01780 754621 or 07751 098996

Conditions Of Hire

THE HIRER TO COLLECT THE KEY FROM 36 ST JOHNS CLOSE, RYHALL, PE9 4HS AND RETURN TO THE SAME PERSON AND PLACE OF COLLECTION IMMEDIATELY AFTER LEAVING THE HALL UNLESS AGREED OTHERWISE

Supervision

The Hirer will, during the period of the hiring, be responsible for supervision of the premises.

Electrical Appliance Safety

The Hirer shall ensure that any electrical appliances brought by him to the premises and used there should be safe and in good working order, and used in a safe manner.  They should also be PAT tested.

Accidents

The Hirer must report all accidents involving injury to the public to a member of the Management Committee as soon as possible.  Any failure of equipment either that belonging to the hall or brought in by the hirer must also be reported as soon as possible.

Cancellation

If the Hirer wishes to cancel the booking before the date of the event and the committee 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 Committee.

Refusal of Booking

The Committee reserves the rights to refuse a booking without notice or to cancel this hiring agreement at any time either before or during the term of the agreement upon giving 7 days’ notice in writing to the Hirer.

The Hirer shall be entitled upon such notice, to reimbursement of the deposit or a proportion that has been paid by the Hirer to the Committee.  The Committee shall not be liable to make any further payment to the Hirer.

End of Hire

The Hirer shall be responsible for leaving the premises and surrounding area in a clean and tidy condition, all heating and lighting switched off, premises properly locked and secured, unless directed otherwise, and any contents temporarily removed from their usual positions properly replaced, otherwise the committee shall be at liberty to make an additional charge.

Rubbish and Recycling

Please recycle in the grey wheelie-bins and place rubbish in the black landfill wheelie-bins provided.  If bins are full the Hirer must take excess recyclables and rubbish away.  Failure to do this may result in retention of the deposit paid.

Car Park

The hall car park will accommodate a good number of cars if they are parked sensibly.  Please make sure that the footpaths are left clear and do not park on the grass verge opposite the village hall and adjacent to the library.

Consideration for Others

Please leave quietly at the end of your function.
Please leave the hall clean and tidy. In particular wipe the tables before putting away
In-line with the current law, the village hall is a non-smoking venue.  Should this law be ignored by any hall user and cause an accident or damage, liability is the responsibility of the hirer and not the Village Hall Management Committee.  A cigarette/ash disposal unit is situated on the external wall of the toilet block adjacent to the ladies toilet window.
All furniture should be returned to its correct place.

Cleaning Equipment

All cleaning equipment is located in the small room, where the tables are stored.  This includes a mop and bucket, broom, brush and dustpan.  You will need to bring your own tea towels and dishcloths.

Kitchen Equipment

The kitchen contains a refrigerators, freezer, large cooker, microwave, dishwasher and a water boiler suitable for making hot beverages, which is safe to leave switched on for the duration of your function.  There is a separate heater for washing up water.  The electrical switches are situated on the right-hand side adjacent to the sink.  We have ample crockery and cutlery.

Main Hall

There are pest control devices in several sockets around the building.  These must not be switched off or removed from the sockets.

Toilet Facilities

There are male, female and disabled toilets with baby changing facilities.

Licences

The Hirer shall ensure that no-one under the age of 18 will be sold or sell alcohol and any person appearing to be under the age of 18 will be required to provide suitable identification.  The Hirer shall sign a document to accept responsibility for all alcohol sales.  This document states that it is their responsibility for all alcohol sales and that it is an offence to sell or supply alcohol to a person under the age of 18 and to those drunk or disorderly and to allow disorderly conduct on the premises.

The Village Hall holds a music licence with the Performing Rights Society.

The Premises Licence is operational from 9am to midnight on the date of your function.  Outside of these times only those helping to clear up the hall are permitted onto the premises.

Fire and Emergency

Hirers of the hall should make themselves aware of the emergency exits, fire-fighting equipment etc., and it is the responsibility of the Hirer to familiarise themselves with the action to be taken in the event of a fire or serious incident and re-confirm the location of fire exits, fire-fighting equipment and how to contact the emergency services. Please note escape routes and the importance of keeping them clear and the method of operation of escape doors.  The Hirer is responsible for informing all occupants of the location of fire exits, and procedure to be followed should evacuation be necessary.  A responsible adult should ensure that any disabled person is adequately supervised and made aware of the evacuation process should it be necessary.

The nearest public telephone box is situated in New Road, Ryhall. Turn left out of the building, follow the road round to the Square, continue past the Green Dragon Public House and the Telephone Box is situated 50 metres on the left hand side.

Supervision

The Hirer shall, during the period of hire, be responsible for the supervision of the premises, the fabric and the contents, their care, safety from damage 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 Hall Secretary, the hirer shall make good or pay for all damage (including accidental damage) to the premises, fixtures, fittings or contents and for loss of contents.

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 that may endanger the same or render invalid any insurance policies in respect thereof nor allow the consumption of alcohol without written permission.

Gaming ~ Betting or 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.

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 Local Magistrates' Court or otherwise, particularly in connection with any event which includes public dancing or music or other similar public entertainment or stage plays. (A copy of our Premises Licence is available to view on request).

Health and Hygiene

The Hirer shall, if preparing, serving or selling food observes all relevant food health and hygiene legislation and regulations.

Electrical Appliance Safety

The Hirer shall ensure that any electrical appliances brought by them to the premises and used there shall be safe and in good working order and used in a safe manner.

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 (situated on main notice board in foyer). Any failure of equipment either belonging to the Village Hall or brought in by the Hirer must also be reported as soon as possible.

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.

Compliance with The Children Act 1989

The Hirer shall ensure that any activities for children under 8 years of age comply with the provisions of the above act and that only fit and proper persons have access to the children.

Sale of Goods

The Hirer shall, if selling goods on the premises, comply with Fair Trading Laws and any codes of practice used in connection with such sales. The Hirer shall ensure that the full price of all goods and services are prominently displayed as shall be the organisers name and address and that any discounts offered are based only on Manufacturers Recommended Retail Prices.

Cancellation

If the Hirer wishes to cancel the booking before the date of the event and the Village Hall 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 Village Hall.

The Village Hall reserves the right to cancel this hiring by written notice in the event of:

The premises being required for use as a Polling Station.
The Village Hall Management Committee consider that such a hiring leads to a breach of licensing conditions or other legal requirements or unlawful or unsuitable activities will take place at the premises as a result of this hiring.
The premises becoming unfit for use by the Hirer.
Maintenance or other works need to be carried out.
Another function or event needs to take place at this time.

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.

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.

Noise

The Hirer shall ensure that the minimum of noise is made on arrival and departure ~ particularly late at night

Stored Equipment

The Village Hall 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.

Anything stored within the Village Hall must be stored correctly so as not to attract vermin or other pests.

Alterations (decorations)

No alterations or additions may be made to the premises without permission of the Hall secretary. On removal of any permitted alterations/decorations, damage must be made good to the satisfaction of the Hall secretary.

Bouncy Castles

Please note that bouncy castles are permitted inside the hall provided that their use is covered by the suppliers Public Liability Insurance and they are designated for indoor use.

No Rights

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

Any comment or observation you may have regarding your hire should be addressed to the Village Hall Management Committee via the Secretary.

We hope that your function is successful and should you require any further information please do not hesitate to contact the Secretary via phone, 01780 754621 or email anne.virgin@btopenworld.com