Standard Conditions of Hire

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Chilbolton Village Hall is owned by The Official Custodian for Charities on behalf of Chilbolton Village Hall and is managed by the Trustees and Management Committee of Chilbolton Village Hall, a registered charity, for the use of the inhabitants of Chilbolton and neighbourhood.

 

In these conditions, Hirer means the individual which shall have made the application to hire some or all of the Premises (if more than one, each of them) or, where the Hirer is an organisation, the representative of that organisation, Attendee means the Hirer and any person allowed to be on any of the Premises by the Hirer and Premises includes all of the village hall, the outside and parking areas used or available for use in connection with the hiring and all fixtures, fittings, equipment and contents on such Premises.

 

If the Hirer is unsure as to the meaning of any of the following or if any particular use is permitted during the hire period, the Booking Secretary should be asked before the hire period begins.  Use of any of the Premises by the Hirer denotes that they have read and agree to comply with all these conditions.

 

1. Supervision

 

The Hirer will, during the hiring, be responsible for: the supervision of the Premises, its care, use and the prevention of damage or alteration to, or removal of any contents or equipment from, the Premises; the behaviour of all persons using the Premises whatever their capacity; the supervision of car parking to avoid obstruction of any roadway, and ensuring the car park is only used for the parking of vehicles in an orderly fashion and not an extension of activities indoors; and also ensuring that all these conditions are fully complied with.

 

2. Use of Premises

 

The Hirer shall not use or tolerate the use of any of the Premises for any purpose other than as described in the hiring agreement (which purposes the Hirer agrees have been fully disclosed to the Booking Secretary at the time of the booking), any unlawful use or activity or the doing or bringing on to the Premises of anything which may endanger any of the Premises or any person or render invalid any insurance policy. In the event the Hirer has not hired all of the Premises, no Attendee shall prevent or hinder the use of other parts of the Premises by other lawful users. The heating will be programmed for the hire but we cannot always be certain whether a previous hirer has turned off any heater at the wall socket and not switched it back on, so please check they are switched on at the socket at the beginning of your session. The Hirer should notify the Booking Secretary in advance if the indoors of the Premises needs to be particularly warm or cold. The Hirer is not permitted to adjust the heating from any of the radiators. There is no air conditioning at the Premises. It is not permitted that any pin, nail, hook, Sellotape or other adhesive substance is to be used on any wall, floor or other surface at the Premises without the prior written consent of the Booking Secretary.

 

3. Use of the Village Hall’s sound equipment, screens and staging If the Hirer wishes to use any of the Village Hall’s sound equipment or microphones, either of the screens or the staging at the Premises or wishes to have Bluetooth access the Hirer shall notify the Booking Secretary reasonably in advance of the hire period so that they can be provided with relevant instruction on their use. The Trustees would expect but do not guarantee any of the same will be in full working order during the hire period. The Hirer shall ensure that none of the them shall be used unless such a notification shall have been given and then shall only be used as so instructed. The Hirer will ensure that at the end of the hire period any such equipment which can be switched off is turned off and is returned to their applicable storage locations.

 

4. Licences

 

To the extent the Village Hall or the Trustees do not hold the applicable licence, the Hirer shall make themselves aware of the relevant requirements well in advance and be responsible for obtaining all licences as may be legally required in connection with any activity during the hiring period, including relating to alcohol or music or showing or use of any material subject to any intellectual property right, such as films. Whether or not obtained by the Hirer, the Hirer shall be responsible for compliance with the terms and conditions of all such licences. In the case of films, children shall be restricted from viewing age-restricted films according to the British Board of Film Classification recommendations.

 

5. Public Safety

 

The Hirer shall ensure compliance with all regulations or orders relating to any activity carried out during the hire period, including restrictions relating to maximum permitted persons, public dancing or music or other entertainment or stage plays; those made by any local authority, any licensing authority and the Premises’s risk assessment; and the preparation, storage, serving or selling of any food or otherwise and shall comply with all health and hygiene regulations, including appropriate refrigeration in compliance with food temperature regulations. The Hirer shall ensure that they are aware prior to the commencement of the hire period of action which should be taken in the event of fire, the location and use of fire equipment, escape routes and the need to keep access to them free from obstruction, the method of operation of escape doors and the location of the first aid box and defibrillator. The Hirer shall also ensure that all electrical and other appliances brought onto the Premises shall be safe, in good working order and complies with all applicable regulations, and is used in a safe and compliant manner. The Village Hall has a basic first kit on the Premises which is available for use by the Hirer during the hire period to seek to trat minor accidents. Hirers should consider and themselves any additional first aid kit and equipment that may be needed.

 

6. Indemnity

 

The Hirer shall indemnify the Trustees for the cost of repair of any damage to any part of the Premises as a direct or indirect result of the use of the Premises during the hire period; the replacement cost of any contents destroyed, damaged or removed; any loss or cost relating any third party claim relating any activity in connection with the hire, any injury or loss of property or any breach of any of these conditions. The Hirer shall insure against any third party claim in connection with the use of the Premises during the hiring period. (The Village Hall is insured against any claims arising out of its own negligence) All faults, destruction or damage shall be notified to the Booking Secretary no later than 48 hours following the end of the hire period. In addition, the Booking Secretary at their discretion may retain any of the booking deposit in the case of any breach of any of these conditions, without prejudice to any other liability of the Hirer or other Attendees.

 

7. Accidents and Dangerous Occurrences

 

The Hirer shall ensure that care is taken to avoid excessive consumption of alcohol and to ensure that no illegal drugs or highly flammable or combustible substances are brought onto the Premises. No additional heating appliances shall be brought onto or used on the Premises, The Hirer must report to the Booking Secretary all accidents and injuries during the hire period as soon as possible and details recorded in the Accident Book. Certain accidents and injuries must be reported to the local authority and the Booking Secretary will assist in completing the required report form.

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8. Animals

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The Hirer shall ensure that no animals (including birds) except guide dogs are brought onto the Premises, other than as previously agreed in writing by the Booking Secretary. No such animals may enter the kitchen at any time.

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9. Children and Vulnerable Persons

 

The Hirer shall ensure that any activities for and supervision of children and other vulnerable persons comply with then current applicable laws and regulations and that fit and proper persons participate in activities and have access to them. The Hirer must disclose at the time of Booking, and confirms by signing the hire agreement, that they have disclosed whether any activity during the hire period will include any children or an adult at risk of abuse or neglect (this expression is more fully described in our Safeguarding Policy), not being a private party arranged for invited friends and family. Where such disclosure is required, at least 7 days before the commencement of the hire period the Hirer must provide evidence that they have a “clean” up to date check through the Disclosure and Barring Service (a DBS check), otherwise your booking is likely to be cancelled with the refund of the Hirer’s deposit being at the Trustees’ discretion. The Trustees reserve the right for any member of the Management Committee or the Booking Secretary to require evidence of a “clean” up to date DBS check for any other Hirer. Any Attendee may refer any safeguarding concerns to our Designated Safeguarding Lead who is currently our Booking Secretary, who will initiate action through appropriate channels.

 

10. Advertising

 

The Hirer shall not carry out or permit fly posting or any unauthorised advertisement for any activity at the Premises during the hire period.

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11. Sale of Goods

 

The Hirer shall, if selling goods on the Premises, comply with all laws and any applicable code of practice in connection with such sales.

 

12. Cancellation

 

While it will rarely occur, the right of the Trustees to refuse or cancel any booking for any hiring with or without notice is reserved, including in connection with any election where any of the Premises is to be used as a polling station, in which case the Hirer shall be entitled to a refund of any deposit already paid but there will be no other liability of the Village Hall or the Trustees for any consequential loss. If the Hirer gives notice to cancel a booking less than a month in advance of the hire period then a fee of £25 will be incurred, if more than a month at the Booking Secretary’s discretion no such fee will be charged.

 

13. 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 by the Booking Secretary and any equipment clean and replaced from where it was removed and turned off. Table tops shall be wiped clean and then stacked together with chairs in the store room. If used, the dishwasher shall be drained and left clean and tidy. All waste should be placed initially in the kitchen rubbish bags as recyclable or non-recyclable as appropriate and then by the end of the hire period those bags must be safely removed from the Premises and disposed of by you elsewhere in a responsible way. . Any heaters that have been turned off must be turned back on. All lights must be switched off as well as the master switch just inside the front door. Keys must be returned as directed by the Booking Secretary.

 

14. Noise

 

The Hirer shall ensure that the minimum of noise is made by Attendees on arrival and departure with outer doors otherwise closed.

 

15. Smoking

 

The Hirer shall ensure that smoking does not take place indoors at the Premises. Any person who breaches that condition shall be required to leave by the Hirer. The Hirer shall ensure that anyone wishing to smoke does so outside and disposes of cigarette ends and matches in a tidy and responsible manner and so as not to cause a fire.

 

16. Footwear

 

The Hirer shall ensure that footwear that that could damage or mark the flooring, such as stiletto heels, are not worn inside the Premises without sufficient floor protectors.

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17. Hanging of Articles

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No articles are to be suspended or otherwise attached to the gantry and/or the stage or any other part of the Premises without prior written permission of the Booking Secretary.

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18. Times for Caterers and Hiring Companies

 

The Hirer must ensure that any items to be delivered are delivered and removed during the hire period and that each caterer or hiring company are aware of that hire period. Access before or after the hire period is not permitted.

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19. Limitation of Liability

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While the Trustees are happy and would encourage feedback on the Hirer’s experience at the Premises, neither the Village Hall, any of the Trustees, the Booking Secretary nor any of the Chilbolton Parish Council or its officers will be liable for any loss, expense, injury or claim howsoever arising other than to the extent that liability cannot be excluded by law. Chilbolton Village Hall has health and safety, safeguarding, diversity equality and inclusion and data protection policies. These are available to all Hirers and apply to all hirings of any of the Premises. The Trustees are grateful that you are hiring our Village Hall and hope you have a good experience and your event is a success.