Conditions of Hire
Terms and Conditions of Hire
A copy of this document must be completed as part of the booking process.
Cheriton Village Hall is a Charitable Incorporated Organisation registered in England & Wales no. 1169372
The objects of the CIO are:
To establish and run a village hall and to promote for the benefit of the inhabitants of the civil parish of Cheriton ("Area of Benefit") without distinction of sex, sexual orientation, age, disability, nationality, race or political, religious or other opinions, the provision of facilities for recreation or other leisure time, occupation of individuals who have need of such facilities by reason of their youth, age, infirmity or disablement, financial hardship or social and economic circumstances or for the public at large and the interests of social welfare and with the object of improving the conditions of life of the said inhabitants.
Useful Contacts:
Chair: Will Beardmore-Gray
Booking Secretary: Rachel Annette
Hall Secretary: Rosslyn Curwen-Bryant
Treasurer: Steve Peters
CONDITIONS OF HIRE
Please note:
This policy applies to all hirings of the Hall whether for a single event or for multiple events.
- ‘the Hall’ means Cheriton Village Hall administered by the Trustees of Cheriton Village Hall.
- ‘the Committee’ means the current Trustees of Cheriton Village Hall.
- ‘the Hirer’ means the person, persons or organisation who has or have hired the Hall under the current terms and conditions applying to the booking agreement as detailed in the booking form.
- ‘period of Hire’ means from the beginning to end of the event including set up and clear up time.
BOOKINGS
The hirer is required to complete a booking form agreeing to comply with the Hall’s Conditions of Hire. Should the Hall’s Conditions of Hire change then regular hirers will be required to sign a new booking form to acknowledge receipt of and adherence to those amended Conditions.
Bookings are accepted at the discretion of the Committee of the Hall via the Booking Secretary and are not confirmed until a written acceptance of booking is issued.
Dates, times and details of bookings will be managed via the Booking Secretary and details will be available to view on the Village Hall website.
LICENSING ACT 2003
The Hall is licensed under the above Act for the provision of regulated entertainment and for the provision of entertainment facilities. A full summary of the licensed activities is on display in the Hall and on the Hall’s website. The Hirer acknowledges that they will comply with the obligations under the displayed licence.
HIRE TERMS
The Hirer acknowledges that they have inspected the Hall (including the kitchen) prior to entering into the booking agreement and is aware of the facilities provided and is further aware that no additional facilities will be provided. The Hirer acknowledges that the facilities provide are suitable for the purpose of the Hire.
All cleaning and clearing up must be completed no later than Midnight and the Hall vacated in a quiet, orderly fashion bearing in mind the close proximity of neighbours.
When considering hiring time the hirer must consider time for setting up and clearing away in order to clashing with other hirers. Therefore, as a minimum, hirers must include 15 minutes before and 15 minutes after the event in any booking request.
Hirers must ensure the Hall is left in the same condition it was found.
The Committee reserves the right to cancel any booking if the Hall is required for use as a Polling Station for a Parliamentary or Local Government Election.
GENERAL HOUSEKEEPING INFORMATION
The purpose of the following is to try and make life easier for all users – so that everyone knows where things are and are they work and, as a result, can make the most of hiring the hall.
The committee’s aim has always been to keep hire charges to a minimum and your assistance is greatly appreciated.
For the benefit of all users, it is important that we all leave the hall as we would wish to find it. So please observe the following:
- Take care of the fabric and fitments as you would in your own home
- Do not make any alterations or additions to the fabric or equipment
- Do not use sticky tape or Blutak on the walls, as it damages the paint
- Store all equipment neatly and safely after use
- Remove any items that you brought into the village hall
- Do not borrow tables or chairs without a prior booking
- Make sure that the kitchen, appliances and toilers are clean and tidy
- Replace empty lavatory rolls (from under the kitchen sink), if appropriate
- Sweep the floors
- Take your (substantial) rubbish and all food home for disposal
- Check that all appliances are switched off
- Check that all lights and fans are switched off (Don’t forget ‘The Tunnel’!)
- Make sure that all appropriate doors are locked
- If vacating late in the evening, please remember to leave quietly
- Return the key promptly
- Report any damages or deficiencies in the record book or to the Booking Secretary
- Smoking is not permitted in any part of the Hall in common with all public buildings.
- If you wish to decorate the Hall you must seek express permission from the Booking Secretary.
AGE OF HIRER/RESPONSIBILITY
All hirers must be 18 years of age and above. The hirer accepts responsibility for the event and attendees and must be on the premises at all times when members of the public are present. The hirer is also responsible for ensuring that all Conditions of Hire relating to management and supervision of the premises are met in full.
SUPERVISION AND CARE
During the period of hire, the hirer is responsible for:
Supervision of the Hall, the fabric and contents including the outside terrace ensuring safety from damage however slight.
The behaviour of all persons using the Hall in whatever capacity including paying attention to car parking in the vicinity of Rose Cottage so as to avoid obstruction of the highway/bridge.
In the event of any damage (including accidental damage) to the Hall or to its fixtures, fittings or contents, including the outside terrace, the hirer must make good or pay for all remedial action. If a deposit has been requested, that will be retained and the cost of repairs/replacement deducted before any balance is returned to the hirer.
The hirer must ensure the Hall is not used for any purpose other than that described in the Booking Form and the hirer must not sub-hire or use the Hall for any unlawful or unsuitable purpose or in any unlawful way nor do anything or bring into the Hall anything which might endanger the Hall or render invalid any insurance policies covering the Hall and the Committee.
ELECTRICAL APPLIANCE SAFETY
The Hirer must ensure that any electrical appliances brought to the Hall for use there are safe, in good working order and used in a safe manner in accordance with the Electricity at Work Regulations 1989. Where a residual circuit breaker is provided you must make use of it in the interests of public safety.
No Hirer or person acting on behalf of the Hirer shall interfere with any part of the fixed installations in the Hall.
Any electrical or electronic equipment left in the Hall overnight must be switched off and disconnected from the Hall’s power supply while unattended.
The charging of battery-electric cars and vans is not permitted on the Hall’s premises or using the Hall’s electricity supply.
GAMING, BETTING AND LOTTERIES
The Hirer must ensure that nothing is done in or in relation to the Hall in contravention of the laws relating to gaming, betting and lotteries.
SALE OF ALCOHOL
The Hall’s policy is that no person under the age of 18 years may consume alcohol on the premises.
The Hall is not licensed for the sale of alcohol in its own right. Therefore, the sale and/or supply of alcohol in circumstances which amount to a licensable activity is strictly prohibited unless the hirer obtains both the permission of the Committee (via the Booking Secretary) and a temporary event licence (TEN) is obtained from Winchester City Council 4 weeks in advance of the event. It is the hirer’s responsibility to purchase the TEN and display it at the appropriate event.
Note: there is a limit to the number of TENs available to the Hall per year.
DRUNK AND DISORDERLY BEHAVIOUR AND SUPPLY OF ILLEGAL DRUGS
The hirer must ensure that neighbours of the Hall are not disturbed throughout the event and on arrival and departure from the event. Violent or criminal behaviour must be avoided.
The hirer must ensure that no attendee consumes excessive amounts of alcohol.
No illegal drugs must be brought into the Hall.
Drunk and disorderly behaviour is not permitted, either in the Hall or in the immediate vicinity of the Hall. The hirer must ensure any person suspected of being drunk or under the influence of drugs or who is behaving in a violent or disorderly way to leave the Hall in accordance with the Licensing Act 2003.
SMOKING
In common with all public buildings, smoking is not permitted in any part of the Village Hall.
SAFETY LIGHTS
If the power fails, emergency exits are clearly signed with illuminated signs.
PROCEDURES IN CASE OF FIRE
The Hirer is seemed the ‘designated responsible person’ and is designated the person in charge of the Village Hall during the period of hire.
It is advisable to take the name of everyone attending your event so that a Roll Call can be completed following any forced evacuation of the premises.
The Hirer will be issued with a copy of our Fire Policy on booking and will be asked to confirm that the Fire Policy has been read and understood in readiness for the event.
The designated responsible person must take charge of any evacuation in case of an emergency as well as appointing sufficient persons responsible for the opening of fire/emergency exit doors as necessary and ensuring, where it is safe to do so, all areas of the Hall are clear of persons or animals.
Please note: all incidents no matter how small have to be reported to the Booking Secretary in writing.
FIRE FIGHTING EQUIPMENT
There are fire extinguishers in the main hall, in the kitchen, in the Committee Room. They are serviced on an annual basis.
ACCIDENTS AND DANGEROUS OCCURRENCES
The Hirer is responsible for their own Risk Assessment and Health and Safety Policy as appropriate for their event.
The Hirer must report to the Booking Secretary or the Secretary as soon as possible any failure of the Hall’s equipment or equipment brought in to the Hall by the Hirer. The Hirer must report all accidents involving injury to the public, to an employee or Trustee of the Hall as soon as possible and complete the relevant section in the Hall’s accident book.
The First Aid box is located in the Village Hall kitchen in the cupboard to the right of the sink.
A defibrillator is located on the wall outside the Village shop which is situated across the village green.
The accident book, to be completed whenever an accident occurs, is kept in the kitchen cupboard above the microwave.
No person under the age of 16 is permitted in the kitchen, equipment store or on the stage without the supervision of a responsible adult at all times.
STEPS ON TO THE STAGE
Please be careful when using the steps onto the stage from the committee room. The steps do not have a handrail and could prove dangerous if not used cautiously.
There is a second set of steps located on the stage which can be placed in the stage ‘cut out’ if required. These steps do have a handrail but must still be used cautiously as they are not fixed.
TOILETS AND DRAINAGE
Please note that the Hall has a cesspit drainage system; please do not put any items into the toilets other than standard toilet paper.
PARTIES AND YOUNG PEOPLE
Such events are at the discretion of the Committee and subject to a £300 deposit in addition to the hire charge.
If the hire of the Village Hall is agreed by the Committee, the following additional conditions will apply:
There must be sufficient adult supervision: be prepared to refuse entry and deal with potential troublemakers positively and non-aggressively.
Entry should be by invitation only.
Partygoers should be required to remain inside the Village Hall and not congregate outside the Hall.
All windows and doors must be kept closed (except in an emergency) while music is playing. Music volumes should not be allowed to become excessive and cause a nuisance to neighbours.
Do not permit alcohol at parties for young people under 18* years of age.
The Village Hall management reserve the right to stop parties that have become excessively noisy and badly controlled*.
* People under the age of 18 years are not allowed to consume alcohol in the Village Hall or its environs and parties will be stopped if this occurs.
SAFEGUARDING CHILDREN, YOUNG PEOPLE AND ADULTS AT RISK
The Hirer must ensure that any activities involving children, young people and adults at risk are only provided by fit and proper persons in accordance with the Children Act 1989 and 2004, the Safeguarding Vulnerable Groups Act 2006 and any subsequent legislation. When requested, you must provide us with a copy of your safeguarding policy and evidence that you have carried out all relevant checks through the Disclosure and Barring Service (DBS). All reasonable steps must be taken to prevent harm, and to respond immediately and appropriately when harm does occur. Relevant concerns must be reported.
FOOD SAFETY
Where the purpose of Hire includes the provision of food, the Hirer acknowledges it is the Hirer’s responsibility to ensure that food is handled safely and hygienically in accordance with the relevant statutory regulations currently in force. It is a requirement of the booking that the Hirer complies or ensures compliance with such regulations. Currently these regulations are The Food Safety Act 1990, 2000,2006, 2013, 2014, 2015, the European Community Food Hygiene Regulations and the Food Safety (Temperature Control) Regulations 1995 and amendments.
CANCELLATION
In the event the Hirer wishes to cancel the booking before the date of the event then the Village Hall Committee require a minimum of 14 days advance notice of the cancellation. Please contact the Booking Secretary as soon as possible if you need to cancel a booking. If less than 14 days’ notice is given, 50% of any booking fee may be retained. The deposit will be returned in full.
The Village Hall’s Trustees reserve the right to cancel the Hirer’s agreement by giving them written notice in the event of:
The premises being required for use as a Polling Station for a Parliamentary or Local Government election or by-election, or for another public community event.
The Village Hall’s Trustee reasonably considering that (i) such hiring will lead to a breach of licensing conditions, if application, or other legal or statutory requirements, or (ii) unlawful or inappropriate activities will take place at the premises as a result of this hiring.
The premises becoming unfit for the Hirer’s intended use.
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.
When cancellation occurs for any of the reasons defined in above then the Hirer will be entitled to a refund of any deposit paid, but the Village Hall will not be liable to the Hirer for any resulting direct or indirect loss or damages whatsoever.
END OF HIRE
At the end of a period of hire, the hirer is responsible for ensuring:
- All lights are switched off.
- All water taps are turned off.
- The fridge (and freezer if used) is switched off, with the door ajar.
- All refuse is removed from the premises.
- The hall (and terrace if appropriate) are left in a clean and tidy condition.
- Any contents and/or furniture temporarily removed from their usual position are returned.
- The hall is properly locked
- The entrance key is securely placed in the key safe.
An additional charge may be payable if these conditions are not met.
ABUSE OF TRUSTEES OR VOLUNTEERS
The abuse, of any kind, towards Trustees or other volunteers or contractors acting on behalf of the Trustees will not be tolerated and may lead to the termination of the hirer’s agreement.
NO RIGHTS
This Agreement constitutes permission only to use the premises and confers no tenancy or other right of occupation on the hirer.
CLARIFICATION
If a hirer is in any doubt as to the meaning of any of the above Terms and Conditions they must seek clarification from the Booking Secretary or the Secretary to the Trustees without delay.
PRIVACY NOTICE
Cheriton Village Hall uses personal data for the purposes of managing the Hall, its bookings and finances. If you would like to find out more about how we use your personal data or want to see a copy of the information we hold, please contact the Treasurer.
HIRER’S DECLARATION
I,…………………………………………………………………………………………
as the Responsible Person/Hirer, undertake to abide by the conditions of hire and use, as set out above (having read and fully understood the contents)
Date ……………………………………………………
MISCELLANEOUS INFORMATION FOR HIRERS
CENTRAL HEATING
There is an efficient oil-fired central system (which also supplies the hot water) with the boiler located in the Tunnel. The thermostat control for this is located in the main hall, to the right of the door into the Gents' WC. This is usually set at 18 degrees, and if you need more or less heat, just press the digital control up or down. It should normally not be necessary to adjust any other controls. If, for some reason you need to turn a radiator off, please make sure that you turn it back on again before leaving.
The boiler timer is set to accommodate most needs, and to avoid heating the hall when it is not necessary. However, there may be the odd occasion when the pre-set timer does not suit a particular need. In which case do NOT adjust the timer on the boiler, just press alter the temperature guide on the digital thermostat.
All radiators are also fitted with thermostat controls, so make sure that these are set correctly for your needs.
EQUIPMENT
(only tables and chairs are available for rent outside the Hall)
TABLES AND CHAIRS: (located in 'The Tunnel' accessed from the Gents')
95 folding chairs
8 wooden folding tables (6' x 2'3")
12 light-weight folding tables (6' x 2'3")
8 small light-weight tables (3' x 2'3")
2 Tombola barrels (1 large & 1 small)
CROCKERY:
80 Green teacups
92 Green saucers
58 Green Dinner Plates
73 Green side plates
62 Green Bowls
CUTLERY:
88 Dinner Knives
84 Forks
91 spoons
69 Tea Spoons
Sundry Food preparation utensils
TRAYS:
There are 13 matching non-slip mahogany finish trays in the space to the right of the sink (at floor level).v
POTS AND PANS:
There is a large 'catering' tea pot in one of the lower cupboards.
Please note that we do not supply any saucepans, baking trays, roasting tins etc, so hirers need to bring their own.
KITCHEN APPLIANCES:
· 2 electric kettles
· Larder-style refrigerator (500mm wide). (N.B. There is no freezer compartment).
· Electric four-ring hob and single oven under with an extractor above. In addition to the standard controls for these items, there are separate override on/off switches located in the tiled splashback to the left of the hob (the right hand one is for the hob and the left hand one for the oven).
· Adjacent tea urn on stand (standing on a plinth to facilitate filling the large tea pot).
TO A VOID DAMAGING THE CUPBOARDS, THE EXTRACTOR MUST ALWA YS BE SWITCHED ON WHEN USING THE TEA URN AND THE HOB. Also, whilst the tea urn is usually stored close to the wall, please slide it forward a little when it is to be used to facilitate filling and, again, to avoid any damage from steam to the cupboards. It would also help if users could, please, set the thermostat correctly and not leave it on maximum!
CUPBOARDS:
The majority of the 'public' village hall kitchen equipment is located in the units close to the serving hatch.
Please note that a number of the cupboards are hired out on a yearly basis to various regular users so that they can store certain items. These have locks and should not be opened, other than by authorised persons.
TOWEL DRYER/VERTICAL RADIATOR:
This is located to the right of the sink and is on the same system as the radiators. It
will therefore get hot when the central heating is operating (i.e. when the boiler is
switched on and the thermostat is set accordingly).
CLEANING EQUIPMENT:
The cleaning equipment is located in the tall cupboard beside the door into the committee room. The vacuum cleaner is stored in the lower compartment with its hose and attachments in the upper compartment (along with various brooms, mops etc).
There is a cleaning bucket in the cupboard under the sink.
SUPPLIES: (N.B. Please report any deficiencies in the report book or to the bookings secretary)
There are clean tea-towels in the drawer by the sink.
Spare light bulbs are located at the top of the tall cupboard on the right of the sink.
Lavatory rolls are stored in the lower kitchen cupboards under the sink or in the tunnel.
(N.B. it would be very helpful if users could replace such items themselves, please, rather than leaving an empty roll for someone else to discover!)
EMERGENCY EXITS:
The 'tunnel' must ALWAYS be maintained as a clear and easy alternative exit (accessed from the Gents' WC and from the Committee Room). Therefore it is imperative that tables, chairs and any other items are stored neatly and safely so that there is no obstruction in the event of an emergency evacuation.
ADDITIONAL EQUIPMENT:
2 sets of step ladders (one standard & one tall) kept behind the door into the gents lavatory.
WASTE DISPOSAL
DUSTBIN: There is a large pedal bin in the kitchen for everyday waste. Please make sure it has a liner in it (spares in the cupboard below the kitchen sink), for ease of cleaning. Serious quantities of rubbish (e.g. after a party) should be taken home by users, please.
WHEELIE BIN: The green wheelie bin outside the village hall (to the left when exiting) is not the property of the village hall and is actually for general use of those enjoying the central village area, although inevitably it is also used by users of the village hall. But, please do not abuse this benefit.
DRAINAGE: There is no mains drainage in the village and therefore all foul waste is drained to a cesspit. The cesspit requires emptying on a regular basis and this can be exacerbated when there are long periods of rain as the water table can get very high. It would therefore help keep the emptying costs down if users can, please, avoid wasting water by leaving taps running etc. Similarly, only biodegradable paper should be flushed down the lavatories. If you notice anything amiss, please contact one of the village hall contacts as soon as possible.
LAVATORIES & DRAINAGE:
Please note that the hall only has a cesspit drainage system and therefore please do NOT put any items into the WC’s other than standard lavatory paper.