Stoke St Michael War Memorial Village Hall.

Standard Conditions of Hire.

Hirer

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 however slight or change of any sort and the behaviour of all persons using the Premises whatever their capacity, including proper supervision.

Responsibilities of the Hirer

  1. The Hirer shall also pay attention to the maximum numbers permitted under the conditions of the Public Entertainments Licence:-
  2. 175 when used for dancing.
  3. 97  when seating is provided.
  4. 117 when used for dancing and seating is also provided at tables.
  5. 200 when used for a closely seated audience

Use of Premises

The Hirer shall not use the premises for any purpose other than for the Permitted Use 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 the interest of Public Safety, and so as to avoid causing a nuisance to local residents, the Hirer shall also ensure that the minimum of noise is made on arrival and departure.  All music must be turned off by 11.30pm

Insurance

If the Hirer has any enquiries in relation to the halls insurance policy more details can be obtained from the booking clerk,

Deposit

The Hirer shall pay the deposit (where requested) and the booking shall not be confirmed until the deposit has been paid. If the deposit has not been paid after one week from the date of booking, then the booking will be cancelled.

Payment

The Hirer shall pay the agreed hire charge in full to secure their booking and gain access to the hall. This can either be done by cash and with the arrangement with the booking clerk or by making a payment direct to the SSMWMH bank account. Details will be provided on the invoice sent confirming the details of your booking.

Cancellations

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 payment or repayment of the fee shall be at the discretion of the committee. Late cancellations could also effect future bookings

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 betting and lotteries.

Alcohol

The hirer is not permitted to sell alcohol on the premises, if this is a requirement then the hall committee will agree to open the bar and sell agreed beverages.  Alcohol can be served as a refreshment to guests at a private party and it is the responsibility of the hirer to ensure the Children’s Act 1989 is adhered to.

Public Safety Compliance

The Hirer shall comply with all conditions and regulations made in respect of the Premises by the Fire Authority, Local Authority and Magistrates’ Court or otherwise, particularly in connection with any event which includes public dancing or music or other similar public entertainment or stage plays.

Food, Health and Hygiene

The Hirer shall, if preparing or serving food observe all relevant food health and hygiene legislation under the guidance of the food hygiene law and food provision.  More information can be found on good practises and safety procedures on the www.food.gov.uk web site.

CHILDREN ACT 1989

Electrical Appliance Safety

The Hirer shall ensure that any electrical appliances brought by him/her to the Premises and used there shall be safe, in good working order and used in a safe manner.  All such items should then be removed at the end of the hire period and not left any where within the main building.   Where a residual circuit breaker is provided under the terms of a Public Entertainment Licence or Community Premises Licence the Hirer must make use of it in the interests of public safety.

Please unplug all sockets in the hall before leaving after your event

Indemnity

The Hirer shall indemnify the Committee for the cost of repair of any damage done to any part of the premises including the curtilage thereof or the contents 3 of the buildings which may occur during the Period of Hire as a result of the hiring. The Hirer shall be responsible for making arrangement to insure against any third party clams which my lie against him or her (or the organisation if acting as a representative) whilst using the Premises. (The War Memorial Village Hall is insured against claims arising out of its own negligence.)

Noise levels

During Period of Hire Stoke St Michael Village is entitled to expect fair dealing from those who use the Premises and the Committee reserves the right to withdraw electrical supplies to any “musical equipment” i.e. speakers and musical instruments etc, should the Committee decide the noise level is so great as to cause a nuisance to local residents. In all cases disco music must finish promptly by 11.00pm.

Damage Bond

The Committee require at its discretion, Hirers to pay as well as a Deposit a further sum called the “Damage Bond”. The amount will be notified to the Hirer and it will be held until the period of Hire has been completed and the premises inspected by the Committee to ensure that all the conditions of this Agreement have been complied with. If no damage has been done and the Premises are left in as good and clean condition as they were at the beginning of the Period of Hire the whole of the Damage Bond Deposit will be repaid forthwith. If there has been damage or if cleaning or repair is needed the Committee will assess the value and refund the balance after deducting the remedial costs.

Advertising

A Hirer who advertises an event shall observe the law and any local byelaw relating to advertising of functions and the Hirer shall not carry out or permit fly posing or any other form of unauthorised advertisement for any event taking place at the Premises 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.

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 manufacturer’s recommended retails prices.

Sale of refreshments to the public

The Hirer shall ensure that all refreshments being served are done so under the guidance of the food hygiene law and food provision.  More information can be found on good practises and safety procedures on the www.food.gov.uk web site.

CHILDREN ACT 1989

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

Accidents and Dangerous Occurrences

The Hirer shall report all accidents involving injury to the public to the Village Hall Chairperson as soon as possible. Any “near miss” or incident, or failure of equipment either that belonging to the hall or brought 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 relevant authority by the Village Hall Committee. This is in accordance with the Health and Safety Executive – Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995.

Animals

  • The Hirer shall ensure that no animals (including birds) except guide dogs are brought onto the Premises other than for a special event agreed to by the Committee.
  • No animals whatsoever are to enter the kitchen at any time.

No Smoking

The Hirer shall, and shall ensure that the Hirer’s invitees, comply with the prohibition of smoking in public places provisions of the Health Act 2006 and regulations made hereunder. Any person who breaches this provision shall be asked to leave the premises.

Elections

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 or Local Government election or bye-election, in which case the Hirer shall be entitled to a refund of any deposit already paid.

Premises rendered unfit for use In the event of the Premises or any part thereof being rendered unfit for the use for which it has been hired the Committee shall not be liable to the Hirer for any resulting loss or damage whatsoever, but shall refund any Deposit, Damage Bond or Hiring Fee already paid 5

Premises at the end of the Period of Hire:

  • The Hirer shall be responsible for the leaving the Premises and surrounding area in a clean and tidy condition.
  • Any contents temporarily removed from their usual positions properly replaced.
  • It is the responsibility of the Hirer to set up and replace any furniture or other items such as chairs and tables in the store room at the end of the hiring period.
  • THE HIRER SHALL REMOVE ALL RUBBISH AT THE END OF THE HIRING. NO RUBBISH SHALL BE LEFT IN OR OUTSIDE THE PREMISES, IN THE CAR PARK OR THE SURROUNDING AREA. AN ADDITIONAL CHARGE MAY BE MADE, IF LEFT EITHER AT THE PREMISES OR THE SURROUNDING AREA.
  • The Hirer shall at the end of hiring ensure that the building is secure with all doors and windows closed, locked and all lights and the heating switch turned to the (auto) position.
  • Please do not stack the red plastic chairs higher than 6 tall

Refusal of Booking

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.

Consideration for Others

Please ask any guests to leave quickly and quietly at the close of your event. Ideally by the back door so as not to disturb residents living opposite

Car door banging and loud talk outside the hall is disturbing to local residents.

Special Conditions:

The Hirer shall comply with the Premises Licence/Theatre Licence/Community Premises Licence Conditions agreement as displayed in the village hall.

The Hirer reserve the rights to use any photographs taken at events for marketing and advertising of facilities purposes