WEST LULWORTH VILLAGE HALL Standard Conditions of Hire
Introduction
These standard conditions apply to all hiring of the 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. In the following sections: ‘Hall’ is the West Lulworth Village Hall; ‘VHMC’ is the West Lulworth Village Hall Management Committee. In emergency, phone one of the Committee contact numbers.
Use of Premises
The Hirer shall not use the premises for any purpose other than that agreed with the Booking
Secretary at the time of booking, nor in any way that contravenes these standard conditions of hire. No group or person shall store any equipment or property on the premises without the prior consent of the VHMC. The Hiring Agreement constitutes permission only to use the premises and confers no tenancy or other right of occupation on the Hirer. No alterations or additions may be made to the premises nor may any fixtures be installed. No decorations or other articles may be attached by adhesive to the plaster walls or by tacks or nails to the walls or woodwork. The making good of any damage may be charged to the Hirer.
Supervision
The Hirer shall, at all times during the period of the 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 whatever their capacity, including proper supervision of car parking so as to avoid obstruction of the highway or safe exits from the building. Overnight parking in the designated spaces adjacent to the building is not allowed.
Indemnity
Regular Hirers are covered by the Village Hall insurance policy provided they are not hiring the Hall for business/commercial purposes, subject to the standard terms, conditions and exclusions of the policy, Other Hirers must carry their own insurance to indemnify each member of the VHMC and the 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. All Hirers are advised to carry out a risk assessment for their event.
Licences
The Hall has a Premises Licence authorising plays, films, music and dancing on Monday to Saturday until 11.30 pm, and on Sunday until 11 pm. It also has a Performing Right Licence for the performance of copyright music and plays, to recompense performers, writers and publishers. If a commercially run event makes use of recorded singers or musicians, the event organiser should, in addition, possess his own licence from Phonographic Performance Ltd. The Hall does not have a licence for the sale of alcohol. Any hirer wishing to sell alcohol must first obtain permission from the VHMC before submitting a Temporary Event Notice to the Licensing Authority.
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. In advance of any use of the Hall, the Hirer must have a plan of action in case of fire and be familiar with the attached ‘What to do in case of Fire’ sheet.
Public Announcement
The Hirer shall make a public announcement as soon as possible during the hiring period, advising all persons within the premises of the action they need to take in case of fire. It is most important that the exit routes be pointed out.
Means of Escape
All means of exit from the premises must be kept free from obstruction and immediately available for instant free public exit (see attached plan).
Outbreaks of Fire
The Fire Brigade shall be called to any outbreak of fire, however slight, and details thereof shall be given to the VHMC. (See ‘What to do in case of Fire’ notice on the foyer notice board, and reproduced below)
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 should be stored in the refrigerator.
Electrical Appliance Safety
The Hirer shall ensure that any electrical appliances brought by them to the premises and used there shall be in good working order, tested by a competent electrician (PAT tested) and used in a safe manner. The Hall power circuit is a 13 amp ring main. No appliance should exceed this 13 amp limit. Accidents and Dangerous Occurrences
The Hirer must report all accidents involving personal injury to the public to a member of the VHMC as soon as possible and complete the relevant section in the Hall’s accident book. Any failure of equipment belonging to the Hall or brought in by the Hirer must also be reported as soon as possible
Explosives and Flammable Substances
The hirer shall ensure that no highly flammable substances are brought into, or used in any part of the premises and that no internal decorations of a combustible nature (e.g. polystyrene, cotton wool) are erected without the consent of the VHMC. Naked flames (except table candles in secure holders) are not permitted. No decorations are to be put up near light fittings or heaters.
Heating
The Hirer shall ensure that no unauthorised heating appliances are used on the premises. (The Hall heating system is operated by key in wall locks near the entrances to the meetings room and main hall. The key must remain in the lock while the heating is on.)
Drunk and Disorderly Behaviour and Supply of Illegal Drugs
The Hirer is responsible for preventing 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.
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 Hall. No animals whatsoever are to enter the kitchen at any time.
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 them (checks may also apply where children over eight and vulnerable adults are taking part in activities). The Hirer shall provide the VHMC with a copy of their Child Protection Policy on request.
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.
Cancellation
If the Hirer wishes to cancel the booking before the date of the event and the VHMC is unable to conclude a replacement booking, the question of the payment or the repayment of the fee shall be at the discretion of the VHMC. The VHMC reserves the right to cancel any hiring if:
-the premises are required for use as a Polling Station for a Parliamentary or Local Government election or by-election; -there is evidence that the hiring may lead to a breach of licensing conditions or other legal or statutory requirements, or that unlawful or unsuitable activities may take place at the premises as a result of this hiring;
- the premises become unfit for the use intended by the Hirer; -there is 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 Hall shall not be liable to the Hirer for any resulting direct or indirect loss or damages whatsoever.
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 and any contents temporarily removed from their usual positions properly replaced, otherwise the VHMC shall be at liberty to make an additional charge. In particular, the Hall must be left in a clean and tidy state ready for the next hirer.
One large table, all small tables and the brown-padded chairs should be in the Meetings Room.
Black chairs (if used) should be on the stage at the right hand side. Large tables and bluepadded chairs should be in the Main Hall.
To avoid damage, these tables should be stowed under the left hand side of the stage exactly as illustrated on the doors, ie half on the left with legs facing left, and half on the right with legs facing right. Heating must be turned off before the key is withdrawn from the lock.
The water boiler in the kitchen must be emptied. The refrigerator must be turned off and the door wedged ajar with a teacloth (or similar). The oven must be clean. All bags of rubbish must be removed from the site -we do not have a garbage collection.
Keys
All keys must be returned promptly at the end of each and every period of hire to the Bookings Clerk. Bookings on consecutive days are considered separate periods of hire.
Payment
If payment has not been made in advance, payment should be made promptly, by cheque to ‘West
Lulworth Village Hall’, directly to the Hall Treasurer, Mike Halsall, at: Lulcote, Sunnyside, West Lulworth, Dorset, BH20 5RT (Tel 01929 400321) including a stamped addressed envelope if a receipt is required.
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, comply with any other licensing condition for the premises.
Stored Equipment
The Hall accepts no responsibility for any 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 (excepting property stored by agreement) must be removed at the end of each hiring. Any property not removed within seven days after the hiring may be removed, stored or disposed of by the Hall, and any costs incurred may be charged to the Hirer.
West Lulworth Village Hall Management Committee - November 2009 www.westlulworthvillagehall.co.uk