Terms and conditions of hire

STANDARD CONDITIONS OF HIRE FOR CLAPHAM VILLAGE HALL

These standard conditions apply to all hiring the 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.

  1. Age

The Hirer, not being a person under 18 years of age, hereby accepts responsibility for being in charge of and on the premises at all times when the public are present and for ensuring that all conditions, under this Agreement, relating to management and supervision of the premises are met.

2. Supervision

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 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 arrangements so as to avoid obstruction of the highway. As directed by the Village Hall, the Hirer shall make good or pay for all damage (including accidental damage) to the premises or to the fixtures, fittings or contents and for loss of contents.

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 nor allow the consumption of alcohol thereon without written permission.

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. Licensable activities

The Hirer shall ensure that the 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 other licences are required in respect of any activity in the village hall the Hirer should ensure that they hold the relevant licence or the village hall holds it.

6. Public safety compliance

The Hirer shall comply with all conditions and regulations made in respect of the premises by the Local Authority, the Licensing Authority, the village hall’s Fire Risk Assessment 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. The hirer shall also comply with the hall’s health and safety policy.

(a) The Hirer acknowledges that they have received instruction in the following matters:

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

  • The location and use of fire equipment.

  • Escape routes and the need to keep them clear.

  • Method of operation of escape door fastenings.

  • 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 is no obvious fire hazards on the premises.

7. Means of escape

(a) All means of exit from the 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 must be turned on during the whole of the time the premises are occupied (if not operated by an automatic mains failure switching device).

8. 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. (See Appendix 2)

9. 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. The premises are provided with a refrigerator and thermometer.

10. Electrical appliance safety

The Hirer shall ensure that any electrical appliances brought 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. Where a residual circuit breaker is provided the hirer must make use of it in the interests of public safety. (See Appendix 3)

11. Insurance and indemnity

  1. The Hirer shall be liable for:

  1. the cost of repair of any damage (including accidental and malicious damage) done to any part of the premises including the curtilage thereof or the contents of the premises

  2. all claims, losses, damages and costs made against or incurred by the village hall management committee, their employees, volunteers, agents or invitees 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

  3. all claims, losses, damages and costs made against or incurred by the village hall management committee, their employees, volunteers, agents or invitees as a result of any nuisance caused to a third party as a result of the use of the premises by the Hirer, and subject to sub-clause (b), the Hirer shall indemnify and keep indemnified accordingly each member of the village hall management committee and the village hall’s employees, volunteers, agents and invitees against such liabilities.

  1. The village hall shall take out adequate insurance to insure the liabilities described in sub-clauses (a)(i) above and may, in its discretion and in the case of non commercial hirers, insure the liabilities described in sub-clauses (a) (ii) and (iii) above. The village hall shall claim on its insurance for any liability of the Hirer hereunder but 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) any insurance excess incurred and (b) the difference between the amount of the liability and the monies received under the insurance policy.

  1. Where the village hall does not insure the liabilities described in sub-clauses (a)(ii) and (iii) above, the Hirer shall take out adequate insurance to insure such liability and on demand shall produce the policy and current receipt or other evidence of cover to the village hall secretary. Failure to produce such policy and evidence of cover will render the hiring void and enable the hall secretary to rehire the premises to another hirer.

The village hall is insured against any claims arising out of its own negligence.

(See Appendix 1 and 4 regarding Bouncy Castles).

12. 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. The Hall Secretary will give assistance in completing this form. This is in accordance with the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995 (RIDDOR). (see Appendix 4 – Bouncy Castles)

13. Explosives and flammable substances

The hirer shall ensure that:

(a) Highly flammable or explosive substances are not brought into, or used in any part of the premises this include indoor fireworks, articles producing an offensive smell and steam, gas or other engines 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 or heaters. (See Appendix 5)

14. 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.

15. 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.

16. 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.

17. 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 management committee with a copy of their CRB check and Child Protection Policy on request.

18. 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.

19. 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 all goods and services are prominently displayed, as shall be the organiser’s name and address and that any discounts offered are based only on Manufacturers’ Recommended Retail Prices. Further detail can be found in Village Hall Information Sheet 34, Sale of goods.

20. Film shows

Children shall be restricted from viewing age-restricted films classified according to the recommendations of the British Board of Film Classification. Hirers should ensure that they have the appropriate copyright licences for film.

21. Cancellation

The Hirer may cancel a booking providing that at least 28 days notice be given to the Committee. Should the village hall not be re-let on the date or dates booked the Hirer will forfeit the deposit.

The village hall reserves the right to cancel a hiring by written notice to the Hirer in the event of:

  1. the premises being required for use as a Polling Station for a Parliamentary or Local Government election or by-election

  1. the Village Hall management committee reasonably considering that (i) such hiring will lead to a breach of licensing conditions, if applicable, or other legal or statutory requirements, or (ii) unlawful or unsuitable activities will take place at the premises as a result of this hiring

  1. 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 the village hall shall not be liable to the Hirer for any resulting direct or indirect loss or damages whatsoever.

22. 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 village hall shall be at liberty to make an additional charge. (See Appendix 6)

23. 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. (See Appendix 7)

24. 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 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, use its discretion in any of the following circumstances:

(a) Failure by the Hirer either to pay any charges in respect of stored equipment due and payable or to remove the same within 7 days after the agreed storage period has ended

(b) Failure by the Hirer to dispose of any property brought on to the premises for the purposes of the hiring. This may result in the village hall management committee disposing 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.

25. 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 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 or, if any damage caused to the premises by such removal. (See Appendix 8)

26. No rights

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

27. Dangerous and unsuitable performances

Performances involving danger to the public or of a sexually explicit nature shall not be given.

28. Smoking

The Hirer shall, and shall ensure that the Hirer’s invitees, comply with the prohibition of smoking in public places provisions of the Health Act 2006 and regulations made thereunder. Any person who breaches this provision shall be asked to leave the premises.

HIRER’S INFORMATION SHEET – TO BE RETAINED BY HIRER

PLEASE TAKE TIME TO READ THE STANDARD CONDITIONS OF HIRE CAREFULLY.

 

The caretaker will meet the hirer at the hall to unlock and return at the end of the booking to lock the premises. Please note that all setting up and clearing up must be done within the hire period. Please ensure that any outside caterers and contractors are aware of the hire period and that they will not be able to enter before the hire period.

 

Deposits and Booking Form must be returned and paid within 14 days of provisionally booking the hire date otherwise the Booking Clerk will deem that the booking is no longer required. The balance and Indemnity Bond of £200 must be paid 28 days prior to the event. Payment should be by cheque made payable to Clapham Village Hall.

 

Indemnity Bonds are collected by cheque and will be forfeited in the event of damage, excessive noise, abuse, or if the property is left in an unsatisfactory condition. These cheques will be retained by us and shredded after the event if all Conditions of Hire have been met, unless their return is requested in which case a stamped addressed envelope is to be supplied. No 16th – 18th or 21st Birthday Parties will be permitted in the Hall. Guests are expected to vacate the premises within 15 minutes of the end of a licensed period. After midnight (unless the event is New Year’s Eve) only those helping to clear up the Village Hall should be on the premises. Failure to comply with this will result in forfeiture of the bond.

 

Stage – Care must be taken when using the stage and hirers are not permitted to alter or tamper with the curtains. Children are not allowed on the stage unless they are in a supervised production. The piano is only to be used by a proficient pianist and use must be booked with the Booking Clerk.

 

Car Parking and Exit Noise – Hirers of the Village Hall should be aware that the central area of the car park is the designated space to be used by hirers and their guests and are requested to leave the car park quietly and not to cause undue noise. This is not a public car park and Clapham Village Hall Management Committee does not accept any responsibility for theft or damage to vehicles.

 

Fire Regulation – For Fire Regulation purposes, the maximum number of seated persons permitted in the Main Hall for a meeting will be 190, and where tables are to be erected 120.

Bank Holidays – Clapham Village Hall is not available for hire on BANK HOLIDAYS, CHRISTMAS EVE OR NEW YEAR’S EVE.

 

Sale of Intoxicants – The Village Hall has a licensed bar. When a bar has been requested only drinks bought from the bar can be consumed on the premises. The hirer and guests are not permitted to bring and consume own alcohol at an event. The licensee has the right to close the bar if this occurs and the hirer will forfeit the Indemnity Bond. The licensee has the right to ask for proof of age ID.

If the bar is not requested a hirer can supply his/her own alcohol but it cannot be sold to guests it has to be provided free of charge and will incur a flat rate corkage fee of £300. The hirer is responsible for the behaviour of guests and must not encourage drinking games or encourage drunken behaviour. The hirer must observe and perform all statutory provisions, regulations and conditions imposed by the Licensing Authority. The hirer will also indemnify the Committee from all penalties which may incur in the consequence of any default.

 

Dances and Discos – The hirer must sell tickets to a dance or disco before the event. On no account may a hirer sell tickets to a disco or dance on the door. The hirer must provide a minimum of two Stewards at events to assist in enforcing the regulations and to prevent damage, disorder etc.

APPENDICES

 

  1. The Playing Field is closed half an hour after sunset and the gates to the field are then locked. (Approx 4.30pm Winter and 9.30pm Summer). Hirers are not permitted to use the Playing Field when it is closed.

If a hirer wishes to use the Playing Field as an extension to the hall e.g. set up a large size Bouncy Castle, which must NOT be powered from the Village Hall premises, permission must be obtained from the Trustees of the King George V Playing Field. A fee could be charged for use of the field. Please contact the Clerk to the Parish Council at least 2 months before the event on 01234 346366 or claphampc@btconnect.com (see item 11 Conditions of Hire)

 

  1. Fire Safety – The Village Hall has a No Smoking Policy. The hirer is deemed the ‘Responsible Person’ and is the designated person in charge of the hall during the hire period. In the event of a fire the Village Hall should be evacuated in an orderly manner using the appropriate exits, and the Fire Brigade must be called by dialling 999. The Village Hall has no telephone and the nearest one is located in the High Street by the shopping parade so hirers are advised to bring a fully charged mobile telephone for use in case of emergency. (see item 8 Conditions of Hire)

 

  1. Any electrical equipment brought to the Hall and used by a hirer must be PAT tested. (see item 10 Conditions of Hire)

 

  1. The hall insurance does NOT cover accidents on Bouncy Castles. It is therefore the responsibility of the hirer to provide such insurance or ensure that the supplier is so covered. Hirers are requested to ensure that Bouncy Castles are supervised by responsible adults at all times. That they are not used by children under 2 years old and are restricted to use by age group (age groups 2 -5, 6 – 12 and over 12 years must not be mixed). Please note that an extra charge of £5 will apply. (see items 11 & 12 Conditions of Hire)

 

  1. Under no circumstances can GAZ operated HEATED SERVING DISHES be brought to or used at Clapham Village Hall. This also applies to BARBECUES and PIG ROAST SYSTEMS in any form be brought to or used inside or outside on Clapham Village Hall land.

The First Aid Box is located in the kitchen. There is an accident book next to the box. If an accident occurs please make a note in the book and inform the Hall Secretary. (see item 13 Conditions of Hire)

 

  1. “Clean and tidy condition” includes wiping down all tables used and worktops in the kitchen, sweeping up floors and mopping up all spillages. All rubbish must be removed and disposed of by the hirer. Any sacks or containers left inside or outside of the building will result in part of the Indemnity Bond being retained by the Management Committee. There are recycling bins in the kitchen for plastic bottles and cans only. (see item 22 Conditions of Hire)

 

  1. Noise levels must be restricted so that no sound shall be audible within any premises in the vicinity of the hall, whether emanating from within the hall or outside. The hall is fitted with a Sound Monitoring System. If this is accidentally tripped during initial sound checks it can be reset by means of a red reset button on the unit which is situated directly opposite the stage. Clearly this process must not be repeated during the course of the evening nor must the unit be tampered with or by-passed in any way. Spot checks will be carried out. Any infringement will result in loss of the Indemnity Bond and closure of the event. (see item 23 Conditions of Hire)

 

  1. Please only use ‘Blu Tack’ for fastening decorations / signs etc. No sellotape, drawing pins or staples to be used. No decorations to be fixed to the wood stained doors or panelling. (see item 25 Conditions of Hire)

 

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