OVERSTONE VILLAGE HALL HIRE

TERMS and CONDITIONS

(Registered Charity No: 1071623)

 

BOOKINGS

The Hall may be booked for recurring or single lettings. Hall hire is charged by the hour (see separate sheet for charges). The specified rates cover use of the Hall, the kitchen and use of the lavatories.

Hirers must be aged 18 years or over. Any event that includes children under the age of 18 must be supervised by an adult.

No responsibility whatsoever can be taken for any ‘personal’ items left on the premises or any damage caused to them by the premises or any misuse of them by others.

No charge is made for cleaning, provided that all facilities are left clean, tidy and in good repair, including the lavatories (as well as the cooker if used). Any charges incurred due to breakages, poor cleaning, failure to replace furniture, etc. will be passed on to the Hirer or deducted from the deposit.

No apparatus or equipment of any description can be left on the premises without the prior consent of the Management Committee.

No Village Hall equipment (other than the tables, chairs, and kitchen equipment) should be used without the prior agreement with the Management Committee.

The Hall is bookable by the hour.

Keys should be collected from the Booking Secretary at an agreed time and date and returned after the event.

DEPOSITS & CHARGES

For one-off events, a deposit of £50.00 is required. This is in addition to the Hire charge.

The Hirer is responsible for obtaining 3rd Party Liability Insurance and provide a copy of the Insurance/Certificate if requested.

The deposit will be refunded after the event subject to a satisfactory inspection and return of the keys (where applicable).

CANCELLATIONS

Hirers may cancel booking by giving 2 weeks’ notice.

Should the Hall be required as a Polling Station, or in circumstances beyond the control of the management committee the management committee reserves the right to cancel any bookings by giving notice in writing and returning any hire charges and deposit if applicable.

GENERAL HIRING CONDITIONS

Responsibility of the premises and the keys rest with the Hirer during the period of access to the Hall. The hire period must include set-up and clear-up times. The premises must not be accessed outside of the agreed hire period and must be vacated promptly at the end of hire.

Heating is provided by a Gas boiler and radiators. Heating conditions can be requested in advance. The temperature gauge adjacent to the left hand side of the stage can be used to set a warmer temperature as required by using the up/down arrow stickers on the temperature gauge, this will automatically reset its self after the event.

The Management Committee reserves the right to enter the Hall at any time during an event if it has reasons to believe there may be a problem and to impose further conditions or curtail the event if deemed necessary for the welfare of the guests or the safety of the building.

 

KEYS

Hirers must contact the Bookings Secretary at least one week before the date of hire. The Bookings Secretary will make arrangements for the collection of the keys. The Keys must be returned to the collection point immediately after the hire.

 

MUSIC & ENTERTAINMENT  

The Hall holds the appropriate licences for Public Entertainment. Music must cease by 11:00 pm and all music must be kept to a suitable level to avoid the disturbance of neighbours.

Hirers should ensure that they have proper insurance for any equipment used in the Hall, to include any damage caused by them to the Hall and its users.

Responsibility for the use and safety of electrical equipment brought on to the premises by the Hirer rest entirely with the Hirer. Any such equipment must have passed the necessary P.A.T. tests and certificates produced upon request.

The current capacity of the Hall is as follows:

Seated at tables – 100

Dancing, no tables – 100

Seated and dancing – 100

HEALTH & SAFETY

It is the responsibility of the individual Hirer to ensure that they are aware of the Health & Safety at Work Act 1974 and to take reasonable precautions to ensure that their activities are carried out in a responsible way.

There is a First Aid kit in the Kitchen, any accidents should be reported, and the Accident Report book completed. The Accident Report Book is kept in the kitchen

FIRE PRECAUTIONS

Hirers must make themselves familiar with the location of the fire extinguishers and the instructions for use, and the emergency exits.

ACCESS FOR ALL

There is access into the building for wheelchair users and a designated lavatory. Assistance dogs are welcome in the Village Hall. There is also a designated parking place for disabled guests.

There is limited parking at the Hall, so hires are asked to park responsibly and not block neighbour’s access.

ALCOHOL LICENCE

The Hall does not possess a licence to sell alcohol. The Hall has a Premises (Entertainment) Licence as required under The Licensing Act 2003. Under the legislation, alcohol may be given away or brought for self-consumption.

It is the responsibility of the Hirer to apply for a temporary Alcohol Licence if Alcohol is to be sold in the Hall

FOOD SAFETY

Under the Food Safety Act 1990, it is the responsibility of persons providing food for any event held in the Hall to ensure that they are aware of and abide by the legal requirements. The Management Committee is not responsible for any food brought into the Hall.

SUPERVISION

Hirers are held responsible for adequate supervision of the premises and for the use of the grounds by their own party during the period of hire and must ensure that the fire exits and access to them are kept clear at all times.

Child protection is always the responsibility of the Hirer to ensure the safety of all children at any event.

• When you leave, check that all the fire doors and kitchen door are closed.

• Switch off all lights.

• Lock the outer door and gate.