Awbridge Village Hall
Conditions of Hire
Reg. Charity No. 278457
(If the Hirer is in any doubt as to the meaning of the following the Hall Secretary or Booking Clerk should immediately be consulted.)
For the purposes or these conditions, the term HIRER shall mean an individual hirer or, where the hirer is an organisation, the authorised representative and the term COMMITTEE shall mean the Awbridge Village Hall Management COMMITTEE
1. Supervision The HIRER who must be an adult aged 21 or over must be present during the period of hire and will be responsible for supervision of the premises, the fabric and the contents, their care, safety from damage however slight, change of any sort; for the behaviour of all persons using the premises whatever their capacity and proper supervision of car parking arrangements so as to avoid obstruction of the highway.
In addition to the HIRER, one responsible adult aged 21 or over is required to supervise adult functions and three responsible adults aged 21 or over are required to supervise children's functions. Attendants must be capable of dealing with any emergency situation and familiarise themselves with the exits available for use in the case of fire - see para 5 below.
2. Licences The COMMITTEE hold a Public Entertainment Licence issued by the Test Valley Borough Council under the Local Government (Miscellaneous Provisions) Act 1982.
The HIRER shall be responsible for obtaining such licences as may be needed whether for the sale or supply of intoxicating liquor, from the Performing Right Society, from Phonographic Performance Ltd or otherwise and for the observance of the same.
3. 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 which may endanger the same or render invalid any insurance policies in respect thereof nor allow the consumption of alcohol thereon without written permission.
The HIRER shall be responsible for ensuring that:
no more than 200 persons occupy the hall at one time
no more than 100 persons in a closely seated audience or 100 persons seated at tables
occupy the main hall at one time
no more than 30 persons occupy the COMMITTEE Room at one time
in a closely seated audience chairs are linked together in lengths of between 4 and 12
chairs and tables are arranged so as to allow free and ready access to exits
4. 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, belting and lotteries.
5. 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 play.
5a. Safety Familiarisation The HIRER, Responsible Adults and any other person on duty shall familiarise themselves with the following:
the function of fire doors
the action to be taken in event of fire
the location and use of fire equipment
methods of calling the fire brigade
procedures for evacuating the hall giving special attention to the needs of disabled users
the escape routes and the need to keep them clear
the method of operation of escape door fastenings.
5b Safety Checks In advance of the use of the Hall the HIRER shall check that:
ll fire exits are unlocked and panic bolts in good working order
all escape routes are free from obstruction and can be safely used.
fire doors are not wedged open
exit signs are illuminated and that
there are no obvious fire hazards on the premises.
5c. Means of Escape All means of exit from the premises must be kept free from obstruction and immediately available for instant free public exit.
5d Fire Doors Fire doors must be shut in the event of a fire.
5e Outbreaks of Fire The Fire Brigade must be called to any outbreak of fire, however slight, and details thereof shall be given to the secretary of the COMMITTEE.
5f Dangerous Performances Performances involving danger to the public shall not be given.
6. Health and Hygiene The HIRER shall, if preparing. serving or selling food observe all relevant food health and hygiene legislation and regulations.
6a. The whole complex is a NO SMOKING AREA.
7. Electrical Appliance Safety The HIRER shall ensure that any electrical appliances brought into the premises and used there shall be safe and in good working order and used in a safe manner. Where a residual current circuit breaker is provided under terms of the PEL or CPL the hirer must make use of it in the interests of public safety.
7a. Explosives and Flammable Substances Highly flammable substances shall not be brought into, or used in any portion of the premises. No internal decorations of a combustible nature (e.g. polystyrene, cotton wool) shall be erected without the consent of the COMMITTEE.
7b. Heating No unauthorised heating appliances shall be used on the premises when open to the public without the consent of the COMMITTEE. Portable Liquefied Propane Gas (LPG) heating appliances shall not be used.
8. Indemnity The COMMITTEE is insured against any claims arising out of its own negligence. THE HIRER shall indemnify the COMMITTEE for the cost of repair of any damage done to any part of the property including the curtilage thereof or the contents of the buildings which may occur during the period of the hiring as a result of the hiring- The HIRER shall be responsible for making arrangements to insure against any third party claims which may lie against him/her (or the organisation if acting as a representative) whilst using the Village Hall.
The HIRER shall indemnify the COMMITTEE for any fine imposed in the event of failure to obtain or contravention of any licence.
The COMMITTEE cannot accept any responsibility for loss or damage to any property of the HIRER or users of the premises or to cars or their contents in the car park.
9. Accidents and Dangerous Occurrences The HIRER must report all accidents involving injury to the public to a member of the 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. Certain types of accident or injury must be reported on a special form to the local authority in accordance with the Executive Reporting of Injuries. Diseases and Dangerous Occurrences Regulation 1995. The Secretary of the COMMITTEE will give assistance in completing this form.
10. Animals The HIRER shall ensure that no animal (including birds) except guide dogs are brought into the Hall other than for a special event agreed to by the COMMITTEE. No animals whatsoever are to enter the kitchen at any time.
11. Compliance With The Children Act The HIRER shall ensure that any activities for children under eight years of age comply with the provisions of The Children Act of 1989 and that only fit and proper persons have access to the children.
12. 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 Hall, and shall indemnify the COMMITTEE accordingly against all action, claims and proceedings arising from any breach of this condition. Failure to observe this condition may lead to prosecution by the local authority.
13. 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. In particular, the HIRER shall ensure that the total prices of all goods and services are prominently displayed, as shall be the organiser's name and address and that any discounts offered are based only on Manufacturers' Recommended Retail Prices.
14. Hiring The COMMITTEE will publish its hire rates and may review them without notice. The COMMITTEE will accept provisional hire arrangements made by telephone. A provisional hire arrangement will be held for fourteen days during which time the hirer shall complete and return the hire form and invoice supplied by the COMMITTEE and pay the appropriate hire fee. A hire agreement is not in force until the hire fee is accepted. The COMMITTEE may at its sole discretion accept an alternative hire where a hire fee is not paid within the fourteen days.
15. Refusal of Booking The COMMITTEE reserves the right to refuse a hiring 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 as have been paid by the HIRER to the COMMITTEE. The COMMITTEE shall not be liable to make any further payment to the HIRER.
16. Cancellation by the Committee The COMMITTEE reserves the right to cancel any hiring in the event of the Hall being required for use as a Polling Station for a Parliamentary or Local Government election or bye-election, in which case the Hirer shall be entitled to a refund of any hire fee already paid but the COMMITTEE shall not be liable to the HIRER for any loss .
17. Unfit for Use In the event of the hall or any part thereof being rendered unfit for the use for which it has been hired, the HIRER will be entitled to a full refund of any booking fee paid but the COMMITTEE shall not be liable to the hirer for any resulting loss or damage whatsoever.
18. Cancellation by the Hirer If the HIRER wishes to cancel the booking and the COMMITTEE is unable to obtain a replacement booking the repayment of the fee shall be at the sole discretion of the COMMITTEE.
19. End of Hire The HIRER shall he 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. Crockery and utensils used must be washed up and packed away and any equipment including tables and chairs used must be packed away unless otherwise arranged. The COMMITTEE may make an additional charge where the HIRER fails to comply with this condition.
20. Noise and Nuisance The HIRER shall ensure the orderly arrival and departure of the public from the premises making sure that they do not create any disturbance in the neighbourhood of the Hall.