Terms and Conditions for hiring Stanton Lacy Village Hall

 

1. The capacity of the Hall is 120 people or 90 seated at mixed tables and chairs and the Hirer undertakes not to exceed these numbers at any time.
2. The Hirer agrees to be responsible for reimbursing Stanton Lacy Village Hall Charity (“the Charity”) for the full cost of making good any damage to the hall or any part of the hall on a full indemnity basis and/or the cost to the Charity of making good any damage to any item of furniture, fixture or fitting or any other item in the hall which belongs to the charity or to any third party on a full indemnity basis, including replacing on a “new for old” basis if the charity decides to replace any damaged item.
3. The Hirer agrees that he or she is over the age of 18 and will assume full responsibility for any damage undertaken by any person who uses the hall during the hire period or during any period after the hire period where damage is caused by any person who used the hall during the hire period
4. In the event that the Hirer arranges or permits persons under 18 to use the hall, the Hirer will ensure that all such persons are properly supervised at all time.
5. Unless agreed in advance by the Charity in writing, the only alcoholic drinks permitted at the hall are those to be purchased from the hall bar.
6. During the period of hire, the Hirer shall:
   a) ensure that all persons using the hall are doing so in a responsible and appropriate manner;
   b) ensure the premises remains secure;
   c) ensure that no damage (other than fair wear and tear) is done to the hall or any part of the hall or any item of furniture, fixture or fitting or any other item in the hall which belongs to the charity or to any third party, supervise and care for the fabric and contents of the Hall;
   d) leave the premises (including foyer, toilets, kitchen, kitchen appliances, china and cutlery) in a clean and tidy condition, remove all rubbish at the end of the hire, return chairs, tables, equipment to their storage positions, switch off all lights (save for security lights) and secure the premises;
   e) ensure that, if heating is required, the Hirer uses the pre-payment meter properly;
   f) ensure that any temporary fixtures and fittings comply with Health and Safety guidance, that any equipment or electrical appliances brought onto the premises are safe , in good working order and used in a safe manner, that no barbeques, LPG appliances, or highly flammable substances are brought in to the interior of the Hall premises;
   g) ensure that the event attendees recognise that there are residents living near to the Hall and conduct themselves accordingly, by, for instance not slamming car doors or playing loud music or other sounds especially late at night.;
7. The Hirer shall:
   a) Ensure that the Emergency Exit signs are kept illuminated, that the Fire Brigade is called to any outbreak of fire, and details given to the Hall by contacting immediately the Booking Secretary, the Chairman, the Vice Chairman, or Hall Secretary - contact details are on a Notice displayed at the Hall as well as on the website;
   b) Prior to the start of an event, the Hirer shall indicate the fire exits and the Evacuation Meeting Place to the event attendees. The Evacuation Meeting Place is at the far end of the car park at the rear entrance to the Hall. If the Hall is evacuated, no person shall re-enter the Hall until permitted so to do by the Fire Brigade;
   c) ensure that all fire exits are kept clear at all times, but if any equipment may be close to a fire exit, the user of the equipment is made responsible for moving it rapidly away in the event of an emergency. The foyer entrance shall be kept clear of items such as buggies, wheelchairs, bicycles or scooters;
8. The Hirer shall not sublet the premises or use it for any purpose other than that described in the Booking Application, shall not use it for any unlawful purpose or in any unlawful way, allow the use of drugs on the premises or smoking in the Hall or the vicinity of the entrances. The Hirer shall not do anything or bring onto the premises anything which may endanger the premises or render invalid any insurance policies in respect thereof.
9. The Hirer shall ensure conformation with the terms of the Premises Licence granted to the Hall, and compliance with the law relating to the serving of alcohol, playing live or recorded music, gaming betting and lotteries.
10. The Hirer shall ensure that any activities at the premises for children or vulnerable adults comply with current legislation in that regard and that only persons that the Hirer has satisfied himself or herself are fit and proper persons have access to children or vulnerable adults. The Hall has its own policies (published on its website) and the Hirer is deemed to have been made aware of these policies, but in respect of any event booked by the Hirer, Child Protection Policies are the responsibility of the Hirer.
11. Vehicles are parked in the car park at the owner's risk and the Hirer shall make all persons aware that the Charity accepts no responsibility for any damage to or theft from any vehicle parked on or near the Hall or any claim in relation to such a vehicle by any person.
12. The Hirer shall ensure that the whereabouts of the First Aid medical equipment and the Hall's Accident Book is known and must report all accidents involving injury to the public to a Trustee of the Hall or authorised representative as soon as possible and ensure completion of the relevant section in the Accident Book.
13. The Hirer is responsible for ensuring that any catering company or any person offering any other services to persons using the hall or bringing any equipment on to the premises (eg bouncy castle, marquee) has relevant and appropriate insurance which shall include public liability insurance. Commercial hirers must provide public liability insurance to a minimum of £5,000,000.
14. If the Hirer seeks to cancels the booking less than 28 days before the date of the event, the Charity may its discretion refuse to accept the cancellation notice and may, in any event, retain any deposit or hire charge paid and may charge the Hirer with all or any art of the balance of any hire fee that would have been payable.
    1. The Hirer shall indemnify and keep indemnified each of the Trustees of the Hall and their employees, volunteers, agents, and invitees against:
    a) all actions claims and costs of proceedings against the Charity from any person arising out of or related to the use by the hall during the hire period or arising from any breach of the Hall Conditions; and
    b) all claims in respect of damages, including damages for loss of property or injury to persons arising as a result of use of the premises.
15. The Charity reserves the right to cancel the booking should the premises be required as a polling station, or the Charity considers the hiring may lead to unlawful or unsuitable activities taking place at the event or the premises have become unfit for the use intended by the Hirer. In such circumstances the Hirer shall be entitled to a return or refund of any deposit or fees paid but the Charity shall not be responsible for any resulting direct or indirect loss or damage whatsoever.