Conditions of Hire Reviewed 3 January 2019
The information contained below sets out the conditions applicable to the hire of all or part of the hall and signature of the Application for Hire Booking Form commits the hirer to acceptance thereof.
Hirers should read this information carefully and assure themselves that they understand all the rules and conditions. If there is any doubt please contact the Booking Clerk on 01234 764 656.
1 Application– Application for Hire Booking Forms must be completed and returned to the Booking Clerk no later than 28 days prior to the provisional booking. The purpose for which the hall or part thereof is required must be stated in full. The management Committee may request further details if it is felt necessary and reserve the right to refuse to accept any application without explanation.
2 Charges– A 50% deposit is accordance with the rates applicable for the proposed hire period will become due on return of the Application for Hire Booking Form. The balance will become due no later than 28 days prior to the proposed hire date. The full bond deposit will also become due 28 days prior to the proposed hire date. Should the Management Committee decide not to accept the application, the applicant will be informed in writing and the deposit refunded. Bond – A Bond deposit payment will be required from all users, this must be paid by bank transfer. You will receive a refund after your event has finished and the hall has been inspected for any damage or lack of cleaning. Any repair, replacement, or cleaning will be charged, and the cost will be deducted from your bond deposit payment. Bond deposits are: Children’s Parties £50, Evening Parties £150, All Day Functions/Weddings £200.
3 Cancellation – A hirer may cancel a booking upon giving a full 28 day written notice to the Booking Clerk, any deposit being forfeited unless the hall or part thereof can be re-let. Should such notice not be given, the forfeiture of the deposit will be at the discretion of the Management Committee. Should any outstanding Hire or Bond charges not be received 28 days prior to the event, the booking will be considered cancelled and NO DEPOSITS will be returned.
4 Should the Management Committee be of the opinion that; prior to commencement, the function may prove to be of an objectionable/undesirable/dangerous nature or not in accordance with the Hire Rules and Conditions, they may cancel the booking under which conditions they shall not be liable to pay compensation and any deposit will be forfeited unless the hall or part thereof can be re-let.
5 Variation of Charges and/or Conditions – The Scale of Charges and the Rules and Conditions of Hire may change or be subject to variation from time to time. In the event of revision after the date of application, including payment of 50% of the Hire charge, the hirer will NOT be called upon to pay the difference in any revised charges but MUST agree to observe any revised rules or condition.
6 Children’s/teenage parties – It is a condition of hire for such parties that a MINIMUM of 4 parents/guardians must be in attendance at all times during the function and that the said parents/guardians are entirely responsible for all eventualities that may occur during the function. Any person under 21 will require parental supervision. The Management Committee reserve the right to stop any such function at any time if it proves to be of an undesirable nature, if there is any perceived threat to persons or property, or for any other reason deemed appropriate by a minimum of two members of the committee at the time of any incident.
7 Operation of the Licensed Bar – A licensed bar is available within the confines of the Hall, all enquiries regarding such a provision should be discussed with the booking Clerk prior to any deposit or Hire charge being paid or any application for hire being submitted. The Committee reserve the right to refuse any applications regarding the proposed use of ‘temporary licences’ in any form whatsoever. The Committee will not entertain hire applications where proposals are made without licensing details being discussed prior to acceptance of any booking. As it is deemed under law that any breaches of the licensing laws are the responsibility of the ‘premises licence holder’ and the committee, it is the intent therefore; that neither shall be put in a position to be so held and thus only the ‘premises license holder’ shall be permitted to provide bar services within the confines of the hall.
8 Subletting and use – No hirer may sublet the Hall or part thereof and or use the Hall or part thereof for any purpose other than that listed on the letting agreement. The use of anything unlawful, or the carrying out of any unlawful practices not bring anything into the Hall or part thereof which may prejudice/invalidate any insurance policy related thereto, will be deemed to be undesirable and may cause the Management Committee to retain any Deposit/s it sees fit plus assist the Police authorities with any enquiries related to any such breech of the Hire Agreement.
9 Damage – The hirer shall be responsible and pay to the Management Committee on demand for any damage to the Hall or part thereof, contents, fixtures and fittings, which are held in trust by the Management Committee during the hire and shall indemnify the Management Committee against any claims by Third Parties for damage or loss arising from the Hirers use of the Hall or part thereof. Any events that incurs damage over and above the Bond amount may result in legal proceedings to recover all monies owed to rectify said damage.
10 Safe Custody – The Management Committee do not undertake the safe custody of any property or items brought into the Hall or part thereof during a hire nor for any items left behind by hirers thereafter.
11 Balance Sheet – The Management Committee reserve the right to call for the submission of a statement of receipts and payments in respect of any function/entertainment held in the Hall or part thereof.
12 Copyright ETC – The hirer shall not infringe any copyright and shall indemnify the Management Committee against any such sums of money which the Management Committee may have to pay as a result of any infringement occurring during a hire period. The hirer is responsible for obtaining any performance or reproduction licence as may be necessary, payment therefore and payment of any royalties as appropriate.
13 Emergency Services – If, in the opinion of the Booking Clerk or the Management Committee, the attendance of any Emergency Service Staff is necessary during any period of hire, the hirer shall be required to pay for such attendance.
14 Right of Entry – The Management Committee reserve the right of entry for their officers and authorised persons at any time during a hire. Hirers, agents or employees should be informed of this condition.
15 Accidents – In the case of any accident or breakdown whatsoever rendering the temporary closure of the Hall, or an interruption of any booking either before or during any function, or of any repairs and renewals consequent on any such breakdown or accident, no person shall be entitled to any compensation.
16 Chewing Gum – It is strictly forbidden within Stewartby Village Hall. Removal of chewing gum from any floor or work surface or wall after your event will incur a £50 damage charge.
17 Smoke Machines – Stewartby Village Hall is fitted with smoke detectors and smoke machines are NOT permitted to be used
18 Cleaning – It is expected that you leave the hall as you found it. Additional cleaning will be charged at £15 per hour, this cost will be deducted from your bond payment.
19 Gaffer Tape – Gaffer tape or other adhesive tapes are not to be used on the floor or walls or any surface. Any damage caused by such use will be taken out of bond payment.
20 Decorations may only be stuck to the walls using Bluetac.
21 Car parking – The hirer is responsible for all parking by visitors to the event. The area around the hall is a “no verge parking” area. That is to say, cars must not park with their wheels on the grass verge or pavement. The Village Hall car park is situated across the road, next to the shop, as shown in the map included in the hirer’s pack. Parking must be courteous to neighbours of the hall and must allow for emergency vehicle access on all surrounding roads.
22 Fire Safety – The event organiser must take responsibility for the prompt and safe evacuation of all persons using the hall and will act as the fire marshal until a Village Hall Official arrives. For events over 50 persons then a list of names will be required that will be placed on the lobby notice board and be available for the purposes of a head count in the event of an evacuation. For ticketed events, then a count of tickets will be required alongside a list of staff/performers to then validate a head count in the event of an evacuation.
· If any persons with special needs are using the hall, the organiser must make the appropriate arrangements for the prompt and safe evacuation of those persons.
· A copy of the Village Hall Fire Emergency Procedures will be issued with this contract and you are asked to make yourself and any other persons using the hall aware of them.