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TERMS & CONDITIONS

We encourage everyone who is considering booking the Village Hall to carefully read these terms and conditions in full and to contact us with any questions prior to making a booking.

1.     Introduction

 

For the Purposes of these Conditions of Hire, the term The Hirer shall mean an individual hirer or, where The Hirer is an Organisation, the authorised representative of that Organisation. The Premises shall mean the Creech St Michael Village Hall and the curtilage, buildings and fittings surrounding it. The Committee shall mean the Trustees of the Creech St Michael Village Hall who act as the Management Committee.

  • The clause headings do not form part of this agreement and shall not be taken into account in its interpretation.

  • These Standard Conditions of Hire constitute permission only to use The Premises and confer no tenancy or other right of occupation on The Hirer.

  • These Conditions of Hire shall be effective from 1st December 2008 and supersede all previous Conditions of Hire and shall remain in effect until such time as they are superseded.

  • If The Hirer is in any doubt as to the meaning of any of the following, the Booking Secretary should be consulted immediately.

2.     The Hirer must be aged 21 years or over, shall be in charge of, and present in, The Premises at all times when the public are on The Premises, and to ensure that the Conditions of the Public Entertainments Licence are properly observed. All Hirers must complete a booking form, obtainable from the Bookings Secretary, in respect of all and any bookings. All applications must state the precise nature of the purpose for which the The Premises is required.

 

3.     The Hirer shall appoint a sufficient number of competent persons, aged 18 years or over, to provide adequate supervision throughout the period of the hiring and to ensure that the provisions and stipulations of the conditions of hire and other applicable licensing requirements are adhered to in all respects.

 

4.      The Hirer shall ensure that any activities for children under 8 years of age comply with the provisions of The Children Act 1989 and any other succeeding legislation and regulation. Any activity for children must be operated in accordance with guidelines available for that particular activity and only fit and proper persons have access to the children.

 

5.      The Hirer shall instruct every attendant as to that attendant's duties and responsibilities in connection with the health and safety precautions to be observed during the period of the hiring and in respect of the safe and responsible use and supervision in the Hall of any equipment present in the Hall or provided by The Hirer for the sole purposes of the hire event (e.g. bouncy castle, electrical equipment). The Hirer will also ensure that persons attending the event are aware of their responsibilities in respect of the health and safety of themselves and those attending the event.

 

6.     The Hirer shall instruct every attendant on the location of the fire extinguishers, and the action to be taken by attendants in the event of fire or other emergency. Notices, in a form approved by the appropriate authority, stating the location of the nearest telephone and the correct procedure for calling the Fire Brigade, are displayed in the Entrance Hall and in the Main Hall.  The Hirer must read those notices and understand all the required actions, if an emergency occurs, before the relevant hire commences.  In case of emergency:-

 

·       The Hirer shall ensure that the Fire Brigade is called to any outbreak of fire, however slight, and that the building is evacuated.

·       The Hirer shall ensure that the building is evacuated and the relevant body summoned in the event of any other situation where there is an actual or potential danger to users of The Premises (e.g. a gas leak).

·       The Hirer acknowledges that the Basic First Aid supplies provided in the kitchen may be used at The Hirer’s risk and that The Committee can not accept responsibility for their use.

·       The Hirer shall report any injury, accident or other such occurrence to the Caretaker or Bookings Secretary as soon as is practical.

·       Any failure of equipment belonging to the Village Hall or brought in by The Hirer must be reported to the Caretaker as soon as possible.

 

7.     The Hirer will, during the period of hiring, be responsible for supervision of The Premises, the care of the fabric and the contents, including proper supervision of carparking arrangements so as to avoid obstruction of the highway and/or exit/entrance of local residents and other regular agreed users of the car park (e.g. Blood Transfusion Service).  The Hirer shall ensure that no alterations or additions are made to The Premises nor any fixtures be installed or be attached in any way to any part of The Premises without the prior written approval of  The Committee. Any alteration, fixture or fitting or attachment so approved shall at the discretion of  The Committee remain in The Premises at the end of the hiring. It will become the property of the The Committee unless removed by The Hirer who must make good to the satisfaction of  The Committee if any damage is caused to The Premises by such removal.

 

8.     The Hirer is responsible during the whole period of hire for making sure that:

 

·       The Premises are not sub- hired or use for any purpose other than that described in the hire agreement

·       The Premises are NOT used by The Hirer or anyone else for any unlawful purpose or in any unlawful way

·       NO birds or animals, except assistance dogs, are brought in the building, without prior written permission of the Bookings Secretary

·       NO animals whatsoever enter the kitchen at any time

·       Nothing that may endanger The Premises is allowed to be brought onto The Premises

·       NO action is allowed that may render any insurance cover for The Premises invalid

·       NO illegal drugs or banned substances are allowed on The Premises

·       Smoking is NOT permitted in any part of the interior of the Village Hall or in in the entrance porches leading to the front and downstairs committee room doors.It is the responsibility of The Hirer to ensure this policy is strictly enforced.To break this condition could lead to a prosecution and/or fine.

·       No L P Gas appliances or highly flammable substances are brought onto The Premises.

·       The Premises are not used for any unlawful purpose or in any unlawful way

 

9.     The Hirer shall be responsible for obtaining the licences that maybe needed, (whether for the consumption of intoxicating liquor or from the Performing Rights Society or otherwise) and for the observance of the same and of all other regulations appertaining to The Premises stipulated by the relevant statutory and regulatory authorities and for providing relevant insurance cover. The Booking Secretary must be informed, in advance, if alcoholic drinks are to be sold. The Hirer must in particular make sure that the users:

·       do not contravene the law relating to gaming, betting, and lotteries

·       comply with all conditions and regulations required by the Premises Licensing Act, particularly in connection with events which include public dancing or music, or stage plays, or films, or similar entertainment

·       observe all relevant food health and hygiene legislation and regulations if preparing, serving or selling food

·       comply with Fair Trading Laws if selling goods on The Premises and any code of practice used in connection with such sales; In particular ensure that the total prices of all goods and services and the organiser's name and address is prominently displayed, and that any discounts offered are based only on Manufacturers' Recommended Retail Prices

·       do not contravene the Copyright Act

 

10. The Hirer shall indemnify and keep indemnified each member of the The Committee and the The Committee 's employees, volunteers, agents and invitees against: -

 

 

·       the cost of repair of any damage done to any part of The Premises including the curtilage thereof or the contents of The Premises

·       all actions, claims, and costs of proceedings arising from any breach of the Conditions of Hire

·       all claims in respect of damages, including damage for 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

As directed by the The Committee, 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.

 

11. A Commercial Hirer shall take out adequate insurance to insure The Hirer and members of  The Hirer 's organisation and invitees against 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 Bookings Secretary. Failure to produce such policy and evidence of cover will render the hiring void and enable the Bookings Secretary to re-hire The Premises to another hirer. The Hall is insured against any claims arising out of its own negligence and its public liability cover extends to cover non profit making, i.e. non-commercial, hirers. (This does not cover bouncy castles or other inflatable devices, fireworks, sponsored walks, rides or similar events) Items stored by any Hirer in the building are not insured except by prior arrangement with the Hall that is confirmed in writing by the Hall.

 

12. At the end of the hiring, The Hirer shall be responsible for leaving The Premises and surroundings in a clean and tidy condition, a check list will be issued prior to the booking, properly locked and secured, and any contents temporarily removed from their usual positions properly replaced;  The Hirer shall ensure all rubbish generated from the booking is removed from The Premises at the end of the hiring, otherwise The Committee shall be at liberty to make an additional charge.

 

13. The Committee reserve the right to cancel any hiring:

 

·       in the event of the Hall being required for use as a polling station for a Parliamentary or Local Government election or byelection, in which case The Hirer shall be entitled to a refund of any deposit paid.

·       If The Committee have been misled in the hiring application, or in the opinion of  The Committee the hiring is liable to cause a breach of statutory regulations, then in such cases  The Hirer shall not be entitled to a refund of any monies paid.

 

14. In the event of the Hall or any part thereof being rendered unfit for the use for which it has been hired, The Committee shall not be liable to The Hirer for any resulting loss or damage whatsoever.

 

15. The Committee accepts no responsibility for any stored equipment or other property brought onto or left at The Premises and all liability for loss or damage is hereby excluded. All equipment and other property, other than that stored on The Premises by agreement must be removed at the end of each hiring or storage period. The Committee may dispose of any such items 7 days thereafter at its discretion, by sale or otherwise on such terms and conditions as it thinks fit, and charge The Hirer daily storage fees and costs incurred in storing and selling or otherwise disposing of the same.

 

16. The Hirer is responsible for reporting and logging any accidents,incidents,breakages and any repairs in the appropriate file.The files are kept in the kitchen in the drawer above the drawer containing the First Aid kit.

 

17. The Hirer shall not carry out or permit fly posting or any other form of unauthorised advertising for any event taking place at The Premises, and shall indemnify and keep indemnified each member of  The Committee and the The Committee's officers, volunteers, agents and invitees 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. Paper decorations, extra lighting etc may be used with the prior approval of  the Booking Secretary but no extra additions will be made to existing points.No candles or similar decorations to be used except under special circumstances with the prior approval of the the Booking Secretary.Only ‘Blue Tac’ may be used to fix decorations, posters etc to walls,glass,timber etc.

 

19. Capacities of rooms  - Having regard to the Fire regulations the following capacities,as laid down by The Committee, must not be exceeded:

·       Main Hall:

o   Closely seated audience200 (all chairs to be linked in accordance with present fire regulations).

o   Dances, Discos, Private Parties – 150

o   Seated Functions (i.e. Weddings etc.) 100

o   Functions where tables and chairs are used (i.e. Bingo, Whist Drives etc.) 100.

No public discos,dances allowed.

·       Lower Committee Room         - Seated     - 36          Standing   - 50

·       Upstairs Committee Room        - Seated     - 25          Standing  - 50

 

20. Exit doors must be kept free from obstructions and exit lights must be illuminated at all times. The main external lights are controlled by the switch beside the front door and has a time delay to allow for clearance of the car park . The Hirer must make sure this switch is set off before locking the front door. The Hirer should also check inside the front door to make sure that no red indicator lights are illuminated on the panel. (Note: If a light or lights are showing it indicates that fire exit doors are not closed properly).

 

21. Charges include use of kitchen and equipment. Charges for setting-up etc will be made at the discretion of the Booking Secretary.

 

22. Bands, record players and discotheques may be used provided the audio level does not constitute a public nuisance.There is a suitable electrical socket for plugging in electrical musical equipment sited on the Main Hall wall backing onto the Lower Committee Room.

 

23. The hire of the Hall includes the use of the adjoining car park during the function, but The Committee will accept no responsibility for the loss of, or damage to, any vehicle or its contents, or for loss of, or damage to, personal belongings. The Hirer shall ensure that the minimum of noise is made on arrival and departure.

 

24. The use of the Village Hall is limited to the following hours:

 

·       8.30am to Midnight Monday to Saturday.

·       8.30am to 11.30pm on Sundays.

 

25. The Heaters are all Night Storage heaters and they must not be adjusted,switched on or off by The Hirer or any person using The Premises.They are pre-set by the caretaker.

 

26. The members of The Committee reserve the right to enter the Hall at any time and ensure any function is being conducted in accordance with correct procedures and conditions and consequently to make decisions with regards the continuance of the function.

 

27. None of the provisions of the hire agreement are intended to or will operate to confer any benefit pursuant to the Contracts (Rights of Third Parties) Act 1999 on a person who is not named as a party to this Hire Agreement. The hire agreement constitutes permission only to use The Premises and confers no tenancy or other right of occupation on The Hirer.

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