HIRE AGREEMENT

HIRE AGREEMENT - INFORMATION, TERMS, CONDITIONS AND REGULATIONS

General

The key to access the village hall will be available at a pre-arranged time from the Bookings Secretary or Committee Member. 

Hirers and guests are expected to vacate the premises at the end of the hire agreement time. If Hirers require additional time to clear the hall, say after a late night event, the hall should be booked (if available) for the following morning to avoid disturbing local residents.

The Hall must be securely locked at the end of the hire by the hirer and keys returned to the bookings secretary or left in the agree safe place.  Under no circumstances must the hall be left unsecure. 

Licence

The village hall has a Premises Licence authorising the following regulated entertainment and licensable activities.

Sunday to Friday 9am to 10pm. Saturday 9am to 11.30pm.  On Saturdays all licenced activities must cease by 11.30pm. The hall must be vacated and secured by Midnight.

The seating and occupation capacity depends upon the activity at the Hall. The Hire agreement will confirm the numbers of persons allowed within the hire period.

Activity

The hall is licensed for

a. The performance of plays YES

b. The exhibition of films YES

c. Indoor sporting events YES

  d. Boxing or wrestling entertainment                       NO

  e. The performance of live music   YES

f. The playing of recorded music YES

g. The performance of dance YES

h. Entertainments similar to those above (a to g) YES

i. Making music YES

j. Dancing YES

k. Entertainment similar to those in I to j YES 

Safety

The village Hall has a no smoking and vaping policy.  This means no smoking within the building or on the outside steps, at the front of the building or to the emergency exit. In the event of a fire, the Village Hall should be evacuated in an orderly manner using the appropriate exits and the Fire Service called by dialling ‘999’.  There is no telephone in the Hall. 

Public Safety Compliance

The Hirer shall comply with all conditions and regulations made in respect of the premises by the Fire Authority, Local Authority, the Licensing Authority 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 must familiarise themselves with:

• The action to take in the event of a fire, 

• The escape routes and the need to keep them clear. in addition to the front entrance, there are  two Fire Exit Doors in the hall, one at the rear entrance and the other within the storage area on the left hand side.  

• The location and use of fire equipment 

• The method of operation of escape door fastenings

• Appreciation of the importance of keeping fire doors closed at the time of a fire and not keeping them wedged open.

• That there are not obvious fire hazards on the premises

• Ensure that the “Emergency Exit” signs are kept illuminated

Manual Handling

If the committee has agreed the use of the tables and chairs please use the trolleys provided when moving the folding chairs and tables to avoid injury.  You must stack chairs and tables in the area safely as they would have been found. There a number of different types of  black fabric conference chairs, these have been colour coded to assist stacking. 

The first aid box is located in the kitchen.

Alcohol

The Hall is not permanently licensed for the sale of alcohol. The Hall has a Premises (Entertainment) Licence as required under The Licensing Act 2003. A Hirer who wishes to sell alcohol at an event must apply for a Temporary Event Notice (TEN) to Doncaster Council. This must be cleared in advance with the Village Hall Committee. Under the legislation, alcohol may be given away, but if it is sold in any form, i.e. by raffle ticket, donation or included in the price of a ticket, then a Licence or TEN must be held.

The use of alcoholic drinks as raffle prizes does not require a Licence. Organisers who are in any doubt about the validity of serving free alcoholic drinks should visit the Doncaster council website. 

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. Drunk and disorderly behaviour shall not be permitted either on the premises or in its immediate vicinity.  Alcohol shall not be served to any person suspected of being drunk nor to any person suspected of being under the age of 18. 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.   No illegal drugs may be brought onto the premises. 

Car Parking

The roads leading to the Village Hall are public highways and must not be obstructed.  There is ample car parking to the side and rear of the hall with two disabled parking bays available.  DO NOT OBSTRUCT THE DRIVEWAY TO THE LEFT OF THE FRONT ACCESS TO THE HALL.   Use a one-way system when entering and leaving by car, the way in, being the main access in front of the hall and the exit to the rear.

All users are reminded to leave quietly at the close of any event.  Car doors banging and loud talking in the vicinity of the hall or car park can be disturbing to local residents.

Payment 

The full hire charge should be paid at least 14 days before the day of hire. Payments may be made by bank transfer or cash.

Refundable deposit

For all evening parties we ask for a deposit of £50, this will be agreed at the time of booking and is separate to the hire charge.

The refundable deposit will be refunded within 14 days of the termination of the period of hire, provided that no damage or loss has been caused to the premises and/or its contents, nor complaints made as a result of the hiring. The premises and environment must be left clean and tidy and hirers must remove all their rubbish from the site. This includes all bottles and cans as we do not have a recycling facility.  Table tops should be wiped clean before being returned to the storage area.  The deposit cannot be refunded in the event of a special refuse collection being required.

Fault, Damage and comments

Please report any faults or damage to the Bookings Secretary as soon as possible so that they can be rectified quickly.  The Village Hall Committee welcome and comments or observations you may have about the hire of the village hall.

Supervision

The HIRER shall, during the period of the hiring, be responsible for:

• Supervision of the premises, the fabric and the contents;

• The behaviour of all persons using the premises whatever their capacity, including proper supervision of car parking arrangements.

• 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.

Use of Premises

The Hirer shall not use the premises for any purpose other than that described in the Hire 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 policies in respect thereof. 

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.

Licences

The Village Hall holds a Performing Society Rights Licence which permits the use of copyright music in any form e.g. record, compact disc, tapes, radio, television or by performers in person.  If other licences are required in respect of any activity in the Village Hall the Hirer should ensure that they hold the relevant licence or the Village Hall holds it.

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.  The premises has a fridge / freezer. The hirer shall be responsible for the removal of all perishable items from the fridge / freezer used during the hire period. 

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.

Insurance

The hirer should ensure that their own insurance will cover any accident or liability to persons or the premises.  For example: If a bouncy castle is hired, it is the hirers responsibility to ensure that the company used have their own insurance to cover any claims, losses and damages suffered or incurred as a result of hire.

The Village Hall is insured against any claims arising out of its own negligence.

Accidents and Dangerous Occurrences

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 located in the kitchen.  Any failure of equipment belonging to the Village Hall or brought in by the Hirer must also be reported as soon as possible.  Certain types of accident or injury (primarily those requiring hospital treatment) must be reported online or by telephone to the Health and Safety Executive (HSE).   This is in accordance with the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995 (RIDDOR).

Explosives and Flammable Substances

The hirer shall ensure that:

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

• 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.

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.

Animals

The Hirer shall ensure that no animals (including birds) except assistance 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.

Compliance with The Children Act 1989

The Hirer shall ensure that any activities for children under eight years of age comply with the provisions of The Children Act of 1989 and that only fit and proper persons who have passed the appropriate Disclosure and Barring Service (DBS) checks 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 committee with a copy of their Child Protection Policy on request. 

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.

 Sale of Goods

The Hirer shall, if selling goods on the premises, comply with current legislation and codes of practice in connection with such sales. 

Cancellation

If the Hirer wishes to cancel the booking before the date of the event and the Village Hall is unable to conclude a replacement booking, the initial deposit may not be returned.  However, 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:

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

• the Village Hall management committee reasonably considering that such hiring will lead to a breach of licensing conditions, if applicable, or other legal or statutory requirements

• unlawful or unsuitable activities will take place at the premises as a result of this hiring

• the premises becoming unfit for the use intended by the Hirer

• 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.   

• a special booking requirement which will benefit the community

Every effort will be made to offer an alternative date for the hirer to use.

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.

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) must be removed at the end of the hire period. The committee reserves the right to charge a fee for equipment storage or removal.

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. 

No Rights

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