Booking Information\Conditions of hire

 

2)        All bookings are at the discretion of the village hall committee.

 

3)        Regular hirers will pay a deposit equivalent to one month’s hire charge at the time of booking. A 50% deposit will be required for one off events (unless otherwise arranged).

 

4)        The deposit will be refunded in the event of cancellation one month prior to the booking. Hirers cancelling less than one month ahead will forfeit their deposit.

 

5)        Payment of the hire charge less deposit (if applicable) will be due within 14 days from the date of the invoice. Persistent late payment will incur a 10% surcharge.

 

6)        Organisations or individuals working with children in the hall must demonstrate to the hall committee that all required legislation has been complied with and all disclosure procedures followed. A formal declaration that disclosures have been carried out on all those in child care positions should be provided with your booking confirmation. All organisations (educational/business/charity/committees/ constituted groups) using the Hall will have to sign the declaration (attached). Individuals will be unable to sign the declaration but will have to conform to the rest of the conditions of hire.

 

7)        Additionally, organisations or individuals putting on (one off) evening events catering primarily for children or young people must provide the following:

·         A Primary Contact (over 18).

·         A list of named stewards to be responsible for the safety and welfare of the young people or children within the building and the surrounding area for the duration of the event.

·         A named representative (over 18) to be responsible in the event of a fire.

Stewarding is to be at a level of 1:10 so an estimate of numbers attending will be needed.

If the event is aimed primarily at under 18’s it is strongly advised that there be no bar.

The named contact and list of stewards and fire officer will be given to the community police by the hall committee prior to your event so that they are aware of it. You may be contacted by the police regarding your event.

This list should be handed in no later than 2 weeks prior to your event taking place.

 

8)        The hall insurance only covers Village Hall events. User organisations will be required to carry their own Public & Employers liability and equipment insurance. 

 

9)        Hirer’s own electrical equipment must conform to legal standards and be in a safe condition.

 

10)     For regular events, loud music must stop by 11pm. & the car park be vacated by 11.30pm.  One off ‘special’ events must stop at 1.00am and the hall and car park be vacated by 1.30am. On December 31^st/January 1st only, loud music must cease by 2am. and the hall be vacated by 4.00 am.

 

11)     The hirer must leave the building in a clean and tidy condition and if requested to do so, on vacating the hall, to turn off all light and power switches and secure access doors. Failure to do this will result in the hirer’s deposit being forfeited. A period of 3 hours is given (no charge) on the following morning to tidy up the hall. (Usually 9-12 noon.)

 

12)     Fire exits are to be kept clear at all times.

 

13)     Cars must be parked in an orderly manner. Access to Lerigoligan must be kept clear at all times.

 

14)     No more than 160 people may be in the main hall at any one time.

 

15)     Please notify the committee of any breakages or shortages.

 

16)     Event/activity organisers are responsible for ensuring that the ‘No smoking’ regulations are complied with.