Terms & Conditions of Use

The Hirer must be at least 18 years old and, by signing this agreement, accepts responsibility for being present and in charge of the premises at all times while the public are on site. The Hirer is also responsible for ensuring that all conditions related to the management and supervision of the premises, as set out in this agreement, are fully met.

During the hire period, the Hirer is responsible for:

• Supervising the premises, including the building, its contents, and surrounding areas

• Ensuring everything is treated with care and kept safe from damage or alteration of any kind

• Overseeing the behaviour of all attendees, regardless of their role or capacity

• Managing car parking to prevent any obstruction of the highway

The Hirer is also required to repair or cover the cost of any damage—whether accidental or deliberate—to the premises, fixtures, fittings, or contents. This includes any loss of contents. The Hall Secretary will advise on any necessary repairs or payments.

The Hirer must only use the premises—including the car park, if applicable—for the purpose stated in the Hiring Agreement. Sub-hiring or allowing others to use the premises is not permitted.

The premises must not be used for any unlawful activities or purposes deemed unsuitable. The Hirer must not do anything—or bring anything onto the premises—that could:

• Endanger the building, its users, or contents

• Invalidate any insurance policies relating to the premises

Alcohol must not be consumed on the premises without prior written permission.

(a) The Hirer is responsible for:

1. Covering the cost of any damage—whether accidental or intentional—to the premises, its surroundings, or any contents.

2. All claims, losses, damages, or expenses incurred by the Village Hall Trust, its staff, volunteers, agents, or visitors as a result of damage, loss, or personal injury arising from the Hirer's use of the premises (including any stored equipment).

3. Any claims, losses, damages, or costs arising from nuisance or disruption caused to third parties during the Hirer's use of the premises.

The Hirer agrees to indemnify (i.e. protect from loss or legal responsibility) the Village Hall Trust, its committee members, staff, volunteers, agents, and visitors from all such liabilities.

(b) Insurance Cover

• The Village Hall Trust maintains appropriate insurance to cover its own liabilities and those listed in point (a)(i).

• In the case of non-commercial hires, the Trust may also cover liabilities described in (a)(ii) and (a)(iii).

• Where a claim is made on the Village Hall’s insurance due to the Hirer’s actions, the Hirer remains responsible for:

  • Any insurance excess payable

  • Any shortfall between the claim amount and the actual cost or damages

If the Village Hall does not cover liabilities in (a)(ii) and (a)(iii), the Hirer must arrange their own insurance. Proof of this cover (policy and valid certificate) must be provided upon request. Failure to do so will void the booking, and the Hall reserves the right to offer the space to another party.

Please Note: The Village Hall is insured against any claims arising from its own negligence.

The Hirer must ensure that no activity takes place on the premises that breaches any laws relating to gambling, betting, or lotteries.

The Hirer must ensure that the appropriate music licences are in place for any music played during their event. This includes licences from the Performing Right Society (PRS) and the Phonographic Performance Ltd (PPL).

If the Village Hall does not already hold the required licences, the Hirer is responsible for obtaining them where necessary.

If films are to be shown, the Hirer must ensure that:

• Children are not allowed to view films that are age-restricted, in line with classifications set by the British Board of Film Classification (BBFC)

• The appropriate copyright licences are in place for any films being shown

It is the Hirer's responsibility to comply with all relevant licensing and classification laws

The Hirer must ensure that any activities involving children under eight years old comply with the Childcare Act 2006 and the Safeguarding Vulnerable Groups Act 2006.

Only suitable individuals who have passed the necessary Criminal Records Bureau (CRB) or equivalent checks should have access to these children. Similar checks may also be required for activities involving children over eight years and vulnerable adults.

Upon request, the Hirer must provide the Village Hall management committee with copies of their CRB certificates and Child Protection Policy.

The Hirer must comply with all relevant conditions and regulations set by the Local Authority, Licensing Authority, and the Village Hall’s Fire Risk Assessment. This includes any event involving regulated entertainment, the sale or provision of alcohol, or events attended by children. The Hirer is also required to follow the Village Hall’s health and safety policy.

In the event of any fire, no matter how small, the Fire Service must be called immediately, and the details reported to the Secretary of the Village Hall Management Committee.

(a) The Hirer confirms they have been instructed on the following:

• Actions to take in case of fire, including calling the Fire Brigade and evacuating the premises

• The location and proper use of fire-fighting equipment

• The locations of all escape routes and the importance of keeping them clear

• How to operate escape door fastenings

• The importance of fire doors and the need to keep them closed during a fire

• The location of the first aid box

(b) Before starting any activity (whether regulated entertainment or not), the Hirer must check that:

• All fire exits are unlocked and panic bolts are functioning correctly

• Escape routes are clear and can be used for quick and safe exit

• Fire doors are not wedged open

• Exit signs are properly illuminated

• There are no obvious fire hazards on the premises

The Hirer must ensure that noise is kept to a minimum when arriving and leaving the premises, especially late at night and early in the morning.

If using sound amplification equipment, the Hirer must use any noise-limiting devices provided and comply with all other relevant licensing conditions relating to noise.

The Hirer must ensure that excessive alcohol consumption is avoided to prevent disturbance to neighbours and to reduce the risk of violent or criminal behaviour.

No illegal drugs are permitted on the premises.

Drunk, disorderly, or violent behaviour will not be tolerated either inside the hall or in its immediate surroundings. Anyone suspected of being intoxicated, under the influence of drugs, or behaving in a violent or disorderly manner will be asked to leave the premises in accordance with the Licensing Act 2003.

If the Hirer is preparing, serving, or selling food, they must comply with all relevant food safety and hygiene laws and regulations.

Perishable items such as dairy products, vegetables, and meat must be properly refrigerated and stored according to Food Temperature Regulations.

Please note that while the premises provide a refrigerator, a food thermometer is not supplied and must be provided by the Hirer if needed.

The Hirer must ensure that any electrical appliances they bring to and use on the premises are safe, well-maintained, and operated correctly in line with the Electricity at Work Regulations 1989.

If a residual current device (RCD) or circuit breaker is available on the premises, the Hirer is required to use it to help ensure public safety.

The Village Hall accepts no responsibility for any equipment or property brought to or left on the premises. The Hirer is fully liable for any loss or damage to such items.

All equipment and property (except for stored equipment) must be removed at the end of each hiring session. If not removed, storage fees will be charged at the standard hire rate per day or part day until the items are collected.

The Village Hall reserves the right to take action in the following situations:

• (a) If the Hirer fails to pay any storage fees or does not remove stored equipment within 7 days after the agreed storage period ends.

• (b) If the Hirer leaves any property on the premises after the event, the Village Hall Management Committee may dispose of these items by sale or otherwise, as they see fit, and recover any costs incurred for storage, sale, or disposal from the Hirer.

The Hirer and their guests must comply with the smoking ban as set out in the Health Act 2006 and related regulations, which prohibit smoking in public places.

Anyone found smoking inside the premises will be asked to leave.

The Hirer must ensure that anyone who smokes does so outside the building and disposes of cigarette ends, matches, and other smoking materials responsibly and safely, to prevent any fire risk.

The Hirer must promptly report any failure of equipment, whether owned by the Village Hall or brought in by the Hirer.

All accidents causing injury to members of the public must be reported immediately to a member of the Village Hall Management Committee, and the details recorded in the Village Hall’s accident book.

Certain types of accidents or injuries require reporting to the Incident Contact Centre using a special form. The Village Hall Secretary is available to assist with completing this form and can provide the necessary contact information.

The Hirer must ensure that:

(a) No highly flammable substances are brought onto or used anywhere on the premises.

(b) No internal decorations made of combustible materials (such as polystyrene or cotton wool) are put up without prior consent from the Management Committee. Additionally, decorations must not be placed near light fittings, heaters, or other sources of heat.

The Hirer must not use any heating appliances on the premises that are not authorised by the Management Committee when the hall is open to the public.

Use of portable Liquefied Propane Gas (LPG) heaters is strictly prohibited.

The Hirer must ensure that no animals (including birds) are brought onto the premises, except for guide dogs or for special events previously agreed upon by the Village Hall.

Under no circumstances are animals allowed in the kitchen area.

The Hirer must not carry out or allow any fly posting or other unauthorized advertising related to events at the premises. The Hirer agrees to indemnify and keep indemnified every member of the Village Hall Management Committee against any claims, actions, or proceedings arising from a breach of this condition.

Failure to comply may result in prosecution by the local authority.

If the Hirer sells goods on the premises, they must comply with Fair Trading Laws and any relevant codes of practice.

In particular, the Hirer shall clearly display the total prices of all goods and services, along with the organiser’s name and address. Any discounts offered must be based solely on the Manufacturers’ Recommended Retail Prices.

If the Hirer cancels the booking at least four weeks before the event date, the Village Hall will refund in full the deposit and any fees already paid.

If the Hirer cancels between two and four weeks before the event date, the Village Hall will refund the deposit plus 50% of any hire fees already paid.

If the Hirer cancels less than two weeks before the event date, or fails to proceed with the booking, the Village Hall will refund the deposit but retain any hire fees already paid.

The Village Hall reserves the right to cancel the hiring by written notice to the Hirer in the event of:

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

(b) The Village Hall management committee reasonably considering that:

• (i) The hiring would breach licensing conditions or other legal/statutory requirements, or

• (ii) Unlawful or unsuitable activities may take place as a result of the hiring.

(c) The premises becoming unfit for the Hirer’s intended use.

(d) An emergency requiring the premises to be used as a shelter for victims of flooding, snowstorm, fire, explosion, or similar disasters.

In any such case, the Hirer will be entitled to a refund of any deposit paid, but the Village Hall shall not be liable for any direct or indirect loss or damages.

The Hirer is responsible for leaving the premises and surrounding areas clean and tidy, properly locked and secured unless otherwise directed. Any contents temporarily moved from their usual positions must be replaced correctly.

Failure to do so may result in an additional charge, which may be deducted from the deposit.The Hirer is responsible for leaving the premises and surrounding areas clean and tidy, properly locked and secured unless otherwise directed. Any contents temporarily moved from their usual positions must be replaced correctly.

Failure to do so may result in an additional charge, which may be deducted from the deposit.

No alterations or additions may be made to the premises, nor may any fixtures, placards, decorations, or other items be attached to any part of the premises without the prior written approval of the Village Hall Secretary.

Any approved alteration, fixture, fitting, or attachment may, at the Village Hall’s discretion, remain on the premises after the hiring and will become the property of the Village Hall unless removed by the Hirer.

If removed, the Hirer must make good any damage caused by the removal to the satisfaction of the Village Hall.

The Hiring Agreement grants the Hirer permission to use the premises only and does not create a tenancy or confer any other right of occupation.