Conditions of Hire
ROGATE VILLAGE HALL & RECREATION GROUND CHARITY
CONDITIONS OF HIRE
________________________________________
Registered Charity No. 214550
These conditions reflect the Charity’s Health & Safety, Safeguarding, and Data Protection Policies and its Equal Opportunities Statement. These are posted on its website and in the hall and copies are available on request. If the Hirer is in any doubt as to the meaning of any aspect of these Conditions or the Hire Agreement itself, the Booking Secretary should be consulted immediately on 01730 821 347.
For the purposes of these conditions, the term HIRER shall mean an individual hirer or, where the hirer is an organisation, the authorised representative.
1) Responsibility. THE HIRER will appoint a person over the age of 18, who will be in charge of and on the premises at all times when the public are present, and responsible for ensuring that all conditions under this Agreement relating to management and supervision of the premises are met. This person will also be responsible for fire and emergency procedures during the event and will take action in case of fire or other emergency which will include raising the alarm, evacuating the hall, and calling the fire brigade and/or assistance (see paragraph 10).
2) Supervision. THE HIRER will, during the period of the hiring, be responsible for supervision and protection of the premises, its users, and contents. To prevent damage to the flooring, hirers should not wear any studded or mark-making footwear in the main hall, or on any carpeted areas. This includes, but is not limited to, stiletto heels, football boots, cricket and cycling shoes, which may be worn in the changing areas where there is concrete flooring. The hirer will also be responsible for the behaviour of all persons using the premises whatever their capacity, including proper supervision of car-parking arrangements to avoid obstruction of the highway.
3) Use of premises.
a. THE HIRER shall not use the premises (including the car park) 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. The Hirer shall not do anything which may endanger the premises or its users or render invalid any of its insurance policies. The Hirer shall not allow the consumption of alcohol without written permission of the Committee.
b. THE HIRER shall not exceed the following capacities:
Hall Only - 100 Pavilion Only - 40 Hall + Pavilion - 140 Hall + Pavilion (dancing only) - 200
Persons under 18 will be supervised by 1 adult for 10 people.
c. THE HIRER must obtain prior written approval of the Booking Secretary before making any alterations or additions to the premises or installing any fixtures, placards, decorations or other articles. 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 Committee unless removed by the hirer who must make good any damage caused to the premises by such removal.
4) Insurance and indemnity
a) THE HIRER shall be liable for:
i) the cost of repair of any damage (including accidental damage) done to any part of the property, its contents or its surroundings which may occur as a result of the hiring;
ii) all claims, losses, damages and costs made against or incurred by the 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
b) THE HIRER shall take out adequate insurance to insure the Hirer, members of the Hirer's organisation and invitees against the Hirer's liability under sub-paragraph (a) and all claims arising from the hire. On demand, the Hirer shall produce appropriate evidence of cover to the Booking Secretary. Failure to produce such evidence may render the hiring void.
c) The Village Hall is insured against any claims arising out of its own negligence.
5) Licences. THE HIRER shall be responsible for obtaining such licences as may be needed whether for the sale or supply of alcohol, or from the Performing Rights Society, or from Phonographic Performance Limited, or otherwise, and for the observance of the same.
6) Gaming, Betting etc. 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.
7) Childcare and Safeguarding. THE HIRER shall ensure that any activities for children under eight years of age comply with the provisions of the Childcare Act 2006 and the Safeguarding Vulnerable Groups Act 2006 and with the Charity’s Safeguarding Policy which is posted on the website and within the hall. The Hirer shall provide the Committee with a copy of their CRB check and Child Protection Policy on request.
8) Health and Safety. THE HIRER shall comply with all conditions and regulations made in respect of the premises by the Local Authority, the Licensing Authority, and the hall’s Health and Safety Policy, Fire Risk Assessment and emergency procedures, particularly in connection with any event which constitutes regulated entertainment, at which alcohol is sold or provided or which is attended by children.
9) Fire Procedures. The Hall includes an automatic smoke and fire detection system, emergency exits and emergency lighting. In the event of an outbreak of fire, however slight, the entire premises should be evacuated and the Fire Brigade called. Details of any such incident shall subsequently be reported to the Committee as soon as practical.
10) THE HIRER must ensure that the responsible person (paragraph 1) familiarises themself with the location of firefighting equipment and the standard emergency procedures posted in the Hall and, in particular, checks:
a) that all fire exits are unlocked and panic bolts in good working order;
b) that all escape routes are free of obstruction and can be safely used;
c) that any fire doors are not wedged open;
d) that exit signs are illuminated;
e) that there are no obvious fire hazards on the premises.
11) 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 Food Temperature Regulations. The premises are equipped with a refrigerator.
12) Electrical Appliance Safety. THE HIRER shall ensure that any electrical appliances brought onto the premises are safe and in good working order and used safely 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. In no circumstances may a smoke machine be used; failure to comply will result in the Fire Alarm being triggered and the security deposit will be forfeit.
13) Accidents. THE HIRER must report all accidents involving injury to the public to the Booking Secretary or a member of the 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.
14) Smoking. THE HIRER shall ensure that there is no smoking within the premises.
15) Flammable Substances etc. THE HIRER shall ensure that:
a) highly flammable substances are not brought into, or used in any part of the premises
b) no internal decorations of a combustible nature (e.g. polystyrene, cotton wool) are erected without the consent of the Committee and no decorations are put up near light fittings or heaters.
c) naked flames, (including decorative tea lights) are strictly forbidden.
d) no unauthorised heating appliances are used without the consent of the Committee.
e) Portable Liquefied Propane Gas (LPG) heating appliances shall not be used.
16) Disorderly Behaviour. THE HIRER shall ensure that 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 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.
17) Animals. THE HIRER shall ensure that no animals (including birds) except guide dogs are brought into the premises other than for a special event with the prior agreement of the Committee. No animals whatsoever are to enter the kitchen at any time.
18) 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 sound limitation device provided at the premises and comply with any other licensing condition. The Hirer must obtain a separate authorisation to use the speech-based audio system.
19) Recreation Ground. THE HIRER may use the recreation ground, as part of this booking at the
Committee’s discretion, dependent on the activity involved and availability. Prior permission must be sought from the Booking Secretary. The hall is in a designated ‘Dark Skies’ area and does not provide lighting on the recreation ground. Hirers should consider their needs and make their own provision.
20) End of the hiring. THE HIRER shall be responsible for leaving the premises and surrounds in a clean and tidy condition, properly locked and secured unless directed otherwise. Any contents temporarily removed from their usual positions must be properly replaced, otherwise the Committee shall be at liberty to make an additional charge.
21) Stored Equipment. 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 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 Committee may, at its discretion, remove and/or sell any equipment (other than stored equipment) not removed within 7 days of the event for which it was brought in.
22) Deposits. THE HIRER will:
a) pay 50% of the hire fee on booking and the balance at least ten clear days before the date of use;
b) pay a Security Deposit when making the final payment for hire, to be refunded less any damage or breakages resulting from use of the premises (regular village organisations exempt.)
ROGATE VILLAGE HALL & RECREATION GROUND CHARITY
CONDITIONS OF HIRE
________________________________________
Registered Charity No. 214550
These conditions reflect the Charity’s Health & Safety, Safeguarding, and Data Protection Policies and its Equal Opportunities Statement. These are posted on its website and in the hall and copies are available on request. If the Hirer is in any doubt as to the meaning of any aspect of these Conditions or the Hire Agreement itself, the Booking Secretary should be consulted immediately on 01730 821 347.
For the purposes of these conditions, the term HIRER shall mean an individual hirer or, where the hirer is an organisation, the authorised representative.
1) Responsibility. THE HIRER will appoint a person over the age of 18, who will be in charge of and on the premises at all times when the public are present, and responsible for ensuring that all conditions under this Agreement relating to management and supervision of the premises are met. This person will also be responsible for fire and emergency procedures during the event and will take action in case of fire or other emergency which will include raising the alarm, evacuating the hall, and calling the fire brigade and/or assistance (see paragraph 10).
2) Supervision. THE HIRER will, during the period of the hiring, be responsible for supervision and protection of the premises, its users, and contents. To prevent damage to the flooring, hirers should not wear any studded or mark-making footwear in the main hall, or on any carpeted areas. This includes, but is not limited to, stiletto heels, football boots, cricket and cycling shoes, which may be worn in the changing areas where there is concrete flooring. The hirer will also be responsible for the behaviour of all persons using the premises whatever their capacity, including proper supervision of car-parking arrangements to avoid obstruction of the highway.
3) Use of premises.
a. THE HIRER shall not use the premises (including the car park) 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. The Hirer shall not do anything which may endanger the premises or its users or render invalid any of its insurance policies. The Hirer shall not allow the consumption of alcohol without written permission of the Committee.
b. THE HIRER shall not exceed the following capacities:
Hall Only - 100 Pavilion Only - 40 Hall + Pavilion - 140 Hall + Pavilion (dancing only) - 200
Persons under 18 will be supervised by 1 adult for 10 people.
c. THE HIRER must obtain prior written approval of the Booking Secretary before making any alterations or additions to the premises or installing any fixtures, placards, decorations or other articles. 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 Committee unless removed by the hirer who must make good any damage caused to the premises by such removal.
4) Insurance and indemnity
a) THE HIRER shall be liable for:
i) the cost of repair of any damage (including accidental damage) done to any part of the property, its contents or its surroundings which may occur as a result of the hiring;
ii) all claims, losses, damages and costs made against or incurred by the 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
b) THE HIRER shall take out adequate insurance to insure the Hirer, members of the Hirer's organisation and invitees against the Hirer's liability under sub-paragraph (a) and all claims arising from the hire. On demand, the Hirer shall produce appropriate evidence of cover to the Booking Secretary. Failure to produce such evidence may render the hiring void.
c) The Village Hall is insured against any claims arising out of its own negligence.
5) Licences. THE HIRER shall be responsible for obtaining such licences as may be needed whether for the sale or supply of alcohol, or from the Performing Rights Society, or from Phonographic Performance Limited, or otherwise, and for the observance of the same.
6) Gaming, Betting etc. 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.
7) Childcare and Safeguarding. THE HIRER shall ensure that any activities for children under eight years of age comply with the provisions of the Childcare Act 2006 and the Safeguarding Vulnerable Groups Act 2006 and with the Charity’s Safeguarding Policy which is posted on the website and within the hall. The Hirer shall provide the Committee with a copy of their CRB check and Child Protection Policy on request.
8) Health and Safety. THE HIRER shall comply with all conditions and regulations made in respect of the premises by the Local Authority, the Licensing Authority, and the hall’s Health and Safety Policy, Fire Risk Assessment and emergency procedures, particularly in connection with any event which constitutes regulated entertainment, at which alcohol is sold or provided or which is attended by children.
9) Fire Procedures. The Hall includes an automatic smoke and fire detection system, emergency exits and emergency lighting. In the event of an outbreak of fire, however slight, the entire premises should be evacuated and the Fire Brigade called. Details of any such incident shall subsequently be reported to the Committee as soon as practical.
10) THE HIRER must ensure that the responsible person (paragraph 1) familiarises themself with the location of firefighting equipment and the standard emergency procedures posted in the Hall and, in particular, checks:
a) that all fire exits are unlocked and panic bolts in good working order;
b) that all escape routes are free of obstruction and can be safely used;
c) that any fire doors are not wedged open;
d) that exit signs are illuminated;
e) that there are no obvious fire hazards on the premises.
11) 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 Food Temperature Regulations. The premises are equipped with a refrigerator.
12) Electrical Appliance Safety. THE HIRER shall ensure that any electrical appliances brought onto the premises are safe and in good working order and used safely 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. In no circumstances may a smoke machine be used; failure to comply will result in the Fire Alarm being triggered and the security deposit will be forfeit.
13) Accidents. THE HIRER must report all accidents involving injury to the public to the Booking Secretary or a member of the 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.
14) Smoking. THE HIRER shall ensure that there is no smoking within the premises.
15) Flammable Substances etc. THE HIRER shall ensure that:
a) highly flammable substances are not brought into, or used in any part of the premises
b) no internal decorations of a combustible nature (e.g. polystyrene, cotton wool) are erected without the consent of the Committee and no decorations are put up near light fittings or heaters.
c) naked flames, (including decorative tea lights) are strictly forbidden.
d) no unauthorised heating appliances are used without the consent of the Committee.
e) Portable Liquefied Propane Gas (LPG) heating appliances shall not be used.
16) Disorderly Behaviour. THE HIRER shall ensure that 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 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.
17) Animals. THE HIRER shall ensure that no animals (including birds) except guide dogs are brought into the premises other than for a special event with the prior agreement of the Committee. No animals whatsoever are to enter the kitchen at any time.
18) 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 sound limitation device provided at the premises and comply with any other licensing condition. The Hirer must obtain a separate authorisation to use the speech-based audio system.
19) Recreation Ground. THE HIRER may use the recreation ground, as part of this booking at the
Committee’s discretion, dependent on the activity involved and availability. Prior permission must be sought from the Booking Secretary. The hall is in a designated ‘Dark Skies’ area and does not provide lighting on the recreation ground. Hirers should consider their needs and make their own provision.
20) End of the hiring. THE HIRER shall be responsible for leaving the premises and surrounds in a clean and tidy condition, properly locked and secured unless directed otherwise. Any contents temporarily removed from their usual positions must be properly replaced, otherwise the Committee shall be at liberty to make an additional charge.
21) Stored Equipment. 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 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 Committee may, at its discretion, remove and/or sell any equipment (other than stored equipment) not removed within 7 days of the event for which it was brought in.
22) Deposits. THE HIRER will:
a) pay 50% of the hire fee on booking and the balance at least ten clear days before the date of use;
b) pay a Security Deposit when making the final payment for hire, to be refunded less any damage or breakages resulting from use of the premises (regular village organisations exempt.)
- Cancellation. If THE HIRER cancels a booking on which a deposit has been paid then unless another Hirer is found the deposit is forfeit. The Committee 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 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.
- 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.