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Village Hall Terms and Agreements

HIRE AGREEMENT (June 2011)
 
 
CONDITIONS OF HIRE
 
(If the Hirer is in any doubt as to the meaning of any part of this agreement, the Bookings Clerk should be consulted immediately).
1.         THE HIRER shall, during the period of the hiring, be responsible for 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.  It is stressed that consideration for nearby neighbours is an important part of these conditions and excessive noise must be avoided.   Car parking must likewise be supervised.
2.         THE HIRER shall not sub-let or use the premises or allow them 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 invalidate any insurance policies in respect thereof nor allow the consumption of alcoholic liquor thereon without written permission.
3.         THE HIRER shall be responsible for obtaining a Temporary Event Notification (TEN) licence for the sale and consumption of alcoholic liquor.  The Hirer is responsible for ensuring the observance of the conditions of any such licences.  Any Licence obtained must be given to the Bookings Clerk prior to the booking date.  Failure to do so will invalidate the booking agreement and the hall keys will not be handed over. Licences can be obtained by online application or postal form both found at www.southoxon.gov.uk/services-and-advice/business/licensing/temporary-events-notices.  The committee have a right to inspect the premises during the hire time and if liquor is being sold without a licence; the hirer will be required to vacate the premises immediately without protest to that committee member, for not complying with the licensing law.
4.         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 plays.
5.         THE HIRER shall indemnify the Management 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.  Any breakages must be reported to the Bookings Clerk.
6.         IF THE HIRER wishes to cancel the booking before the date of the event and the Management Committee is unable to conclude a replacement booking, a proportion of the hire charge will be payable depending on the cancellation notice.  If cancellation is received less than one week before the hirer was to have the hall, 75% of the hire fee will be charged.
7.         AT THE  END of the hiring, the Hirer, as per Annex 1 (attached), shall be responsible for leaving the premises and surrounds in a clean and tidy condition particularly the kitchen area, properly locked and secured unless directed otherwise, and any contents temporarily removed from their usual position properly replaced, otherwise the Management Committee shall be at liberty to make an additional charge.  Likewise the Hirer must ensure that water, lights and heating are properly turned off.  Any costs resulting from a failure to observe this condition shall be chargeable to the Hirer.  The premises must be completely cleared by MIDNIGHT and extensions are not normally granted.  All rubbish must be removed from the hall, this includes all paper towels etc from the toilets, and placed in the dustbins provided.
8.         THE MANAGEMENT COMMITTEE RESERVE 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 by-election, in which case the Hirer shall be entitled to a refund of any deposit paid.
9.         IN THE EVENT of the Hall or any part thereof being rendered unfit for the use for which it has been hired the Management Committee shall not be liable to the Hirer for any resulting loss or damage whatsoever.
10.        A DAMAGE DEPOSIT of £100 shall be payable, together with the charge for the hire of the Hall, at £10.00 per hour two weeks prior to the date of the hire.  The charge applies from the time the keys are obtained and then returned to the Bookings Clerk.  Please allow for any set up and clearing up time in your hire charge.  The deposit shall be held against any breakages or damage of the Hall and/or toilets being left in an undesirable condition necessitating additional cleaning.  If payment has been made and additional hire time is required the keys will not be handed to the hirer until additional payment has been made.  An inspection will be made of the premises immediately after the event and only then will the deposit be returned upon satisfactory findings in the hall.
11.        COMPLIANCE with the conditions of issue of the Public Entertainments Licence under the Local Government (Miscellaneous Provisions Act 1982):
A. SUPERVISION  The hirer, not being a person under 18 years of age, shall be in charge of and present at the licensed premises during the whole time that they are open for public entertainment.  The person in charge shall not be engaged in any duties which may prevent him from exercising general supervision.
 
B. THERE SHALL be a minimum of two persons, neither of whom shall be less than 18 years of age, on duty at the premises when they are being used for public entertainment, including the person in charge.  All persons on duty shall have been informed of the procedure to be adopted in case of evacuation of the premises as per Annex 2 (attached) and shall be familiar with the fire fighting equipment available.
 
C. MEANS OF ESCAPE  All means of exit from the premises must be kept free from obstruction at all times and immediately available for instant public egress.  The illuminated exit signs must be switched on and visible during the whole of the time the premises are occupied.  The Hirer must be responsible for the evacuation of the hall and the safety of guests whilst in the car parking area.
 
D. OUTBREAK OF FIRE  The Fire Brigade shall be called to any outbreak of fire, however slight, and details thereof shall be given to the Secretary of the Management Committee.  All contact details are on the notice board outside the hall.
 
E. DANGEROUS PERFORMANCES  Performances involving danger to the public shall not be given.
 
F. EXPLOSIVE AND INFLAMMABLE SUBSTANCES  No explosive or highly inflammable materials shall be brought into or used in any part of the Hall premises.
 
G. NAKED LIGHTS & DECORATIONS  The use of candles or other forms of naked lights is forbidden on the premises.  No internal decorations of a combustible nature, such as polystyrene, cotton wool, etc., shall be erected without the consent of the Management Committee.
 
H. ELECTRICAL EQUIPMENT  The Hirer is responsible for ensuring that all electrical equipment they intend to use on the premises has passed and been labelled as passed its Portable Appliance Test (PAT) for electrical safety within the last 12 months.
 
I. HEATING  No unauthorised heating appliances shall be used on the premises when open to the public without the written consent of the Management Committee.
 
J. HOURS OF OPENING  The premises shall not be used for public entertainment, except between the hours of 8.30 a.m. and 11.30 p.m., unless special permission has been granted in writing by the South Oxfordshire District Council and the Management Committee.
 
K. SORTING RUBBISH  All rubbish left from parties etc must be sorted and put into the correct bins at the entrance to the hall.  The bin in the kitchen must be used for non recyclable waste only; all recycling waste must be put in the correct bin outside.
 
L. SMOKING  All rooms and areas within the hall are designated NO smoking areas.
 
 
The Management Committee will not be held responsible for any injuries incurred to persons or damage to clothing or equipment whilst in the hall.
The Management Committee undertake no responsibility for the misuse of tables, chairs or any other equipment where injury is sustained.
THIS AGREEMENT  is made this day between the BERRICK AND ROKE VILLAGE HALL MANAGEMENT COMMITTEE and the HIRER named below whereby in consideration of the sum stated:
THE MANAGEMENT COMMITTEE  agrees to permit the Hirer to use the Hall premises for the purpose and for the period described:
THE HIRER  agrees to observe and perform the provisions and stipulations contained in this HIRING AGREEMENT as stated above.
DATE: 
FOR  and on behalf of the Berrick and Roke Village Hall Management Committee                                    
This form must be completed and returned with the payments as instructed below to:
(Bookings Clerk) Dymphna Thomas, West End Cottage, Berrick Salome, Wallingford, OX10 6JQ   Tel: 01865 891237
No later than TWO WEEKS before the hiring date.
PLEASE MAKE CHEQUES PAYABLE TO BERRICK AND ROKE VILLAGE HALL
Authorised Representative                   ……………………………………………………………….
Position ……………………………………………………..
HIRER
Organisation   ……………………………………………………………………………………..
(I HAVE READ AND UNDERSTOOD THE TERMS OF HIRE)
Authorised Representative   ……………………………………………………………………..
Address   ……………………………………………………………………………………………
                   ……………………………………………………………………………………………
Telephone   ………………………………………………………………………………………...
 
DATE AND HOURS OF HIRE    …………………………………………………………………………..
Including setting up and clearing up time
PURPOSE OF HIRING               ……………………………………………………………………………
HIRING FEE    (payable at time of booking)        £ ______________________
Damage Deposit (refundable)                    £ ______________________
Total payable                                            £ ______________________
 
 
 
 
ANNEX 1
 
 
 
 
END OF SESSION CHECKLIST
 
 
1.   Search for smouldering fires or cigarettes left burning, and clear waste paper.
 
2.   Check that heaters and cookers are turned off.
 
3.   Check that all electrical appliances are turned off.
 
4.   Turn out all lights not required for security purposes.
 
5.   Close all internal doors.
 
6.   Secure all outside doors and windows.
 
 
 
ANNEX 2
 
 
 
FIRE
1.   In the event of a fire, the person in charge of the hall or function will instruct all persons to leave the building, using the nearest available exits, and gather at the far end of the car park.
2.   CALL THE FIRE BRIGADE.
(The nearest public telephone box is 0.3 miles away.  On exiting the Hall, turn left and continue straight for 0.3 miles.  The telephone box is on the right hand side of the road.)
3.   DIAL 999 (OR 122) AND GIVE THIS ADDRESS
 
Berrick and Roke Village Hall
High Street
Berrick Salome
OX10 6JJ
OS Ref SU.620936
4.   Attendants should ensure that once the hall has been evacuated, members of the public do not re-enter the building to collect personal belongings, etc.
5.   On the arrival of the Fire Brigade, the person in charge of the hall should report to the Officer in Charge that all persons are safe, or should inform him / her of their last known position.
Attendants should only attempt to extinguish the outbreak using the fire appliances provided if it is considered safe to do so.