If the HIRER is in any doubt as to the meaning of the following, the Treasurer (Mark Brooks) should be consulted immediately.
For the purposes of these conditions, the term ‘HIRER’ shall mean an individual HIRER or, where the HIRER is an organisation, the authorised representative. The ‘COMMITTEE’ shall mean the St Michaels Village Hall Management COMMITTEE.
The Trustees of St Michaels Village Hall have a Safeguarding Statement which is available in the information folder in the Hall together with the contact details of the appointed Safeguarding Officer and the local safeguarding teams. If a HIRER has any concerns regarding a child, young person or vulnerable adult attending activities in the Hall, please contact the Safeguarding Officer. All Trustees have signed the Trustee Statement of Eligibility as required by the Charity Commission.
The booking hire period must be strictly adhered to. Extra time will be charged pro-rata. Set up and clear time is included in the hire period. The Hall must be cleared by the end of the hire period stated. Music must cease at 23:59 Monday to Thursday evening, 01.00 Saturday and Sunday morning and 23:00 Sunday evening. The hall must be vacated by 00.30 Tuesday to Friday morning, 01.30 Saturday and Sunday morning, and 23.30 Sunday evening.
HIRE CHARGES & CANCELLATIONS
A deposit of 50% of the hire charge is required at the time of booking. Booking cancellations will be charged at 50% of the hire fee if they are not received more than 7 days before the event to be cancelled. If the HIRER wishes to cancel a booking 48 hours prior to the date of the event and the COMMITTEE is unable to conclude a replacement booking, then the HIRER will be liable for the booking fee.
COMMITTEE’S RIGHT TO CANCEL
The COMMITTEE reserves the right to cancel a hiring in the event of the hall being required for use as a Polling Station, for Parliamentary or Local Government Elections or any other reason which might arise, in which case the HIRER shall be entitled to a refund of any deposit already paid.
In the event of the COMMITTEE cancelling an event, the liability to the HIRER is limited to the total hire charge or deposit paid.
HEALTH & SAFETY
The maximum number of persons allowed on the premises is 180. Smoking is strictly forbidden anywhere on the premises. In compliance with fire regulations, all EXIT AREAS must be kept clear at all times. FIRE DOORS are not to be used as everyday access or egress. The HIRER must provide at least 3 stewards or attendants who should be instructed to act in the event of an emergency. It is the responsibility of the HIRER to make themselves familiar with the emergency exits, fire alarms and other emergency procedures. No smoke producing agent or pyrotechnic device may be used without the prior approval of the COMMITTEE. No flammable material shall be used or stored on the premises. The HIRER shall ensure that any electrical appliances brought to the premises and used there shall be safe and in good working order and used in a safe manner. We recommend that any electrical equipment has Portable Application Testing (PAT) annually. The HIRER shall be responsible for the erection and dismantling of any equipment peculiar to their needs. Chairs must be stacked on the trolleys provided. Tables should be returned to the storeroom. PLEASE DO NOT DRAG TABLES OR CHAIRS ACROSS THE FLOOR.
The HIRER will review the Fire Evacuation Plan and ensure they are prepared to evacuate the hall should it be necessary. The HIRER will familiarise him/herself with the layout of the building including the location of the fire exits, call points and fire extinguishers (plan provided).
LOCAL AUTHORITY REGULATIONS
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 the Police Authority or otherwise, particularly in connection with any event which includes public dancing or music or other similar public entertainment or stage plays. A copy of the Public Entertainments Licence is displayed in the Hall.
The HIRER is responsible for obtaining such licences as may be required for the consumption of alcohol (if not hiring the village hall bar facility) and any other licence which may be required to cover an event. A photocopy of all such licences should be submitted with the remittance for the hire before the hiring commences as proof of existence.
The HIRER must ensure that nothing is done within the boundaries of the Hall in contravention of the law relating to gaming, betting and lotteries. This includes the use of illegal substances.
SUPERVISION & RESPONSIBILITY
The HIRER is responsible during the period of hire for supervision of the premises and grounds, and any damage and loss however slight to the fabric and contents of the building. The HIRER is responsible for the behaviour of all persons, in whatever capacity, using the premises and for maintaining good order during the hire period and ensuring that the level of noise does not cause a nuisance to neighbouring residents. Doors and windows should not be left open if loud music is played in the hall. The hall is in a residential area, and users should be asked to leave the hall quietly, particularly in the late evening. Responsibility extends to the proper supervision of car parking, avoiding obstruction of the public highway and of all the Hall exits.
HEALTH & HYGIENE
The HIRER shall, if preparing, serving, or selling food, observe all relevant food, health and hygiene legislation and regulations
The HIRER is responsible for leaving the hall in a clean and tidy condition. Please note: tea towels are not provided. Please ensure that:
- All rubbish, including empty bottles, is removed from the hall and taken away immediately after the event.
- Kitchen surfaces are left clean and tidy.
- The cooker (if used) is left in a clean and serviceable condition
- Crockery and cutlery used is washed and put away.
- All floors are swept.
- Toilets are left clean and tidy.
- All heating and lighting is switched off.
- Premises are left secure/locked.
Breakages and damages must be reported and shall be chargeable to the HIRER. It is respectfully pointed out that the Hall is provided for the use and enjoyment of all; please observe the above conditions for the benefit of the whole community.
The HIRER accepts full responsibility for compliance and agrees to indemnify the COMMITTEE against all loss and damage caused by the neglect of the HIRER or their guests. All articles left on the premises are at the HIRER’S own risk. The COMMITTEE bears no responsibility for the loss or damage of said articles. No equipment should be removed from the premises. Should the booking, due to unforeseen circumstances, be cancelled, the COMMITTEE will not be liable for claims of compensation.
UNFIT FOR HIRE
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.
In the event that it transpires that the HIRER has misrepresented the use to which he/she intends to use the Hall, the COMMITTEE reserves the right to cancel the booking without liability.
ALTERATIONS AND AMENDMENTS
The COMMITTEE reserves the right to alter or amend any of the above conditions as circumstances require.