Weeton Village Hall Terms & Conditions

Definitions
For the purposes of this agreement and the conditions of hire, the term “Hirer” shall
mean an individual hirer or, where the “Hirer” is an organisation that organisation.
“Premises” means those parts of the Village Hall stated on the Booking form being those
subject to this hire agreement. “Booking” means the contract between the Hirer and
Weeton Village Hall Trustees as detailed and on the terms of this agreement (“the
Booking Form” of which these conditions form part). “Period” means the time or times
reserved under these conditions and “the Function” means that described and
authorised by the Booking. If the Hirer is in any doubt as to the meaning of any of the
conditions, the Booking Clerk should immediately be consulted.
Hiring agreement
In consideration of the Hire Fee detailed on the Booking Form, the Weeton Village Hall
Trustees agrees to permit the Hirer to use the Premises for the Function and for the
Period(s) described in the booking form. All details inserted in the booking form are part
of this Agreement. This Hiring Agreement includes these Standard Conditions and
Special Conditions set out below.
Standard conditions of hire
1. Age
The Hirer, not being a person under 18 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.
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 Hall Secretary, 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 (including the car park if any) 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 or unsuitable 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.
4. 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 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) The Village Hall shall take out adequate insurance to insure the liabilities described
in sub-clauses (a)(i) above and may, in its discretion and in the case of non commercial
hirers, insure the liabilities described in sub-clauses (a) (ii) and (iii) above. The village hall
shall claim on its insurance for any liability of the Hirer hereunder but the Hirer shall
indemnify and keep indemnified each member of the village hall management
committee and the village hall’s employees, volunteers, agents and invitees against (a)
any insurance excess incurred and (b) the difference between the amount of the liability
and the monies received under the insurance policy.
(c) 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 village hall secretary. Failure to produce such policy and evidence of cover will
render the hiring void and enable the hall secretary to rehire the premises to another
Hirer.
The village hall is insured against any claims arising out of its own negligence.
5. 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.
6. Music Copyright licensing
The hirer shall ensure that the Village Hall holds relevant licences under Performing
Right Society (PRS) and the Phonographic Performance Licence (PPL) or, where
appropriate, the hirer holds a licence.
7. Film
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.
8. Childcare Act 2006
The Hirer shall ensure that any activities for children under eight years of age comply
with the provisions of the Childcare Act 2006 and the Safeguarding Vulnerable groups
Act 2006 and only fit and proper persons who have passed the appropriate Criminal
Records Bureau checks should 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.
9. 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, and 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.
The Fire Service shall be called to any outbreak of fire, however slight, and details shall
be given to the secretary of the management committee.
(a) The Hirer acknowledges that they have received instruction in 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.
▪ 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 a fire.
▪ Location of the first aid box.
(b) In advance of any activity whether regulated entertainment or not 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 for
instant free public exit.
▪ That any fire doors are not wedged open.
▪ That exit signs are illuminated.
▪ That there are no obvious fire hazards on the premises.
10. 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. Open External
doors must be closed at 11pm to comply with the anti-social noise laws.
11. 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. No illegal drugs may be brought onto the premises. Drunk and disorderly
behaviour shall not be permitted either on the premises or in its immediate vicinity. 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 in accordance with the
Licensing Act 2003.
12. 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. The premises are provided with a refrigerator but not
a thermometer.
13. 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. Where a residual circuit
breaker is provided the hirer must make use of it in the interests of public safety.
14. 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.
15. Smoking
The Hirer shall, and 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
thereunder. Any person who breaches this provision shall be asked to leave the
premises. The Hirer shall ensure that anyone wishing to smoke does so outside and
disposes of cigarette ends, matches etc. in a tidy and responsible manner, so as not to
cause a fire.
16. Accidents and dangerous occurrences
Any failure of equipment belonging to the Village Hall or brought in by the Hirer must
also be reported as soon as possible. The Hirer must report all accidents involving injury
to the public to a member of the village hall management committee as soon as
possible and complete the relevant section in the village hall’s accident book. Certain
types of accident or injury must be reported on a special form to the Incident Contact
Centre. The Village Hall Secretary will give assistance in completing this form and can
provide contact details
17. 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.
18. 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.
19. 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.
20. 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.
21. 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.
22. Cancellation
If the Hirer cancels the booking at least four weeks before the date of the event, the
Village Hall will return in full the deposit and any fees already paid. If the Hirer cancels
the booking between two and four weeks before the date of the event, the Village Hall
will return the deposit and 50% of of any hire fees already paid. If the Hirer cancels the
booking less than two weeks before the date of the event or fails to proceed with the
booking thereafter, the Village Hall will return the deposit but retain any hire fees
already paid. The Village Hall 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 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.
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.
23. 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 which may be deducted
from the deposit.
24. 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 Village Hall Secretary. 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 Village Hall any damage caused to the premises by such removal.
25. No rights
The Hiring Agreement constitutes permission only to use the premises and confers no
tenancy or other right of occupation on the Hirer.
Special Conditions of Hire
All functions must end promptly by midnight to comply with the Public Entertainment
Licence.
Fire
Hirers must ensure that all precautions are taken against risk of FIRE and damage to the
property. Instructions for smoke/heat alarms/exits/equipment, and what to do in the
event of a fire, can be found on the blue notice board inside the hall entrance.
The Hall has no telephone. Please ensure you have a mobile in good working order with
you.
All means of EXITS from the premises must be kept free from obstruction and
immediately available for instant public exit. The emergency exit illuminated signs
remain on permanently.
Opening and closing the village hall
Arrangements for access to the hall will be made shortly before your hire – please
contact info@weetonvillagehall.co.uk a few days before the event.
Please ensure that any outside caterers, contractors are aware of the hire period and
that they will not be able to enter before or leave after the hire period.
Guests are expected to vacate the premises within fifteen minutes of the end of a
licensed period of 11.45pm. After midnight (unless the event is New Year’s Eve) only
those helping to clear up the village hall should be on the premises. 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 is kept in the drawer next to the cooker. All
recorded accidents must be reported to the management as soon as possible. It is the
duty of the management to inform the authorities.
Heating
When necessary the heating will be turned on in advance of your event. There is an
internal thermostat/switch should you need to turn it off.
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
must be refrigerated. Please request that the hall’s refrigerator be switched on prior to
your event if required.
Consideration for others
Please ask your guests to leave quietly at the close of your event. Car doors banging and
loud talk in the car park are a disturbance for local residents.
You must not use drawing pins or tape on the walls or other surfaces, use Blu-Tack or
3M Command hooks if you need to put up notices or decorations. Do not fix
decorations near light fittings or heaters.
Please leave the village hall clean and tidy. In particular we ask you to ensure table tops
are wiped clean before being stacked in the storeroom. Please remove all rubbish and
take it with you when you leave – the bins cannot cope with two weeks of hall hire. Only
recyclable glass, plastic or metal is to be placed in the blue bin, paper & cardboard in
the brown bin located outside the village hall and your own black rubbish bags must be
removed & disposed of.
Use of the recreation facilities
Weeton Recreation Ground is a public facility managed by Weeton Village Hall and is
available for use by the public. The Hirer should be aware that in the event of any
accident occurring to themselves or their guests during the period of hire, no claims can
be made against Weeton Village Hall Trustees.
Use of the Recreation Ground in conjunction with the hall is at the discretion of the
Parish Council, and if agreed, all outside activity must cease by 10.00 pm.
Weeton Village Hall Insurance does not specifically cover Public Liability for use of
Recreation Ground for private events associated with hire of the Village Hall, including
the use of equipment e.g. Bouncy Castles used for private events. The Hirer should
ensure they have adequate Public Liability Insurance in place for the use of such
equipment.
Hirers should be aware that only the hall and adjoining patio may be reserved
exclusively for private use; the Recreation Ground is a public facility.
Faults/ damage/ comments
Please report any faults or damage to the booking secretary 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.
Payment
Payment is due within the terms specified within the Terms of Payment. Please note
that we do not accept cash, and cheques are only accepted by prior agreement at the
time of booking. The Hirer is responsible for any costs incurred by Weeton Village Hall in
the event that any cheque so accepted results in bank charges being levied.