Ilketshall St Andrew Village Hall
Conditions of Hire
We appreciate it is a pain, but please read these conditions, as we want your hire of our Hall to go smoothly, and this will help in preventing any problems.
1 Supervision
The “Premises” means the hall in its entirety, including the car park and grounds.
The Hirer shall, during the period of the hiring, be responsible for: supervision of
the premises, the fabric and the contents, their care, safety from damage or change, 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.
If the bar is open, the hirer shall ensure the compliance of all persons with regard to licensing laws, and enforce any decisions or directions advised by the licensee to ensure compliance. The bar is provided at the discretion of the licensee, who may refuse to serve alcohol where it is suspected the consumption may be by a minor, or may contribute to unruly behaviour.
2 Deposit and Charges
The full payment for the hire must be received at least two weeks prior to the hire date.
The Hirer shall pay an additional £100.00 deposit, with the Hire request form, to confirm the booking of the hall. The deposit is normally refundable to the hirer not sooner than one week after the hire of the hall. However, this deposit will be retained in part or in whole, and additional charges may be incurred, in the following circumstances:
A To cover any loss, damages, breakages, additional cleaning charges, repairs or re-decoration required as a result of the hire.
B Cancellation of the booking less than one calendar month before the hire is to commence.
C Any excessive use or wastage of electricity or water, either during or as a result of the hire.
D The cost of removal of any signs, posters, placards or notices placed to advertise the event, and not removed by the Hirer.
Retention of the deposit will be at the discretion of the Village Hall Management Committee and will be notified in writing to the Hirer or the Hirers authorised representative.
3 Use of 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.
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, and the Licensing Authority or otherwise, particularly in connection with any event which constitutes regulated entertainment, at which alcohol is sold or provided or which is attended by children.
a) The Hirer acknowledges that they have noted the following matters:
The action to be taken in event of fire.
The location and use of fire equipment.
Escape routes and the need to keep them clear.
Method of operation of escape door fastenings.
That there are no obvious fire hazards on the premises.
6 Outbreaks of Fire
The Fire Brigade shall be called to any outbreak of fire, however slight, and details thereof shall be given to the secretary of the management committee.
7 Health and Hygiene
The Hirer shall, if preparing, serving or selling food, observe all relevant food health and hygiene legislation and regulations. In particular dairy products, vegetables and meat on the premises
must be refrigerated and stored in compliance with the Food Temperature Regulations.
8 Electrical Appliance Safety
The Hirer shall ensure that any electrical appliances brought by them to 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.
No supplied electrical apparatus must be interfered with and any faults must be reported to the Booking Clerk immediately.
The Hirer should note our Catering Guidelines Electrical Circuits advice, and is responsible for ensuring any catering contractor complies with these requirements.
9 Indemnity
The Hirer shall indemnify and keep indemnified each member of the Village Hall management committee and the Village Hall’s employees, volunteers, 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, and (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.
The Hirer shall take out adequate insurance to insure the Hirer and members of the Hirer’s organization and invitees against the Hirer’s liability and all claims arising as a result of the hire and on demand shall produce the policy and current receipt or other evidence of cover to the Hall Secretary.
Note that insurance is mandatory in the case of the Hall being hired for a commercial purpose, and proof of Public Liability Insurance will be required.
The Village Hall is insured against any claims arising out of its own negligence.
10 Accidents and Dangerous Occurrences
The Hirer must report all accidents involving injury to the public to a member of the Village Hall management committee as soon as possible and complete the relevant section in the Village Hall’s accident book.
Any failure of equipment belonging to the Village 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. This is in accordance with the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995 (RIDDOR).
11 Explosives and Flammable Substances
The hirer shall ensure that:
(a) Highly flammable substances are not brought into, or used in any part of the premises.
(b) Fireworks are not allowed in the grounds of the Village Hall (there are animals housed close to our boundary).
(c) No internal decorations of a combustible nature (e.g. polystyrene, cotton wool) shall be erected and no decorations are to be placed near light fittings or heaters.
(d) No naked flames are allowed, including candles.
12 Heating
The Hirer shall ensure that no unauthorised heating appliances shall be used on the premises when open to the public without the consent of the management committee.
13 Drunk and Disorderly Behaviour and Supply of Illegal Drugs
The Hirer shall ensure that in order to avoid disturbing neighbours to the hall and avoid violent or criminal behaviour; care shall be taken to avoid excessive consumption of alcohol. Drunk and disorderly behaviour shall not be permitted either on the premises or in its immediate vicinity.
Alcohol shall not be served to any person suspected of being drunk or to any person suspected of being under the age of 18. Any person suspected of being drunk, under the influence of drugs or who is behaving in a violent or disorderly way shall be asked to leave the premises.
No illegal drugs may be brought onto the premises.
No alcoholic drinks may be brought onto the premises for consumption during the hiring period.
14 Animals
The Hirer shall ensure that no animals (including birds) except guide dogs are brought into the premises, other than for a special event agreed to by the Village Hall. No animals whatsoever are to enter the kitchen at any time.
15 Compliance with The Children Act 1989
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 who have passed the appropriate Criminal Records Bureau checks have access to the children (checks may also apply where children over eight and vulnerable adults are taking part in activities).
The Hirer shall provide the Village Hall committee with a copy of their Child Protection Policy on request.
16 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 premises, and shall indemnify and keep indemnified each member of the Village Hall’s management committee accordingly against all actions, claims and proceedings
arising from any breach of this condition. Failure to observe this condition may lead to prosecution by the local authority.
17 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.
18 Cancellation
If the Hirer wishes to cancel the booking before the date of the event the question of the payment or the repayment of the fee shall be at the discretion of the Hall Secretary.
The Village Hall reserves the right to cancel this hiring by written notice to the Hirer in the event of:
The premises being required for use as a Polling Station for a Parliamentary or Local Government election or by-election.
The Village Hall management committee reasonably considering that such hiring will involve unlawful or unsuitable activities taking place at the premises as a result of this hiring.
The premises becoming unfit for the use intended by the Hirer.
An emergency requiring use of the premises as a shelter for the victims of flooding, snowstorm, fire, explosion or those at risk of these or similar disasters.
In any such case the Hirer shall be entitled to a refund of any deposit already paid, but the Village Hall shall not be liable to the Hirer for any resulting direct or indirect loss or damages whatsoever.
19 End of Hire
Please ensure compliance with the final Checklist posted near the Kitchen door on departure.
The Hirer shall be responsible for leaving the premises and surrounding area in a
clean and tidy condition, turning off all inside and outside lighting, and heating equipment and ensuring all doors are properly locked and secured, including all fire exits. Any contents temporarily removed from their usual positions are to be properly replaced. If the hirer has used the china or glasses, they must be left clean and any breakages notified and paid for. Specifically all tables must be cleaned before being returned into the storage area. The keys are to be returned to the Booking Clerk.
20 Noise
The Hirer shall ensure that the minimum of noise is made on arrival and departure, particularly late at night and early in the morning. The Hirer shall, if using sound amplification equipment, limit the sound level so as not to cause annoyance to local residents.
In particular noise levels should be reduced after 11.00pm, and steps taken to contain noise within
the building by ensuring doors and windows are closed.
Sound entertainment systems must be turned off in compliance with our Licence; currently midnight
Monday to Saturday, 23.00 Sunday, & 01.00 New Years Eve, or earlier if required by our Licensee. In no circumstances is amplification equipment allowed outside of the building.
21 Stored Equipment
The Village Hall accepts no responsibility for any stored equipment or other property brought on to or left at the premises, and all liability for loss or damage is hereby excluded. All equipment and other property (other than agreed stored equipment) must be removed at the end of each hiring or fees will be charged for each day or part of a day at the hire fee per hiring until the same is removed.
The Village Hall may, in its discretion in any of the following circumstances, namely:
In respect of stored equipment; failure by the Hirer either to pay any storage charges due and payable or to remove the same within 7 days after the agreed storage period has ended.
In respect of any other property brought on to the premises for the purposes of the hiring, failure by the Hirer to remove the same within 7 days after the hiring.
Dispose of any such items by sale or otherwise on such terms and conditions as it thinks fit, and charge the Hirer any costs incurred in storing and selling or otherwise disposing of the same.
22 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 the prior approval of the Hall Secretary. Any alteration, fixture or fitting or attachment so approved shall at the discretion of the Village Hall remain in the premises at the end of the hiring.
It will become the property of the Village Hall unless removed by the hirer, who must make good to the satisfaction of the hall secretary any damage caused to the premises by such removal.
Aerosols, sprays, foam, silly string, smoke generators, and associated equipment must not be used.
Any signs, posters, placards or notices placed to advertise the event must be removed immediately after the event by the Hirer.
23 No Rights
The Hiring Agreement constitutes permission only to use the premises and confers no tenancy or other right of occupation on the Hirer.
1 Supervision
The “Premises” means the hall in its entirety, including the car park and grounds.
The Hirer shall, during the period of the hiring, be responsible for: supervision of
the premises, the fabric and the contents, their care, safety from damage or change, 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.
If the bar is open, the hirer shall ensure the compliance of all persons with regard to licensing laws, and enforce any decisions or directions advised by the licensee to ensure compliance. The bar is provided at the discretion of the licensee, who may refuse to serve alcohol where it is suspected the consumption may be by a minor, or may contribute to unruly behaviour.
2 Deposit and Charges
The full payment for the hire must be received at least two weeks prior to the hire date.
The Hirer shall pay an additional £100.00 deposit, with the Hire request form, to confirm the booking of the hall. The deposit is normally refundable to the hirer not sooner than one week after the hire of the hall. However, this deposit will be retained in part or in whole, and additional charges may be incurred, in the following circumstances:
A To cover any loss, damages, breakages, additional cleaning charges, repairs or re-decoration required as a result of the hire.
B Cancellation of the booking less than one calendar month before the hire is to commence.
C Any excessive use or wastage of electricity or water, either during or as a result of the hire.
D The cost of removal of any signs, posters, placards or notices placed to advertise the event, and not removed by the Hirer.
Retention of the deposit will be at the discretion of the Village Hall Management Committee and will be notified in writing to the Hirer or the Hirers authorised representative.
3 Use of 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.
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, and the Licensing Authority or otherwise, particularly in connection with any event which constitutes regulated entertainment, at which alcohol is sold or provided or which is attended by children.
a) The Hirer acknowledges that they have noted the following matters:
The action to be taken in event of fire.
The location and use of fire equipment.
Escape routes and the need to keep them clear.
Method of operation of escape door fastenings.
That there are no obvious fire hazards on the premises.
6 Outbreaks of Fire
The Fire Brigade shall be called to any outbreak of fire, however slight, and details thereof shall be given to the secretary of the management committee.
7 Health and Hygiene
The Hirer shall, if preparing, serving or selling food, observe all relevant food health and hygiene legislation and regulations. In particular dairy products, vegetables and meat on the premises
must be refrigerated and stored in compliance with the Food Temperature Regulations.
8 Electrical Appliance Safety
The Hirer shall ensure that any electrical appliances brought by them to 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.
No supplied electrical apparatus must be interfered with and any faults must be reported to the Booking Clerk immediately.
The Hirer should note our Catering Guidelines Electrical Circuits advice, and is responsible for ensuring any catering contractor complies with these requirements.
9 Indemnity
The Hirer shall indemnify and keep indemnified each member of the Village Hall management committee and the Village Hall’s employees, volunteers, 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, and (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.
The Hirer shall take out adequate insurance to insure the Hirer and members of the Hirer’s organization and invitees against the Hirer’s liability and all claims arising as a result of the hire and on demand shall produce the policy and current receipt or other evidence of cover to the Hall Secretary.
Note that insurance is mandatory in the case of the Hall being hired for a commercial purpose, and proof of Public Liability Insurance will be required.
The Village Hall is insured against any claims arising out of its own negligence.
10 Accidents and Dangerous Occurrences
The Hirer must report all accidents involving injury to the public to a member of the Village Hall management committee as soon as possible and complete the relevant section in the Village Hall’s accident book.
Any failure of equipment belonging to the Village 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. This is in accordance with the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995 (RIDDOR).
11 Explosives and Flammable Substances
The hirer shall ensure that:
(a) Highly flammable substances are not brought into, or used in any part of the premises.
(b) Fireworks are not allowed in the grounds of the Village Hall (there are animals housed close to our boundary).
(c) No internal decorations of a combustible nature (e.g. polystyrene, cotton wool) shall be erected and no decorations are to be placed near light fittings or heaters.
(d) No naked flames are allowed, including candles.
12 Heating
The Hirer shall ensure that no unauthorised heating appliances shall be used on the premises when open to the public without the consent of the management committee.
13 Drunk and Disorderly Behaviour and Supply of Illegal Drugs
The Hirer shall ensure that in order to avoid disturbing neighbours to the hall and avoid violent or criminal behaviour; care shall be taken to avoid excessive consumption of alcohol. Drunk and disorderly behaviour shall not be permitted either on the premises or in its immediate vicinity.
Alcohol shall not be served to any person suspected of being drunk or to any person suspected of being under the age of 18. Any person suspected of being drunk, under the influence of drugs or who is behaving in a violent or disorderly way shall be asked to leave the premises.
No illegal drugs may be brought onto the premises.
No alcoholic drinks may be brought onto the premises for consumption during the hiring period.
14 Animals
The Hirer shall ensure that no animals (including birds) except guide dogs are brought into the premises, other than for a special event agreed to by the Village Hall. No animals whatsoever are to enter the kitchen at any time.
15 Compliance with The Children Act 1989
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 who have passed the appropriate Criminal Records Bureau checks have access to the children (checks may also apply where children over eight and vulnerable adults are taking part in activities).
The Hirer shall provide the Village Hall committee with a copy of their Child Protection Policy on request.
16 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 premises, and shall indemnify and keep indemnified each member of the Village Hall’s management committee accordingly against all actions, claims and proceedings
arising from any breach of this condition. Failure to observe this condition may lead to prosecution by the local authority.
17 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.
18 Cancellation
If the Hirer wishes to cancel the booking before the date of the event the question of the payment or the repayment of the fee shall be at the discretion of the Hall Secretary.
The Village Hall reserves the right to cancel this hiring by written notice to the Hirer in the event of:
The premises being required for use as a Polling Station for a Parliamentary or Local Government election or by-election.
The Village Hall management committee reasonably considering that such hiring will involve unlawful or unsuitable activities taking place at the premises as a result of this hiring.
The premises becoming unfit for the use intended by the Hirer.
An emergency requiring use of the premises as a shelter for the victims of flooding, snowstorm, fire, explosion or those at risk of these or similar disasters.
In any such case the Hirer shall be entitled to a refund of any deposit already paid, but the Village Hall shall not be liable to the Hirer for any resulting direct or indirect loss or damages whatsoever.
19 End of Hire
Please ensure compliance with the final Checklist posted near the Kitchen door on departure.
The Hirer shall be responsible for leaving the premises and surrounding area in a
clean and tidy condition, turning off all inside and outside lighting, and heating equipment and ensuring all doors are properly locked and secured, including all fire exits. Any contents temporarily removed from their usual positions are to be properly replaced. If the hirer has used the china or glasses, they must be left clean and any breakages notified and paid for. Specifically all tables must be cleaned before being returned into the storage area. The keys are to be returned to the Booking Clerk.
20 Noise
The Hirer shall ensure that the minimum of noise is made on arrival and departure, particularly late at night and early in the morning. The Hirer shall, if using sound amplification equipment, limit the sound level so as not to cause annoyance to local residents.
In particular noise levels should be reduced after 11.00pm, and steps taken to contain noise within
the building by ensuring doors and windows are closed.
Sound entertainment systems must be turned off in compliance with our Licence; currently midnight
Monday to Saturday, 23.00 Sunday, & 01.00 New Years Eve, or earlier if required by our Licensee. In no circumstances is amplification equipment allowed outside of the building.
21 Stored Equipment
The Village Hall accepts no responsibility for any stored equipment or other property brought on to or left at the premises, and all liability for loss or damage is hereby excluded. All equipment and other property (other than agreed stored equipment) must be removed at the end of each hiring or fees will be charged for each day or part of a day at the hire fee per hiring until the same is removed.
The Village Hall may, in its discretion in any of the following circumstances, namely:
In respect of stored equipment; failure by the Hirer either to pay any storage charges due and payable or to remove the same within 7 days after the agreed storage period has ended.
In respect of any other property brought on to the premises for the purposes of the hiring, failure by the Hirer to remove the same within 7 days after the hiring.
Dispose of any such items by sale or otherwise on such terms and conditions as it thinks fit, and charge the Hirer any costs incurred in storing and selling or otherwise disposing of the same.
22 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 the prior approval of the Hall Secretary. Any alteration, fixture or fitting or attachment so approved shall at the discretion of the Village Hall remain in the premises at the end of the hiring.
It will become the property of the Village Hall unless removed by the hirer, who must make good to the satisfaction of the hall secretary any damage caused to the premises by such removal.
Aerosols, sprays, foam, silly string, smoke generators, and associated equipment must not be used.
Any signs, posters, placards or notices placed to advertise the event must be removed immediately after the event by the Hirer.
23 No Rights
The Hiring Agreement constitutes permission only to use the premises and confers no tenancy or other right of occupation on the Hirer.
