Terms & Conditions of Hire

TERMS AND CONDITIONS OF HIRE

These terms and conditions apply to all those who book and use Honeybourne Village Hall. They are part of an agreement between the Village Hall Trustees (VHT) and the hirer, who may be an individual or an organisation represented by an authorised person.

All the conditions, plus any special conditions imposed at the time of booking, apply unless specifically excluded in writing in the Booking Confirmation.

Signing or signifying agreement to the Booking Confirmation certifies that the hirer is aware of these Terms and Conditions, will abide by them and will ensure that those who use the Hall in conjunction with their booking will act in accordance with them. The VHT will assume that anyone accepting on behalf of an organisation is duly authorised to do so. The hirer (or his/her authorised representative) must be present during the period of hire and ensure that the terms and conditions are observed.

Hirers are responsible for the care of the accommodation, facilities, equipment and contents. The hirer is responsible for leaving the premises and surrounding area in a clean and tidy condition, with all equipment, crockery and utensils cleaned and put away; lights, taps, heaters, equipment etc all turned off; all table tops and kitchen surfaces wiped; furniture etc which has been moved returned to their storage place (tables placed at the end wall of the hall opposite the main entrance and chairs in the committee room); floor swept/vacuumed; all rubbish removed; all windows closed; and the building itself secured (unless otherwise directed). We ask for your full co-operation with these requests and please report any issues with the condition in which you find the hall promptly so that we can impose an additional charge on the hirer responsible – thank you.  The hirer is responsible for making good or paying for repairs following any damage (including accidental damage) to the premises or to the fixtures, fittings or contents, and for any loss of the contents during the period of their hire. This includes damage to the structure, floor, interior walls and doors of the Hall as well as damage to the electrical and water systems.

The VHT do not accept any responsibility or liability for any inconvenience or loss, including any consequential loss which may occur due to any power failure – however caused.

Compliance

General -The hirer shall not use the premises for any purpose other than that described in the Booking and shall not sub-hire or use 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 premises.

Use of the Hall is subject to the conditions of the Premises Licence issued by the local licensing authority. The licensable activities permitted are:

Plays

Live Music (Indoor)

Making music (Indoor)

Films

Recorded Music (Indoor)

Dancing (Indoor)

Indoor Sporting Events

Performances of Dance (Indoor)

Entertainment similar to the above (Indoor)

 

Anything similar to the above (Indoor)

 

Licensable activities are only permitted between the hours of 8.00 am and 11.00 pm

Alcohol – The Premises Licence for the Village Hall does not permit the sale of alcohol (or the sale of tickets that includes ‘free alcohol’).  If the hirer wishes to sell alcohol at the event at the Village Hall, the hirer must first email honeybournehall@yahoo.com, and then apply to the local Licensing Authority for a special license (Temporary Event Notice (TEN)) for the hirer/bar provider at the hirer’s expense. The Bookings Secretary is responsible for compliance with the requirement that no more than 15 TENs can be granted for the premises in any one year.

Safeguarding -The committee requires any person/organisation holding classes and functions with children/vulnerable adults/people with learning difficulties/elderly people etc, to be registered with the correct authorities to conduct their business on a professional basis, i.e., CRB or DBS certification. Hirers are responsible for making sure that all events involving children or the vulnerable have adequate and appropriate adult supervision.

Health and safety – For reasons of fire safety, no more than 100 persons may be present at any event. Hirers must make themselves and any guests aware of the emergency escape routes and fire alarm procedures as displayed in the Hall.

Fire exits must not be obstructed under any circumstances.

There is a fire blanket in the kitchen and fire extinguishers in the hall. 

There is a First Aid box in the kitchen which contains a GDPR compliant Accident Book.

If you used any of the fire or first aid equipment, please contact the person you made the booking through (‘your contact’) to let them know so that we can replace the necessary items.  If you have an accident, please complete the form in the Accident Book and pass the completed form onto your contact so that the necessary action can be taken.

Sitting on tables is strictly forbidden – use the chairs provided.

No bouncy castles are allowed on the premises.

Hirers are responsible for the safety of any electrical equipment brought onto the premises by themselves or outside agencies (e.g. caterers, bands, disco operators etc) and for ensuring it is used in a safe manner. Hirers are also responsible for ensuring that such equipment complies with all electrical regulations.

The hirer is responsible for 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.

 

Making a Booking -the hirer is responsible for fully completing the Booking Form specifying the room required, date and times and giving the required contact information and the reason for the hire. Hire periods must be long enough to allow for any setting up of and dismantling /putting away any furniture and equipment. Hire periods of an hour or more are allowed 15 minutes both before and after to allow for setting up/arrivals and dismantling/departures. If the hirer requires additional time, then this should be included in the booking. Charges for all bookings, crockery hire etc are shown clearly on the Booking Form. Security/damage deposits may be required in some circumstances. Returnable deposits will be returned after the date of hire (or after the last date of hire for multiple bookings), less any deductions.

Booking Acceptance -The Booking Secretary is responsible for reviewing the request and advising acceptance or otherwise.  We are sorry that no bookings for parties for ages 14-21 can be accepted due to the level of damage and nuisance caused by one such event.

Invoicing – Hirers will receive an invoice with payment instruction. Payment is required in full before an event takes place. Once the payment has been received, the booking is confirmed.

Cancellation – The VHT will be reasonably flexible in relation to modifications, postponements and cancellations made by the hirer, but reserve the right to make cancellation charges. Once a room is booked, it will not be hired out to any other user.  Please note that The VHT reserve the right to cancel a booking by written notice in the following circumstances:

  • the premises being required for use as a Polling Station for a Parliamentary or Local Election or By-election or Referendum
  • the Village Hall Committee reasonably considering that
    • such hiring will lead to a breach of licensing conditions, if applicable, or other legal or statutory requirements
    • unlawful or unsuitable activities will take place at the premises as a result of the hiring
  • the premises becoming unfit for the use intended by the hirer
  • an emergency requiring use of the premises as a shelter for victims or those at risk of flooding, snowstorm, fire, explosion or similar disasters

In any such case the hirer is entitled to a full refund of any monies paid, but the VHT shall not be liable to the hirer for any resulting direct or indirect loss or damages whatsoever.

Accessing the hall – The key collection process will be confirmed by the Booking Secretary once payment is received.  A security deposit of £40 may be payable, which will be returned upon safe return of the key. For regular bookings, a key will be made available to the hirer on confirmation that a standing order for the hire charge has been set up and after the first payment has been received.