Terms and conditions

HVH

Harlaston Village Hall

Registered Charity Number 518175

Terms and Conditions of Hire

The person signing the Hire Agreement must be aged 18 years or over and is responsible for ensuring that these Terms and Conditions of Hire are understood and adhered to by all persons using the Premises during the period of hire. It is the responsibility of the hirer to

seek confirmation of anything in this that is unclear.

Covid-19

It is the responsibility of the Hirer to abide by current Covid-19 Government guidelines and laws in relation to hosting events at the village hall. This includes, but is not restricted to, matters relating to group sizes, social distancing and hygiene. No responsibility will be taken

by the Management Committee in the event that such guidelines and laws are contravened by Hirers or their guests.

Emergency Procedures

• all Fire Exit signs are illuminated

• The Village Hall Committee has a comprehensive Fire Risk Assessment which is regularly reviewed. Emergency procedure instructions, assembly points etc. are clearly displayed in the building. 

The Hirer, or a competent and responsible person nominated by them, must ensure that persons can escape unimpeded through the fire exits to assemble at the muster point. They must ensure that:

• they have read and understood the emergency procedure notice and have familiarised themselves with the location of the emergency exits, break glass locations and fire blanket

• all fire exits and escape routes are kept free from obstructions and accessible throughout the period of hire

• no fire doors are wedged or propped open

• in the event of the fire alarm being activated the emergency procedure instructions are followed including alerting the Fire Brigade to any fire [Note: Access to a mobile phone will be required as there is no telephone line in the Village Hall. (NB: Wi-Fi is now operative –

password is displayed on the noticeboard in the main hall). You will need to quote a postcode B79 9LE / B79 9JS

The Hirer is responsible for ensuring that:

•nothing is done on or in relation to the premises in contravention of the law relating to gaming, betting and lotteries

•if selling alcohol, a Temporary Event Licence is obtained from Lichfield District Council

•any entertainment is in compliance with the premises licence conditions. Regulated entertainment includes public entertainment, sports entertainment, film shows, dance or musical performances and plays held in front of an audience, either for the public or for profit

•the premises are used only for the purpose described at the time of booking and will not sub-hire or allow the premises to be used for any unlawful purpose

•that people attending their event park vehicles sensibly in the car park or responsibly so as to allow emergency vehicle access and not to block access to other people’s property.

• occupancy of the Main Hall does not exceed 120 persons

• children are not left unsupervised.

• the premises are only used for the specified hire times as shown on the booking form.

(This includes the time required for initial setting up and clearing away after the event)

• no animals, excepting officially registered guide and help dogs, are allowed in the building unless otherwise specifically agreed.

• the volume of music is restricted to a reasonable level (in consideration of those living close to the hall) and that all music finishes 15 minutes before the end of the hire period (if the venue is booked until midnight)

• after dark, the doors, windows and blinds are kept closed and that all members of the public have left the building and departed the area in a quiet and neighbourly manner by midnight at the latest. We ask all Hirers to respect our neighbours in the immediate vicinity

• no smoking takes place inside of the building. This includes the use of electronic or vapour devices.

• no indoor fireworks, oil lamps or portable heating or cooking appliances may be brought onto the premises. The use of cake candles is permitted, however other lighted candles including tea lights, will not be permitted in the building without explicit written permission.

• that no posters, notices, fliers or decorations are fixed to any of the internal or external walls whether this be by using drawing pins, adhesive tack, adhesive tape or other fixing

•all accidents involving injury to any person are reported to a member of the Management Committee as soon as possible and that the relevant section in the Accident Book is completed (located in the Entrance Hall).

•any activation of the Fire Alarm and any breakage or failure of equipment is reported to a member of the Village Hall Committee and recorded in the appropriate folder (stored in the Entrance Hall)

Where the hire is for activities for children, young people and/or vulnerable adults the Hirer is responsible for ensuring they are aware of, and comply with the requirements of the legislation. [Note: The Management Committee has a Safeguarding & Vulnerable Person Policy

which is displayed on the Notice board in the Entrance Hall] Organisations running activities for children, young people and/or vulnerable adults will be asked to confirm that they have the relevant Safeguarding/Child Protection Policies in place. (This is not a requirement for

parents booking for children’s parties.) Where the hire is for the purpose of holding activities where Ofsted registration is required the Hirer will also be asked to provide a copy of their Ofsted Registration Certificate.

On leaving the building the Hirer is responsible for ensuring that:

•the hall is left in a clean and tidy condition, including floors swept and all surfaces wiped clean clearing away and removing rubbish, cleaning spillages, stacking all tables and chairs and returning all other equipment to their proper places unless specifically agreed. Failure to do so risks forfeiture of the deposit. Relevant and appropriate cleaning equipment remains available in the kitchen cupboard for such purposes

•all crockery, cutlery, glasses, utensils and equipment used in the kitchen or bar have been washed, dried and put away

•microwave, cooker and hob if used have been cleaned to ensure no combustible carbon remains

•ALL rubbish and recycling should be placed in the appropriate bin- pink for paper/ card, blue for recycling or black for general waste.

•all electrical appliances are turned off and unplugged (this does not include fridges and freezers)

•all lights are turned off, all windows fastened, all blinds closed, all internal and external doors properly closed

•all areas of the property have been checked including the toilets to ensure everyone has vacated the premises

The Hirer accepts that:

• All persons using these premises do so entirely at their own risk and no responsibility will be accepted by the Village Hall Committee for injury or any loss or damage to vehicles, equipment or other effects however caused.

• Any deposit required must be paid at the time of the booking.

• Any security deposit requested will be refunded seven days after the event providing that the Hall has been left in a clean and tidy condition, without damage to the Hall or its contents and without disturbance to others. In other cases the Village Hall Committee are entitled to deduct from this deposit any expenses incurred by them after the Hirer’s event to put the Hall back into a suitable condition for subsequent users.

• Payment of the full hire charge is due 7 days before access to the building.

• Failure to show up without notice of cancellation will result in the loss of the deposit, and may require the full charge to be paid.

• In the event of the Premises being rendered unfit for use, becoming or being unavailable due to unforeseen circumstances, or being required for use as a Polling Station, the Village Hall Committee shall not be liable to the Hirer for any resulting loss or damage whatsoever other than the return of any deposit and hire charges paid for the cancelled hiring.

• The heating thermostats in the building are pre-set to an ambient temperature as appropriate for each booking depending on the activity/event. Changes can only be made by a member of the Village Hall Committee.

• Where permission has been given to regular hirers for their equipment and/or materials to remain on the premises between events, the hirer will be responsible for ensuring that this is stored as agreed and will be responsible for its security and insurance. If property is left at the premises without agreement, the Village Hall Committee may dispose of it in whatever way they see fit.

Harlaston Village Hall will not take responsibility for:

• loss or damage, howsoever caused, to any goods or property bought into the hall, or for any property left within the hall by the hirer(s) or by those in attendance, or for the death or personal injury caused to any person attending a function unless the death or personal

injury is caused by negligence by the Village Hall Committee.

• the safety of any food prepared and consumed on the premises

• The safety of equipment bought onto the premises by the hirer(s) themselves, the group they represent or anyone hired for a function.

Harlaston Village Hall will not tolerate any of the following:

• Fighting in or around the Hall

• Drug abuse or substance abuse in or around the Hall

• Malicious activation of the fire alarm

• Any anti-social behaviour that disturbs neighbours, villagers or results. In the police/ emergency services attending the Hall

Policy agreed June 2023