Conditions of Hire of Elsted Village Hall

These standard conditions of hire apply to all hiring the Village Hall. If the Hirer is in any doubt as to the meaning of the following please contact the Booking Secretary on enquiries@elstedvillagehall.co.uk immediately.

THE HIRER: The Hirer must be 21 years of age or older.

DEPOSIT: The damages deposit of £50 is due at the time of booking. Subject to any charges for breakages and/or damage and/or additional cleaning required the deposit will be returned in full to the Hirer within 28 days of the hire date.

HIRE CHARGE: With the exception of weddings, all Hire Charges are payable at the time of booking.

USE OF PREMISES: The Hirer shall not use the premises for any purpose other than that described in this Hire 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 therein without the correct written permission. The Hirer is allowed to erect Marquee(s) adjacent to the Hall.

NB: The use of Bouncy Castles and similar forms of entertainment both inside and outside the Hall is strictly forbidden.

In particular the Hirer must comply with the following actions:

  • All equipment used, including tables and chairs, to be packed away safely and in the correct place at the end of the hire period.

  • All breakages must be reported to the Committee.

  • Taps must be turned off in the kitchen and lavatories

  • The cooker and all other kitchen appliances, including the urn, kettles and any portable appliances must be turned off or disconnected where possible at the mains with the exception of the fridges. The kettles and urn must be emptied of water.

  • The fridges must be emptied of ALL food/drink unless prior arrangements have been made with the Committee, whence any such items must be labelled (or they may be removed and destroyed)

  • All lights, except emergency and security lights must be switched off

  • Any internal doors and cupboards previously locked must be relocked

  • The hall, other rooms, toilets and the kitchen (if used) must be left clean and tidy. Waste bins must be emptied and excess rubbish removed from site. Failure to comply may result in a cleaning charge being deducted from the deposit.

  • On leaving the building all rooms including the lavatories must be checked to ensure windows are shut and locked and there is no one is left in the building.

  • The keys must be replaced in the Key safe. Please scramble the numbers on the key safe and ensure the front cover is raised.

 

SUPERVISON: Hirers are held responsible for adequate supervision of the premises and for use of the grounds by their own party during the period of hire and must ensure that fire exits and access to them are kept clear at all times. It is the responsibility of the Hirer (under the Children Act 2004) to ensure the safety of all children at all times at any event. There is also a responsibility to safeguard vulnerable adults. Hirers are responsible for the observance of the law regarding child protection, in particular that adults having continuing and close contact with children or vulnerable adults should have undergone a DBS (Disclosure & Barring Service) check. A declaration form for such user groups should be signed and returned with the booking form to the Bookings Secretary.

Any incidents should be reported to the Child Protection Officer (see external notice board for contact details).

SMOKING: The Hirer shall ensure that the Hirer’s invitees comply with the prohibition of smoking in “Public Places Provision” of the Health Act 2006 and regulations made there under.

In particular, the Hirer shall ensure that a strict NO SMOKING POLICY inside the Hall is enforced. Any person in breach of this provision shall be asked to leave the premises immediately. Any smoking outside and in the immediate vicinity of the Hall is to be controlled by the Hirer, having regard to pollution and risk and any smoking debris shall be cleared away by the Hirer on completion of the period of hire.

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.

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 and the Management Committee or otherwise in connection with any event, which constitutes regulated entertainment, at which alcohol is sold or provided or which is attended by children.

MEANS OF ESCAPE: All means of exit from the premises must be kept free from obstruction and immediately available for instant free public exit. In advance of an entertainment or play, the Hirer shall check: that all escape routes are free of obstructions and can be safely used and that no fire doors are wedged open: that exit signs are illuminated: that there are no obvious fire hazards on the premises.

HEALTH AND HYGIENE: Under the Food Safety Act 1990, it is the responsibility of persons providing food for any event held in the Hall to ensure that they are aware of and abide by the legal requirements. The Management Committee is not responsible for any food brought into the Hall.

ELECTRICAL APPLIANCE SAFETY: The Hirer shall ensure that any electrical equipment brought onto 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.

INDEMNITY: By signing the completed Hiring Agreement, the Hirer indemnifies and keeps indemnified each Member of the Committee and the Committee’s employees, volunteer’s 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

(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.

 

When it is considered appropriate 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 and all claims arising as a result of the Hiring and on request shall produce the policy and current receipt or other evidence of cover to the Booking Secretary. Failure to produce on request such policy and evidence of cover may render the hiring void and enable the Booking Secretary to rehire the premises to another Hirer.

INSURANCE: Any equipment used and/or stored at the hall is the responsibility of the hall user. If there are any queries please email the Bookings Secretary at: enquiries@elstedvillagehall.co.uk

ACCIDENTS AND DANGEROUS SUBSTANCES: The Hirer must report all accidents involving injury to the Management Committee as soon as possible and complete the relevant section in the Village Hall Accident Book. The Accident Book and First Aid Kit can be found in the disabled toilet. If any help is needed to complete the necessary form please contact the Booking Secretary or Chairman.

HEATING: The Village Hall has wall mounted electric radiators which are operated by a thermostat that must not be adjusted without prior permission from The Management Committee. No unauthorised heating appliances shall be used on the premises, no LPG appliances are allowed in the hall. Additionally there are ceiling mounted electric radiators throughout the premises which can be used to provide additional heating via a pay meter found on the right hand side of the stage which takes £1.00 coins – £1.00 gives approximately one hour’s heating.

EXPLOSIVES AND FLAMMABLE SUBSTANCES: The Hirer shall ensure that no highly flammable substances are brought into the hall and/or premises. No flammable decorations are to be used in the hall and/or premises, no decorations are to be placed near electric fittings. The use of firepits outside the Hall is permissible so long as they are positioned at a safe distance from any flammable material/structure given the prevailing weather conditions. Their use is strictly the responsibility of the Hirer and the Hirer will be liable for any injury/damages resulting therefrom.

NOISE: All music, live or recorded, must cease by 11.30pm and the premises vacated by midnight. The Hirer shall ensure that the minimum of noise is made on arrival and departure, particularly late at night, and is responsible for maintaining orderly behaviour both inside and outside the hall. Car door banging and loud conversation in the car park should be discouraged.

SALE OF ALCOHOL: It is a condition of hiring that alcohol will not be sold on the premises unless the Hirer has obtained the necessary license and has shown that license to the booking secretary or treasurer a minimum of 24 hours before the hiring commences.

DRUNK AND DISORDERLY BEHAVIOUR AND THE SUPPLY OF ILLEGAL DRUGS: The Hirer shall ensure that in order to avoid violent or criminal behaviour care should be taken with the consumption of alcohol. Drunk and disorderly behaviour shall not be permitted either on the premises or in the immediate vicinity. Alcohol shall not be served to any person suspected of being drunk or any person suspected of being under the age of 25 without ID. Any person suspected of being drunk, disorderly, acting in a violent manner or under the influence of illegal drugs shall be asked to leave the premises immediately. No illegal drugs/substances may be brought onto the premises.

COMPLIANCE OF CHILDREN’S ACT 2004: The Hirer agrees to take such steps that are necessary to comply with the relevant Children’s Act 2004 as they may apply in respect of the hiring and that a ratio of one adult supervisor to 10 children or better is maintained when multiple activities are involved.

CANCELLATION: The Management Committee reserves the right to cancel this hiring by written notice in the event of the premises being required for use as a Polling Station for a Parliamentary or Local Government Election or by-election. In the event of the hall being rendered unfit for use for which it has been hired the Management Committee shall not be liable for any resulting loss whatsoever. The Management Committee reserves the right to cancel any hire period by written notice to the Hirer.

In the event of a cancellation by the Hirer more than 60 days before a booking the Hirer will receive a 100% refund, if between 30 and 60 days a 50% refund, and if under 30 days no refund. However should the hall be re-booked for another event on the same day a 100% refund will become due.

 

Should the Management Committee need to cancel a booking for whatever reason then a 100% refund becomes due to the Hirer.

STORED EQUIPMENT: The Management Committee accepts no responsibility for any stored equipment or other property brought on to or left at the premises overnight.

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 written prior approval from the Management Committee. The Hirer shall ensure no bolts, tacks, screws, bits, pins, Sellotape, ‘Blu-tack’ or other like material are attached/driven or fixed into any part of the hall.

ANIMALS: The Hirer shall ensure that no animals except Guide Dogs/Disabled Dogs are brought into the premises other than with written prior approval from the Management Committee.

FIRST AID AND FIRE FIGHTING EQUIPMENT: The Hirer shall be aware of the location of First Aid Kits and Firefighting equipment.

NO RIGHTS: This Hire Agreement constitutes permission only to use the hall and confers no tenancy or other rights of occupation on the Hirer.

DAMAGE TO PROPERTY: The Management Committee reserves the right to make reasonable charges for any damage to the property and/or contents incurred during the use of the hall as covered in the Hire Agreement. 
In the event that the deposit does not cover these charges then an additional invoice will be raised.

WASTE
Rubbish bags are provided.
IMPORTANT! Once the outside rubbish bin is full ALL additional rubbish including kitchen waste MUST be removed from the site by the Hirer at the end of the hire period. Failure to do so may result in the withholding of the deposit.

KEY COLLECTION
The key will be found in the Key safe and a code emailed or telephoned to the Hirer. If the key is not returned then an invoice will be raised for the cost of a replacement.

HIRE CHARGES
Hirers are advised that charges may be reviewed on 1st January annually. Hirings arranged before that date for events after that date will be charged at the rates applicable at the time of booking.

DISCLAIMER
Elsted and Treyford Village Hall will not be liable in the event of any Village Hall equipment failing in use; The Trustees undertake to repair or replace failed equipment as soon as practically possible but cannot be held responsible for any consequential liability.

If the Hirer is in any doubt as to the meaning of this document, the Booking Secretary should be consulted immediately.

CHECKLIST FOR HIRERS OF ELSTED AND TREYFORD VILLAGE HALL

In order that the Hall can be kept in good condition for all, would Hirers please do the following at the end of each hire:

1.    Please ensure that the Hall floor is left in good condition (ready for the next user). Sweep or mop the floor to remove any crumbs etc. (Cleaning equipment will be found in the cleaning cupboard).

2.    Make sure tables are clean before being put away, and put away tables and chairs where you found them.

3.    Check that all taps in the lavatories and kitchen are turned off, make sure the lavatories are clean, that the refrigerators are empty and clean if you have used them, and any cutlery or crockery etc. that you have used are washed, dried and put away.

4.    Use the bin bags provided to dispose of rubbish in the outside bin and of recycling in the appropriate containers which can be found next to the Three Horseshoes pub. Any rubbish that exceeds the capacity of the outside bin must be removed by the Hirer.

5.    Please note any comments you may have in the visitors’ book in the kitchen.

6.    When you leave, check that all fire doors and the kitchen hatch are closed.

7.    Turn off all hot water.

8.    Switch off all the lights.

9.    Lock the outer doors.

10.  Return the key

 

Your deposit will be forfeited if the Conditions of Hire have not been met.

Thank you for your cooperation.

 

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