Elloughton Village Hall

48 Elloughton Road, Brough, HU15 1AE

(“The Premises”)

Standard Conditions of Hire


APPLICATIONS


1. The Village Hall Committee, whilst upholding the right of free speech, is opposed to letting its land or buildings to groups or individuals which either:


incite violence

incite racial and/or religious hatred or discrimination

are coercive or oppressive

are anti-democratic


The Committee will decide each application on its merits and reserves the right to exercise its discretion and refuse to accept any booking.  The Committee will also have regard to the safety of the premises, any staff and the public.  Examples of groups or individuals which will be excluded from hiring the premises include (but are not limited to) those which are racist, neo-fascist, support terrorism or are coercive religious or quasi-religious sects or organisations.


Those applying for a booking for the first time should, if requested, provide supporting background information to enable the request to be determined in accordance with the above policy.


2.  No reservation can be made for a date more than 12 months in advance from the date of application.


3. The Hirer, not being a person under 18 years of age, hereby accepts responsibility for being in charge of, and on, the premises at all times when the public are present, and for ensuring that all conditions under this Agreement relating to management and supervision of the premises are met.  If the hire involves working with children, young people (anyone under the age of 18 years) and/or vulnerable adults, the Hirer shall, on request, produce a clearance from the Disclosure and Barring Service (DBS), dated within 3 months of the hire date, to the Booking Secretary.



SAFEGUARDING VULNERABLE GROUPS


Our village hall committee takes its safeguarding responsibilities seriously and, as such, requires that all users of our hall have in place procedures for safeguarding children and vulnerable adults, appropriate insurance, risk assessment and correct coaching qualifications where necessary.  If required, you can refer to our full policy held by the secretary.



HIRING CHARGES


4. Details of hiring charges are supplied separately to this list of conditions.  A discount will be offered to registered charities on proof of status.


5. The Committee reserves the right to vary the Scale of Charges by such amounts as they may consider appropriate.  The amount charged will be the scale in force at the date of the function.


6. Hirers should note that any time used in addition to the period booked will be charged for at the appropriate rate.  This includes any time used for preparation or clearing which is in excess of the period of hire.


7. The Committee reserves the right to demand payment prior to the event, otherwise all bookings must be paid for in full by the end of the month following the month of hire. Late payments may be subject to an administration charge.


8. The Committee has discretion to require the hirer to pay an indemnity by means of a returnable cheque to cover any damages which may be caused by the hirer.  As directed by the Committee, the Hirer shall make good, or pay for, all damage (including accidental damage) to the premises or to the fixtures, fittings or contents (including the crockery, glasses, cutlery and other utensils.)


9. All hiring charges for the use of the rooms should be paid to Elloughton Village Hall. No additional sums should be paid to any employee. Receipts will be issued on request.


10. Due to the high cost of replacement, a deposit of £50 will be made to all users for the key to the village hall.  



CANCELLATIONS/TERMINATIONS


11. In the case of civil emergencies, health and safety issues or any other emergency, the Committee reserves the right to cancel a booking, and cannot be held responsible for any loss of revenue to, or claims made by, the hirer. The Committee also reserves the right to refuse or cancel any application for hiring the premises and to refuse admission to any person without giving any reason for such action.


12. Hirers must inform the Booking Secretary of their intention to cancel/amend a booking, giving at least 2 weeks’ notice. Charges/Refunds for late cancellations will be at the discretion of the Management Committee.


13. The Committee cannot at any time be held responsible for loss of revenue or claims for compensation resulting from the cancellation of individual bookings or sessions.



NOISE LEVELS


14. Any authorised representative of the Committee shall have the authority to satisfy himself on the level of sound, and the conduct or operation, of any function, and may instruct the hirer, or person in charge, to make such adjustments as are required.



CONDUCT OF FUNCTIONS


15. The hirer is required by this agreement to ensure that the Fire Notice, as attached to this agreement, is read out prior to the commencement of all public performances.


16. The rooms are available for hire from 0700hrs to 2330hrs Monday to Sunday.

The maximum number of people who may be present in the Main Hall is 200 (157 seated). Where seats are arranged ‘theatre style’ in rows, they must be tie-wrapped together. The maximum seated capacity for the Committee Room is 15.


17. No decorations, furnishings etc. are to be fixed without the prior approval and consent of the Committee and, if so approved, shall be fixed on the date of hire, and removed by an agreed time.


18. No posters advertising any function are permitted to be displayed on the doors, walls or windows of the rooms.  The notice board may be used by arrangement with the Committee.


19. The Hirer shall take out adequate insurance to cover the Hirer and members of the Hirer’s organisation and invitees against all claims arising as a result of the hire, and must, where requested, produce the policy or other evidence of cover to the Booking Secretary prior to use of the centre.  Failure to produce such policy and evidence of cover may render the hiring void.


20. The hirer shall, during the hiring period, be responsible for:


supervision of the premises

fire action

protection of the fabric and contents

safety from damage however slight – N.B. Stiletto heels are banned from the Main Hall

the behaviour of all persons using the premises, whatever their capacity

ensuring that nothing that is indecorous or improper, or likely to cause annoyance, discomfort or disturbance to the occupants of the premises or to residents living nearby, takes place on or in the vicinity of the premises.

ensuring that persons leaving the premises during or following the hiring shall do so in an orderly manner and in such a way as not to cause nuisance or annoyance to owners or occupiers of nearby premises and the observance of all regulations appertaining to the premises stipulated by the Local or Fire Authority or otherwise.


21. The Committee will not be responsible for any accident or injury sustained by any person using the premises, however caused. Whilst every effort is made to ensure that surfaces are clean and tidy, it is not practical for the hall to be inspected immediately prior to each booking. It is therefore the responsibility of the individual hirer to ensure that the facilities, and in particular the floor, are in a condition suitable for the activity taking place.


22. All breakages, especially any breakages of glass, should be reported to the booking clerk either during or immediately after the booking


23. All accidents must be recorded in the accident books, which are kept in the First Aid Boxes situated in the main hall and kitchen.

 

24. Persons using the car park or leaving items of clothing or articles in the cloakroom or elsewhere in the building do so at their own risk.  


25. Items which are left in any of the rooms of the Village Hall will be disposed of after 2 weeks.


26. The Hirer shall ensure that any equipment brought into the premises is safe and fit for its purpose and is PAT tested where appropriate.


27. The Hirer must show due diligence and care in the preparation and source of food stuffs which will be served at the Village Hall.


28. The hirer shall be responsible for leaving the premises and equipment, including the kitchen equipment (where used), clean and tidy, and ALL rubbish, including packaging from food and drinks, is to be taken away by the hirer. TOILETS are to be left clean and in a serviceable condition.  


29. Chairs and tables are to be stored and left as found. Chairs must not be stacked higher than 5 chairs per stack.  A barrow is available for the transportation of chairs.


30. Damage to the premises, furnishings or fittings must be reported immediately and will be charged for. No food or drinks are to be left in the fridge, especially fresh foods with a ‘use by’ date.


31. The heating thermometer MUST be returned to the correct setting on leaving the premises


32. The Hirer shall not assign the benefit of the Hiring Agreement, nor share the use of the premises with any other person or organisation, other than a member or invitee of the Hirer permitted to use the premises under the hiring.


33. In the interests of health and safety, the Hirer shall strictly obey and observe all the rules and regulations of the Committee as to the arrangement of seats and gangways, and any additional conditions with respect to entertainments, and the Hirer shall be responsible for any breach thereof.


34. No naked flames, gas bottles or similar devices or articles shall be brought onto the premises.  This restriction includes such items as calor gas bottles, propane gas bottles, apparatus and facilities for the inflating of balloons, indoor fireworks and similar provisions. Items of a hazardous, or potentially hazardous nature are forbidden for use on Village Hall premises in line with the safety factors that must be observed in the usage of all public premises.


35. The use of “smoke machines” within the premises is strictly prohibited as they may result in the activation of the smoke alarms and the attendance of the emergency services.


36. Limited car parking is available on site. The hirer is responsible for ensuring that none of the entrances and exits to the premises, or neighbouring residential properties, are obstructed by any vehicles.


37. At the request of the police, and to avoid use of the car park outside of normal hours, or by unauthorised persons, the Hirer shall, on vacating the premises, ensure that the gate to the car park is secured by means of the padlock and chain provided. For Health and Safety reasons, this should be carried out by two persons so that, in case of an accident during operation, the second person can provide assistance and/or call the emergency services.


38. No alcohol shall be sold or supplied without the written permission of the Committee.


39. The Hirer shall, if selling goods on the Premises, comply with Fair Trading laws and any local code of practice issued in connection with such sales.  In particular, the Hirer shall ensure that the total prices of all goods and services are prominently displayed, as shall be the organiser’s name and address, and that any discounts offered are based only on Manufacturers’ Recommended Retail Prices.


40. No smoking or vaping shall be allowed in any part of the building.


41. The requirements of any Act of Parliament, Statutory Instruments, Local Licensing Justices, and the Police and Local Authority affecting the use of the Hall for any purpose or function shall be strictly observed.


42. ERYC Public Entertainment Licence 2004/PRS Music Certificate 2009/10, allows the use of the premises for entertainment purposes (including music, singing and dancing) between 1100hrs and 2330hrs Monday to Saturday and 1100hrs to 2300hrs on Sundays. Hirers must comply with these stipulations. Extensions are only allowed with the written consent of the Licensing Authority


43. No animals are permitted on the premises except for:


registered assistance dogs.

where a booking has been accepted (at the discretion of the Committee) for shows or any other event involving animals.


44. All legal requirements (in particular those under the Betting, Gaming and Lotteries Act 1963 and other related legislation) are to be strictly observed at all times.


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


46. Persons not adhering to terms and conditions will be charged for any necessary call-out/administration fees.


47. The stage should not be used unless prior agreement with the Committee has been arranged.  At no time should unsupervised children be allowed on the stage.


48. Any problem occurring during a hire session will be dealt with by the committee member on call. Details of these members are displayed on the Village Hall Notice Board.



FIRE ACTION


In the event of a fire, the Village Hall should be evacuated in an orderly manner, using the appropriate exits, and the Fire Brigade called by dialling 999.


Prior to the commencement of each session, Hirers must make all persons within their group aware of fire and safety procedures, and all persons in attendance must familiarise themselves with the position of fire exits, and the location and instructions for operation of  fire extinguishers.


ON DISCOVERING A FIRE


Sound the alarm


Dial 999 to call the Fire Brigade


ON HEARING THE FIRE ALARM


Leave the building by the nearest available exit


Close all doors behind you


Report to the person in charge at the assembly point situated in the car park


Do not take risks


Do not stop to collect personal belongings


Do not re-enter the building for any reason unless authorised to do so


The hirer should be the last person to leave, having checked the hall, toilets and kitchen areas, and ensured that all persons are safely out of the building.


VILLAGE HALL CONTACTS



Richard Bateman – 07786 242383 or 01482 668005


Andrew Baarda – 01482 665370


Pat and Hazel Lacey – 01482 666863


On hearing the alarm, or in the case of an emergency, one of the above should be contacted immediately.






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