Hiring Terms & Conditions

Barlaston Village Hall - Hiring Agreement

 

It is important that you (the hirer) read and understand the content of this hiring agreement as on signing, you enter into a contract that could be used in evidence should legal action become necessary.Failure to sign and return the agreement upon booking will invalidate your reservation.

 

 

DATED …………………………………………………………

 

Part A

 

PARTIES         

 

(1)   The Village Hall named in clause 2.2 acting by its management committee.

(2)   The person or organisation named in clause 2.3.

 

 

AGREED as follows:

 

1.         Throughout this Agreement:

•           the Village Hall named in clause 2.2 is referred to as “we”; “our” is to be construed accordingly and

           “we” and “us” mean and include the Village Hall’s charity trustees, employees, volunteers, agents and

            invitees

•           the person or organisation named in clause 2.3 is referred to as “you”; and “your” is to be construed

            accordingly; “you” also includes the members of your management committee (if appropriate), your

           employees, volunteers, agents and invitees

•           where you must seek our consent, tell us about something or give us something, you must speak to

           and seek consent from the Hall Secretary or, if the Hall Secretary is not available, any of our charity

           trustees.

 

2.     In consideration of the hire fee described in clause 2.4, we agree to permit you to use the premises described in clause 2.5 for the purpose described in clause 2.6 for the period(s) described in clause 2.1. The details inserted in sub-clauses 2.1 to 2.6 below and the answers to the questions in sub-clauses 2.7 to 2.11 are terms of this Agreement. This Agreement includes the annexed Standard Conditions of Hire and the Special Conditions of Hire (if any) set out in the attached Schedule.

 

 

2.1   Date(s) required

 

        Please note all events must finish by midnight (11pm Monday to Thursday).  Anyone clearing away may remain until 12:30am. 

 

  • One off events:

       

        Day(s)…………………………….…..…                Month……………………….              Year…………………..

 

       

        Time required (Hours)…………….                  From…………………………

 

       

        Set up/clear down time………………………………………………………..

 

 

  • Regular hirers:

 

        Day(s)…………………………….…..………………………………………….                   Time required (Hours)…………….        

 

        From…………………………                              Set up/clear down time………………………………………………………..

 

                                                                                                                                                                       

2.2   Village Hall

 

        (a)  Registered Charity No. 5226D2

(b)  Authorised Representatives –

Mrs Sandie Buxton (Treasurer)

Address:            22 Tittensor Road, Barlaston, ST12 9DN

Tel:                   01782 373395

Email:               sandiebux2@yahoo.com

 

Mr Gareth Jones (Chairman)

Address:            Whistlers, 6 Tittensor Road, Barlaston, ST12 9DN

Tel:                    01782 372349

Email:                barlastonvillagehall@gmail.com

 

 

 2.3  Hirer:

       

  • Name........................................................................................................

 

  • (a) Organisation..........................................................................................

 

  • (b) Name of Organisation’s Authorised Representative……………........……………………………………………………………………

 

Address……………………………………………………………………………………………………………………………………………..

 

…………………………………………………………………………………………………………………………………………………………

 

Telephone Numbers……………………………………………………………………………………………………………………………

 

Email…………………………………………………………………………………………………………………………………………………

 

 

2.4   Hire Fee                                      

 

        Hire Fee                £……………………                                       

        Deposit                  £……………………                                   

       

        You must pay a deposit which you will be informed of by the Booking Secretary at the time you sign this Agreement, you will be provided with a booking reference number.  You must pay the balance of the booking fee 14 days prior to the event.

 

        We will refund the deposit within 28 days of the termination of the period of hire provided that no damage or loss has been caused to the premises and/or contents, nor complaints made to us about noise or other disturbance during the period of the hiring as a result of the hiring.

If you provide your bank information, deposits will be returned via BACS transfer.

Account Name___________________________________________________________

Sort Code     _    _   -   _   _   -   _   _

Account Number  _   _   _   _   _   _   _   _

 

Cheques may be made payable to Barlaston Village Hall or alternatively by bank transfer to National Westminster Bank Plc, sort code: 010847, a/c no: 01042254.

Please use the booking reference provided in all correspondence, this is to be written on the back of cheques.

Please note:

  • Hire charges are for no less than 1 hours duration – for the first hour.

  • All invoices to regular users must be paid within 30 days of the invoice date or interest charges may be levied

 

2.5   Cancellation

        If you wish to cancel your booking, you must give our Booking Secretary at least 14 days’ written notice of any cancellation and if we are unable to conclude a replacement booking, we will, in our complete discretion, return the deposit or require payment of the hire fee.

 

        We reserve the right to cancel this Agreement by giving you written notice in the event of:

 

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

  • our reasons considering that (a) such hiring will lead to a breach of licensing conditions,if applicable, or other legal or statutory requirements, or (b) unlawful or unsuitable activities will take place at the premises as a result of this hiring;

  • the premises becoming unfit for your intended use;

  • 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.

  • Or for any other reason we see fit

        In any such case you will be entitled to a refund of any deposit already paid, but we will not be liable to you for any resulting direct or indirect loss or damages whatsoever.

            Is this a commercial hire?                    Yes / No

 

“Village halls are usually held on strict trusts which require the management committee to ensure that the hall is administered in accordance with those trusts. Accordingly we are bound to preserve and hereby reserve the right to terminate this Agreement by not less than seven days’ notice in writing to you in the event of the hall being required on the same date/time for the fulfilment of its charitable purposes.

 

In the event of such termination by us, we will refund to you all monies paid by you to us. We will not, however, be liable to make any further payment to you in respect of expenses, costs or losses incurred directly or indirectly by you in relation to any such termination.”

 

 

2.6   Premises

 

        Please indicate which parts of the hall you wish to hire:

 

 Whole of hall………………………………..

 

        If part of hall please specify……………

 

        Storage of equipment…………………….

 

 

2.7       Purpose/description of hiring:

 

2.8       Will tickets be sold for your event?           Yes / No

 

2.9       Is food to be provided at the event?         Yes / No

 

2.10     Is alcohol to be provided at the event?    Yes / No

 

2.11     Will there be exhibition of a film? Yes / No

 

2.12      Will live music be performed or

            recorded music played?                          Yes / No

 

3.     You agree not to exceed the maximum permitted number of people per room including the organisers/performers

 

            Main hall (120):                                              

 

          Committee room (25):                                         

 

4.     The hall has a licence:

 

            with the Performing Right Society (PRS) for the performance of copyright music

 

            from Phonographic Performance Licence (PPL).

 

4.1  We have a Premises Licence authorising regulated entertainment only.  You hereby acknowledge receipt of a copy of the conditions of the Premises Licence and/or Operating Schedule for the premises, in accordance with which the hiring must be undertaken, and agree to apply with all obligations therein.

 

(i)    You agree that if regulated entertainment, not covered by our Premises Licence, is to be held you must obtain our consent to give notice of a TEN to the licensing authority. We will advise if a TEN is not needed.

 

(ii)    You agree to give us notice of your intention to provide alcohol at the event and to give notice of a TEN to the licensing authority.

 

If you fail to comply with (i) or (ii) above, we will cancel the hiring without compensation. This is because there is a limit on the number of TENs that can be granted annually for any premises.  Lack of co-operation could affect future fundraising by us and by local voluntary organisations.

 

 

5.    You agree with us to be present (by your authorised representative, if appropriate) during the hiring and to comply fully with this Agreement.

 

6.     We and you hereby agree that the Standard Conditions of Hire (see below), together with any additional conditions imposed under the Premises Licence or that we deem necessary, form part of the terms of this Agreement unless we and you agree in writing.

 

7.     None of the provisions of this 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 Agreement.

 

 

Signed by the person named at 2.2(b) above, duly authorised, on behalf of the Village Hall.

 

 

……………………………………………………………………………………………………Booking Secretary

 

Signed by the person named at 2.3(a) above or at 2.3(c) above, duly authorised, on behalf of the organisation named at 2.3(b) above, where applicable.

 

 

……………………………………………………………………………………………………………………………….Hirer

 

Personal Data

We confirm that except for circumstances where we are legally required to do so, the personal data and contact information that we hold in relation to you will only be shared with other Barlaston Village Hall Committee members or Trustee.It will not be shared with any other third parties and retained only for contractual purposes.All correspondence relating to the booking will be deleted following the satisfactory conclusion of the hiring event(s).

Part A - To be signed at the point of booking the hall and paying the deposit

 

Part B - Standard Conditions of Hire

 

If you are in any doubt as to the meaning of any of the Conditions, you must seek clarification from us without delay.

 

 

1.         Age

You, not being a person under 21 years of age, hereby accept responsibility for being in charge of and on the premises at all times when the public are present and for ensuring that all Standard Conditions under this Agreement relating to management and supervision of the premises are met.

 

2.         Supervision

            During the period of the hiring, you are responsible for:

            (i)      supervision of the premises, the fabric and the contents;

            (ii)     care of the premises, safety from damage however slight or change of any sort; and

            (iii)    the behaviour of all persons using the premises whatever their capacity, including     proper supervision of car parking arrangements so as to avoid obstruction.

 

As directed by us, you must 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

You must not use the premises (including the car park, if any) for any purpose other than that described in the Agreement and must not sub-hire or use the premises or allow the premises to be used for any unlawful or unsuitable purpose or in any unlawful way nor do anything or bring on to the premises anything which might endanger the premises or render invalid any insurance policies covering the premises nor allow the consumption of alcohol without our permission.

 

4.     Insurance and indemnity

(i)    You are liable for:

(a)   the cost of repair of any damage (including accidental and malicious damage) done to any part of the premises including its curtilage or its contents

(b)   the cost of repair of any damage (including accidental and malicious damage) done to our WiFi service

 

(ii)    We will take out adequate insurance to insure the liabilities described in sub-clauses (i) (a) and (b) above and may, in our discretion and in the case of non-commercial hirers, insure the liabilities described in sub-clauses (i) (c) and (d) above. We will claim on our insurance for any liability you incur but you must indemnify us against:

(a)   any insurance excess incurred and

(b)   the difference between the amount of the liability and the monies we receive under the insurance policy.

 

(iii)   Where we do not insure the liabilities described in sub-clauses (i) (c) and (d) above, you must take out adequate insurance to insure such liability and on demand must produce the policy and current receipt or other evidence of cover to our Booking Secretary. If you fail to produce such policy and evidence of cover, we will cancel this Agreement and re-hire the premises to another hirer.

        We are insured against any claims arising out of our own negligence.

 

5.     Gaming, betting and lotteries

        You must ensure that nothing is done on or in relation to the premises in contravention of the law relating to gaming, betting and lotteries.

 

6.     Film

        You must restrict children from viewing age-restricted films classified according to the recommendations of the British Board of Film Classification. You must ensure that you have the appropriate copyright licences for film.  This Agreement confers the required permission on you. (The Deregulation Act 2015 requires you to have our written permission to show a film).

 

7.     Safeguarding children, young people and vulnerable adults

        You must ensure that any activities for children, young people and other vulnerable adults are only provided by fit and proper persons in accordance with the Safeguarding Vulnerable Groups Act 2006 and any subsequent legislation.  When requested, you must provide us with a copy of your Safeguarding Policy and evidence that you have carried out relevant checks through the Disclosure and Barring Service (DBS).

 

8.     Public safety compliance

        You must comply with all conditions and regulations made in respect of the premises by the Local Authority, the Licensing Authority, and our 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. You must also comply with our health and safety policy.

        You must call the Fire Service to any outbreak of fire, however slight, and give details to our Hall Secretary.

        (i) You acknowledge that you 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. (Include diagram of location when handing over keys.)

        •   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.

        •   Location of the first aid box.

        (ii) In advance of any activity whether regulated entertainment or not you must check the following items:

        •   That all fire exits are unlocked and panic bolts are in good working order.

        •   That all escape routes are free of obstruction and can be safely used for instant free public exit.

        •   That any fire doors are not wedged open.

        •   That exit signs are illuminated.

        •   That there are no fire-hazards on the premises.

  • That emergency lighting supply illuminating all exit signs and routes are turned on during the whole of the time the premises are occupied (if not operated by an automatic mains failure switching device).

 

9.  Timing and noise

Please note all events must finish by midnight (11pm Monday to Thursday).  Anyone clearing away may remain until 12:30am.  You must ensure that the minimum of noise is made on arrival and departure, particularly late at night and early in the morning. You must, 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.  The doors and windows must be kept closed to minimise any noise.

 

10.   Drunk and disorderly behaviour and supply of illegal drugs

        You must ensure that in order to avoid disturbing neighbours of the hall and avoid violent or criminal behaviour:

        (i) no one attending the event consumes excessive amounts of alcohol

        (ii) no illegal drugs are brought onto the premises.

        Drunk and disorderly behaviour is not permitted either on the premises or in its immediate vicinity. We will ask any person suspected of being drunk, under the influence of drugs or who is behaving in a violent or disorderly way to leave the premises in accordance with the Licensing Act 2003.

 

11.   Food, health and hygiene

        You must, 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.

 

12.   Electrical appliance safety

        You must ensure that any electrical appliances brought by you to the premises and used there are safe, in good working order, and used in a safe manner in accordance with the Electricity at Work Regulations 1989 and/or any subsequent regulations. Where a residual circuit breaker is provided you must make use of it in the interests of public safety.  Your equipment may be visually inspected for safety before use and must have a recent PAT test.  Any third party or equipment hired in should also be PAT tested by the supplier and have appropriate insurance cover.

 

13.   Stored equipment

        We accept 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 we will charge fees each day or part of a day at the hire fee per hiring until the same is removed unless otherwise agreed with the Booking Secretary.

        We may, in our discretion, dispose of any items referred to below by sale or otherwise on such terms and conditions as we think fit, and charge you any costs we incur in storing and selling or otherwise disposing of the same, in any of the following circumstances:

(i)  your failure either to pay any charges in respect of stored equipment due and payable or to remove the same within seven days after the agreed storage period has ended

(ii) your failure to dispose of any property brought on to the premises for the purposes of the hiring.

 

14.   Smoking

        You must comply with the prohibition of smoking in public places provisions of the Health Act 2006 and regulations made thereunder. We will ask any person who breaches this provision to leave the premises. You must ensure that anyone wishing to smoke or vape does so outside and disposes of cigarette ends, matches etc. in a tidy and responsible manner, so as not to cause a fire.     

 

15.   Accidents and dangerous occurrences

        You must report to us as soon as possible any failure of our equipment or equipment brought in by you. You must report all accidents involving injury to the public to us as soon as possible and complete the relevant section in our accident book. You must report certain types of accident or injury on a special form to the Incident Contact Centre. Our Hall Secretary will give assistance in completing this form and can provide contact details of the Incident Contact Centre. This is in accordance with the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013 (RIDDOR).

 

16.   Explosives and flammable substances

You must ensure that:

  • Highly flammable substances are not brought into, or used in any part of the premises.

  • No internal decorations of a combustible nature (e.g. polystyrene, cotton wool) are erected without our consent.

 

17.   Heating

        You must ensure that no unauthorised heating appliances are used on the premises when open to the public without our consent. You must not use portable liquefied propane gas (LPG) heating appliances.

 

18.   Animals

        You must ensure that Guide dogs, Hearing dogs and assistance dog owners are allowed on the premises.

 

19.   Fly posting

        You must not carry out or permit fly posting or any other form of unauthorised advertisements for any event taking place at the premises, and must indemnify and keep indemnified us accordingly against all actions, claims and proceedings arising from any breach of this Condition. If you fail to observe this Condition you may be prosecuted by the local authority.

20.   Sale of goods

        You must, if selling goods on the premises, comply with Fair Trading Laws and any code of practice used in connection with such sales. In particular, you must ensure that the total prices of all goods and services are prominently displayed, as must be the organiser’s name and address and that any discounts offered are based only on Manufacturers’ Recommended Retail Prices.

21.   Wi-Fi Services

        When using the Wi-Fi service you agree at all times to be bound by the following provisions:

        (i) not to use the Wi-Fi service for any for the following purposes:

        (a) disseminating any unlawful, harassing, libellous, abusive, threatening, harmful, vulgar, obscene or otherwise objectionable material or otherwise breaching any laws;

        (b) transmitting material that constitutes a criminal offence or encourages conduct that constitutes a criminal offence, results in civil liability or otherwise breaches any applicable laws, regulations or code of practice;

        (c) interfering with any other persons use or enjoyment of the Wi-Fi service; or

        (d) making, transmitting or storing electronic copies of material protected by copyright without permission of the owner;

        (ii) to keep any username, password, or any other information which forms part of the Wi-Fi service security procedure confidential and not to disclose it to any third party.

 

22.   End of hire

        You are 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 we will make an additional charge.  These charges will be applied based upon the amount of time the Caretaker needs to bring the facilities back to the standards met upon hiring:

    Time      Cost

    15 mins  £2.50

    30 mins  £5.00

    45 mins  £7.50

    1 Hour   £10.00

 

           Please see the obligations from you at the end of your hire below:

 

  • Ensure all tables/chairs/other equipment are stored in designated areas as advised

  • Stage vacuumed if used

  • All areas of Hall/Kitchen/Meeting Room/Toilets used, to be left in a clean condition

  • Bins emptied and waste removed

  • All windows closed

  • All lighting /electrical equipment to be switched off

  • Heating to be switched off

  • Hall securely locked

  • Exterior – all debris left by hirers to removed

 

23.   No alterations

        You must not make any alterations or additions to the premises nor install or attach any fixtures or placards, decorations or other articles in any way to any part of the premises without our prior written approval. In our discretion, any alteration, fixture or fitting or attachment which we have approved may remain in the premises at the end of the hiring. Such items will become our property unless you remove them and you must make good to our satisfaction any damage you cause to the premises by such removal.

 

24.   No rights

        This Agreement constitutes permission only to use the premises and confers no tenancy or other right of occupation on you.

 

25.  Licensing

  We are licensed for entertainments and to sell alcohol, subject to certain conditions. If you are interested in this service, please speak to our Booking Secretary.  You will also need to contact Mr Anthony Baddeley of the Duke of York Public House, Longton Road, Barlaston, Stoke on Trent ST12 9AA, tel: 01782 373316. Mr Anthony Baddeley is legally responsible for running the bar.  If there is a paid bar, you or your guests are not permitted to bring your own alcohol.  Anyone who does so will be asked to leave and the event may be cancelled.

 

26.  Access

        The entry and exit lanes to the rear car park must be kept clear.  You may unload near to the door but then move your vehicle immediately. Access to neighbours driveways must be kept clear at all times

27. Disabled Facilities

There is a disability access ramp to the front and the side of the main hall enabling wheelchair access. Disabled toilet facilities are also located in the main hall. There is no disabled access or disabled toilet facilities in the committee room. There is no right of access through the committee room to the main hall.

 

28.  Waste

  We support recycling, but we are restricted to one bin. We will provide 1 bin bag per hire and you must remove any excess rubbish from the site – there are recycle bins at the Downs car park.  We may make a charge for the removal of additional waste.

 

 

 

Signed by the hirer………………………………………………………………… Date……………..………………………………………………….

 

Part B - To be signed after being shown round on the date of hire

Barlaston Village Hall is a registered charity, Number 522602.

Barlaston Village Hall,

 Staffordshire, ST12 9AA

1 Longton Road, Barlaston,

This site was designed with the
.com
website builder. Create your website today.
Start Now