretion in any of the following circumstances:
- in respect of stored equipment; failure by the Hirer either to pay any storage charges due and
payable or to remove the same within 7 days after the agreed storage period has ended and - in respect of any other property brought on to the premises for the purposes of the hiring and
failure by the Hirer to remove the same within 7 days after the hiring, dispose 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.
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 especially
to the internal walls. Nothing is to be attached by Sellotape or blue tack to any surface. Any items
left in the hall will become the property of the Village Hall unless removed by the Hirer who must
make good to the satisfaction of the Committee, any damage caused to the premises by such
removal.
No Rights
The Hire Agreement constitutes permission only to use the premises and confers no tenancy or other
right of occupation on the Hirer.