Datchet Village Hall – Standard Terms and Conditions of Hire
The Hirer shall be over 21 years of age, and will be responsible for ensuring that:
a) the named Responsible Person is present at all times during the event.
b) the hire times are adhered to.
c) the Hall is cleared immediately after the function except by prior arrangement with the Management Committee.
d) all the supplied equipment such as chairs and tables are put away in a clean condition in the storeroom, and all Hirer’s own equipment is removed from the site.
e) all areas used, including the kitchen, are left clean and tidy; the Safer Food Better Business protocols to be adhered to where applicable.
f) the Responsible Person hands over to the Caretaker at the end of the event and reports any damages.
During the period of the hiring, the Hirer will be responsible for the fabric and contents, 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. Cars must not be parked on the grassed areas. As directed by the Management Committee the Hirer shall make good or pay for all damage (including accidental damage) to the premises or curtilage, or to the fixtures, fittings or contents and for loss of contents.
No alcohol is to be sold during hire unless the Hirer has obtained an Occasional Licence for the Hall for the period of hire, and has agreed this with the Management Committee.
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 Management Committee.
Cancellations must be made in writing, and the following cancellation charges will be made: Within 7 days 100% of the total booking fee, within 14 days 50% of total booking fee, over 14 days but less than a month 25%, with full refund for a month’s notice. All of the above are subject to a minimum cancellation charge of £10.
The Management 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 Governments election of by-election, if the Management Committee reasonably considering that such hiring will lead to a breach of licensing conditions or other legal or statutory requirements, if the premises becoming unfit for the use intended by the Hirer or in the event of 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 Management Committee shall not be liable to the Hirer for any resulting direct or indirect loss or damages whatsoever.
The Hirer shall ensure that only fit and proper persons have access to the Hall while children are on the premises; the Hirer shall further be responsible for the safety of such children during the hire period..
6. Electrical Appliance Safety
The Hirer shall ensure that any electrical appliances brought by them to the premises shall be safe, in good working order, and used in a safe manner. Where a residual circuit breaker is provided the Hirer must make use of it in the interests of public safety.
7. Fire procedure and fire risks
The Responsible Person must make themselves aware of fire exits and emergency procedures for the Hall. All fire doors and exits must be kept clear and unlocked at all times. The Fire Brigade shall be called to any outbreak of fire, however slight, and details shall be given to the Secretary of the Management Committee. No naked flames, candles, are allowed in the hall.
8. Fireworks and confetti
No fireworks displays are allowed at any time from the Hall patio or surrounding grass areas. The use of cannon confetti is also banned.
9. 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 each member of the Management Committee against any proceedings arising from any breach of this condition
10. 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.
The Hirer shall ensure that the Village Hall holds a Performing Society Rights Licence which permits the use of copyright music in any form. If other licences are required in respect of any activity the Hirer should ensure that they hold the relevant licence or the Village Hall holds it.
The Hirer shall ensure that the minimum of noise is made on arrival and departure, particularly late at night. 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.
13. 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 approval of the Management Committee. Any alterations, fixture or fitting, or attachment so approved must be removed by the Hirer, who must make good to the satisfaction of the Management Committee.
14. Personal Injury
The Management Committee accepts no liability for personal injury caused to any person on the premises outside the scope of its Property Owner’s Liability Insurance.
15. Public Safety
The Hirer acknowledges that they have received instruction in the following matters:
a) The action to be taken in the event of fire. This includes calling the Fire Brigade and evacuating the Hall
b) The location and use of fire equipment
c) Escape routes and the need to keep them clear
d) Method of operation of escape door fastenings
e) Appreciation of the importance of any fire doors and of closing all fire doors at the time of a fire
In advance of an entertainment or play the Hirer shall check the following items:
a) All fire exits are to be unlocked and panic bolts in good working order
b) All escape routes are to be free of obstruction and can be safely used
c) No fire doors are to be wedged open
d) Exit signs are illuminated
e) There are no obvious fire hazards on the premises.
Rubbish containers are provided situated outside the kitchen. The cost of removing anything left outside these containers will be taken from the deposit. Oil must not be poured down the drains but should be removed at the end of the event, or left outside the kitchen door in a suitable container where the Hall Committee will deal with its disposal.
17. 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.
It is against the law to smoke in these premises. If smoking outside please dispose of cigarette butts with care.
19. Stored Equipment
The Management Committee accepts no responsibility for any stored equipment or other property brought on to or left at the premises. All equipment and other property 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.
Failure by the Hirer to remove within 7 days property brought on to the premises will result in a charge to the Hirer for any costs incurred in storing and selling, or otherwise disposing of the same.
There is no telephone available at the Hall, so the Responsible Person should ensure there is a mobile phone available for emergency use.
21. Use of Premises
The Hirer shall not use the premises for any purpose other than that described in the Hire Agreement, and shall not sub-hire or allow the premises to be used for any unlawful purpose or bring onto the premises anything which may endanger the same or render invalid any insurance policies.
Cars are parked at their owner’s risk. Clothing and valuables are taken onto the premises at their owner’s risk and the Management Committee accepts no liability for loss or damage to such items.
The Hiring Agreement constitutes permission only to use the premises and confers no tenancy or other right of occupation on the Hirer.