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HEIGHTINGTON VILLAGE HALL: CONDITIONS OF HIRE
 

  1. These Conditions apply to everyone hiring the Village Hall. If any Hirer is in any doubt as to the meaning or implication of any terms of the agreement he/she should consult the Booking Secretary, Mrs J Black, 01299 877874.
     

  2. The Hirer must be 21 or over and accept responsibility for being in charge of and on the premises during the booking event at all times. If alcohol is being consumed and or sold, the minimum age for hiring the hall is 25 years. 
     

  3. The Hire Agreement gives permission to use the premises only for the purpose set out in the booking form. 
     

  4. To hire the hall the Hirer must complete and sign the booking form and return it to the Booking Secretary. In doing so the hirer forms a contract and acknowledges that he/she has read these Conditions of Hire and agrees to be bound by and comply with them in all respects. 
     

  5. The Management Committee is unable to let the hall for events where tickets are sold at the door. This does not apply where tickets are sold in advance of events or for private events. Children’s disco parties are to be private functions only. If the booking is for a commercial event the Hirer is required to have public liability insurance.
     

  6. PAYMENTS: The full cost of hiring the hall is to be paid on booking by cheque to the Booking Secretary or by bank transfer. 
     

  7. DEPOSIT: A refundable deposit of £200 is required in addition to the hire fee. The deposit will be refunded within 28 working days of the end of the hire on condition that no loss or damage has been caused to the premises and/or contents, no complaints have been made to the Committee about noise or other disturbance during the period of hire, and no additional cleaning or rubbish removal is required after the hire. Any costs incurred as a result of the hire will be deducted from the deposit. Should any further costs be incurred in excess of the deposit, the hirer will undertake to pay the agreed sum.
     

  8. CANCELLATION BY THE HIRER: The Management Committee reserves the right to charge a cancellation fee depending on the circumstances and the period of notice given. In the event of a cancellation the fees will be as follows:

    1. Cancellation within two months of the event  - 50% of the hire fee.

    2. Cancellation within one month of the event - full hire fee.
       

  9. CANCELLATION BY THE MANAGEMENT COMMITTEE: In the event of a booking being cancelled at short notice due to unforeseen and unavoidable circumstances, the Management Committee will not be responsible for any uninsured expenses of the Hirer. The Management Committee may, at its absolute discretion refund the booking fee and deposit, based on the reasons for the cancellation and other relevant factors. 
     

10 HEIGHTINGTON VILLAGE HALL LICENSE REGULATIONS:

  1. The hall does not have a Premises License to sell alcohol. 

  2. If the hirer wishes to sell alcohol at an event then a Temporary Event Notice will need to be applied for from the Licensing Authority [Wyre Forest District Council ].  A COPY OF THE TEMPORARY EVENTV NOTICE MUST BE RETURNED WITH THE BOOKING FORM OR AS SOON AS POSSIBLE AFTER PAYMENT OF THE BOOKING FEE.

  3. Hiring the hall gives permission to the hirer for a performance of live music, the playing of recorded music, or the not for profit showing of a film. The hirer is responsible for ensuring that film screenings abide by age classification ratings.

  4. The premises shall only be kept open for or used for public entertainments from 8.00.am until 11.00pm [ with the exception of New Year’s Eve]. No one shall be admitted after 10.30pm

    11. HALL CAPCITY
    The maximum number of persons permitted to use the premises is 120, excluding those involved in running the event.

    12. PUBLIC SAFETY

    1. The Hirer must comply with all conditions made with respect to fire, health and safety and local authority regulations.

    2. The main entrance door must remain unlocked during a hiring and locked only when the hall is left empty. 

    3. By signing the booking form the Hirer acknowledges that he/she understands the actions required in an emergency and must familiarise himself/herself with the location of firefighting equipment and escape routes. 

    4. In advance of the start of, and during the booking the hirer must check the following:

      1. That all escape routes and fire exits are unlocked and clear of obstruction;

      2. Any fire doors are not wedged open; 

      3. The exit signs are illuminated at all times; 

      4. That there are no fire hazards on the premises.

    5. Combustible materials or any other materials must not be placed or stored next to heaters or distribution boards to avoid the risk of fire.

    6. The use of fireworks within the perimeter of the hall and grounds is not permitted.

    7. Candles, tealights or other naked flames are not permitted on the premises.

    8. No internal decorations of a combustible nature should be used. 

    9. There should be competent stewards on duty during the whole time that the hall is in use.  The main duties of the stewards are to ensure that safe conditions are maintained in the premises and to achieve this they should ensure:

      1. that no overcrowding occurs in any part of the premises

      2. that all gangways and exits are clear at all times

      3. that there is no standing on seats or furniture

      4. that they carry an effective hand torch in the premises when part or all of the public areas may be darkened when the public are present

      5. that they are aware of the locations and how to use any fire-fighting equipment provided, how to call the Fire Brigade and the evacuation procedures.

    10. The safety of the public must be the priority of the Hirer. In the event of a fire, however small, the building must be evacuated, and the fire service called. The booking secretary must be informed of all the details.

    11. The assembly point in the event of fire is at the bottom of the car park.

    12. The hall does not have a landline telephone therefore, the hirer must ensure that a fully charged mobile phone is available in the event of the need to call the emergency services.

      13.SUPERVISION AND CARE OF THE PREMISES

      1. During the period of hire, the hirer is responsible for the supervision and care of the premises, the fabric and contents, and the behaviour of all persons using the premises, including the proper supervision of car parking so as to avoid obstruction of the highway.
      2. The hirer is liable for the cost of repair for all damage [including accidental damage] to the premises or to the fixtures, fittings, contents and WiFi service and for loss of contents.

      3. No furniture, equipment, liquids or other materials may be brought into the premises which would be likely to damage the floor or structure  by reason  of weight, nature or otherwise.

      4. No tape is to be used on the hall floor as this can cause damage to the floor seal.

      5.  The Hirer must not deface the walls.  Any decorations must only be attached to the picture rails. NO NOTICES, POSTERS, PHOTOGRAPHS ETC ARE TO BE ATTACHED TO THE WALLS

         

    13. USE OF PREMISES

        1. Use of the hall must only be as detailed on the booking form.

        2. Sub-hiring of the hall is not allowed.

        3. The hall must not be used for any unlawful purpose or in any unlawful way.

        4. Use of the hall which contravenes the law relating to gaming, betting and lotteries is not permitted.

        5. The hall shall be closed and cleared of visitors by the time specified in the letting. 

        6. The Hirer must  provide their own table and drying-up cloths.
           

    14. INDEMNITY AND INSURANCE: 

      1. The hall is insured only against any claim arising out of its own negligence. 

      2. As long as the Hirer is not undertaking any excluded activities, and they are not business or political hirings, the Hirer is covered under the Hirers’ Liability section of the hall’s insurance policy. 

      3. If the Hirer is using third party sub-contractors e.g. caterers, DJ, the Hirer must provide proof of public liability insurance from the supplier prior to the event. 

      4. In respect of employers’ liability insurance, the Hirer, and persons employed by him/her, are NOT covered by any insurance held by the Management Committee. The Hirer must make his/her own arrangements as to such insurance. 

      5. By signing the Booking Form, the Hirer undertakes to indemnify the Management Committee absolutely in respect of loss, damage and injury to persons or property or other costs arising out of the hiring. 

      6. The Management Committee does not accept responsibility or liability for damage to, or loss of, any property taken to, left in, or stored at the premises by any hirer or any other person at the hall as a result of the hiring. 

      7. The Management Committee accepts no responsibility for any damage to, or theft from, vehicles in the car park.

      8. The Management Committee does not accept liability or responsibility for any injury suffered by the Hirer or by any person attending the premises during the period of the hiring. 

      9. The hirer is liable for all claims, losses, damages and costs made against or incurred by the Trustees, Management Committee, and volunteers in respect of damage, loss of property, or injury as a result of the hirer’s  use of the premises and the use of our WiFi service.

      10. The hirer is liable for all claims, losses, damages and costs made against or incurred by the hall management committee as a result of any nuisance caused to a third party as a result of the hirer’s use of the premises and/or use of our WiFi services.
        IF A HIRER IS IN ANY DOUBT AS TO INSURANCE COVER, HE/SHE SHOULD CLARIFY THE POSITION WITH THE BOOKING SECRETARY.

         

16.   MUSIC COPYWRITING LICENSING, MUSIC AND FILM
The hall holds relevant licences under the Performing Right Society[PRS]and Phonographic Performance Licence [PPL] allowing the playing of both live and recorded music. The hall is able to show films as long as children are not allowed to view age-restricted films, the film showing is not for profit and the appropriate fees are paid to the film’s distributors.

 

17. SAFEGUARDING CHILDREN, YOUNG PEOPLE AND VULNERABLE ADULTS.

  1. The hirer must ensure that any activities for children, young people and other vulnerable adults are only provided by fit and proper persons in accordance with Safeguarding Vulnerable Groups Act 2006 and subsequent legislation. When requested the hirer must provide a copy of their Safeguarding Policy and evidence that relevant checks have been carried out through the Disclosure and Barring Service[DBS].

  2. For all events children and young people under the age of 21 must be supervised by The Hirer, or by an appropriate adult nominated by the hirer who MUST remain on site throughout the hire period.

  3. Bouncy castles and similar inflatables are not allowed in the hall.

 

18. PREVENTION OF PUBLIC NUISANCE INCLUDING NOISE.
The hirer must ensure the minimum of noise is made on arrival and departure, particularly late at night. Any use of sound amplification must be kept at a level that will not disturb those living near the hall.

 

19. DRUNK AND DISORDERLY BEHAVIOUR AND SUPPLY OF ILLEGAL DRUGS

The Hirer must ensure that in order to avoid disturbing neighbours of the hall and avoid violent or criminal behaviour:

  1. No one attending the event consumes excessive amounts of alcohol;

  2. No illegal drugs are brought onto the premises.

 

Drunk and disorderly behaviour is not permitted on the premises or in the immediate vicinity. Anyone suspected of being drunk, or under the influence of drugs  or who is behaving in a disorderly or violent way must be asked to leave.
 

20.  FOOD, HEALTH AND HYGEINE
If food is prepared, served or sold in the hall the Hirer must observe all relevant food and hygiene legislation. 

 

21. ELECTRICAL APPLIANCE SAFETY.
a.    No additional electrical equipment, including heaters or catering equipment may be used             without the express permission of the Management Committee, which will advise accordingly to avoid circuit overloading. 

  1. Refrigerated vehicles may not be left plugged in over-night due to security reasons and the close proximity to neighbouring properties. 

  2. Any additional electrical equipment must be PAT tested before being brought into or used in the hall. 

  3. The Hirer must ensure that the sale of any electrical goods complies with current consumer legislation. 
     

22. PORTABLE GAS APPLIANCES 
The Hirer must NOT in any circumstances bring portable gas appliances into the premises, nor permit any other person to do so. 

 

23. SMOKING
The Hirer must comply with the provisions of the Health Act 2006 and ensure that there is no smoking on the premises or just outside the main doors on the patio area. 

 

24. ACCIDENTS AND DANGEROUS OCCURRENCES
a. The Hirer must report as soon as possible via email to the Booking Secretary  any failure of our equipment  or damage to the fabric or fittings in the hall.          

b. The Hirer must report all accidents involving injury to the public as soon as possible to the booking Secretary via email and complete the relevant sections in the accident book which is located with the First Aid Box in the kitchen.

c. A defibrillator is mounted on the wall at the front of the building
 

25. ANIMALS
The Hirer must ensure that guide dogs, hearing dogs and assistance dogs and their owners are allowed on the premises. 

 

26. SALE OF GOODS

The Hirer must, 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  must ensure that the total prices of all goods and services are prominently displayed, as must be the organiser’s name and address and that any discounts offered are based only on Manufacturers’ Recommended Retail Prices. 
 

26.WIFI SERVICES

When using the WiFi service the Hirer agrees at all times to be bound by the            following provisions: 

a. not to use the WiFi service for any for the following purposes:

a. disseminating any unlawful, harassing, libellous, abusive, threatening, harmful, vulgar, obscene or otherwise objectionable material or otherwise breaching any laws;

b. transmitting material that constitutes a criminal offence or encourages conduct that constitutes a criminal offence, results in civil liability or otherwise breaches any applicable laws, regulations or code of practice;

c. interfering with any other persons’ use or enjoyment of the WiFi service; or

d. making, transmitting or storing electronic copies of material protected by copyright without permission of the owner.

b. to keep any username, password, or any other information which forms part of the WiFi service security procedure confidential and not disclose it to any third party.
 

27.AVAILABILITY OF WIFI SERVICES 

a. Although we aim to offer the best WiFi service possible, we make no promise that the WiFi service will meet your requirements.  We cannot guarantee that our WiFi service will be fault-free or accessible at all times.

b. It is the Hirer’s responsibility to ensure that any WiFi enabled device used is compatible with our WiFi service and is switched on. The availability and performance of our WiFi service is subject to all memory, storage and any other limitations in your device.  

of the main hall.

d. The Management Committee  are not responsible for data, messages, or pages that the Hirer may lose or that become misdirected because of the interruptions or performance issues with our WiFi service or wireless communications networks generally.  

d. The Management Committee may impose usage, or service limits, suspend service, or block certain kinds of usage in our sole discretion, to protect other users of our WiFi service.  e. Network speed is no indication of the speed at which the Hirer’s  WiFi enabled device or our WiFi service sends or receives data.  Actual network speed will vary based on configuration, compression and network congestion.
 

28. END OF HIRE

a. At the end of the hire period the Hirer must ensure that the premises are left in a clean and tidy condition and ready for the next Hirer as the hall will not necessarily be cleaned between bookings. 

Before leaving the hall, please ensure that: 

  • In the kitchen:

    • All surfaces are wiped clean; 

    • Any crockery, glasses etc. properly washed up, dried and put away;

    • Any cutlery used is properly washed up, dried and put in the boxes provided;

    • All electrical appliances are switched off;

    • The fridge is empty, clean, and off with the door propped open.

  • Folding tables are put away in the storeroom and stacked on the trolleys as directed in the table and chair stacking notice.

  • Chairs are transported by means of the trolleys provided and stored in the manner as prescribed below:

    • Chairs from inside the hall should be arranged in TEN stacks of NO MORE than FOUR  chairs high with their backs against the left hand wall; 

    • Chairs in excess of those stored in the main hall should be arranged in stacks of NO MOREthan SIX chairs high inside the storeroom, the backs of the chairs facing the door-end of the room. 

  • Any other items that have been moved from their usual positions are repositioned. 

  • All lights and taps [toilets and kitchen] are turned off. Additional charges may be taken from the deposit if water is left running. 

  • All rubbish is bagged and placed in the carpark bin, which must only be used for non-recyclable items. All recyclable items, including bottles, must be taken away.

  • Any crockery etc hired from an outside source is removed before vacating the premises unless specific arrangements have been made previously with the Booking Secretary for collection the following day.

  • The premises are vacated within 30 minutes of the end of the function unless other specific arrangements have been made in advance. 

  • All fire doors are securely closed. 

  • All doors and windows, internal and external, are securely closed and locked.

      Hirers should note that unless the above conditions are met the hall’s 

      Insurance might be invalidated, and the Hirer’s deposit could be withheld.

  • The keys are to be returned to the Booking Secretary by noon the next day. The Hirer is liable for the cost of replacing and fitting new locks in the event of a loss of keys. 

  • Any damages or breakages to the hall, its equipment or contents must be reported to the Booking Secretary. This includes any used fire-fighting-equipment. 

  • The hirer must leave via the rear/kitchen entrance, switching off switch A which is adjacent to the distribution board in the rear/kitchen entrance hall. Switch B must be left on.


 

HEALTH AND SAFETY POLICY FOR THE STACKING AND STORAGE OF CHAIRS AND TABLES.

 

This policy document is for the guidance and information of all who have occasion to use the chairs and tables within the village hall and is the official policy of the Village Hall Management Committee and should be adhered to at all times. Though more than one person may be involved in the setting-out of the room and clearing-up after an event the organiser of the event must be aware of these rules and for seeing that they carried out. The Village Hall Committee will not accept any liability for any injury occurred involved in the moving of chairs and tables. 

 

CHAIRS:  At the end of every session or event, chairs should be stored in the manner as prescribed below.

 

CHAIRS IN THE HALL should be arranged in FIFTEEN stacks of NO MORE than FOUR chairs with their backs against the left hand wall.

 

Chairs in excess of those stored in the main hall should be arranged in stacks of NO MORE than SIX chairs inside the storeroom, the backs of the chairs facing the door-end of the room. 

 

Chairs requiring to be moved from the store into the main hall should be transported by means of the trolleys provided.

 

 TRESTLE TABLES: The trestle tables are of a lightweight construction and may be carried singularly from the storeroom into the main hall as required. If more tables are required they should be transported on the trolleys provided, using great care.  When a trolley is stationary the wheel brakes must be applied in order to stabilise it.

 STACKING OF THE TRESTLE TABLES ON THE TROLLEY:  This must be carried out with great care WITH THE WHEEL BRAKES ON.  The tables must be placed “on end” on the trolley and resting vertically against THE SIDE RAIL of the trolley. When stacking is complete, the tablesmust be properly secured by means of the webbing strap and clip.

 

BE CAREFULL, STAY SAFE.

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