Terms of Letting

1. APPLICATIONS

All applications for the hiring of the hall shall be made on the forms obtainable from the Booking Secretary or online. Provisional bookings by telephone or otherwise must be confirmed in writing within fourteen days on the Booking form together with a Booking Deposit or they will be cancelled. The person signing the Application Form (Form A) shall be deemed to be the hirer. Applications by persons under 21 years of age will not be taken.

2. TERMS OF PAYMENT

The balance of charges in respect of each hiring must be paid six weeks before the event date. The total charges in respect of each hiring must accompany Form A if made within six weeks of the event date accompanied by the returnable Damage Deposit if required. If the application is not granted all monies will be refunded.

3. DAMAGE DEPOSITS

For non-account holders, a Damage Deposit may also have to be paid in advance. The hirer will be informed at the time of booking if this is required, and the amount. This deposit is to be paid as a separate cheque (or cash) at the time of payment of the balance of hire charges (normally at least six weeks before the event), and will be banked two weeks prior to the event. This deposit will be refunded in full after the event if no damage or loss or extra cleaning work is required and the terms of letting have been adhered to. Additionally further charges may be levied if necessary because of excessive damage done or additional work being needed which is not covered by the amount of the Damage Deposit paid. The Damage Deposit may also be retained if undue noise or other disturbances are caused by the hirer, especially if complaints are received from third parties. In the event that Chipperfield Village Hall staff have to be called out to deal with a problem caused by the hirer or any person attending his event then the Damage Deposit will be retained.

4. REVISION OF CHARGES

The Management Committee has the right to revise the charges of hiring at any time and to give notice of the applicable revised charges to the hirer at any time up to 6 weeks before the event. Hirers should note that the hire charges are normally reviewed annually in January, so that bookings made over a year in advance are likely to incur revised charges.

5. RIGHT TO TERMINATE

The Management Committee reserve the right by notice to the hirer to terminate the agreement and the hiring at any time, in which case the Management Committee shall give to the hirer as long a notice as possible of their intentions, and shall return the Booking Deposit or the whole of the charge as the case may be, but shall not be liable in damages or otherwise in respect of their actions under this clause, nor be under any liability to the hirer for any loss or damage he may sustain by reason of such termination.

6. SUBLETTING OR SURRENDER

The hirer shall not sublet his hiring, but may, with the consent of the Management Committee, surrender his hiring, so that the premises may be re-let. Should the accommodation not be re-let, the whole of the charge will be payable by the hirer, unless the cancellation is made at least six weeks before the date the premises are required, when only the Booking Deposit will be forfeited.

7. LICENSABLE ACTIVITIES

a) Alcohol consumption

In all cases where alcohol is to be consumed on the premises (including bringing your own or providing it free of charge), Form B must be completed.

If alcohol is to be SOLD then the Hirer must highlight this on the booking form and a license is required. This is known as a “Temporary Event Notice (TENS)” and can be obtained from the Booking Secretary, or by contacting Dacorum Council http://www.dacorum.gov.uk/home/environment-street-care/licensing/alcohol-entertainment-licensing/temporary-event-notices. A copy to be given to the Booking Secretary.

  • The Hirer will comply with the current licensing laws in every respect in relation to the booking.
  • Alcohol can only be consumed between the hours of 11.00 to 23.30, including drinking up time, so the bar must be closed at 23.00.
  • No alcohol to be consumed on the premises by anyone under the age of 18.

b) Noise

Whilst noisy activities such as playing music are taking place all outside doors and windows in the front and main halls (including the external bar door) must be kept closed.

c) Other licensable events

Music, dramas, indoor sporting events, films may all be licensable. Please complete Booking form B giving details. A Temporary Event Notice” (TENS)” may be required.

8. SPECIAL CONDITIONS OF LETTING

All lettings are subject to the following conditions:

a) The premises must be vacated by 24.00 hours.

b) No alterations or additions shall be made to the lighting, heating, seating, gangways, fittings, fixtures, or other arrangements in the premises except with the consent in writing of the Management Committee.

c) Posters, banners, or placards are not to be affixed to walls, fixtures or fabrics so as to cause any damage and must not obstruct gangways, exits or entrances. The painted wooden board around the hall may be used providing the paintwork is not damaged.

d) No bolts, screws, nails or tacks shall be driven into any part of the premises.

e) No wax or powder shall be placed upon the floor.

f) No article of an inflammable (e.g. candles) or explosive nature or offensive character, or producing an offensive smell, or any oil, electric, gas, LPG or other appliance or stove or engine shall be brought into or used in the building.

g) No smoking in any parts of the building at any time.

h) No use of deep fat fryers in the kitchen

i) Hirers must leave the premises in a clean and serviceable state, with all furniture, crockery and cutlery returned to their original positions. Non-compliance may result in extra charges or loss of Damage Deposit.

j) Electrical equipment. The hirer shall ensure that their own electrical appliances used in the premises shall be safe, in good working order and used in a safe manner.

k) Any items of equipment such as Personal Computers, projectors or sound equipment brought into the hall by the hirer are at the owner's risk, and the Management Committee accepts no responsibility for any damage to such items, however caused.

l) The hirer must comply with the Health and Safety regulations as itemised in the Health and Safety section

m) The hirer must comply with the instructions for ‘Leaving the Hall’ as shown in the Information for Hall Users section.


9. STATUTORY OBLIGATIONS

In every letting there shall be deemed to be implied on the part of the hirer an undertaking with the Management Committee strictly to observe and perform all statutory provisions and regulations, and all conditions and regulations imposed by Local Government applicable to any hiring, and to indemnify the Management Committee, their officers and servants from all penalties, damages and costs which they may incur in consequence of any breach or default in complying with any such provisions, regulations, or conditions.


10. PUBLIC PERFORMANCE OF COPYRIGHT WORK 712936

The Management Committee has a licence with PRS for Music (the Performing Right Society, 2 Pancras Square, London N1C 4AG, prsformusic.com) to cover the performance of all musical works in the repertoire of that Society. The hirer shall comply with the conditions of this licence.


11. RESPONSIBLE PERSON IN CHARGE

The hirer, or a responsible person nominated by the hirer whose name has been given on the Booking Form (page 2 item 2) shall be present and in charge of the premises at all times during the hire period, and must ensure that there are sufficient attendants for the purposes of safety and security.

It is the hirer’s responsibility to inform all caterers, contractors, and others employed by the hirer to comply with the hall’s Health and Safety policy and to observe such reasonable instructions as may be given to them on behalf of the Management Committee. They are required to remove and clear away all their articles and property by the end of the period for which the hall is hired.

12. PERSONAL PROPERTY

The Management Committee accepts no responsibility for articles left on the premises.

13. CONDUCT OF PATRONS

The hirer shall be responsible for the proper conduct of persons using the premises, and in the event of any person acting in such a manner as to cause damage, annoyance or inconvenience to other persons, the hirer shall take all necessary steps to deal with the offender. The Management Committee reserves the right to refuse admission to or remove from the premises any person without stating any reason therefore. The hirer shall use his or her best endeavours to ensure that those attending the premises shall leave in a quiet and orderly manner so as not to disturb residents in the neighbourhood.

14. RIGHTS OF ENTRY BY THE MANAGEMENT COMMITTEE

The members of the Management Committee and any authorised officer of the Committee shall at all times during the hiring have free entrance to and exit from the hired premises.


15. DAMAGE TO MANAGEMENT COMMITTEE PROPERTY

The hirer shall repay to the Management Committee on demand the cost of reinstating or replacing any part of the premises or any property of the Management Committee therein which shall be damaged, destroyed, stolen, or removed during the period of hire or arising out of the said hire. Unless the hirer shall show before the commencement of the period of hiring that any property of the Management Committee is damaged, such property shall be deemed to have been undamaged at the commencement of that period of hire.

16. INDEMNITY AGAINST CLAIMS

The hirer shall indemnify the Management Committee against all claims, demands, actions or proceedings in respect of - the death or injury of any person or loss of or damage to property which shall occur during the period of hire or arising out of the hiring, unless caused directly by the negligence of the Management Committee, its agents or servants.

17. FAILURE TO OBSERVE CONDITIONS

If the hirer shall fail to observe or perform in any respect or fail to secure the due performance or observance by others of the agreement to these terms and conditions, the Management Committee may without notice forthwith determine the hirer’s rights under the agreement and effect the immediate vacation of the premises.

Such determination shall not release the hirer from any of his obligations under the agreement or affect any right or remedy which the Management Committee may have under the agreement or otherwise, and the Management Committee shall be entitled to retain any monies paid by way of charge and/or deposit and to sue for any balance outstanding.

HEALTH AND SAFETY

All hirers have a duty of care to observe safe practices and follow the conditions of hire as set out in this document. In particular, all hirers must comply with the following fire precautions:

All exit doors must be kept clear of obstructions.

FIRE EXIT SIGN must remain switched on throughout the hiring. This is a requirement by law. The switch for this is marked EXIT and located on the right of the stage on the switch panel;

The hirer must familiarise himself with the location of fire extinguishers and fire blankets.

The hirer must be familiar with the fire evacuation procedure displayed in the entrance hall and the exits doors.(See below).

The approach road to the hall must be kept free of vehicles at all times to allow access for emergency vehicles in the event of an incident.

A first aid kit and accident book are located in the kitchen. To be completed in the event of an accident or incident.

The fire extinguishers and fire blanket should not be tampered with. If damage is found a cost will be charged.

Inflammable articles which are a fire risk must not be used.

NO SMOKING IN ANY PART OF THE BUILDING

Electrical equipment. The hirer shall ensure that their own electrical appliances used in the premises shall be safe, in good working order and used in a safe manner.

Any items of equipment such as Personal Computers, projectors or sound equipment brought into the hall by the hirer are at the owner's risk, and the Management Committee accepts no responsibility for any damage to such items, however caused.

When moving chairs use the trolley provided and do not drag the chairs or lift more than two together.

When using ladders in the hall then only to be used with 2 people in attendance.


FIRE EXTINGUISHERS

Three in the main hall which are located at the entrances to each door.

One in the kitchen.

One on the stage.

One in the loft.

FIRE BLANKET is located in the kitchen.

FIRE EXITS

The four exit points are:

Through the main entrance doors.

Through the fire exit doors in the main hall.

Through the external door in the bar.

Through the kitchen exit doors.

IN THE EVENT OF A FIRE

The Hirer’s responsibility in the event of a fire:

· On discovering a fire, raise the alarm by shouting ‘FIRE, FIRE, FIRE, and begin evacuation.

· On hearing the alarm all occupants to begin evacuation

· Evacuation of the hall should be immediate via the nearest accessible exit.

· Call the Fire Brigade on 999. Mobile signal is better outside the hall

· Any sound systems in use to be turned off. If appropriate it could be used to broadcast the fire before turning off .

· Proceed immediately to the place of assembly in the car park adjacent to the Two Brewers

· Users should only consider tackling the fire if competent to use fire extinguishers and the fire can be safely tackled

· Do not return to the Building

· Do not leave the assembly area until instructed to do so by the Fire Brigade

· The hirer or responsible person should give clear instructions to the fire officer

On the known location of fire.

Information on any known missing person and their location

Any known hazards:-

The address of the Hall is:

Chipperfield Village Hall

The Common, Chipperfield

Hertfordshire. WD4 9BS

ACCIDENT OR MEDICAL PROBLEM

In the event of an accident

· If an ambulance needs to be called mobile signal is better outside the hall. Post Code WD4 9BS

· There is a defibrillator located on the front outer wall of the TWO BREWERS PUB with instructions for use.

· There is a First Aid Box in the kitchen to the left of the sink

· There is an Accident Book in the kitchen which needs to be completed if an accident occurs.