Village Hall – Standard Conditions of Hire


For the purposes of these conditions, the term HIRER shall mean an individual hirer or, where the hirer is an organisation, the authorised representative. (Please consult a committee member should any of the following need clarification)

1. Supervision
The hirer will, 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. The hirer shall ensure that the minimum of noise is made on arrival and departure

2. Use of the 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.

The hirer shall not use the premises for commercial gain.

3. Licences
Please note that if the bar is in operation for any event no other alcohol or drinks of any kind are allowed to be brought onto the premises. If drinks are found on the premises the management or designated licence holder reserves the right to close the bar with immediate effect. Anyone found with drinks brought onto the premises will be asked to remove them with immediate effect. Where agreement has been made for the hirer to supply drinks for a toast etc a corkage charge will be made at the current rate – please ask for details. The hall’s licence does not extend to the sale of alcohol by anyone other than the designated licence holder. Occasional licencing arrangements should be made by the hirer for any sale of alcohol by the hirer.

4. 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.

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 Local Magistrates’ Court or otherwise, particularly in connection with any event which includes public dancing or music or other similar public entertainment or stage plays.It should be noted that fire doors must be kept shut at all times and the main doors to be shut at 10:30pm out of courtesy for nearby residents.

6. Health and Hygiene
The hirer shall, if preparing, serving or selling food observe all relevant food health and hygiene legislation and regulations.

7. Smoking
The hirer shall ensure that no smoking takes place anywhere in the building.Smokers are reminded to use the bins provided. The use of smoke machines is not permitted due to the sensitivity of the fire alarms.

8. Electrical Appliance Safety
The hirer shall ensure that any electrical appliances brought by him to the premises must be tested under the usual regulations and be safe and in good working order. Where a residual circuit breaker is provided under terms of the PEL or CPL, the hirer must make use of it in the interests of public safety.

9. Indemnity
The hirer shall indemnify the committee for the cost of repair of any damage done to any part of the property including the curtilage thereof or the contents of the buildings, which may occur during the period of the hiring as a result of the hiring. A deposit may be required; refundable in full after the event if there is no loss or damage to the property.

10. Insurance The hirer shall be responsible for making arrangements to insure against any third party claims, which may lie against him or her (or the organisation if acting as a representative) whilst using the Hall. (The Hall is insured against any claims arising out of its own negligence). The hirer should ensure that a copy of any insurance policy relating to the hire of bouncy castles or other equipment brought into the hall is provided before a booking can be confirmed.

11. Accidents and Dangerous Occurrences
The hirer must report all accidents involving injury to the public by completing the accident book in the First Aid Box located in the kitchen. Any failure of equipment either that belonging to the 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 Executive Reporting of Injuries, Diseases and Dangerous Occurrences regulation 1995.

12. Animals
The hirer shall ensure that no animals (including birds) except guide dogs are brought into the hall, other than for a special event agreed to by the Committee. No animals whatsoever are to enter the kitchen at any time.

13. Compliance with The Children Act
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 have access to the children (See VHIS No.5)

14. 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 Hall, and shall indemnify the Committee accordingly against all action, claims and proceedings arising from any breach of this condition. Failure to observe this condition may lead to prosecution by the local authority.

15. 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 Manufacturer’s Recommended Retail Prices.

16. Cancellation
If the hirer wishes to cancel the booking before the date of the event and the Committee 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 Committee.
The committee reserves the 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 bi-election, in which case the Hirer shall be entitled to a refund of any deposit already paid.

17. Unfit for Use
In the event of the hall or any part thereof being rendered unfit for the use for which it has been hired, the committee shall not be liable to the hirer for any resulting loss or damage whatsoever.

18. Refusal of Booking
The committee reserves the right to refuse a booking without notice or to cancel a hiring agreement at any time wither before or during the term of the agreement upon giving 7 days notice in writing to the hirer.
The hirer shall be entitled upon such notice to reimbursement of such monies including the deposit or a proportion of the same as have been paid by the hirer to the Committee. The Committee shall not be liable to make any further payment to the hirer.

19. 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 committee shall be at liberty to make an additional charge. Information regarding the erection of tables and storage of furniture is contained in the furniture store. Cleaning equipment is provided.With respect to evening events, the building is to be vacated by midnight, and this should be taken into consideration when booking taxis etc.

20. Hire charges
Current hire charges are displayed on the Hall pages of the village website The committee will give as much notice as possible of any increases in hire charges when advance bookings are made. An invoice will be raised at the time of the booking; any deposit should be paid on receipt of the invoice; final payments should be made one month before the date of the hire.

Appendix1 – Bar Facilities

1 In the event that the use of the hall bar is provided, please read the main conditions of hire point 3. These premises are licensed, and should be treated in the same way as any other establishment licensed for the sale of alcohol.

2 All sales from the bar are currently cash only.

3 For events of less than 50 people attending a small charge will be payable, please contact the booking clerk for further details.

4 If alcohol is supplied free by the hirer a license is not normally required, but please check with Rushcliffe Borough Council to confirm that this is the case and, if a license is required, please obtain one directly from the council.

5 If alcohol is supplied, and is to be sold by the user, a temporary event notice will be required from Rushcliffe Borough Council. Please allow sufficient time to obtain the licence as your event will not be able to proceed without a licence.

6 If the bar has been booked for an event, and alcohol is provided by the hirer prior to the opening of the bar, the normal corkage charges will apply.

Version: January 2017

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