THE VILLAGE HALL

REGISTERED CHARITY 0070070

 

 

 

Contents:

1.      Terms and Conditions

2.      Application Form for Hire of Village Hall (Occasional Users)

3.      Application Form for Hire of Village Hall (Regular Users)

 

 

 

TERMS AND CONDITIONS OF HIRE OF THE VILLAGE HALL

 

The Village Hall Management Committee shall be known as the “Committee” for the purposes of this document.

 

The accommodation available at the Village Hall comprises:

 

Capacity

            Main Hall                                                                                                                      140

            Small Meeting room                                                                                                       10

 

1.                   The hirer shall be 18 years of age or over and for the purposes of these conditions shall be the “responsible person”.

2.                   The hirer shall be responsible for:-

a)                  ensuring that the conditions of hire are observed by those attending the function.  Prior to any booking the hirer will be required to sign a form indicating acceptance and understanding of the conditions.

b)                  only using the premises for the purpose as 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 not do anything or bring onto the premises anything which may endanger the same or render invalid any insurance policies in respect thereof.

c)                  the cost of making good damage caused to the premises, furniture, fittings etc.  Any damage shall be reported to the Caretaker.

d)                  arranging and putting away of tables and chairs, the removal of all rubbish, and leaving the Hall, including toilets, kitchen and any other rooms, in a clean and tidy state, properly locked and secured unless directed otherwise, failure to do so may incur an additional charge at the discretion of the Committee.

e)                  Providing black plastic disposable bags and removal of any excessive waste from the Village Hall site.

f)                   ensure that all persons on the premises act in a seemly and orderly manner.

g)                  ensure that the occupancy of the premises specified are not exceeded.

h)                  in the event of a fire, ensure that the fire evacuation procedures are made clear to all people using the hall and that these procedures are adhered to.

i)                    ensure that all exits are kept clear.

j)                    ensure that those attending the function are made aware of the exits which should be used in the event of an emergency.

k)                 ensure that no unauthorised persons are allowed to gain access to the premises.

l)                    ensure that no alcohol is consumed by persons under 18 years of age.

m)                ensure that no illegal substances are brought onto or consumed on the premises.

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

o)                  ensure that any electrical appliances brought by the hirer and/or entertainer to the premises and used there shall be safe and in good working order, and used in a safe manner.

p)                  ensure that if an official bar is in place, no unauthorised alcohol shall be brought onto the premises.

q)                  ensure that under no circumstances, either of the vehicular entrances to the Village Hall premises be blocked in such a way as to prevent access or egress to the premises.

r)                   ensure that no dogs (except guide dogs) are brought into the hall.

s)                  observe all relevant food health and hygiene legislation and regulations if preparing, serving or selling food on the premises.

t)                   obtaining such licenses as may be needed whether for sale or supply of intoxicating liquor.  Sight of such licenses must be provided to the Village Hall Coordinator or any member of the Committee before the day of hiring.

u)                  ensure that any activities for children under eight years of age comply with the provisions of The Childrens Act 1989 and that only fit and proper persons have access to the children.

v)                  ensure that the caretaker or other Committee appointed person is on the premises before leaving the Village Hall.

w)                 ensure that the exit signs are illuminated at all times during the use of the Village Hall.

3.                   Failure to make full payment for hiring the hall at least 1 month prior to the date of hire may result in the cancellation of that booking.

4.                   The Village Hall may be hired during the following hours:-

a)                  Monday to Saturday - 9 am to midnight. Any bar and disco shall end at 11.30pm, premises to be empty by midnight.

b)                  Sunday - 9 am to 11.00 pm.  Any bar and disco shall end at 10.30pm, premises to be empty by 11.00pm.

(With the exception of Christmas Day).

Any variation to the above times will require the express permission of the Committee and at least 28 days notice.

4.                  Failure to vacate the premises on time may, at the discretion of the Committee, result in an additional charge.

5.                  Failure to clear the premises of any equipment at the conclusion of a letting may incur an additional charge at the discretion of the Committee.

6.                  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.

7.                  The Committee do not accept liability for loss or damage to clothing or articles left on the premises.

8.                  Tape or drawing pins shall not be used when putting up notices or posters except on the notice board.

9.                  The Village Hall Management Committee reserves the right to vary the hire charges and the conditions of hire at any time and without notice.

10.              In order that disruption to local residents is kept to a minimum, hirers are asked that those attending a function ensure that the minimum of noise is made on arrival and departure.

11.              The Committee reserves the right to cancel this hiring in the event of the hall being required for use as a Polling Station for a Parliamentary, European or Local Government election or bye-election, in which case the Hirer shall be entitled to a refund of any deposit already paid.

12.              The Village Hall Coordinator reserves the right to refuse a booking unless inadequate adult supervision of the occasion is provided.  Details of such adult supervision shall be provided if requested by the Village Hall Coordinator.

13.              The Committee reserves the right 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 such monies including the deposit or a proportion of the same as have been paid by the hirer to the Committee but the Committee shall not be liable to make any further payment to the hirer.

IMPORTANT - SMOKE MACHINES.  Smoke Machines cause problems with our fire sensors and trigger our alarm system.  These machines MUST NOT BE USED within the hall. 

INFORMATION

Any complaints relating to the hire of the Village Hall should be made initially to the Village Hall Coordinator, the Caretaker or any member of the Committee.

If the matter is not resolved, complaints should be made in writing to The Chair, Village Hall Management Committee, The Village Hall, 110 High Street, Town,  Postcode

VILLAGE HALL COORDINATOR – Jayne Simpson – 01700 875000

CARETAKER - Mr T Redman - 01700 873100

COMMITTEE MEMBERS:

            Councillor Mrs P Rhodes - 01700 872000

Councillor Mrs A Beckett (Chair) - 01700 590600

Councillor A Boyer - 01700 874200

            Councillor M Coupe - 01700 872700

            Councillor G Foley – 01700 590600

            Councillor Mrs P Trevelyan - 01700 872800

 

 

Jayne Simpson

Village Hall Coordinator

 

 


 

 

THE VILLAGE HALL

REGISTERED CHARITY 0070070

 

 

APPLICATION FORM FOR THE HIRE OF THE VILLAGE HALL

OCCASIONAL OR ONE-OFF USERS ONLY

 

 

Name of Hirer ……………………………..               Telephone No. ……………………………

(the “Responsible Person”)

                                                                                   

Address     ……………………………………          Email……………………………………………….. 

………………………………………………….

………………………………………………….

………………………………………………….

 

Date(s) of hire …………………………….                Time:  From …………… To ……………..

 


Room(s) required            - Hall

 


                                       - Small meeting room

 


                                       - Kitchen

 

Purpose of Hire ……………………………………………………………………………….

 

Numbers attending ………………………

 

Is alcohol to be consumed on the premises? - YES/NO

 

If yes, please give the name, address and telephone number of who will be providing the bar.

 

Name ………..….…………………………..             Telephone No. …………………………

 

Address     ……………………………………

……………………………………………….

……………………………………………….

……………………………………………….

 

Will there be a disco? – YES/NO

 

If yes, please give name, address and telephone number of who will be providing the disco.

 

Name ………..….…………………………..             Telephone No. …………………………

 

Address     ……………………………………

……………………………………………….

……………………………………………….

……………………………………………….

 

Do you require use of the Village Hall crockery? - YES/NO

 

Do you require use of chairs and tables? – YES/NO

 


I hereby confirm that I understand and agree to abide by the Terms and Conditions of Hire, as laid down by the Village Hall Management Committee, a copy of which has been provided to me as the “Responsible Person”.

 

 

Signed ……………………………………..               Dated ………………………………….

 

THIS FORM ACTS AS CONFIRMATION OF BOOKING.  WITHOUT RETURN OF THIS FORM, THE BOOKING IS NOT SECURED. 

 

A deposit OF £10.00 (or full charge, whichever the least) shall be paid wITH this BOOKING form.  The balance shall be due 1 month prior to use.  Cheques are made payable to The Village Hall Management Committee.

 

IMPORTANT - SMOKE MACHINES.  Smoke Machines cause problems with our fire sensors and trigger our alarm system.  These machines MUST NOT BE USED within the hall. 

 

Please return to:  Mrs. J. Simpson, Village Hall Coordinator, The Village Hall, 110 High Street, Town, Postcode

 


 

THE VILLAGE HALL

REGISTERED CHARITY 0070070

 

 

APPLICATION FORM FOR THE HIRE OF THE VILLAGE HALL

 

REGULAR USERS ONLY

 

This form is to be completed by groups/individuals who wish to hire the hall on a regular basis ie once a week or once a month.

 

Name of Hirer ……………………………..               Telephone No. …………………………

(the “Responsible Person”)

 

Name and Address of Group:                                       ………………………………………………

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

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

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

 

Email………………………………………………………

 

What day(s) of the week do you wish to use the hall? …………………………………..

 

What times?:  From ………………… To …………………

 


How often?  WEEKLY                                                MONTHLY

 

WHEN DO YOU WISH TO START? ________________________________________

 

Will you use the hall every week/month during the year or will there be breaks in this?  If there are to be breaks in hire, please give details: …………………….……………………………………………………………………………….

…………………………..…………………………………………………………………………

 


Room(s) required            - Hall

 


                                       - Small meeting room

 


                                       - Kitchen

 

Purpose of Hire ……………………………………………………………………………….

 

Likely numbers attending ………………………

 

Do you require use of the Village Hall crockery? - YES/NO

 

Do you require use of chairs and tables? – YES/NO

 


 

 

I hereby confirm that I understand and agree to abide by the Terms and Conditions of Hire, as laid down by the Village Hall Management Committee, a copy of which has been provided to me as the “Responsible Person”.

 

Signed ……………………………………..               Dated ………………………………….

 

THIS FORM ACTS AS CONFIRMATION OF BOOKING.  WITHOUT RETURN OF THIS FORM, THE BOOKING IS NOT SECURED. 

 

I understand that payment for the use of the hall shall be paid regularly every 4 weeks from the start of use.  Cheques are made payable to The Village Hall Management Committee.

 

IMPORTANT - SMOKE MACHINES.  Smoke Machines cause problems with our fire sensors and trigger our alarm system.  These machines MUST NOT BE USED within the hall. 

 

Please return to:  The Village Hall Coordinator, The Village Hall, 110 High Street, Town,  Postcode