Hall Hire - Standard Conditions
DONYATT VILLAGE HALL - STANDARD CONDITIONS OF HIRE
These standard conditions apply to ALL hirings of Donyatt Village Hall. If the Hirer is in any doubt as to the meaning of these conditions, the Booking Secretary should immediately be consulted.
For the purposes of this document, The Hirer will be taken to mean the Hirer and/or the Event Supervisor and The DVHC will be taken to mean the Donyatt Village Hall Management Committee and The Premises will be taken to mean Donyatt Village Hall, play area and car park.
The Hirer, not being a person under 18 years of age, is to accept responsibility for:
2. Use of The Premises
The Hirer shall not use The Premises for any purpose other than that described in the Hire Application 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.
3. 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.
4. Licensable activities
Paragraph 6 of the Hire Application shows the licences held by the Village Hall. If other licenses are required in respect of any activity in Donyatt Village Hall, The Hirer should ensure that they hold the relevant license or The Village Hall holds it.
5. 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 as described in the Hire Application and The Premises Fire Action Plan 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 DVHC reserve the right to enter The Premises during any hiring, to observe all conditions and regulations are being adhered to and to immediately terminate any hire found to be in breach, with loss of full hire fee and any damage deposit held.
(a) The Hirer must make themselves aware of the following:
(b) At commencement of any Hire, The Hirer shall check the following items:
7. Food hygiene
The Hirer shall be responsible for food safety and hygiene if preparing, serving or selling food. A summary of Best Practice is posted in the Kitchen for your reference.
8. Electrical appliance safety
The Hirer shall ensure that any electrical appliances brought by them to The Premises and used there, shall be safe, in good working order and used in a safe manner. Where a residual circuit breaker is provided, the Hirer must make use of it in the interest of public safety.
9. Insurance and indemnity
(a) The Hirer shall be liable for:
(b) The DVHC shall take out adequate insurance to insure the liabilities described in sub-clause (a)1 above and may, in its discretion and in the case of non-commercial Hirers, insure the liabilities described in sub-clause (a)2 and 3 above. The DVHC shall claim on its insurance for any liability of the Hirer hereunder, but the Hirer shall indemnify and keep indemnified each member of the DVHC and the village hall's employees, volunteers, agents and invitees against (a) any insurance excess incurred and (b) the difference between the amount of the liability and the monies received under the insurance policy.
(c) Where the DVHC does not insure the liabilities described in sub-clauses (a) 1 and 3 above, the Hirer shall take out adequate insurance to insure such liability and on demand shall produce the policy and current receipt or other evidence of cover to the Village Hall Secretary. Failure to produce such policy and evidence of cover, will render the hiring void and enable the Booking Secretary to rehire the premises to another Hirer.
The Village Hall is insured against any claims arising out of its own negligence.
10. Damages, Accident and Dangerous Occurrences
The Hirer shall inform the Booking Secretary, of any damage incurred during the period of the Agreement. The Hirer shall make good or pay for all damage (including accidental damage) to the premises or to the fixtures, fittings and for loss of contents. The DVHC reserves the right to conduct inspections, prior to and after a hiring, to ensure the Hirer has met the conditions of hire.
The Hirer must report all accidents involving injury to the public to the Booking Secretary as soon aspossible and complete the relevant section in Donyatt Village Hall's Accident Record Book (held in the kitchen). Any failure of equipment belonging to Donyatt 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.
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 DVHC. No decorations are to be put up near light fittings or heaters.
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 DVHC. 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 and avoid violent or criminal behaviour, there is no excessive consumption of alcohol. Drunk and disorderly behaviour shall not be permitted, either on the premises or in its immediate vicinity. Alcohol shall not be served to any persons 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 manner, shall be asked to leave the premises. No illegal drugs may be brought onto the premises.
The Hirer shall ensure that no animals (including birds) except guide dogs, are brought into the premises, unless agreed by DVHC. No animals whatsoever, are to enter the kitchen at any time.
15. Safeguarding Responsibilities
For public events the hirer shall ensure that activities for children (under the age of 18) comply with the provision of the Children Act 1989 (amended 2004) and that the relevant DBS checks have been undertaken. In addition Safeguarding may apply to adults at risk of harm and abuse and those working/volunteering directly with this group are also subject to relevant DBS checks
For private events the Hirer is responsible for ensuring adequate supervision of all children/adults attending, in line with Safeguarding Responsibilities.
Please see our Safeguarding policy by clicking here
16. Fly posting
The Hirer shall not carry out or permit fly posting, except with compliance with regulations set by South Somerset District Council.
17. 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. In particular, the Hirer shall ensure that the total price of all goods and services are prominently displayed, as shall be the organiser's name and address and that any discounts offered are based only on Manufacturers' Recommended Retail Prices.
18. Film shows
Children shall be restricted from viewing age-restricted films classified according to the recommendations of the British Board of Film Classification. The Hirer should ensure that they have the appropriate copyright licences for film.
19. Dangerous and unsuitable performances
Performance involving danger to the public or of a sexually explicit nature shall not be given.
If The Hirer wishes to cancel the booking within seven days prior to the date of the event and Booking Secretary is unable to secure a replacement booking, the question of the payment or the repayment of the fee, shall be at the discretion of DVHC.
The DVHC 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 DVHC reasonably considering that (1) such hiring will lead to a breach of licensing conditions, if applicable, or other legal or statutory requirements, or (2) 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.
21. End of Hire Responsibilities
The Hirer shall be responsible for leaving The Premises and surrounding area in a clean and tidy condition with all rubbish being removed (taken away by The Hirer). The building shall be properly locked and secured unless directed otherwise and any contents temporarily removed from their usual positions, properly replaced, otherwise DVHC shall be at liberty to make an additional charge.
The Hirer shall ensure that the minimum of noise is made on arrival and departure, particularly late at night and early morning.
23. Stored equipment
The DVHC must give permission to store equipment at the Hall – there may be a charge for this service. The Village Hall accepts no responsibility for any stored equipment or other property brought onto 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.
The DVHC may use its discretion, in any of the following circumstances:
(a) failure by The Hirer, either to pay any charges in respect of stored equipment due and payable, or to remove the same within 7 days after the agreed storage period has ended.
(b) failure by The Hirer, to dispose of any property brought on to the premises for the purpose of the hiring. This may result in the DVHC disposing of any such items by sale or otherwise, on such terms and conditions as it thinks fit and charge the costs incurred in storing and selling or otherwise disposing of the same.
24. No alterations
No alterations and additions may be made to the premises, nor may any fixtures be installed or placards, decorations or other articles be attached in any way, to any part of the premises, without prior written approval of the DVHC. Any fixtures will become the property of the DVHC, unless removed by the Hirer who must make good to the satisfaction of The DVHC any damages caused to the premises by such removal.
25. No rights
The Hire Agreement constitutes permission only to use The Premises, for the period of the Hire and confers no tenancy or other right of occupation on the Hirer.
26. Prevention of Crime and Disorder
27. Prevention of Public Nuisance
28 GDPR Information
Version 1. Rev 2.2 -August 2019