Terms & Conditions of Hire

1. Booking Requirements

1. All Bookings are accepted at the discretion of the Village Hall Committee
2. The Hirer will comply with all TERMS AND CONDITIONS OF HIRE
3. The Hirer will be given a Hall Access Code once the booking is confirmed
4. First Time Hirers may be required to pay the booking fee in advance

2. Hirer’s Responsibilities

The Hirer is responsible for making sure that:

1. The number of people using the hall is not more than permitted by licence – a maximum of 120 standing, 100 seated
2. Use of the premises is fully supervised by adults
3. Behaviour of all persons remains under control
4. Car parking arrangements are controlled to avoid obstruction of the road in Pilgrims Way and outside the hall gates to allow access by local traffic and emergency vehicles
5. Any electrical or electronic equipment brought into the hall is safe for use
6. The minimum noise is made on arrival and on departure.
7. The sound level of amplified equipment used during the event is not loud enough to concern neighbouring properties
8. Alcohol brought into the hall for a private event is not sold on the premises
9. No person under 18 years old is allowed to drink alcohol on the premises

3. Limitations of use

1. The hall is not to be sub-hired by the Hirer
2. The hall is not used for anything other than described on the Booking Form
3. No animals (other than Guide Dogs) to be brought into the hall without written permission
4. No action is allowed that may render the insurance cover invalid
5. No drugs are brought into the hall and no smoking takes place in any part of the hall including the toilets
6. No unauthorised heating appliances should be brought in and used
7. No internal decorations of a combustible nature should be put up
8. No performances involving danger to the Public or of a sexually explicit nature to be given

4. Setting Up and Reinstating

1. The Hirer must set the Hall Heating in accordance with the Instructions on the website
2. At the end of the hire period everything should be left clean and tidy
3. The Lincat Water Heater in the kitchen should be switched off.
4. All equipment, tables and chair should be stored correctly
5. The hall must be cleared of people and all lights switched off
6. The Heating Thermostat must be re-set to 5 degrees. If the heating is left on a charge will be added to the Booking Fee.
7. The building must be locked up safely – the Hirer will be given an access code once the booking has been confirmed.
8. All rubbish must be removed from the premises and taken away from the site

5. The Safety of Children

The Hirer shall ensure that all activities for children under 8 years of age comply with the Children Act of 1989. Care should be taken that all juveniles are supervised in an appropriate manner and not exploited in any way.

6. Compliance with other Relevant Legislation

1. Do not contravene the laws relating to gaming and betting
2. Comply with all conditions relating to the hall Licensing Agreements
3. Understand the requirements of food preparation if handling or serving food. Dairy products, vegetables and meat products must be stored in a refrigerator
4. Ensure that no fly posting or unauthorised advertising is done without the consent of the hall Bookings Secretary

7. Public safety Compliance

1. The Hirer shall comply with regulations in respect of the hall by the Fire Authority, Local Authority and Licensing Authorities
2. The Hirer must acknowledge having received instruction in the following:
   1. Operating the hall Heating System
   2. The action to be taken in event of fire – evacuating the hall and calling the Fire Brigade
   3. The location and use of Fire Equipment
   4. The location of Exit Doors and Escape Routes
   5. The location of The First Aid Box and Accident Book – kept in the Kitchen
3. In advance of any entertainment, the Hirer must check the following:
   1. All fire doors are unlocked
   2. Exit doors and escape routes are unobstructed
   3. Exit signs are illuminated
   4. There are no obvious fire hazards on the premises
4. All accidents must be reported to the Hall Committee by recording in the Incident book, located in the Main Kitchen

8. Indemnity

The Hirer shall indemnify all members of the Hall Committee against:

1. The cost of repair of damage done on the premises by the Hirer or guests and invitees
2. All actions, claims and costs arising from any breach of Hall Conditions of Hir
3. All claims in respect to damages for loss of property or injuries to persons arising as a result of use of the hall by the Hirer or guests and invitees
4. All claims, losses or damages and costs incurred as a result of any nuisance or damage caused by a third party as a result of actions of the Hirer or guests and invitees

9. Insurance

The Hall maintains its own Public Liability insurance cover and this extends to cover loss, damage, or personal injury arising out of the Hall’s own negligence. All other insurance issues are the province of the HirerItems stored on the premises by the Hirer before occupation of the Hall are not insured, except by prior arrangement with the Bookings SecretaryAll Hirers should consider whether the nature of the event booked requires specific insurance cover. If needed, it is the responsibility of the Hirer to take out this cover and show a copy of the Certificate of Insurance to the Booking Secretary. Failure to do so will render the booking void

10. Accidents and Dangerous Occurrences

The Hirer must report, as soon as possible, all accidents and dangerous occurrences, all accidents involving injury to the general public, to the Bookings Secretary and/or authorised members of the Hall Committee
Any failure of Hall Equipment must also be reported as soon as possible

11. Storage of Equipment

The Hall Committee accepts no responsibility for any property or equipment left on the premises by the Hirer
All property and equipment must be removed at the end of the hire period. In the event that items are not removed by the agreed time, the Hall Committee may dispose of such as items as it sees fit.

12. No Alterations

No alterations and additions, however temporary, may be made to the premises and no fixtures may be installed or attached in any way to any part of the premises without prior written approval by the Hall Committee. Any approved alteration or fixing of any attachment must be dismantled and the Hall made good to the satisfaction of the Committee

13. Cancellation by the Hirer

If the Hirer cancels a booking before the date of the event and no booking is made by way of replacement the Hall Committee may require a payment of the hire fee regardless or withhold the refunding of any booking deposit paid.

14. Cancellation by the Village Hall

The Hall reserves the right to cancel a booking by written notice in the event of:

1. The premises being required for use as a Polling Station for a Parliamentary, Local Government election by-election or referendum
2. If the hiring may lead to a breach of the licensing conditions or other statuary requirements
3. The premises becomes unfit for use by the Hirer
4. An emergency arises requiring use of the premises as a shelter for victims of weather conditions, fire, explosions or the risk of these or similar disasters

In such cases the Hirer shall be entitled to a refund of any deposit or hire fee already paid but the Hall shall not be liable for any resulting direct or indirect loss to the Hirer

15. Restrictions of Benefit of the Hire Agreement

None of the provisions of the agreement are intended or will operate in favour of any party or person not named in this agreement. The agreement constitutes permission only to use the premises and confers no rights of tenancy to the Hirer