TERMS & CONDITIONS

Use of the Village Hall

Use of the Village Hall and its facilities is subject to the following rules and, in the case of hirers, to certain standard conditions incorporated in the hiring agreement.

Equal Opportunities

The Village Hall shall be available to all members of the community regardless of race, gender, sexual orientation, age, disability, religious or political beliefs and marital status.

Applying to Use the Village Hall

  1. Application for use of the Village Hall shall be made to the Management team and confirmed in writing.

  2. The right to refuse any application for the use of the Village Hall facilities is reserved to the Management Committee or the Manager or a nominated employee.

  3. All arrangements for the use of the Village Hall facilities are subject to the Management Committee reserving the right to cancel bookings when the premises are required for use as a Polling Station, rendered unfit for the intended use or deemed unsafe for any reason. The Charity will not be liable for any losses as a result.

  4. Sections and affiliated groups of the Village Hall shall normally have priority use of its facilities, but all arrangements to hire facilities made with outside bodies and individuals shall be honoured by the Management Committee, except as provided for in item ( c ) above.

Maximum Capacity

The Village Halls main hall has a maximum capacity of 250 and 80 for the smaller hall; depending on the type of function, (these figures include helpers and performers), and on no account shall this figure be exceeded. 

Safety

The Hirer must ensure that nothing shall be done which will endanger users of the building, and the policies of insurance relating to it and to its contents. In Particular:

  1. obstructions must not be placed in gangways or exits, nor in front of emergency exits, which must be immediately available for free public egress;

  2. Fire-fighting apparatus shall be kept in its proper place and only used for its intended purpose;

  3. The Fire Brigade shall be called to any outbreak of fire, however slight, and details of the occurrence shall be given to the Manager;

  4. Performances involving danger to the public shall not be given;

  5. Highly flammable substances shall not be brought into, or used, in any part of the premises. No internal decorations of a combustible nature (eg polystyrene, cotton, etc) shall be undertaken or erected without the consent of the Manager;

  6. No unauthorised heating appliances shall be used on the premises;

  7. The First Aid box shall be readily available to all users of the premises. It is located in the foyer, along with a defibrillator.  The Manager shall be informed of any accident, injury or dangerous  occurrences that happen on the premises;

  8. All electrical equipment brought into the building shall comply with the Electricity at Work Regulations, 1989. The Management Committee disclaims all responsibility for claims and costs arising out of any such equipment that does not so comply.

Supervision

The hirer or person in charge of the activity shall not be under 18 years of age and shall be on the premises for the entire period of hire, or duration of the activity.  The person in charge shall not be engaged in any duties, which prevent him/her from exercising general supervision.

When the premises or any part of them are used for the purpose of public entertainment, there shall be a minimum of two persons, neither of whom shall be less than 18 years of age, on duty.

All persons in charge or on duty shall have been informed of the procedure for evacuation of the premises and shall be familiar with the fire-fighting equipment available.

Under no circumstances must the hall be left insecure, open or unattended before, during or after an event.

Bar Facilities and Intoxicating Liquor

Although located on the premises, all Bar Services are provided by an external provider. As such, all agreements will be between hirer and licensee. Under no circumstances will the Village Hall be responsible for any conflict between either party. There is a nominal £25 fee for arranging this facility but this keeps the cost of drinks to a minimum.

No intoxicating liquor is permitted onto any part of the premises without the express permission of the Manager or nominated employee. 

The hirer’s bond will be withheld if any guest is found to be bringing or drinking unauthorised liquor during the arranged function within the Village Hall.

Own Food Provision

The Village Hall kitchen will be out of bounds for outside sourced catering events.  The hirer will provide their own Cutlery and Crockery and is responsible for the safe removal of all waste food (appropriately bagged) from the premises. This may exclude any commercial arrangements agreed in writing under this contract. Fly tipping is a criminal offence and efforts will be made to track down and prosecute all parties responsible.

 Village Hall Catering

Although located on the premises, all Village Hall catering is provided by an external provider. As such, all agreements will be between hirer and cater. Under no circumstances will the Village Hall be responsible for any conflict between either party for any reason.

Betting, Gaming and Lotteries

Nothing shall be done on or in relation to the premises in contravention of the law relating to betting, gaming and lotteries, and the persons or organisations responsible for functions held in the Village Hall premises shall ensure that the requirements of the relevant legislation are strictly observed.

Recorded Music Licence

It is the responsibility of any independent user group which uses recorded music in its activities to check whether it requires a licence from PRS and/or the (PPL) Phonographic Performances Ltd (PPL) and, if so, to obtain one.

Storage

Permission of the Manager must be obtained in writing before goods or equipment are left or stored at the Village Hall for any period exceeding one night (a storage fee may be payable).  For overnight storage verbal approval from the Manager is sufficient. The Management reserve the right to dispose of goods not collected within seven days after the event, however they deemed fit. This may be at the cost of the hirer for larger items.Loss of Property

The Management Committee will not accept responsibility for damage to, or the loss or theft of, Village Hall users’ property and effects.

Parking

All vehicles are parked at the owner’s risk. Vehicles shall not be parked so as to cause an obstruction at the entrance to, or exits from the Village Hall. 

Where parking facilities are provided these must be used, and in any case users of the Village Hall should avoid undue noise on arrival and departure.

No vehicles above 7.5 tonnes gross are permitted on the carpark and any damage to the car park surface, howsoever caused, is deemed to be the drivers responsibility. Disabled parking must be adhered to. NB All car park activity is recorded on CCTV.

Nuisance

Litter shall not be left in or about the Village Hall premises.

Except in the case of trained guide/support dogs, animals shall not be permitted on the Village Hall premises.

Hirers and organisers of events in the Village Hall are responsible for ensuring that the noise level of their functions is not such as to interfere with other activities within the building nor to cause inconvenience for the occupiers of nearby houses and property.

Responsibility

The Hirer is ultimately responsible for any loss or damage, howsoever caused. We advise that all subcontractors must have adequate public liability insurance and will be responsible for any loss or damage caused by themselves and/or any equipment under their supervision or failure to secure other areas of the premises during their event.

The Bond

The Management reserve the right to deduct costs from the £150 bond for any incidental damage, additional cleaning, call out fees for emergency services and any other related costs.  All additional items not quoted but requested at the event will also be charged and deducted from the Bond. We reserve the right to charge for any additional repairs / costs howsoever caused, in excess of the value of the bond.

The Provision of Keys and Alarm Fobs

Where keys and Fobs are provided for access to the venue (regular bookings), as the nominated key holder you are fully responsible for the security of the venue during and after your event. The loss of keys and fobs will incur an additional fee for the replacement of the existing locks, resetting of the alarm provision and for their replacement for all parties.

Cancellation

Please note that in the event of a cancellation:

Ad-hoc bookings, the 25% deposit paid on booking is not refundable. As we are asking for the full payment and bond seven days in advance, the following deductions will be made to refunds

Non refundable deposit                = the 25% Deposit

6 days prior                                = Deposit +  25% (50%)

5 days prior                                = Deposit +  35% (60%)

4 days prior                                = Deposit +  45% (70%)

3 days prior                                = Deposit +  55% (80%)

2 days prior                                = Deposit +  65% (90%)

1 days prior                                = Deposit +  75% (100%)

 

Regular bookings, will incur charges at the following rate of total hire fees

<1 Weeks Notice +     = No Charge

< 48Hrs Notice           = 50% charge

= Same Day                  = 100% charge

In all instances, Teas, Coffees and standard victuals supplied from stock will not be included as part of this total cost. Any out sourced facilities, including catering, activities, entertainment, licenses etc. will be charged as per the suppliers terms and conditions.

Where the Village Hall has to close for H&S purposes or unforeseen circumstances a full refund or a free lesson allocation will be provided

Terms & Conditions

These conditions apply at the time of print in Jan 2018.  The Village Hall reserves the right to change these rules at any time.  Any amendments will be enclosed with your booking.