BARNSTON VILLAGE HALL

These "Terms & Conditions of Hire" apply to all persons hiring the hall for functions. It is important you read and fully understand them before signing the booking form. If you have any questions please contact the booking clerk.

Bookings for the hall must be made on the enclosed booking form and with as much notice as possible. All hirers must be over the age of 21 at the time of booking. Dates are held for a maximum of 60 days, before begin offered for hire again unless a deposit is received to secure the hirer period.

Payment for bookings is required in advance, for this we offer two options.

• Payment in full with return of the booking form
• Payment of 25% of the fee (minimum of £10) to secure your date, then payment of the balance no later that 14 days prior to the booked date.

In both cases £10 of the booking fee is non-refundable in the event of a cancellation to cover administration fees

This must be sent to the booking clerk together with your fee & form (to the value stated on the booking form). The deposit will be banked in the case of teenage & young adult parties. The damage deposit will be returned to you within three weeks of the hire date, following an inspection of the hall & grounds and providing the there has been no damage or complaints from neighbours or the police.

The Hirer shall, during the period of the hiring, be responsible for supervision of the premises & grounds, all contents and the behaviour of all persons using the premises. The Hirer shall notify the booking clerk of any damage; payment will be taken from the damage deposit. If for any reason the deposit does not cover the cost the committee will request an additional payment. This includes all damage caused during the period of hire (including accidental damage) to the premises or fixtures, fittings and any loss of contents.

The Hirer shall not use the premises for any purpose other than that described on the booking form and shall not sub-let the premises or allow the premises to be used for any unlawful purpose or way. Nor allow the consumption of alcohol thereon without prior notifcation at the time of booking.

No alterations or additions may be made to the premises nor may any fixtures be installed or placards, decorations or other articles are attached in any way to any part of the premises without the prior written approval of the Hall Secretary. Selotape or drawing pins must not be used for hanging up decorations, as this will cause damage, which is chargeable.

The Village Hall 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 Government election or by-election
• the Village Hall management committee reasonably considering that the function will lead to a breach of licensing conditions (if applicable), or other legal or statutory requirements, or unlawful or unsuitable activities will take place at the premises as a result of this hiring
• the premises becoming unfit for the use intended by the Hirer. (eg, power cut etc.)

• 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/ fee already paid, but the Village Hall shall not be liable to the Hirer for any other fees or costs.

The Hirer shall be responsible for leaving the premises and surrounding area (including the rear play area) in a clean and tidy condition (and rubbish replaced in the bins/ skip). The premises must be properly locked and secured, All contents temporarily removed from their usual positions should be properly replaced, and otherwise the Village Hall shall be at liberty to make additional charges for cleaning.

Can be collected from the booking clerk (unless other notification) no sooner than 15 minutes & following your hire period must be returned to the booking clerk within 30 minutes. After this time additional charges will be made.

We would like to remind you that your booked period of time includes all setting up and clearing away, if additional time is required this must be booked and paid for (subject to other events). This also applies to clearing up the following morning after a late night party.

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 entertainers hold a Performing Society Rights Licence the hall does not. Any licence is required that the village hall does not hold must be obtained by the hirer.

The Hirer shall comply with all conditions and regulations made in respect of the premises by the Fire Authority, Local Authority, and the Licensing Authority 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.

All means of exit from the premises must be kept free from obstruction and immediately available for instant free public exit.

The Fire Brigade shall be called to any outbreak of fire, however slight, and details thereof shall be given to the booking clerk.

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

The Hirer shall take out adequate insurance to insure the Hirer and members of the Hirer’s organisation and invitees against the Hirer’s liability and all claims arising as a result of the hire. The Village Hall is insured against any claims arising out of its own negligence.

The Hirer must report all accidents involving injury to the public to a member of the booking clerk as soon as possible and complete the relevant section in the Village Hall’s accident book. Any failure of equipment belonging to the Village Hall must also be reported as soon as possible.

We would like to remind all hirers that we now operate a no smoking policy though out the hall, please smoke outside a wall- mounted bin is provided for this purpose.

The hirer shall ensure that highly flammable substances (or LPG appliances) are not brought onto the premises.

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 committee. No animals whatsoever is to enter the kitchen.

The Hirer shall ensure that any activities for children under eight years of age comply with the provisions of The Children Act of 1989. If showing films you must pay strict attention to the restrictions on age.

The hirer must ensure that the maximum number in attendance should not exceed 120 and that 3 stewards (over 21) are present. If guests are under 21 a minimum of 4 stewards over the age of 21 must be present (one to be stationed at the entrance at all times).

The Hirer shall ensure that in order to avoid disturbing neighbours to the hall and avoid violent or criminal behaviour; care shall be taken to avoid excessive consumption of alcohol. Drunk and disorderly persons shall not be permitted on to the premises. Alcohol shall not be served to any person suspected of being drunk nor to any person suspected of being under the age of 18. No illegal drugs may be brought onto the premises. We would like to remind you that you are hiring the premises and the grounds and are responsible for what happens there.

If the hirer carries out flyposting for an event at the hall the village hall cannot be liable for any costs leading from a prosecution by the local authority.

The Hirer shall ensure that the minimum amount of noise is made on arrival and departure, particularly late at night and early in the morning. ALL DOORS AND WINDOWS MUST BE CLOSED AFTER 10.30PM AT NIGHT (EXPECT FOR EGRESS AND ACCESS) TO PREVENT DISTURBANCE TO NEIGHBOURING RESISDENTS.

Amplified music

The Hirer shall, if using sound amplification equipment, comply with any other licensing condition for the premises & keep all noise to a minimum. If complaints are received from neighbours, the police or other officials we will retain the full deposit.

WE DO NOT ACCEPT BOOKINGS FROM HIRERS OUTSIDE THE VILLAGE AND ONLY WITH COMMITTEE APPROVAL.

The hirer must take all precautions to ensure that the following points are met from the enclosed advise sheet, as over the time we have experienced difficulties with these types of functions.

It has been brought to our attention at parties that the rear side of the hall is used as a public lavatory and this is behaviour we are trying to stop. Therefore we request that regular perimeter inspections be carried out to prevent this. An additional fee may apply for cleaning if this happens.

No alterations or additions (including the electrical installation) may be made to the premises nor may any fixtures be installed or placards, decorations or other articles are attached in any way to any part of the premises without the prior written approval of the Hall Secretary.

Version Updated on: July 2009