Village Hall Booking Conditions

Standard Conditions of Hire

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 Hall Secretary or Booking Clerk should immediately be consulted.

1. 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.

2. 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 render invalid any insurance policies in respect

thereof nor allow the consumption of alcohol thereon without written permission.

3. 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.

4. Licences

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.

5. 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.

(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. (Include diagram of location when handing over keys.)

• 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.

(b) 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.

6. Means of Escape

(a) All means of exit from the premises must be kept free from obstruction and immediately available for instant free public

exit.

7. 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 management committee.

8. 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/are not (delete as appropriate) provided with a refrigerator and

thermometer.

9. 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.

10. Indemnity

(a) 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) 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, losses, 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 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.

11 . Accidents and Dangerous Occurrences

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. 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 a special form to the local authority. The Hall Secretary will give assistance in completing this form.

This is in accordance with

the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995 (RIDDOR).

12. 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.

13. 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.

14. 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 nor 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.

15. 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.

16. Compliance with The Children Act 1989

The Hirer shall ensure 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 Criminal Records Bureau 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 provide the Village Hall committee with a copy of their Child Protection Policy on request.

17. 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.

18. 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.

19. Cancellation

If the Hirer wishes to cancel the booking before the date of the event and the Village Hall is unable to conclude a

replacement booking, the question of the payment or the repayment of the fee shall be at the discretion of the Village Hall.

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

(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.

20. 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.

21. 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.

22. 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, in its discretion in any of the following circumstances, namely-

(a) 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

(b) in respect of any other property brought on to the premises for the purposes of the hiring, 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.

23. 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 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 hall or, if

any damage caused to the premises by such removal.

24. No Rights

The Hiring Agreement constitutes permission only to use the premises and confers no tenancy or other right of occupation on the Hirer

The East Harptree Village Hall Management Committee

The Theatre, Whitecross Road, East Harptree

NOTICE TO HIRER

Opening & Keys

You should make arrangements with the booking clerk to collect the key from the Lock Box situated in

the porch. The key should be returned to same box after your event. Please note the code must be

input to remove the key and will need to be input again to re-open the box to replace key after your

event. The present code for upstairs should be shown on the keyfob.

Exiting

We ask that you please leave the hall as you find it.

On exiting please ensure all windows are closed, chairs and tables returned to their original place.

All rubbish & items placed in the fridge must be removed. Please wipe down surfaces, sweep the floor,

turn off all lights, cooker etc, drop the latch on the upstairs door and lock the front door.

Drawing Pins, BluTac, Double Sided Tape, Staples etc

Please note that drawing pins, BluTac, double sided tape, staples etc are only to be used on the wooden

strip provided at head height around the hall. Please do not stick anything to our walls.

Smoking

Smoking, including E-Cigarettes/ Vape is not permitted anywhere in East Harptree Village Hall.

Heating & Hot Water

We have an efficient heating system. This is on a timer and should be appropriate to your event. In the

event that you need to "boost" the heating during our event please refer to the instruction card on the

wall above the Key Cupboard. Hot Water is provided through a Combi-boiler and therefore is hotter

when run fairly slowly through the tap.

Fire

Please ensure that you are familiar with the fire exits and that they are kept clear at all times.

Decorative lit Candles are not permitted to be used in the hall (excepting Birthday Cake candles).

PA System

If you require use of our PA system please remember to notify the booking clerk, by email, as soon as

possible and no later than 7days prior to your event to ensure it is available.

The Committee wishes you an enjoyable and trouble free event in our wonderful Victorian facility sited in

the very heart of our village.

East Harptree Village Hall Management Committee

Booking Clerk can be contacted by emailing: ehbookings49@gmail.com