Standard Conditions of Hire
- Supervision
The Hirer, or the named person on the booking form shall be the Responsible Person during the period of hiring, and be responsible for the supervision of premises, fire safety and evacuation procedures, the care and safety from damage, however slight, of the fabric and contents of the premises, the behaviour of all persons using the premises whatever their capacity and proper supervision of car parking arrangements so to avoid obstructing the highway.
- Use of Premises.
The Hirer shall not use the premises for any other purpose 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 polices in respect thereof nor allow the consumption of alcohol thereon without written permission. Performances involving danger to the public shall not be given. Highly flammable substances, including fireworks, 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 management committee.
The Hirer shall be responsible for obtaining or ensuring that such licences as may be need are in place, whether for the sale or supply of intoxicating liquor, from the Phonographic Performance Ltd or otherwise or and for the observance of the same. The number of people on the premises shall not exceed for dancing, or seated, the number permitted under the Entertainment licence granted for the premises. The maximum number for disco or ballroom dancing is 400 persons and for a closely seated audience, is 288 persons.
- 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.
- Public Safety Compliance
The Hirer shall comply with all condition and regulations made in respect of the premises by the Fire Authority, Local Authority, the local Magistrates Court or otherwise, particularly any event that includes public dancing or music or similar public entertainment or stage plays. This includes receiving instruction in the following matters:
- The action to be taken in event of fire. This includes calling the fire brigade and evacuating the hall.
- The location of fire equipment.
- Escape routes and the need to keep them clear.
- Method of operation of escape door fastenings.
- Appreciation of the importance of fire doors and of closing all the fire doors at the time of a fire.
In advance of any entertainment or play the hirer shall check the following items:
- That all fire exits are unlocked and panic bolts are in good working order
- That all escape routes are free of obstruction and can be safely used
- That any fire doors are not wedged open
- That exit signs are illuminated
- That there are no obvious fire hazards are on the premises
The premises shall not be used for public entertainment except between the hours of 12.00 noon and 11.00 pm (11.30pm Friday and Saturdays), unless permission has been issued by the Local Authority and the Management committee.
- Attendants
There shall, for any public entertainment, in addition to the hirer, be a minimum of three competent adults on duty on the premises to assist people entering and leaving, none of who shall be less than 18 years of age. If most of the audience is under 16 the number of attendants shall be not less than six. All persons on duty shall have been instructed as to the essential responsibilities in the event of fire or other emergencies, including the attendance of disabled persons, the location and use of the fire fighting equipment available, how to call the fire brigade and the evacuation procedure.
- Health and Hygiene
The Hirer shall, if preparing, serving, or selling food, observe all relevant food health and hygiene legislation and regulations.
- Electrical Appliance Safety
The Hirer shall ensure that any electrical appliances brought by him/her to the premises and used there shall be safe and in good working order, and used in a safe manner. Where a residual circuit breaker is provided under terms of the PEL or CPL the hirer must make use of it in the interests of public safety.
- Indemnity
The Hirer shall indemnify the committee for the cost of any repair of any damage done to any part of the property or curtilage thereof or the contents of the buildings which may occur during the period of 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 or her (or the organisation if acting as a representative) whilst using the Village Hall. (The Village Hall is insured against claims arising from its own negligence)
- Accidents and Dangerous Occurrences
The Hirer must report all accidents involving a member of the public to a member of the Management 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 must be reported on a special form to the local authority. The Hall secretary will give assistance in completing this form. This is in accordance of the Executive Reporting of Injuries, Diseases and Dangerous Occurrences Legislation Regulation 1995.
- Animals
The Hirer shall ensure that no animals (including birds) except Guide Dogs are brought into the hall, other than for a special event agreed to by the Committee. And no animals whatsoever are to enter the kitchen at any time.
- Safeguarding children, young people and adults at risk
The Hirer must ensure that any activities for children, young people and adults at risk are only provided by fit and proper persons in accordance with the Children Act 1989 and 2004, the Safeguarding Vulnerable Groups Act 2006 and any subsequent legislation. When requested, you must provide us with a copy of your Safeguarding Policy and evidence that you have carried out relevant checks through the Disclosure and Barring Service (DBS). All reasonable steps must be taken to prevent harm, and to respond appropriately when harm does occur. Relevant concerns must be reported.
- 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 or 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 the Fair Trading Laws and any code of practise used in connection with such sales. In particular, the Hirer shall ensure that the total prices of the goods are prominently displayed, as shall be the organiser’s name and address and that any discounts offered are based on Manufacturer’s Recommended Retail Prices.
- Cancellation
The Committee reserves the right to cancel this hiring in the event, that the Hall is 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 refund of any deposit already paid.
- Cancellation
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 the refund of the fee shall be at the discretion of the Committee
- 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 Committee shall not be liable to the hirer for any resulting loss or damage whatsoever.
- 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 this hiring agreement upon giving seven 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 by the Committee. The Committee shall not be liable to make any further payment to the hirer.
- End of Hire
The hirer shall be responsible for leaving the premises and the 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, otherwise the Committee shall be at liberty to make an additional charge.
- Noise
The Hirer shall ensure that a minimum of noise is made on arrival and departure.
- Health and Safety Risk Assessments: Notice is drawn to the Health and Safety Policy as well as the Licensing Policy displayed in the Foyer. The Hirer of the Hall must assume responsibility to ensure they have read and understood the “Standard Conditions of Hire” and in particular are aware of the following:
- There is a strict ‘No Smoking’ policy in the Hall
- The location of the Fire Exits, Fire Extinguishers and First Aid Kit
- All accidents should be recorded in the Accidents Book located in the kitchen
- Barbecues or other fire hazards or inflammable substances are prohibited in the vicinity of the Hall
- Fireworks are not permitted at any time
- A sufficient adult/child ratio is essential and children must be supervised at all times, especially in the Car Park
- Children’s activities must comply with the provisions of the Children’s Act 2004 and it is the Hirer’s responsibility to ensure third parties have the required DBS certification
- The Halls equipment should be left clean and tidy after use. Chairs must transported using the trollies provided -not dragged- and tables wiped down and stored away.
- Prevention of unwelcome guest and gate crashers is the responsibility of the Hirer
- The Hirer is responsible for ensuring all relevant insurance or licencing requirements (PPL PRS) are in place and that these apply for the entire event. Licences can be obtained via PPL PRS | TheMusicLicence | The UK’s public music licensing company
- The Hall accepts no responsibility for any electrical item brought in by the hirer
Please check with the Hall Manager if you are unsure (0787 421 4916)
- Deposit: please note that a refundable deposit of up to £200 may be required and would be payable two weeks in advance of the event for private parties and commercial hirings. Children’s parties have a £150 refundable deposit subject to the hall manager deeming that no further cleaning is required. This is refundable within 28 days of the termination of the period of hire provided that i) there is no damage or loss to the Hall’s property, fixtures and fittings and ii) there are no additional outstanding or additional costs to pay as the result of the hiring.
Payments due: Please pay by BACS for one third of the hiring fee to Rolvenden Village Hall following acceptance of the booking form. You will be invoiced for the balance in due course. If the hiring date is less than one month from the day of the booking, please pay the full amount plus deposit on acceptance of the booking.