Snitterfield Rd, Bearley, Stratford-upon-Avon CV37 0SR

Bearley Village Hall

Standard Conditions of Hire

These standard conditions must be made available to all hirers either in hard or electronic copy or should be made available for all on the Village Hall notice board. If the Hirer is in any doubt as to the meaning of any of the conditions, the Secretary to the Village Hall Trust or the authorised representative as 1.2 of the Hire Agreement should immediately be consulted.

  1. Age

    The Hirer, not being a person under 21 years of age, hereby accepts responsibility for being in charge of and on the premises at all times when the public are present and for ensuring that all conditions, under this Agreement, relating to management and supervision of the premises are met

  2. Supervision

    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, including proper supervision of car parking arrangements so as to avoid obstruction of the highway. As directed by the Bookings Officer, the Hirer shall make good or pay for all damage (including accidental damage) to the premises or to the fixtures, fittings or contents and for loss of contents.

  3. Use of premises

    The Hirer shall not use the premises (including the car park if any) 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 or unsuitable 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.

  4. Insurance and indemnity

    1. The Hirer shallbe liable for:

      1. the cost of repair of any damage (including accidental and malicious damage) done to any part of the premises including the curtilage thereof or the contents of the premises

      2. all claims, losses, damages and costs made against or incurred by the village hall management committee, their employees, volunteers, agents or invitees in respect of damage orloss of property or injury to persons arising as a result of the use of the premises (including the storage of equipment) by the Hirer, and

      3. all claims, losses, damages and costs made against or incurred by the village hall management committee, their employees, volunteers, agents or invitees as a result of any nuisance caused to a third party as a result of the use of the premises by the Hirer, and

        subject to sub-clause (b), the Hirer shall indemnify and keep indemnified accordingly each member of the village hall management committee and the Village Hall’s employees, volunteers, agents and invitees against such liabilities.

    2. The Village Hall shall take out adequate insurance to insure the liabilities described in sub-clauses (a)(i) above and the Trustees may, at their discretion and in the case of non-commercial hirers, that are organisations or individuals within the Parish of Bearley boundary, insure the liabilities described in subclauses (a) (ii) and (iii) above, in particular, reference to the Insurance document “Hirers Public Liability Summary of Cover” The village hall shall claim on its insurance for any liability of the Hirer hereunder but the Hirer shall indemnify and keep indemnified each member of the village hall management committee and the village hall’s employees, volunteers, agents and invitees against (a) any insurance excess incurred unless waived at the discretion of the Trustees and (b) the difference between the amount of the liability and the monies received under the insurance policy.

    3. Where the village hall does not insure the liabilities described in sub-clauses (a)(ii) and (iii) above, the Hirer shall take out adequate insurance to insure such liability and on demand shall produce the policy and current receipt or other evidence of cover to the authorised representative. Failure to produce such policy and evidence of cover will render the hiring void and enable the hall secretary to rehire the premises to another Hirer.

      The village hall is insured against any claims arising out of its own negligence.

      Bearley_Village_Hall_Hire_Agreement_and_Conditions 5th July 2016 (2) (2) 1 of 4

      Replaces 3″1 December

  5. Licensable Activity

    In order to hold a licensable activity on the premises or on part of the premises not covered by the hall’s Premises Licence or where a Village Hall does not have a Premises Licence, a Temporary Event Notice (TEN) will need to be given to the licensing authority.

    The Hirer shall obtain the written consent of the Village Hall Management Committee before giving the licensing authority a TEN. Failure to do so will result in cancellation of the hiring without compensation because there is a limit on the number of TENs which can be granted annually for any premises. Lack of co-operation could affect future fundraising by the hall management committee and local voluntary organisations.

  6. 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.

  7. Music Copyright licensing

    The hirer shall ensure that the Village Hall holds relevant licences under Performing Right Society (PRS) and the Phonographic Performance Licence (PPL) or, where appropriate, the hirer holds a licence.

  8. Film

    Children shall be restricted from viewing age-restricted films classified according to the recommendations of the British Board of Film Classification. Hirers should ensure that they have the appropriate copyright licences for film.

  9. Childcare Act 2006

    The Hirer shall ensure that any activities for children under eight years of age comply with the provisions of the Childcare Act 2006 and the Safeguarding Vulnerable groups Act 2006 and only fit and proper persons who have passed the appropriate Disclosure and Barring Service checks should have access to the children. Checks may also apply where children over eight and vulnerable adults are taking part in activities. The Hirer shall provide the Village Hall Management Committee with a copy of their DBS check and Child Protection Policy on request.

  10. Public safety compliance

    The Hirer shall comply with all conditions and regulations made in respect of the premises by the Local Authority, the Licensing Authority, and the hall’s Fire Risk Assessment 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. The Hirer shall also comply with the hall’s health and safety policy and shall if requested provide a Risk Assessment for the event proposed.

    The Fire Sen/ice shall be called to any outbreak of fire, however slight, and details shall be given to the secretary of the management committee.

    1. The Hirer acknowledges that they have received 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 and use of fire equipment. (Include diagram of location when handing over keys.)

      • Escape routes and the need to keep them clear.

      • Method of operation of escape door fastenings.

      • Appreciation of the importance of any fire doors and of closing all fire doors at the time of a fire.

      • Location of the first aid box.

    2. In advance of any activity whether regulated entertainment or not the Hirer shall check the following items: o That all fire exits are unlocked and panic bolts in good working order.

      ® That all escape routes are free of obstruction and can be safely used for instant free public exit.

      *> That any fire doors are not wedged open.

      ° That exit signs are illuminated.

      • That there are no obvious fire hazards on the premises.

      • That emergency lighting supply illuminating all exit signs and routes are turned on during the whole of the time the premises are occupied (if not operated by an automatic mains failure switching device).

  11. Noise

    The Hirer shall ensure that the minimum of noise is made on arrival and departure, particularly late at night and early in the morning. The Hirer shall, if using sound amplification equipment, make use of any noise limitation device provided at the premises and comply with any other licensing condition for the premises.

  12. Drunk and disorderly behaviour and supply of illegal drugs

    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. No illegal drugs may be brought onto the premises. Drunk and disorderly behaviour shall not be permitted either on the premises or in its immediate vicinity. Any person suspected of being drunk, under the influence of drugs or who is behaving in a violent or disorderly way shall be asked to leave the premises in accordance with the Licensing Act 2003.

  13. Health and hygiene

    The Hirer shall, if preparing, serving or selling food, observe all relevant food health and hygiene legislation and regulations. In particular dairy products, vegetables and meat on the premises must be refrigerated and stored in compliance with the Food Temperature Regulations.

  14. Electrical appliance safety

    The Hirer shall ensure that any electrical appliances brought by them to the premises and used there shall be safe, in good working order, and used in a safe manner in accordance with the Electricity at Work Regulations 1989. Where a residual circuit breaker is provided the hirer must make use of it in the interests of public safety.

  15. Stored equipment

    The village hall accepts no responsibility for any stored equipment or other property brought on to or left at the premises, and all liability for loss or damage is hereby excluded. All equipment and other property (other than stored equipment when agreed in writing) must be removed at the end of each hiring or fees will be charged for each day or part of a day at the hire fee per hiring until the same is removed.

    The Village Hall may, use its discretion in any of the following circumstances:

    1. Failure by the Hirer either to pay any charges in respect of stored equipment due and payable or to remove the same within 7 days after the agreed storage period has ended.

    2. Failure by the Hirer to dispose of any property brought on to the premises for the purposes of the hiring.

      This may result in the village hall management committee disposing of any such items by sale or otherwise on such terms and conditions as it thinks fit, and charge the Hirer any costs incurred in storing and selling or otherwise disposing of the same.

  16. 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 thereunder. Any person who breaches this provision shall be asked to leave the premises. The Hirer shall ensure that anyone wishing to smoke, including electronic cigarettes, does so outside and disposes of cigarette ends, matches etc. in a tidy and responsible manner, so as not to cause a fire.

  17. Accidents and dangerous occurrences

    Any failure of equipment belonging to the Village Hall or brought in by the Hirer must also be reported as soon as possible. The Hirer must report all accidents involving injury to the public to a member of the village hall management committee as soon as possible and complete the relevant section in the village hall’s accident book. Certain types of accident or injury must be reported on a special form to the Booking Contact. The Village Hall Secretary will give assistance in completing this form and can provide contact details

  18. Explosives and flammable substances The hirer shall ensure that:

    1. Highly flammable substances are not brought into, or used in any part of the premises and that

    2. No internal decorations of a combustible nature (e.g. polystyrene, cotton wool) shall be erected without the consent of the management committee. No decorations are to be put up near light fittings or heaters.

  19. Heating

    The Hirer shall ensure that no unauthorised heating appliances shall be used on the premises when open to the public without the consent of the management committee. Portable Liquefied Propane Gas (LPG) heating appliances shall not be used.

  20. Animals

    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. No animals whatsoever are to enter the kitchen at any time.

  21. 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 premises, and shall indemnify and keep indemnified each member of the village hall’s management committee accordingly against all actions, claims and proceedings arising from any breach of this condition. Failure to observe this condition may lead to prosecution by the local authority.

  22. 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.

  23. Cancellation

    If the Hirer wishes to cancel the booking within six weeks before the date of the event and the Village Hall is unable to conclude a replacement booking, the question of the payment or the repayment of the fee shall be at the discretion of the Village Hall.

    The Village Hall reserves the right to cancel this hiring by written notice to the Hirer in the event of:

    1. the premises being required for use as a Polling Station for a Parliamentary or Local Government election or by-election.

    2. the Village Hall management committee reasonably considering that (i) such hiring will lead to a breach of licensing conditions, if applicable, or other legal or statutory requirements, or (ii) unlawful or unsuitable activities will take place at the premises as a result of this hiring.

    3. the premises becoming unfit for the use intended by the Hirer.

    4. 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 already paid, but the Village Hall shall not be liable to the Hirer for any resulting direct or indirect loss or damages whatsoever.

  24. End of hire

    The Hirer shall be 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, otherwise the village hall shall be at liberty to make an additional charge.

  25. No alterations

    No alterations or additions may be made to the premises nor may any fixtures be installed or placards, decorations or other articles be attached in any way to any part of the premises without the prior written approval of the Village Hall Secretary or the Authorised representative. Any alteration, fixture or fitting or attachment so approved shall at the discretion of the Village Hall remain in the premises at the end of the hiring. It will become the property of the Village Hall unless removed by the Hirer who must make good to the satisfaction of the Village Hall any damage caused to the premises by such removal.

  26. No rights

The Hiring Agreement constitutes permission only to use the premises and confers no tenancy or other right of occupation on the Hirer.

Bearley_Village_Hall_Hire_Agreement_and_Conditions 5th July 2016 (2) (2) 4 of 4 Replaces 3,d December