TERMS AND CONDITIONS OF HIRE

STANDARD CONDITIONS OF HIRE. These standard conditions apply to all hiring of the Wilbarston Village Hall.  Hereinafter Wilbarston Village Hall shall be referred to as WVH and the Hirer named on the booking form as the Hirer. This document applies to the use of any or all facilities of WVH including the hall or parts thereof, the parking area and the surrounding field.

 
HIRE PERIOD. The hire period shall be between the times specified on the WVH booking form.  All setting up prior to and clearing up after the event must be done within the hire period. The Hirer is responsible for making sure that the facilities are not left unattended and/or unsecured at any time during or at the end of the hire period. Hirers will not be allowed access to the facilities before the hire start time.

CAPACITIES. Maximum number of persons permitted to be on the premises shall be;

Main hall 280 persons standing or 140 persons seated.

Lounge 90 persons standing or 45 persons seated.

Numbers for the main hall and the lounge should not be aggregated when selling tickets for one such event.

BOOKING
The Hirer must be over 18 years of age. The person named on the booking instruction shall be considered to be the Hirer.
Where an organisation is named the person signing the booking instruction hereby confirms that they do so with the full authority of the organisation.

HIRE CHARGES Bookings are only secured and confirmed upon receipt by the Booking Secretary of payment of the required fee or deposit. In the case of an agreed deposit, full payment should be made to the Village Hall Treasurer at the required time prior to the booking date as detailed on the invoice. Hire fees are separate from returnable damage/condition deposits. Payment can be made by cheque, cash or direct transfer.

REGULAR HIRE The Committee reserves to right to cancel this hiring in the event of the hall being required for use as a polling station for a parliamentary or local government election or by- election. During any regular hire period WVH may, subject to four weeks’ notice to the Hirer, suspend the hire on an occasional basis in order to allow other organisations who might otherwise be prohibited from using the hall to hire the hall for a specific event.

DAMAGE/ CONDITION DEPOSITS For those Hirers booking the Gold or Silver packages there is a required damage/condition deposit of £75 which is refundable providing that the hall is left in an undamaged and acceptable condition.  The hall will be checked after use for any damage to the fabric of the building, damage to equipment and furniture available for use in the hall and that all equipment and furniture have been returned in a clean condition to their storage places. The hall should be left in a clean and tidy condition and all decorations installed by the Hirer removed as well as the products used for affixing same e.g. Blu Tack, etc.  Recycling bins are provided in the car park, all other refuse to be placed in the silver bin outside the hall. Please lock bin after use. Should any part of the hall be deemed to have been left in an unacceptable condition, WVH reserve the right to retain part or all of the deposit. Additionally, should a serious complaint be received about noise or disturbance caused by the event at the hall the deposit will be forfeited.

CANCELLATION   Deposits paid at time of booking for the Gold or Silver packages are non-refundable.  Where there is a cancellation less than 6 weeks before the hiring date, and after the final balance has been paid, at the discretion of the management committee, a refund of payment may be made - less any deposit already paid. In such instances, an administration fee of £50 will be charged. 
Cancellation of other types of booking less than one calendar month before the date of the event may also incur a discretionary fee. 

SMOKING  is not permitted inside any part of the building at any time.  The use of e-cigarettes in not permitted inside any part of the building at any time.

KEYS must be returned to the key safe immediately after the hiring period expires. Non return of the keys to the proper place or in a timely manner will result in the forfeit of the Hirer’s refundable damage/condition deposit.

SUPERVISION The Hirer will, during the period of hire, be responsible for supervision of the premises and its contents ensuring protection from damage or change.  The Hirer is also responsible for the behaviour of all persons using the premises including proper supervision of car parking arrangements to avoid obstruction of the highway.

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 invalidate any insurance policies in respect thereof.

RIGHT OF REFUSAL WVH Committee may refuse any application for the hire of the building without stating a reason.

CESSATION OF ACTIVITY. Members of the WVH Committee reserve the right to put a stop to any entertainment or meeting not properly or reasonably conducted.

CAR PARKING
The Hirer is responsible for ensuring that vehicles are parked in an orderly way so as to avoid disturbance to local residents, obstruction of the highway or infringements of the highway law. Vehicles should not be parked on the grass areas surrounding the parking area. Cars and vehicles are parked entirely at owner’s risk. 

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

LICENCES WVH Committee hold a licence for the sale of alcohol and also a Performing Rights Society licence. If any other licences are required it is the responsibility of the Hirer to obtain these but only following consultation with the Booking Secretary.

ALCOHOL. No alcoholic beverage shall be taken onto the premises whatsoever without prior discussion with the bar manager, upon agreement some alcohol may be allowed for personal consumption but corkage may be charged.  The hall has the facility of a staffed bar and arrangements for the purchase of extra or speciality drinks can be agreed upon discussion with the Bar Manager. 
Purchase of alcohol for use in toasts etc can also be arranged by the bar manager.

FIRE REGULATIONS.  Hirers will be issued with a copy of the fire precautions notice for the hall and this should be read and where necessary the information passed onto other users of the hall. 

HEALTH AND HYGIENE. The Hirer shall be responsible for compliance with all health and hygiene regulations if preparing, serving or selling food on the premises.  All appliances and areas used in the preparation or serving of food should be left in a clean and tidy manner ready for use by the next Hirer.

ELECTRICAL APPLIANCE SAFETY. The Hirer shall ensure that any electrical appliances brought by them to the premises and used
there shall be safe and in good working order.

ACCIDENT AND DANGEROUS OCCURENCES The Hirer must report all accidents involving injury to the public to the Booking
Secretary or a member of the WVH Committee as soon as possible.

COMPLIANCE WITH THE CHILDREN ACT 1989 The Hirer is responsible for ensuring that any activities for children under eight years
of age comply with the provisions of the Children Act of 1989 and that only fit and proper persons who have passed the appropriate DBS checks have access to the children. Checks may also apply where children over eight and vulnerable adults are taking part in activities. 
The Hirer shall ensure that where alcohol is available it is not to be served to children under the age of eighteen. The Hirer must ensure children are not left unsupervised at any time either within the hall or in the playground area.

STORED EQUIPMENT
WVH Committee accept no responsibility for any Hirer equipment or property brought on to or left at the premises and all liability for loss or damage is hereby excluded.  The WVH Committee may dispose, by sale or otherwise, on such terms and conditions as it thinks fit, of any equipment or property brought in to the premises by the Hirer where the Hirer fails either to pay any charges due or to remove the same within 7 days when requested to do so by the Committee.  The Hirer shall be liable for any costs incurred in storing and selling or otherwise disposing of the same.

INTERNAL AND EXTERNAL DECORATION
No alterations or additions may be made to the interior or exterior of the premises nor can any fixtures be installed or decorations attached in any way which may damage or affect the condition of the decorative integrity of the building. Please note; that includes all use of tape, pins and adhesive production on walls surfaces or woodwork.

EXPLOSIVE AND FLAMMABLE SUBSTANCES.  Highly flammable substances are not to be brought into or used in any art of the premises. No internal or external decoration of a combustible nature shall be erected without the consent of the Committee.
No decorations should be erected near light fittings or heaters. The use of any barbeque or any form of open cooking cannot be used in the hall and can only be used in the grounds adjacent to the hall with permission of the Booking Secretary.

PLAY EQUIPMENT AND BOUNCY CASTLES. Where play equipment and/or bouncy castles are being used during the period of hire,
the hirer shall accept responsibility for ensuring that the equipment/bouncy castle is erected, secured and operated in full compliance with manufacturer’s instructions. The hirer is also responsible for ensuring proper adult supervision at all times when equipment is in use. Where the equipment and/or bouncy castle is hired and operated by a 3rd party provider, the hirer shall ensure the supplier has liability insurance in place and that the hirer complies fully with 3rd party hire terms.

May 2018


 
 
 
 
 
 

 

 







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