STANDARD CONDITIONS OF HIRE OF COVERDALE MEMORIAL HALL & ANNEXE
These standard conditions apply to all hiring of the village hall. If the Hirer is in any doubt as to the meaning of the following, the Hall Secretary or Booking Clerk should be consulted.
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.
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 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.
3. Use of premises
The Hirer shall not use the premises 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 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
4. 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.
5. Public safety compliance
(a) The Hirer shall comply with all conditions and regulations made in respect of the premises by the Local Authority, the Licensing Authority, the hall’s Fire Risk Assessment, or otherwise, particularly in connection with any event which constitutes regulated entertainment, at alcohol is sold or provided or which is attended by children. The hirer shall also comply with the hall’s health and safety policy.
(b) In advance of use 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.
· That any fire doors are not wedged open.
· That exit signs are illuminated.
· That there are no obvious fire hazards on the premises.
6. Means of escape
(a) All means of exit from the premises must be kept free from obstruction and immediately available for instant free public exit.
(b) The emergency lighting supply illuminating all exit signs and routes must be turned on during the whole of the time the premises are occupied (if not operated by an automatic mains failure switching device).
7. Outbreaks of fire
The Fire Brigade shall be called to any outbreak of fire, however slight, and details thereof shall be given to the secretary of the management committee.
8. Health and hygiene
The Hirer shall, if preparing, serving or selling food, observe all relevant food health and hygiene legislation and regulations.
9. 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.
10. Insurance and indemnity
The Hirer shall be liable for: 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
The village hall is insured against any claims arising out of its own negligence.
11. Accidents and dangerous occurrences
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. Any failure of equipment belonging to the village hall or brought in by the Hirer must also be reported as soon as possible.
12. Explosives and flammable substances
The hirer shall ensure that no, flammable substances are not brought into, or used in any part of the premises
The Hirer shall ensure that no unauthorised heating appliances shall be used on the Premises.
14. 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.
No illegal drugs may be brought onto the premises.
No animals whatsoever are to enter the kitchen at any time.
16. Compliance with the Children Act 1989
The Hirer shall ensure that any activities for children under eight years of age comply with the provisions of The Children Act of 1989 and that only fit and proper persons who have passed the appropriate Criminal Records Bureau checks and, from 2010, comply with ISA requirements have access to the children.
17. 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.
18. Film shows
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.
If the Hirer wishes to cancel the booking before the date of the event and the village hall is unable to conclude a replacement booking, the question of the payment or the repayment of the fee shall be at the discretion of the village hall. 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.
20. End of hire
The Hirer shall be responsible for leaving the premises and surrounding area in a clean and tidy condition, properly locked and secured unless directed otherwise and any contents temporarily removed from their usual positions properly replaced.
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.
22. 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.
If the Hirer fails to dispose of any property brought on to the premises for the purposes the hiring The village hall may, the village hall will use its discretion. 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,.
23. 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 approval of the Hall Secretary.
24. No rights
The Hiring Agreement constitutes permission only to use the premises and confers no tenancy or other right of occupation on the Hirer.
25. Dangerous and unsuitable performances
Performances involving danger to the public or of a sexually explicit nature shall not be given.
There is no smoking permitted on these premises.
BOOKING OF FIELD – CONDITIONS OF USE
1. Strictly no dogs allowed
2. Cars on field by permission only
3. Please be aware there are 2 public footpaths which cross the field, so care must be taken to prevent accidents etc.
4. Please use the multi-purpose toilets in the foyer of the main hall
5. A key code will be required for the main hall. Please be respectful if there is a private function taking place at the time.
6. The organiser named on the booking form will be responsible for insuring that the hall is locked after use.
COVID-19 EXTRA CONDITIONS
EXTRA CONDITIONS ATTACHED TO YOUR BOOKING
DUE TO THE COVID-19 PANDEMIC, COVERDALE MEMORIAL HALL COMMITTEE EXPECT HIRERS TO COMPLY WITH THE FOLLOWING ADDITIONAL CONDITIONS:
Ensure that everyone attending your activity/ event understands that they must NOT do so if they, or anyone in their household, has COVID-19 symptoms.
Organisers MUST record the people in attendance at your event, and a contact number for Track and Trace purposes. These MUST be retained for 21 days. For attendees with smart phones, they can also scan the QR code within the NHS COVID App – signs with the code are on the entry doors.
All attendees must wear face coverings on entering the Hall unless exempt. Wearing of these face coverings during the event/activity should be Risk assessed by the event organiser as to whether it would hinder the activity, and whether government social distances can be maintained.
Observe social distancing, as per the government guidelines, while entering, occupying and leaving the Hall and at all times.
Hirers must reduce numbers of people in the kitchen to 4 and not allow more than 30 people in the hall and 12 people in the annexe at all times.
You are responsible for cleaning key locks, door handles, light switches, window catches, equipment, toilet handles and seats, wash basins and all surfaces likely to be used during your period of hire, with antibacterial cleaner, before other members of your group arrive and before departing. Plastic apron/gloves and cleaner are provided and are situated on the kitchen window sills.
Leave all curtains & blinds open, do not touch.
You should keep the premises well ventilated, with windows and doors open, as much as possible.
Bring and take away, your own tea towels and dish cloths. Paper towels are provided.
Use only the two marked open toilets to help with social distancing.
Take away ALL your rubbish including from the kitchen and toilets.
Complete your own risk assessment beforehand for your event. A blank form is found on page 3 for your use which must be completed and returned to firstname.lastname@example.org If you are struggling please seek assistance from Jenny Walker.
The Event organiser uses the Hall at their own risk. The Coverdale Memorial Hall committee accepts no liability of incident or COVID-19 guidance not being followed.
Name of Event: ______________________ Is this a regular booking? ________
Date of Event: _______________________
Total number of expected attendees? ______________
Name of hirer accepting these conditions: _______________________________ Date: ____________