The hire of Hunsdon Village Hall is subject to the following Standard Terms and Conditions of Hire which are set by Hunsdon Village Hall Management Committee ("VHMC"). Note that where agreement in writing of VHMC is referred to below this includes email communication. These Conditions of Hire are for private hires.

1.   Undertaking of The Hirer

The Hirer will be the person who applies via the online booking system, or contacts the Booking Officer by email, resulting in the creation of an online account with the applicants personal details. By applying online, The Hirer undertakes to ensure they have read and understood these Standard Terms and Conditions of Hire and will abide by them.

2.   Making a Booking

The Hirer must apply online via the Booking System at the Hunsdon Village Hall website. The process involves creating an online account and requesting a booking. A booking is not confirmed until The Hirer receives an automated email from the Booking System confirming the date, followed by a site visit and payment of the invoice.

The VHMC reserves the right to refuse any booking or to stop any entertainment or meeting not properly conducted.

3.   Hire Period

The hire period includes any time required to set up, for clearing away and leaving the Village Hall as it was found. The Hirer must vacate the hall by the end of the Hire Period.

On request, and subject to availability, Friday and Saturday evening hires may include in their hire period, additional paid time to clear up the following morning.

4.   Payment and Fees

The hire of the hall will incur a fee appropriate to the period of Hire and in relation to the facilities and number of rooms required during the hire period. The current scale of charges are advertised on the Village Hall website www.hunsdonvillagehall.org/hire-rates. The total fee will be that advised by the creation of an automated invoice which is viewable via the account created as part of booking process. The full amount is payable upon receipt of an automated email advising of the creation of an invoice, if the booking date is less than three months from the event date.

For bookings more than 3 months from the event date, a non-refundable deposit of 50% of the fee will be charged at the time of booking with the balance due 3 months before the event (see paragraph 20 cancellation).

Where alcohol is served as part of an event a refundable ‘Damage Bond’ is payable one week prior to the hire date. This is set out in our online schedule of hire charges. The bond will be refunded within 5 working days of the hire date subject to any deduction for damages. (See paragraph 17 below).

5.   Access

Access to the Village Hall on the day of hire is via a side door at the front of the hall. This may be unlocked by entering a four digit Pin Code. The Pin will be advised to the hirer by email as part of the automated booking process.

On rare occasions it is of benefit to provide The Hirer with a key(s) as appropriate for use by The Hirer. This will be signed for by The Hirer as part of the issue process. This key(s) must not be transferred or loaned to another person without the express permission of the Booking Officer. Keys must be returned to the Booking Officer at the end of the hire period. Due to the type of security lock the keys are extremely expensive. If The Hirer loses a key they will be charged the actual cost of replacement.

6.   Parties of Persons under the age of 21

The VHMC will permit bookings for parties of children up to the age of 11 years (primary school age) subject to adequate supervision (as per Paragraphs 7 below) and the remaining conditions outlined in this agreement. The VHMC regret that parties where the majority of the persons present are aged between 12 and 21 will not be permitted e.g. teenage birthday parties etc. No exceptions will be made to this rule due to damage caused by such parties in the past.

7.   Supervision by the Hirer

The Hirer undertakes to be present at all times or arrange for sufficient competent representatives to be present at all times throughout the hire period, to ensure the provisions and stipulations contained or referred to in these Standard Terms and Conditions of Hire any applicable licences or policies are complied with. Please note that the VHMC will NOT usually be in attendance or provide any form of supervision

8.   Responsibility of The Hirer

The Hirer shall be responsible during the period of hire for ensuring that:-

·         They are the Nominated Person for Fire Safety (Paragraph 14a below)

·         They are aware of: -

o The Fire Exits and Emergency Action plans,

o The Close Down procedure,

o All other procedures and protocols of the hall, which are posted on the Village Hall website here https://www.hunsdonvillagehall.org/information-download

·       The number of persons (excluding staff, attendants and performers) allowed at any time in the licensed premises does not exceed 120

·         Supervision to ensure the building and its fixtures, fittings and furniture are not damaged.

·         The purpose and conduct of the hire does not disrupt the use of any other room hired by others

·         Everything is left clean and tidy (as in Paragraph 11 below). This responsibility extends to ensuring external Caterers or Bar Staff clear up after use of the kitchen such as mopping up spillages, cleaning hob/ovens, hot-cupboards, fridges, extractor fans etc.

·         All equipment, chairs and tables have been returned to storage positions tidily, the premises are cleared of people, all lights switched off, and the building secured by ensuring doors are locked except for any facilities or room or public area in use by another continuing hire.

·         The good 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 or access road.

·         No excessive noise occurs, particularly late at night or early morning. Please remember this is a residential area.

·         No animals except assistance dogs are brought into the building, without prior permission of the Booking Officer and that NO animals (other than assistance dogs) enter the kitchen at any time.

·         No electrical appliances are brought onto the premises and used unless they are safe and in good working order and used in a safe manner. For the avoidance of doubt, any electrical items PAT tested in the last 12 months would be deemed certified as safe and in good working order.

9.   Use of Premises

The Hirer shall not: -

·         Sub-hire, or use the premises for any purpose other than that described in the booking application.

·         Use the premises or allow the premises to be used for any unlawful purpose or in any unlawful way.

·         Do anything, or bring onto the premises anything, which may endanger the premises or render invalid any insurance policies in respect thereof.

·         Allow the use of drugs on the premises or allow smoking or vaping in the building.

·         Allow the use of candles, tea lights or any device with a naked flame (enclosed or otherwise)

·         Allow the use of a Smoke or Bubble Machines within the building.

·         Allow LPG appliances or highly flammable substances (e.g. compressed gas canisters) to be brought into the building.

·         Allow any vehicle whatsoever to be driven onto the paved forecourt at the front of the building.

10. No alterations

No alterations or additions may be made to the premises, nor may any fixtures be installed or placards, or other articles be attached in any way to any part of the premises without the prior approval of the Booking Officer. Decorations or temporary lighting may be attached to the wires provided or to the pinboard strip around the hall. The Hirer must remove all decorations, lighting and fixing methods on completion of the hire period. NO nails, tacks, screws, pins, or other like objects shall be driven into any part of the Village Hall other than staples or drawing pins inserted in the pin board strip around the perimeter of the hall supplied for this purpose.

11. Leave as found

The hall is used by a number of village groups and private hirers and at the end of the period of hire the hall must be left as hirers would expect to find it i.e. in a clean and tidy condition (as detailed in Para 8) above. In addition:-

Furniture and Equipment

The Hirer shall be responsible for the set up and take down of any moveable furniture (e.g. tables and chairs) that they require in their use of the hall. This furniture must be wiped clean and returned to the Chair Store at the rear of the stage or other location where the furniture was found. Note: Tables and chairs must not be used in the outside of the building. Specific tables and chairs stored in the shed are available for external use. Plastic tables must not be cut on and should be covered for craft activities.

Food and Drink

The Hirer must ensure that all food and drink is removed by the end of the hiring period to maintain proper health and safety. This includes clearing the warming cupboard, fridge(s) and drinks cooler.

Cleaning

The Hirer will ensure that the Hall and Kitchen floors are swept and/or mopped as necessary and that the toilets and kitchen should, in terms of cleanliness, be left as found, i.e. in the same state as when the period of hiring commenced.  Where catering is arranged or cooking is undertaken then the Hirer will ensure that all cooking equipment is washed up and returned to storage and that the oven, cooker top, hot cupboard, fridge(s) and drinks cooler are wiped out and left clean. This also applies to crockery, cutlery and glassware. Hirers must also check any external areas used (forecourt & garden) for rubbish.

Refuse

All rubbish and waste must be removed by The Hirer at the end of the hire and disposed of by them. You must provide your own black bag or container to take this away.

Lights & Security

The Hirer should check that all lights, particularly those in the kitchen, annex corridor and external lights at the rear of the hall, are switched off, and all doors are closed and securely fastened.

12.   Premises Licence to Supply alcohol or to provide entertainment

The Village Hall has a Premises Licence which permits the sale and consumption of alcohol on the premises during specified hours and subject to conditions. The  Hirer agrees to appoint a  responsible person to ensure compliance during the hire with all  the Conditions (mandatory and otherwise)  contained in the Premises Licence  No: 18/0112/PLV which can be found here https://drive.google.com/file/d/1f9r7Yqb3ortivZLzz_ztuXJr5nj01OE9/view 

This includes the Challenge 25 policy. Bar staff hired, or nominated by the bar or person serving alcohol, must operate the Challenge 25 checks. 

13.   Compliance with other relevant legislation and Licences

Note: The Village Hall is covered by a joint Performing Right Society (PRS) and Phonographic Performance Licence (PPL) licence for all royalties due, for the public performance of music and music videos.

The Hirer shall ensure that the users:

·     Do not contravene the law relating to gaming, betting, and lotteries.

·     Comply with all conditions and regulations required by the Premises Licensing Act, particularly in connection with events which include public dancing or                     music, or stage plays, or films, or similar entertainment taking place at the premises. A breach of this condition may lead to prosecution by the local authority.

·     Hirers must ensure they comply with all legally enforceable age ratings in relation to films, video games, music etc.

·     Persons do NOT view live television or Catchup TV on fixed devices. The village hall does NOT have a television Licence.

14. Health and Safety

a. Fire Precautions

The Hirer will ensure that at the start period of hire:-

·   That all Fire Exit doors (indicated on the Fire Action Plan on the Noticeboard) are unlocked and routes maintained clear of obstruction. This includes the door         from the Annex and the gate leading to the path at the rear of the hall.

·   They should also make themselves aware of the contents of the Fire Action notices and what to do in the event of fire. This information must be relayed to              other responsible persons nominated to act on behalf of The Hirer.

·    The Hirer will ensure all participants are made aware of all fire exits, evacuation areas and firefighting equipment.

·    All audience chairs used for the purpose of public performances must be linked together as directed by legislation.

·     The Hirer will ensure that all those who need Personal Emergency Evacuation Plan (PEEPs) will be provided with one and will take sole responsibility for                 ensuring that such plans are understood and followed.

·     The Hirer is responsible for compliance with fire safety regulations during the period of the hire and is responsible for raising any fire safety concerns in                   writing with the Booking Officer

The Village Hall will not take any responsibility for assisting with and/or managing emergency evacuations.

b. Accidents and Dangerous Occurrences

The Hirer must report all accidents, involving injury to the public, to an authorised representative of the VHMC as soon as possible and complete the relevant section in the Village Hall's Accident Book. Any failure of equipment belonging to the Village Hall must also be reported as soon as possible to the Booking Officer.

15. Child Protection / Vulnerable Adults and Safety

The VHMC has a safeguarding policy (see Para 21 below) The Hirer is responsible for complying with that policy during the hire period and  in particular that where children and young or vulnerable people are involved they and any third party contracted, e.g. as an entertainer, make the environment as safe as possible for children and young people, follow the relevant legislation and guidance , have necessary CRB checks, and  ensure children are properly supervised by the right people.

16.   Right of Entry

The right of entry at any time during the period of the hire is reserved to any member of VHMC and any other authorised official. This may include checking for adherence to conditions and the volume of music etc.

17.   Indemnity

The Hirer shall indemnify and keep indemnified each member of the VHMC and Village Hall's employees, volunteers, agents and invitees against: -

·        The cost of repair of any damage done to any part of the premises including the adjacent premises, and curtilage thereof or the contents of the premises.

·         All actions, claims, and costs of proceedings arising from any breach of the Hall Conditions.

·         All claims in respect of damages, including damage for 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.

·         Where damage or loss is caused by The Hirer or activities arising out of the Hire, VHMC reserve the right to withhold all or part of the Damage Bond to cover           the cost of damage or loss. Where such cost exceeds the value of the Bond the Hirer will be liable to   make good or pay for all damage (including accidental             damage) to the premises or to the fixtures, fittings or contents and for loss thereof.

18. Insurance

The Village Hall is insured for premises liability and against negligence arising from its own organised events. However, all hirers should have their own insurance to cover their activities and events.

19. Stored equipment

The VHMC accepts no responsibility for any stored equipment or other property brought onto or left at the premises and all liability for loss or damage is hereby excluded. All equipment and other property, other than that stored on the premises by agreement, must be removed at the end of each hiring or storage period.

Any property belonging to The Hirer which is left on the premises will be retained for a period of up to 20 days after which it will be disposed of by VHMC at its discretion.

20. Cancellation

Cancellation by the Hirer

If The Hirer cancels the booking within 3 months of the date of hire a 50% cancellation charge will apply.

Cancellation by the Village Hall

The VHMC reserves the right to cancel a hiring by written notice to The Hirer in the event of the Premises being required for:

a)       use as a Polling Station for a Parliamentary or Local Government election or bye election or referendum or,

b)   the VHMC reasonably consider that:

·   Such hiring may lead to a breach of the licensing conditions, or other legal or statutory requirements, or

·   Unlawful or unsuitable activities may take place at the premises as a result of the hiring, or

·   The premises have become unfit for the use intended by The Hirer. In any such case The Hirer shall be entitled to a refund of any deposit or hire fees already        paid, but the Village Hall shall not be liable for any resulting direct or indirect loss or damages whatsoever.

21.    Privacy & Data Handling and Policies

The Hirer is responsible for ensuring all their users comply with these terms & Conditions and all Village Hall policies which are listed below and are on our website at https://www.hunsdonvillagehall.org/information-download.

It is the responsibility of the Hirer to ensure they are familiar with, and that they and their users comply with all terms and conditions and policies applicable to them. It is not the responsibility of the VHMC to do this for them:

·     Data Protection and GDPR Policy

·      Privacy Notice to Hirers

·      Environment Sustainability Policy

·      Equality & Diversity Policy    

·      Safeguarding Policy

·      Health & Safety Policy

·      Fire Safety Policy

If you would like to find out more about how we use your personal data or want to see a copy of information about you that we hold, please see our Privacy Notices to Hirers in the Village Hall Policies folder at https://www.hunsdonvillagehall.org/information-download

A PDF version of these conditions of Hire may be downloaded here