Headcorn Village Hall

Management Committee

(2006)

Registered Charity No: 275006

 STANDARD CONDITIONS OF HIRE

 Published September 2006

The conditions of hire set out in this booklet follow the recommendation of Action for Community in Rural England (ACRE) and the South East Rural Community Council (SERCC).  ACRE works at a regional and national level to ensure that the importance of village halls and their needs are recognised.

Further information may be found at the ACRE web site www.acre.org.uk.

These standard conditions apply to all hiring of Headcorn Village Hall.  If the Hirer is in any doubt as to the meaning of the following, the Hall Secretary or Booking Clerk should immediately be consulted.

Power Circuits/Heating

Hirers are requested not to adjust the heating controls.  Please let the Booking Clerk know, in advance, if you need the Village Hall to be particularly warm or cold.

Village Hall Telephone

The Headcorn Village Hall telephone is located in the foyer.  This is for emergency use only and has a list of contact numbers beside it.

Consideration for Others

Please ask your guests to leave quietly at the close of your event.  Car doors banging and loud talk in the car park are disturbing to local residents.

Before and after Using the Hall

Please do not use drawing pins or sellotape on walls or other surfaces, and use Blu-tack if you need to put up notices and decorations.

Please leave the hall clean, tidy and leave waste in the bins outside or take it home.  In particular, we ask you to ensure all table tops are wiped clean before being stacked.

Faults/Damage/Comments

Please report any faults or damage to the manager as soon as possible so that they can be rectified quickly.  The Management Committee welcome comments or observations that you may have about your hire of Headcorn Village Hall.

Phone numbers:            01622 891945 / 01622 890270

Access

The hall will be opened for your hiring by the manager or by other arrangement at the time you have indicated for your hiring.  Please ensure that any outside caterers, contractors and bar staff are aware of the period of hire as they will not be able to enter before or leave after the hire period. 

Please telephone the Hall Booking Clerk on 01622 891945 in case of difficulty.

Guests are expected to vacate the premises within fifteen minutes of the end of a licenced period.  After midnight (unless the event is New Year’s Eve) only those helping to clear up the hall should be on the premises.  Failure to comply with this will result in forfeiture of your deposit.

Safety

The Village Hall has a no smoking policy.

In the event of a fire, the Village Hall should be evacuated in an orderly manner using the appropriate exits, and the Fire Brigade called by dialling 999.

Please use the trolleys provided for moving chairs and tables in order to avoid injury.  Please stack chairs and tables in the storeroom in the manner shown on the notice.

The Hall’s health and safety file is kept in the bar area.

The first aid box is located in the bar area.

1.            Supervision

The Hirer shall during the period of 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.  As directed by the Hall Secretary, the Hirer shall make good or pay for all damage [including accidental damage] to premises or to the fixtures, fittings or contents and for loss of contents.

2.            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 or allow the premises to be used for 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 therein without written permission.

3.            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.

4.            Licences

The Hirer shall ensure that Headcorn Village Hall holds a Performing Society Right Licence which permits the use of copyright music in any form e.g. record, compact disc, tapes, radio, television or by performers in person.  If any other licences are required in respect of any activity in Headcorn Village Hall, the Hirer should ensure that they hold the relevant licence or Headcorn Village Hall holds it.

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 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 he/she has received instruction in the following matters:

·        The action to be taken in event of fire.  This includes calling the Fire Brigade and evaluating the hall.

·        The location and use of fire equipment.

·        Escape routes and the need to keep them clear.

·        Method of operation of escape door fastening.

·        Appreciation of the importance of any fire doors and of closing all fire doors at the time of a fire.

(b)       In advance of an entertainment or play the Hirer shall check the following items:

·        That all fire exits are unlocked and panic bolts in good working order.

·        That all escape routes are free of obstruction and can be safely used.

·        That any fire doors are not wedged open.

·        That exit signs are illuminated.

·        That there are no obvious fire hazards on the premises.

6.            Means of Escape

(a)   All means of exit from premises must be kept free from obstruction and immediately available for instant free public exit.

(b)   The emergency lighting supply illuminating all exit signs and routes are automatic and must not be turned off during the whole time the premises are occupied.

7.            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.

8.            Health and Hygiene

The Hirer shall, if preparing, serving or selling food, observe all the 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.  The kitchens are provided with a Fridge-Freezer and Dishwasher.

9.            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.

10.       Indemnity

(a)         The Hirer shall indemnify and keep indemnified each member of Headcorn Village Management Committee and Headcorn Village Hall’s employees, volunteers, agents and invites against (i) the cost of repair any damage done to any part of the premises including the curtilage thereof or content of the premises.  (ii) all claims, losses, damages and cost 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 (iii) all claims, losses, damages and cost suffered or incurred as a result of any nuisance caused to a third party as result of the use of the premises by the Hirer.

(b)         The Hirer shall take out adequate insurance to insure the Hirer and members of the Hirer’s organisation and invitees against the Hirer’s liability under paragraph 10 (a) 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.  Failure to produce such policy and evidence of cover will render the hiring void and enable the Hall Booking Clerk to rehire the premises to another Hirer.

Headcorn Village Hall is insured against any claims arising out its own negligence.

11.       Accidents and Dangerous Occurrences

The Hirer must report all accidents involving injury to the public to the Hall to a member of the Headcorn Village Hall Management Committee as soon as possible.  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.  The Hall Secretary will give assistance in completing the form.  This is in accordance with the Reporting of Injuries, Diseases and Dangerous Occurences Regulations 1995 (RIDDOR).

12.       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 and that

(b)         No internal decorations of a combustible nature (e.g. polystyrene, cotton wool) shall be erected without the consent of the Management Committee.  No decorations are to be put up near light fittings and heaters.

13.       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.  Portable Liquefied Propane Gas (LPG) heating appliances shall not be used.

14.       Drunk and Disorderly Behaviour and Supply of Illegal Drugs

The Hirer shall ensure that in order to avoid disturbing neighbours of 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 nor 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.

15.       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 by Headcorn Village Hall.  No animals whatsoever are to enter the kitchen at any time.

16.       Compliance with The Children Act 1998

The Hirer shall ensure that any activities for children under eight years of age comply with the provisions of The Children Act 1998 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 Headcorn Village Hall Management Committee with a copy of their Child Protection Policy on request.

17.       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 Headcorn Village Hall 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.

18.       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 goods and services are prominently displayed, as shall be the organisers name and address and any discounts offered are based on Manufacturer's Recommended Retail Prices.

19.       Cancellation

If the Hirer wishes to cancel the booking before the date of the event and Headcorn Village Hall is unable to conclude a replacement booking, the question of payment or return of a fee shall be at the discretion of the Headcorn Village Hall Management Committee.

The right to cancel this hiring by written notice to the Hirer in the event of:

(a)         the premises being required for use as a Polling Station for a Parliamentary or local Government election or by-election.

(b)         Headcorn Village Hall Management Committee reasonably considering that (i) such hiring will lead to a breach of licensing condition, if applicable or other legal and statutory requirements, or (ii) unlawful or unsuitable activities will take place at the premises as a result of this hiring.

(c)         the premises becoming unfit for the use intended by the Hirer.

(d)         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 Headcorn Village Hall shall not be liable to the hirer for any resulting direct or indirect loss or damages whatsoever.

20.       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.  Any contents temporarily removed from their usual positions properly replaced, otherwise Headcorn Village Hall shall be at liberty to make an additional charge.

21.       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, make use of any noise limitation device provided at the premises and comply with any other licensing condition for the premises.

22.       Stored Equipment

Headcorn 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 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.

Headcorn Village Hall may, at discretion in any of the following circumstances, dispose of any 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 namely:

(a)     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 hiring.

(b)     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.

23.       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 written approval of the Hall Secretary.  Any alterations, fixture or fitting or attachments so approved shall at the discretion of the Headcorn Village Hall remain in the premises at the end of the hiring.  It will become the property of Headcorn Village Hall unless removed by the Hirer who must make good to the satisfaction of the Hall Secretary.

24.       No Rights

The hiring agreement constitutes permission only to use the premises and confers no tenancy or other right of occupation on the Hirer.

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Tuesday, 03 January 2015