HUNSDON VILLAGE HALL

STANDARD CONDITIONS OF HIRE AND BOOKING AGREEMENT

THE MANAGEMENT COMMITTEE SHALL ACT WITHIN THE TERMS OF THE CURRENT SCHEME.

THE HIRER will note that the conditions below are to comply with revised Health and Safety, Fire and Public Entertainments regulations. We welcome your use of the Village Hall.

1.                THE HIRER will be the person who signs this AGREEMENT accepting these Standard Conditions of Hire. All applications for the hire of the Hall must complete this AGREEMENT and hand it to THE BOOKING OFFICER of the Village Hall, together with Deposit Cheque where appropriate.

2.                ORGANISATIONS: Where the promoting organisation is named on this AGREEMENT that the Organisation shall also be considered THE HIRER and shall be jointly and severally liable hereon with the person who signs this AGREEMENT.

3.                KEY RESPONSIBILITIES: THE HIRER will during the period of hiring, be solely responsible for the supervision of the premises and the behaviour of all persons using the premises whatever their capacity, including proper supervision of persons entry and departure, and the car-parking arrangements, so as to avoid obstruction and nuisance to surrounding areas.

4.                THE HIRER will ensure that at the start period of hire all participants are made aware of all fire exits, evacuation areas and fire appliances.  The Hirer is responsible for compliance with fire safety regulations during the period of the hire.

5.                PAYMENT:  A refundable deposit is payable on signing of this AGREEMENT. Final payment for the use of the hall will be required on receipt of an invoice after the booking has taken place.

6.                EXPIRY PERIOD OF HIRING:  At the expiry period of hiring the premises must be in the condition as set out in clause 16 (LEAVE AS FOUND) and completely vacated with all doors locked.
For private all day and evening functions on Mondays to Saturdays the Village Hall must be vacated by 11:45 pm at the latest and by 6:00pm on Sundays.

7.                LICENCES FOR DRAMA AND SINGING:  No copyright dramatic or musical work shall be performed or sung without the necessary licences being obtained.

8.                It is THE HIRER’s responsibility to ascertain that all licences are obtained and valid and all such licences shall be produced to the Booking Officer before commencement of the hiring if so required.
THE HIRER shall indemnify THE COMMITTEE of the Village Hall against any infringement of copyright or prosecution for lack of licences, which may occur during the period of hiring.

9.                ALCOHOLIC LIQUOR ON THE PREMISES: THE COMMITTEE reserves the right of discretion over decisions on the consumption of alcoholic liquor in the Village Hall as part of the Hall Booking process. For any function  at which the hirer is proposing to sell alcohol to the attendees to the function, THE HIRER will be obliged to obtain a license for the sale of alcohol (Temporary Event Notice). THE LICENSEE appointed at the time will be responsible to close the bar at 11:00 pm. The bar can only be located in a designated area within the kitchen and with the agreement of THE COMMITTEE.

THE LICENSEE shall obtain such licence only with the prior permission of THE COMMITTEE and any such LICENCE shall be produced to the Booking Officer or Management Committee on demand. The failure to produce such a licence automatically terminates the hiring.

Where a Hirer is proposing to provide alcohol to attendees of a function at their own cost, THE COMMIITTEE must be informed of this intention as part of the process of making the booking and reserve the right to require that a licence to be obtained.

ORGANISATIONS - MEETING / RECEPTIONS: Where THE ORGANISATION plans annually to have a particular meeting e.g. (AGM) or reception involving the free provision of a small amount of alcohol (e.g. 1 to 2 glasses of wine, or sherry per person) a licence will not be required, however THE BOOKING OFFICER must be informed and final decision will be at the discretion of THE COMMITTEE.

10.           OBSERVATION OF LICENCES:  All the conditions attached to any licence obtained or belonging to THE COMMITTEE associated with the Village Hall shall be duly observed. A copy of any such licence may be inspected on application to the Booking Officer and THE HIRER shall be deemed to have had notice of all such conditions. No licence shall be removed from the safe keeping of the Booking Officer.

11.           SPECIFIC HOURS: The Hire of the Village Hall does not entitle THE HIRER to use or enter the premises at any other time other than the specific hours for which the Village Hall is hired unless prior arrangements have been made and confirmed in writing with THE BOOKING OFFICER.

12.           SUB LETTING:  THE HIRER: shall not sub-let the Village Hall or any part thereof.

13.           DAMAGE CAUSED: THE HIRER: is responsible for all damage to the Village Hall and adjacent premises of the Village Hall and to any property in the Village Hall and such adjacent premises occurring during the period of the hiring or while persons are entering or leaving the Village Hall pursuant to the Hire however and by whomsoever caused.

14.           LIABILITY of THE COMMITTEE for DAMAGE, LOSS, INJURY:

15.           THE COMMITTEE of the Village Hall shall not be responsible for any loss of or damage to any property arising out of the hiring nor for any loss or damage or injury which may be incurred by or be done or happen to any person or persons resorting to the Village Hall during the hiring arising from the cause whatsoever or for any loss due to breakdown of machinery, failure of supply of electricity, leakage of water, fire, government restriction or Act of God which may cause the Village Hall to be temporarily closed or the hiring interrupted or cancelled and THE HIRER shall indemnify THE COMMITTEE against any claim which may arise out of the hiring or which made by any persons resorting to the Village Hall during the hiring in respect of any such loss or damage or injury.

16.           RIGHT OF ENTRY: The right of entry is reserved to the Booking Officer of the Village Hall and any other Agent of THE COMMITTEE and any Police Officer at any time during the hiring.

17.           GOOD ORDER: THE HIRER shall be responsible that good order is kept in the Village Hall during the hiring, and THE COMMITTEE may if thought fit, charge THE HIRER for any extra expense that may incur for engaging the Police Authority to preserve order prior to during or after any entertainment or meeting in the Village Hall.

18.           REFUSAL OF BOOKING: THE COMMITTEE reserves the right to refuse any booking or to stop any entertainment or meeting not properly conducted.

19.           NO BOLTS, nails, tacks screws, bits, pins, or other like objects shall be driven into any part of the Village Hall nor shall any placards or other articles be fixed thereto without the Prior Permission of THE COMMITTEE.  Do not use sticky tape or Blutack on the internal walls of the Village Hall.  Please ensure that users do not wear stiletto heeled shoes on the hall floor.

20.           LEAVE AS FOUND: THE HIRER will be responsible for the set up and take down of any moveable furniture (e.g. tables and chairs) that they require in their use of the hall. Additionally they will ensure that the Hall, toilets and kitchen should, in terms of cleanliness, be left as found, i.e. in the same state as when the period of hiring commenced. Rubbish should be placed in the outside bin at the end of the hiring. The Hirer should remove any rubbish which will not fit into these bins.

21.           FAILURE TO COMPLY - THE HIRER will be charged with all costs incurred by THE COMMITTEE to cover the cost of repair(s), and/or replacement(s), and/or cleaning.  Where applicable, costs will be deducted from the deposit paid.

22.           THE HIRER will during the period of hire, be solely responsible for ensuring that all food and drink is removed by the end of the hiring period, to maintain proper health and safety.

23.           LEFT PROPERTY:  Property of THE HIRER and the hirer’s agents must be removed at the completion of the hiring or a charge of £20.00 will be levied for each day or part of a day until the same is removed. THE COMMITTEE accepts no responsibility for any property left on the premises after the hiring. In the case of jumble sales and any other occasion when the property is brought into the premises for sale all property remaining unsold at the termination of the hiring will be considered to be the property of THE HIRER for the purpose of this condition and THE HIRER will be charged with all costs in disposing of same.

24.           NO RESPONSIBILITY FOR SAFEKEEPING: Even when property goods or chattels belonging to any organisation, person or group are left at the Village Hall with the permission of THE COMMITTEE no responsibility is accepted for the safekeeping of such property etc. All goods remain the property of the owners of such property and they must insure or safeguard those items as they think fit.

25.           EXTERNAL DECORATIONS:  No flags, emblems or other decoration shall be displayed or structures erected outside any part of the Village Hall without the prior consent of THE COMMITTEE.

26.           INTERIOR DECORATIONS: THE HIRER shall remove any flag or emblem or other decoration displayed inside the Village Hall if in the opinion of THE COMMITTEE it is deemed unseemly or expose the Village Hall to any undue risk of fire or in the opinion of THE COMMITTEE it is likely to lead to disturbance or a breach of the peace.

27.           SCENERY FIREPROOFED:  All scenery used for stage performances or the like must be fireproofed.

28.           ADHERE TO FIRE REGULATIONS: No exits may be blocked, chairs or obstructions placed in corridors, or fire appliances blocked, removed or tampered with. All chairs used for the purpose of public performances must be linked together as directed by law.

29.           NO SMOKING POLICY: Please note A No Smoking Policy operates throughout all areas within the Village Hall.

30.           ADDITIONAL EQUIPMENT: THE HIRER will be solely responsible for ensuring that all additional equipment (including lighting and stage scenery) that is used, will meet the required safety standards.

31.           EXTRA LIGHTING: No additional lights or extension from the existing electric light fittings shall be used without the prior consent of THE COMMITTEE.

32.           NUMBER OF PERSONS: The number of persons admitted to the Village Hall at any one time MUST NOT EXCEED 120 PEOPLE, EXCLUDING STAFF, ATTENDANTS & PERFORMERS.

33.           ACCESS WAY/FORECOURT: No vehicles whatsoever are to be driven onto the access way or forecourt.

34.           WEDDINGS / PRIVATE PARTIES: For weddings and private parties a refundable deposit of £150:00 shall be paid at the time of hiring the Village Hall. The deposit will be deducted from the final invoice. However any extra cleaning needed or damage caused  will be attended to and the cost of the same will be deducted from the deposit. Where the deposit is insufficient to cover the cost of repair(s), and/or replacement(s), and/or cleaning THE HIRER will be charged with all costs incurred and make good the shortfall.

35.           NOISE LEVELS: For private parties including Disco’s the noise level shall be governed to that deemed tolerable by THE COMMITTEE and the loudness of music must be reduced immediately on demand.

36.           ACCIDENTS: THE HIRER will report any accident on the premises in the Accident Book. This is kept together with the First Aid Box in the kitchen.

37.           ACCEPTANCE OF CONDITIONS: On making a hire it is deemed that THE HIRER accepts all clauses within these conditions. No responsibility is accepted by THE COMMITTEE of any consequential or other loss caused to THE HIRER due to the imposition of these conditions.

38.           CONFIRMATION OF BOOKING: THE COMMITTEE will provide written confirmation of the booking within 7 working days of completion of this AGREEMENT and receipt of the deposit. If confirmation is not received within that time THE HIRER must contact the BOOKING OFFICER.

39.           IMPORTANT CONTACTS: THE HIRER can contact:

a) THE BOOKING OFFICER – Helen Brown,                                         Tel: 01279 843124, Office Hours 9:00 am to 4:30 pm

b) YOUR REPRESENTATIVE ON THE MANAGEMENT COMMITTEEE  (Organisations Hire)

 

HUNSDON VILLAGE HALL - BOOKING AGREEMENT

N.B. Please complete & return both forms with your deposit to the Booking Officer

THIS AGREEMENT is made on the date (6) and between the COMMITTEE (7) and the HIRER (5) named below whereby in consideration of the sum(s) mentioned (4):

THE COMMITTEE agrees to permit the hirer to use the premises (2) for the purpose (3) and for the period(s) and for the period(s) (1) all described below, viz: -

Text Box: 1. Period of Hiring Date: _______ Time of Hire: Start_____am/pm Finish______am/pm No of Hours: ____ Rate per hour: £_____ 2. Premises Hired: Whole of Village Hall / Kitchen / Hire of Equipment (Delete if not required) 3. Purpose of Hiring: _____________________________________________________ _____________________________________________________ _____________________________________________________ Do you intend to apply for a licence to sell alcohol? YES / NO Please Tick. 4. Hire Charges and Deposit: Hiring Fee: £_____________ Deposit: £_____________: Payable on signing of this agreement (Cheques payable: to Hunsdon Village Hall) Do you wish to take advantage of the “Sunday Clear Up No Charge” Option from 10:00 to 12:00 am? YES / NO Please Tick. An invoice for the hire charge, less the pre-paid deposit, will be submitted after the hiring. It is expected that the deposit will be taken into account at full value subject to the committee’s discretion that all conditions were met, that no material damages were incurred and, no disorderly or disrespectful behaviour occurred in the Hall or its surrounding areas. At the discretion of the Committee, a cancellation fee may be charged, if the booking is cancelled within 14 days of the event. 5. Hirer or Hiring Organisation’s Authorised Representative (a) Organisation: __________________________________________ (b) Name: __________________________________________ Address: __________________________________________ __________________________________________ Telephone No: __________________________________________ 6. THE HIRER agrees with the Committee to be present during the hiring and to perform the provisions and stipulations contained or referred in the Committee’s “Standards Conditions of Hire” for the time being in force (an understanding of which the Hirer accepts). Copies May be obtained from the Booking Officer, from the Hunsdon Village website (www.hunsdon.org.uk) or in the User’s Manual in the Village Hall. Date: ____________________ Signature: ________________________________ 7. Booking / Deposit/Hire Charge received on behalf of Hunsdon Village Hall Management Committee: £____________ Name: ___________________________ Position (other than Booking Clerk): _________________ Signature: __________________________________ Date: __________________________

CONFIRMATION FORM

1.      Please complete both forms & return with your deposit to the Booking Officer.

2.      The Booking Officer will then return this form to you, confirming your booking & deposit paid.

3.      Then please retain for your reference.
 

HUNSDON VILLAGE HALL - BOOKING AGREEMENT

N.B. Please complete & return both forms with your deposit to the Booking  Officer

THIS AGREEMENT is made on the date (6) and between the COMMITTEE (7) and the HIRER (5) named below whereby in consideration of the sum(s) mentioned (4):

THE COMMITTEE agrees to permit the hirer to use the premises (2) for the purpose (3) and for the period(s) and for the period(s) (1) all described below, viz: -

Text Box: 1. Period of Hiring Date: _______ Time of Hire: Start_____am/pm Finish______am/pm No of Hours: ____ Rate per hour: £______ 2. Premises Hired: Whole of Village Hall / Kitchen / Hire of Equipment (Delete if not required) 3. Purpose of Hiring: _____________________________________________________ _____________________________________________________ _____________________________________________________ Do you intend to apply for a licence to sell alcohol? YES / NO Please Tick.. 4. Hire Charges and Deposit: Hiring Fee: £_____________ Deposit: £_____________: Payable on signing of this agreement (Cheques payable to: Hunsdon Village Hall) Do you wish to take advantage of the “Sunday Clear Up No Charge” Option from 10:00 to 12:00 am? YES / NO Please Tick. An invoice for the hire charge, less the pre-paid deposit, will be submitted after the hiring. It is expected that the deposit will be taken into account at full value, subject to the committee’s discretion that all conditions were met, that no material damages were incurred and, no disorderly or disrespectful behaviour occurred in the Hall or its surrounding areas. At the discretion of the Committee, a cancellation fee may be charged, if the booking is cancelled within 14 days of the event. 5. Hirer or Hiring Organisation’s Authorised Representative (a) Organisation: __________________________________________ (b) Name: __________________________________________ Address: __________________________________________ __________________________________________ Telephone No: __________________________________________ 6. THE HIRER agrees with the Committee to be present during the hiring and to perform the provisions and stipulations contained or referred in the Committee’s “Standard Conditions of Hire” for the time being in force (an understanding of which the Hirer accepts). Copies may be obtained from the Booking Officer, the Hunsdon Village website (www.hunsdon.org.uk) or in the User’s Manual in the Village Hall. Date: ____________________ Signature: ________________________________ 7. Booking / Deposit/ Hire Charge received on behalf of Hunsdon Village Hall Management Committee: £____________ Name: ___________________________ Position (other than Booking Clerk): _________________ Signature: __________________________________ Date: __________________________

BOOKING OFFICER’S   

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