Standard conditions of hire

These standard conditions apply to all hiring of Iwade Village Hall and a copy should be given to all Hirers. If the Hirer is in any doubt as to the meaning of the Standard Conditions of Hire the Hall Secretary or Booking Clerk should immediately be consulted as failure to abide by the terms and conditions will affect the deposit bond

1. Age

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.

2. Supervision

The Hirer shall, during the period of the hiring, be responsible for: supervision of the premises, the fabric and the contents; their care, safety from damage however slight or change of any sort; and the behaviour of all persons using the premises whatever their capacity, including proper supervision of car parking arrangements so as to avoid obstruction of the highway. As directed by the Hall Secretary, 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. The hirer is responsible for all third parties.

3. Use of premises

The Hirer shall not use the premises (including the car park if any) for any purpose other than that described in the Hiring Agreement and shall not sub-hire or use the premises or allow the premises to be used for any unlawful or unsuitable 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 nor allow the consumption of alcohol thereon without written permission.

4. Insurance and indemnity

(a) The Hirer shall be liable for:

(i) the cost of repair of any damage (including accidental and malicious damage) done to any part of the premises including the curtilage thereof or the contents of the premises

(ii) all claims, losses, damages and costs made against or incurred by the village hall management committee, their employees, volunteers, agents or invitees in respect of damage or loss of property or injury to persons arising as a result of the use of the premises (including the storage of equipment) by the Hirer, and

(iii) all claims, losses, damages and costs made against or incurred by the village hall management committee, their employees, volunteers, agents or invitees as a result of any nuisance caused to a third party as a result of the use of the premises by the Hirer, and subject to sub-clause (b), the Hirer shall indemnify and keep indemnified accordingly each member of the village hall management committee and the Village Hall’s employees, volunteers, agents and invitees against such liabilities.

(b) The Village Hall shall take out adequate insurance to insure the liabilities described in sub-clauses (a)(i) above and may, in its discretion and in the case of non-commercial hirers, insure the liabilities described in sub-clauses (a) (ii) and (iii) above. The village hall shall claim on its insurance for any liability of the Hirer hereunder but the Hirer shall indemnify and keep indemnified each member of the village hall management committee and the village hall’s employees, volunteers, agents and invitees against (a) any insurance excess incurred and (b) the difference between the amount of the liability and the monies received under the insurance policy.

(c) Where the Village Hall does not insure the liabilities described in sub-clauses (a)(ii) and (iii) above, the Hirer shall take out adequate insurance to insure such liability and on demand shall produce the policy and current receipt or other evidence of cover to the Village Hall Secretary. Failure to produce such policy and evidence of cover will render the hiring void and enable the Village Hall Secretary to rehire the premises to another Hirer.

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

5. 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.

6. Music Copyright licensing

The Hirer shall ensure that the Village Hall holds relevant licences under Performing Right Society (PRS) and the Phonographic Performance Licence (PPL) or, where appropriate, the hirer holds a licence.

7. Film

Children shall be restricted from viewing age-restricted films classified according to the recommendations of the British Board of Film Classification. Hirers should ensure that they have the appropriate copyright licences for film.

8. Childcare Act 2006

The Hirer shall ensure that any activities for children under eight years of age comply with the provisions of the Childcare Act 2006 and the Safeguarding Vulnerable Groups Act 2006 and only fit and proper persons who have passed the appropriate Criminal Records Bureau checks should 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 management committee with a copy of their CRB check and Child Protection Policy on request.

9. Public safety compliance

The Hirer shall comply with all conditions and regulations made in respect of the premises by the Local Authority, the Licensing Authority, and the hall’s Fire Risk Assessment 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 shall also comply with the hall’s health and safety policy. Copies of conditions regulations and policies are available on request.

The Fire Service shall be called to any outbreak of fire, however slight, and details shall be given to the secretary of the management committee.

(a) The Hirer acknowledges that they have received instruction in the following matters:

• That fire doors must remain closed.
• That fire extinguishers are only to be used in the event of a fire
• That smoke detectors are not to be covered

(b) In advance of any activity whether regulated entertainment or not the Hirer shall check the following items:

• That all fire exits are unlocked and panic bolts in good working order.
• That all escape routes are free of obstruction and can be safely used for instant free public exit
• That any fire doors are not wedged open.
• That exit signs are illuminated.
• That there are no obvious fire hazards on the premises.
• That emergency lighting supply illuminating all exit signs and routes are turned on during the whole of the time the premises are occupied (if not operated by an automatic mains failure switching device).

10. Noise

The Hirer shall ensure that the minimum of noise is made on arrival and departure, particularly late at night and early in the morning. The Hirer shall, if using sound amplification equipment, make use of any noise limitation device provided at the premises and comply with any other licensing condition for the premises.

11. 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. No illegal drugs may be brought onto the premises. Drunk and disorderly behaviour shall not be permitted either on the premises or in its immediate vicinity. 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 in accordance with the Licensing Act 2003.

12. 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 are/are not (delete as appropriate) provided with a refrigerator and thermometer.

13. 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.

14. 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 each hiring or fees will be charged for each day or part of a day at the hire fee per hiring until the same is removed.

The Village Hall may use its discretion in any of the following circumstances:

(a) Failure by the Hirer either to pay any charges in respect of stored equipment due and payable or to remove the same within 7 days after the agreed storage period has ended.

(b) Failure by the Hirer to dispose of any property brought on to the premises for the purposes of the hiring. This may result in the village hall management committee disposing of any such items by sale or otherwise on such terms and conditions as it thinks fit, and charge the Hirer any costs incurred in storing and selling or otherwise disposing of the same.
(c) Units hired for storage such as lockers, shed or cupboards should be used to house materials used during the agreed hired time only.  No materials or goods should be stored outside of the unit or the Committee may remove said items for disposal with no notice and charge the Hirer any costs incurred.

15. Smoking (inc e-cigarettes and similar)

The Hirer shall, and shall ensure that the Hirer’s invitees, comply with the prohibition of smoking in public places provisions of the Health Act 2006 and regulations made thereunder. Any person who breaches this provision shall be asked to leave the premises. The Hirer shall ensure that anyone wishing to smoke does so in the car park only and disposes of cigarette ends, matches etc. in a tidy and responsible manner, so as not to cause a fire.  The garden is to remain a smoke free area.

16. Accidents and dangerous occurrences

Any failure of equipment belonging to the village hall or brought in by the Hirer must also be reported as soon aspossible. 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. Certain types of accident or injury must be reported on a special form to the Incident Contact Centre. The Village Hall Secretary will give assistance in completing this form and can provide contact details of the Incident Contact Centre. This is in accordance with the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995 (RIDDOR).

17. Explosives and flammable substances

The hirer shall ensure that:

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

(b) 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.

               (c) Smoke/snow machines are not permitted inside the premises

18. 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.

19. Animals

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

 

20. 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.

 

21. Sale of goods

The Hirer shall, if selling goods on the premises, comply with Fair Trading Laws and any code of practice used 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.

22. Cancellation

In the event of a cancellation (occasional hire) prior to 30 days before the event, a full refund less a £10 administration fee will be made. No refund will be made if the cancellation gives less than 30 days’ notice. For ad-hoc cancellations of regular hire, a 14-day notice period must be given or a full charge will be made. In the event of termination of contract (regular hire), 30 days’ notice and payment from the hirer should be given (ad-hoc cancellations do not count towards the termination notice period). A contract can be terminated immediately at the sole discretion of The Committee if it is felt the hirer breaches any part of these conditions.  The Village Hall reserves the right to cancel this hiring by written notice to the Hirer in the event of:

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

(b) the Village Hall management committee reasonably considering that (i) such hiring will lead to a breach of licensing conditions, if applicable, or other legal or statutory requirements, or (ii) unlawful or unsuitable activities will take place at the premises as a result of this hiring

(c) the premises becoming unfit for the use intended by the Hirer

(d) 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.

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.

23. End of hire

The Hirer shall be responsible for leaving the premises and surrounding area in a clean and tidy condition, all lights switched off, properly locked and secured unless directed otherwise and any contents temporarily removed from their usual positions properly replaced.  The hire time constitutes an arrival and departure time and as such, early arrivals or late departures are not permitted.  All rubbish must be removed from the premises and surrounding area, otherwise the village hall committee shall be at liberty to make an additional charge which covers the cost to us of an additional refuse collection. This will be deducted from your deposit bond

The premises includes the car park and as such all cars must be removed by the end of the hire time so as not to affect other hall users. Should you need to leave cars in the car park overnight this can only be by prior agreement of the bookings clerk.

24. 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 of the Hall Secretary. Any alteration, fixture or fitting or attachment so approved shall at the discretion of the Village Hall remain in the premises at the end of the hiring. It will become the property of the Village Hall unless removed by the Hirer who must make good to the satisfaction of the Village Hall any damage caused to the premises by such removal.

 

25. No rights

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

26. Payment
    Invoices for regular hirers will be sent on a quarterly basis and payment of entire invoice amount is required within 30 days from invoice date, or permitted entry into the Village Hall will be withdrawn. Payment in full must be received along with the completed booking form a minimum of four weeks prior to your hire date, along with the agreed and current Deposit Bond(s).
27. Deposit bond
    A bond of £100 will apply to all bookings for the hiring of the hall (£200 if garden is required). A further £50 deposit applies to hire the PA equipment. These bonds will normally be repaid in full 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 contents, nor complaints made to the Village Hall management committee about noise or other disturbance during the period of the hire as a result of the hiring, or if the hirer does not comply with any part of the Hire Agreement and Standard Conditions of Hire. Deductions will be made before any refund and extra charges may be levied if, in the sole opinion of the Iwade Village Hall Committee, cleaning, damage or loss exceeds the value of the bond.  A call out fee of £10 per visit shall be charged should a call out be necessary during or after a hire period where the hirer has not met the conditions set out herein.  This would include for example (but not limited to) fire alarms triggered other than emergencies, lights left on, equipment not properly replaced, or premises left unsecure.  If we have to arrange an additional refuse collection because the hirer has not removed all rubbish (See 23, End of Hire) the charge for this will be deducted from the deposit bond. Any refund of bond will be delayed until the full extent of costs has been assessed. 
28. Regular hire
    Access to Iwade Village Hall, using keys given to regular hire groups is only granted during the hired hours for that group. Keys or equipment owned by Iwade Village Hall may not be used in a way that could be deemed inappropriate or that do not fully comply with the terms set out within. Failure to comply may result in the removal of keys and access.  Trustees of Iwade Village Hall shall have right of access at all times without notice (with consideration taken of The Children Act 1989).
29. Zero tolerance policy
    A zero tolerance policy is followed by Iwade Village Hall for verbal abuse including offensive, profane and vulgar language, violence or threatening behaviour. Any hirer, their representative, guest or member using threatening, abusive or insulting words or behaviour, or conduct likely to cause harassment, alarm or distress to another person whilst on the hall premises will be banned from IVH. No further warnings will be issued.

End of Hire Checklist

• Clean all surfaces that have been used; tables, worktops, radiator covers, window sills, cooker, sink
• Clean all appliances and crockery if used and return to correct cupboards
• Return all cleaned tables to the correct stacks (signs on stage to assist you)
• Return chairs to back of stage, stacked no more than 8 high
• Do not obstruct the storage cupboards at the back of the stage
• Sweep all floors
• Vacuum carpet if required
• All rubbish must be taken away at the end of the hire
• Secure all windows and outside doors
• Check that all occupants have left the building
• Check for smouldering fires
• Close all internal doors and kitchen hatch
• Check all appliances are off, except for fridges
• Turn out all lights, Gents and ladies toilets are motion sensitive and will switch off automatically
• Lock the back door, return the key to the key box and leave the hall no later than 15 minutes after the end of your hire
• Please respect our neighbours when you leave.

Please remember that as the named hirer you are responsible for your guests, visitors, members and any third parties (outside bars, DJ’s, entertainment companies etc..) and failure to follow the conditions of hire will affect your security deposit.

If you are having an activity you would not do at home, for example (but not exhaustive) ball games, high impact games, please think before carrying it out in the hall. If in doubt please check with the booking clerk first.

Snow machines, smoke machines and bouncy castles are prohibited

The main complaints from other hirers is cleanliness. If you do not find the hall as you would expect to please call the bookings clerk on the day of your hire.

*Please leave the hall as you would expect to find it*

 Please remember to take all of your rubbish with you.

Social Networking Policy

Introduction to the Policy

The village hall committee is aware and acknowledges that increasing numbers of adults and children are using social networking sites.

The widespread availability and use of social networking application bring opportunities to understand, engage and communicate with audiences in new ways. It is important that we are able to use these technologies and services effectively and flexibly. However, it is also important to ensure that we balance this with our reputation.

This policy and associated guidance is to protect the village hall committee and how to deal with potential inappropriate use of social networking sites.

The policy requirements in this document aim to provide this balance to support innovation whilst providing a framework of good practice.

Purpose

The purpose of this policy is to ensure:

• That the village hall is not exposed to legal risks
• That the reputation of the village hall committee is not adversely affected
• That our users are able to clearly distinguish where information provided via social networking applications is legitimately representative of the village hall.

This policy covers the use of social networking applications that could be used to discuss the village hall committee or the activities taking place during the hiring of the hall.

Social networking applications include, but are not limited to:

• Blogs, for example Blogger
• Online discussion forums, such as netmums.com
• Collaborative spaces, such as Facebook
• Media sharing services, for example YouTube
• ‘Micro-blogging’ applications, for example Twitter

All village hall hirers should bear in mind that information they share through social networking applications, even if they are on private spaces, are still subject to copyright, data protection and Freedom of Information legislation, the Safeguarding Vulnerable Groups Act 2006 and other legislation.

Hirers of the village hall must adhere to the following Terms of Use

The Terms of Use below apply to all uses of social networking applications by all village hall hirers. This includes, but is not limited to, public facing applications such as open discussion forums and internally-facing uses such as project blogs.

Where applications allow the posting of messages online, users must be mindful that the right to freedom of expression attaches only to lawful conduct. The village hall committee expects that users of social networking applications will always exercise the right of freedom of expression with due consideration for the rights of others and strictly in accordance with these Terms of Use.

Terms of Use of Social Networking applications

• Must not be used to publish any content which may result in actions for defamation, discrimination, breaches of copyright, data protection or other claim for damages. This includes but is not limited to material of an illegal, sexual or offensive nature that may bring the village hall into disrepute.
• Must not be used for the promotion of personal financial interests, commercial ventures or personal campaigns
• Must not be used in an abusive or hateful manner.

Violation of this policy will be considered as gross misconduct and can result in a fine and the hirer being banned from any further use of the hall.