Hiring Terms & Conditions
HIRING CONTRACT Registered Charity No. 522054
THIS AGREEMENT is made on the date below between the Committee and the Hirer/Organisation named here, in consideration of the sum(s) mentioned at Hiring Fee below:
A. THE COMMITTEE agrees to permit the Hirer to use the premises for the purposes and the period described below.
1. Date:
2. Authorised Representative for (a) Dalton Village Hall Trustees & Management Committee
3. Hirer/Authorised Representative for the Organisation:
Name/Position: Address:
Tel: Email:
4. Purpose of Hire:
5. Period of Hire (to include set up and clearing):
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6. Hiring Fee: £ include main Hall and use of Kitchen. Please note all rubbish must be taken away by the Hirer at the end of the event (see relevant details No 21. below)
7. Agreed Total Hall Hire Cost:£
8. Payment & Cancellation: Please note at the time of booking the full payment is required. In the event of cancellation we require 48 hours notice or reserve the right to ask for the full hire cost to be covered.
9. Payment – Cheques should be made payable to ‘Dalton Village Hall’.
Bank Transfer – Natwest - Account Number: 80620604 - Sort Code : 60-09-47
Signed by the Representative of the
Village Hall Management Committee … ………. Date: ……
Signed by the Hirer or Representative
on behalf of the Hiring Organisation/Hirer……………..………. Date: …………………
STANDARD TERMS AND CONDITIONS OF HIRE CONTRACT
Please read these conditions carefully as they form part of the contract between the Committee and Hirer and must be observed at all times when using the Dalton Village Hall.
THE HIRER agrees with the Committee to observe and perform to the provisions and stipulations contained or referred to in the Management Committee’s ‘Standard Terms & Conditions of Hire’ as below.
If the Hirer is in any doubt as to the meaning of any of the following, the Hall Secretary, Mrs. Paula Hartford, Tel: 07545983606 should be consulted.
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 nor allow the consumption of alcohol thereon without written permission
1. Supervision: 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 however slight 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.
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2. 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.
3. Licences: The Hirer shall ensure that the Village Hall holds a Performing Rights Society Licence and Phonographic Performance Ltd Licence which permit the use of copyright music in any form e.g. record, compact disc, tapes, radio, television or by performers in person. If other licences are required in respect of any activity in the Village Hall the Hirer should ensure that they hold the relevant licence or the Village Hall holds it.
4. Public Safety Compliance: 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 which alcohol is sold or provided or which is attended by children.
The Hirer acknowledges that they have received written instruction in the following matters:
· The action to be taken in event of fire. This includes calling the Fire Brigade and evacuating the hall.
· The location and use of fire equipment.
· 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.
· The importance of any fire doors and of closing all fire doors at the time of a fire unless used for escape.
5. Outbreaks of Fire: The Hirer must alert the Fire Brigade to any outbreak of fire, however slight, and details thereof shall be given to the secretary of the management committee.
6. Health and Hygiene: The Hirer shall, if preparing, serving or selling food, observe all relevant food health and hygiene legislation and regulations. In particular dairy products, vegetables and meat on the premises must be refrigerated and stored in compliance with the Food Temperature Regulations. The premises provides a refrigerator for such compliance.
7. Smoking: The Hirer shall, ensure that the Hirer’s invitees, comply with the prohibition of smoking in public places provisions of the Health Act 2006 and regulations made thereunder. Any person who breaches this provision must be asked to leave the premises.
8. Electrical Appliance Safety: The Hirer shall ensure that any electrical appliances brought by them to, and used on the premises, shall be safe, good working order, and used in a responsible manner in accordance with the Electricity at Work Regulations 1989.
9. Insurance and Indemnity
(a)The Hirershall be liable for (i) 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 (ii) all claims, losses, damages and costs made against or incurred by the village hall management committee, their employees, volunteers, agents or invitees in respect of damage or 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, and (iii) all claims, losses, damages and costs made against or incurred by the village hall management committee, their employees, volunteers, agents or invitees as a result of any nuisance caused to a third party as a result of the use of the premises by the Hirer, and subject to sub-clause (b), the Hirer shall indemnify and keep indemnified accordingly each member of the village hall management committee and the village hall’s employees, volunteers, agents and invitees against such liabilities.
(b)The Committee will ensure it has adequate insurance in place to cover the fabric of the village hall and its use for a range of activities to take place and this insurance will be displayed within the hall at all times. The village hall is insured against any claims arising out of its own negligence and any injury to persons arising as a result of this and any such claims against the management committee; their employees, volunteers, agents or invitees.
10. 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 must also be reported as soon as possible. Certain types of accident or injury must be reported on a special form to the local authority. The Hall Secretary will give assistance in completing this form. This is in accordance with the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995 (RIDDOR).
11. Explosives and Flammable Substances: The hirer shall ensure that (a) Highly flammable substances are not brought into, or used in any part of the premises and that (b) No internal decorations of a combustible nature (e.g. polystyrene, cotton wool) shall be erected without the consent of the management committee. No decorations are to be put up near light fittings or heaters.
HIRING CONTRACT Registered Charity No. 522054
THIS AGREEMENT is made on the date below between the Committee and the Hirer/Organisation named here, in consideration of the sum(s) mentioned at Hiring Fee below:
A. THE COMMITTEE agrees to permit the Hirer to use the premises for the purposes and the period described below.
1. Date:
2. Authorised Representative for (a) Dalton Village Hall Trustees & Management Committee
3. Hirer/Authorised Representative for the Organisation:
Name/Position: Address:
Tel: Email:
4. Purpose of Hire:
5. Period of Hire (to include set up and clearing):
==========================================================================
6. Hiring Fee: £ include main Hall and use of Kitchen. Please note all rubbish must be taken away by the Hirer at the end of the event (see relevant details No 21. below)
7. Agreed Total Hall Hire Cost:£
8. Payment & Cancellation: Please note at the time of booking the full payment is required. In the event of cancellation we require 48 hours notice or reserve the right to ask for the full hire cost to be covered.
9. Payment – Cheques should be made payable to ‘Dalton Village Hall’.
Bank Transfer – Natwest - Account Number: 80620604 - Sort Code : 60-09-47
Signed by the Representative of the
Village Hall Management Committee … ………. Date: ……
Signed by the Hirer or Representative
on behalf of the Hiring Organisation/Hirer……………..………. Date: …………………
STANDARD TERMS AND CONDITIONS OF HIRE CONTRACT
Please read these conditions carefully as they form part of the contract between the Committee and Hirer and must be observed at all times when using the Dalton Village Hall.
THE HIRER agrees with the Committee to observe and perform to the provisions and stipulations contained or referred to in the Management Committee’s ‘Standard Terms & Conditions of Hire’ as below.
If the Hirer is in any doubt as to the meaning of any of the following, the Hall Secretary, Mrs. Paula Hartford, Tel: 07545983606 should be consulted.
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 nor allow the consumption of alcohol thereon without written permission
1. Supervision: 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 however slight 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.
.
2. 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.
3. Licences: The Hirer shall ensure that the Village Hall holds a Performing Rights Society Licence and Phonographic Performance Ltd Licence which permit the use of copyright music in any form e.g. record, compact disc, tapes, radio, television or by performers in person. If other licences are required in respect of any activity in the Village Hall the Hirer should ensure that they hold the relevant licence or the Village Hall holds it.
4. Public Safety Compliance: 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 which alcohol is sold or provided or which is attended by children.
The Hirer acknowledges that they have received written instruction in the following matters:
· The action to be taken in event of fire. This includes calling the Fire Brigade and evacuating the hall.
· The location and use of fire equipment.
· 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.
· The importance of any fire doors and of closing all fire doors at the time of a fire unless used for escape.
5. Outbreaks of Fire: The Hirer must alert the Fire Brigade to any outbreak of fire, however slight, and details thereof shall be given to the secretary of the management committee.
6. Health and Hygiene: The Hirer shall, if preparing, serving or selling food, observe all relevant food health and hygiene legislation and regulations. In particular dairy products, vegetables and meat on the premises must be refrigerated and stored in compliance with the Food Temperature Regulations. The premises provides a refrigerator for such compliance.
7. Smoking: The Hirer shall, ensure that the Hirer’s invitees, comply with the prohibition of smoking in public places provisions of the Health Act 2006 and regulations made thereunder. Any person who breaches this provision must be asked to leave the premises.
8. Electrical Appliance Safety: The Hirer shall ensure that any electrical appliances brought by them to, and used on the premises, shall be safe, good working order, and used in a responsible manner in accordance with the Electricity at Work Regulations 1989.
9. Insurance and Indemnity
(a)The Hirershall be liable for (i) 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 (ii) all claims, losses, damages and costs made against or incurred by the village hall management committee, their employees, volunteers, agents or invitees in respect of damage or 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, and (iii) all claims, losses, damages and costs made against or incurred by the village hall management committee, their employees, volunteers, agents or invitees as a result of any nuisance caused to a third party as a result of the use of the premises by the Hirer, and subject to sub-clause (b), the Hirer shall indemnify and keep indemnified accordingly each member of the village hall management committee and the village hall’s employees, volunteers, agents and invitees against such liabilities.
(b)The Committee will ensure it has adequate insurance in place to cover the fabric of the village hall and its use for a range of activities to take place and this insurance will be displayed within the hall at all times. The village hall is insured against any claims arising out of its own negligence and any injury to persons arising as a result of this and any such claims against the management committee; their employees, volunteers, agents or invitees.
10. 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 must also be reported as soon as possible. Certain types of accident or injury must be reported on a special form to the local authority. The Hall Secretary will give assistance in completing this form. This is in accordance with the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995 (RIDDOR).
11. Explosives and Flammable Substances: The hirer shall ensure that (a) Highly flammable substances are not brought into, or used in any part of the premises and that (b) No internal decorations of a combustible nature (e.g. polystyrene, cotton wool) shall be erected without the consent of the management committee. No decorations are to be put up near light fittings or heaters.
12. Heating; The Hirer shall ensure that no unauthorised heating appliances shall be used on the premises when open to the public without the consent of the management committee. Portable Liquefied Propane Gas (LPG) heating appliances shall not be used.
13. Drunk and Disorderly Behaviour and Supply of Illegal Drugs: The Hirer shall ensure that in order to avoid disturbing neighbours to the hall, care shall be taken to avoid excessive consumption of alcohol. Drunk and disorderly behaviour shall not be permitted either on the premises or in its immediate vicinity. Alcohol must not be served to any person suspected of being drunk nor to any person suspected of being under the age of 18. Any person suspected of being drunk, under the influence of drugs or who is behaving in a violent or disorderly way shall be asked to leave the premises. No illegal drugs may be brought onto the premises.
14. Animals: The Hirer shall ensure that no animals (including birds) except guide dogs are brought into the premises, other than for a special event agreed to by the Village Hall. No animals whatsoever are to enter the kitchen at any time.
15. Safeguarding Children and Vulnerable Adults: The Hirer shall ensure that any activities for children, young people and other vulnerable groups shall only be provided by fit and proper persons in accordance with the Safeguarding Vulnerable Groups Act 2006 and any subsequent legislation. If requested, the hirer shall provide a copy of their Safeguarding Policy and confirmation that relevant checks have been carried out through the Disclosure and Barring Service (DBS).
18. Fly Posting: The Hirer shall have the opportunity to use the village hall notice board to promote their event or activity but shall not carry out or permit fly posting or any other form of unauthorised advertisements for any event taking place at the premises, and shall indemnify and keep indemnified each member of the Village Hall’s management committee accordingly against all actions, claims and proceedings arising from any breach of this condition. Failure to observe this condition may lead to prosecution by the local authority.
19. 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.
20. Cancellation: If the Hirer wishes to cancel the booking before the date of the event then the Committee would require 48 hours notice or may require full payment of the agreed fee. The deposit is non refundable and will be used to support the community use of the hall.
In the event of exceptional circumstances, the Committee 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 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.
21. 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 and any contents temporarily removed from their usual positions properly replaced. The Committee 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 or fees will be charged for each day or part of a day at the hire fee per hiring until the same is removed. ALL RUBBISH MUST BE TAKEN AWAY BY THE HIRER AT THE END OF THE EVENT. If additional cleaning is required this will incur an additional charge of £40.00.
22. Noise: The Hirer shall ensure that noise is kept to a minimum on arrival and departure, particularly late at night or early in the morning. The Hirer shall, if using sound amplification equipment will comply with all licensing condition for the premises.
END