Terms and Conditions of Hire of East Williamston Hall
Conditions of Hire for the use of the community hall in East Williamston. Effective from August 2016
1. Bookings
The hall is owned by the East Williamston Community and Hall Association and is operated by its trustees thereafter refer to as the management committee.
The purpose of the hall is to provide affordable meeting facilities for the community. The cost of hiring the hall is reviewed annually by the management committee. Current charges are displayed in the hall.
If a hirer wants the hall to be available for early preparation for an event they must discuss this with the booking secretary, the extra time will only be granted if it is available and it may be charged for.
2. Premises
Premises means areas and parts of the property that have been booked. Use beyond the time agreed will result in an additional charge.
3. Use of the kitchen
The use of the kitchen is by prior arrangement only, and in no circumstances are children allowed in the kitchen unless under supervision by a responsible adult for a specific agreed activity.
All items of equipment in the kitchen that have been used are to be cleaned and placed back in the cupboards and all damage to crockery and other content must be paid for.
After use the hirer must ensure that the kitchen is left in a clean and hygienic condition ready for use by the next hirer.
Where the hirer needs to employ an outside caterer, they must ensure that it can fully comply with all relevant food hygiene regulations and can produce evidence of public liability insurance in the minimum sum of £2 million.
4. Health and hygiene
The higher if preparing serving and selling food must observe all relevant food and health hygiene legislation and regulations.
5. Electrical appliance and safety
Any electrical appliances brought into the building should be safe, in good working order and used in a safe manner.
6. Animals
The hirer shall ensure that no animals (including birds) except guide dogs are brought into the hall other than for a special event approved by the management committee. No animals whatsoever are to enter the kitchen at any time.
Public safety compliance
The hirer shall comply with all conditions and regulations made in respect of the premises by the Fire Authority, Local Authority and the Police, particularly in connection with any event which includes public dancing, music or similar public entertainment and stage plays.
7. Supervision
The hirer will, during the period of hiring, be responsible for the supervision of the premises its fabric and contents and their care and protection from damage. The hirer will be responsible for the behaviour of all persons using the premises whatever their capacity. The hirer must not permit anything to be carried out of the premises that would void any policy of insurance relating to the premises maintained by the Trustees. They shall indemnify the Trustees against all losses arising out of any breach of this condition.
8. Use of the premises
The hirer shall not use the premises for any purpose other than 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 an unlawful way nor do anything to bring into the premises anything which may endanger the same or render invalid any insurance held by the East Williamston Community and Hall Association
The hirer is not allowed to paint scenery in the premises without prior permission from the Management Committee.
Only alcohol purchased from the licensed bar managed by the Trustees may be consumed on the premises unless by prior arrangement and agreement.
Users who have the code to the front door key safe must ensure that the key is replaced in the key safe and the alarm set. Any costs to the Trustees arising from the loss of keys will have to be reimbursed by the hirer including the possible replacement of locks.
9. Capacity
The number of people on the premises at any time shall not exceed the number of people permitted under the premises licence currently 100 persons excluding supervisors and staff.
10. Gaming, Betting and Lotteries
The hirer shall ensure that nothing is carried out on the premises in contravention of the law relating to gaming, betting and lotteries.
11. Door Persons
It is the responsibility of the hirer to ascertain whether their event requires the attendance of qualified doorpersons. In some cases, it is a legal requirement. Under no circumstances will this become the responsibility of the management committee.
12. Toilets
Hirers have shared use of the toilets with other hirers who’s session time coincides. The higher must leave these areas in a clean and tidy state ready for use.
13. Lost Property
The Management Committee cannot be held responsible for items that are left on the premises but will do its best to ensure that such a property can be reclaimed. The building will be checked regularly for items that have been left and lost property will be kept safe, any property unclaimed after three months will be given to charity.
14. Indemnity
The hirer shall indemnify the Management Committee for the cost of repair of any damage done to any part of the property including the surrounding paths and parking area which may occur during the period of hiring or as a result of the hiring.
15. Accidents and Dangerous Occurrences
The hirer must report all accidents involving injury to a member of the public or any member of the Management Committee as soon as possible. Full details of accidents occurring whilst at the East Williamston Community Hall and its premises must be entered into the hall’s accident book. The accident book is located in the kitchen along with the First Aid box and certificates. Some user groups will have their own accident books which they are required to fill-in however accidents must also always be entered into the East Williamston Community Hall’s own accident book
16. Compliance with Licensing Conditions
The hirer must acquaint themselves with the conditions of the premises licence displayed in the entrance foyer.
17. Child Protection
Any hirer using the premises for children’s classes must provide evidence of DBS checks and a copy of their child protection policy. The hirer must, where children are to participate in any events held on the premises, ensure that there are an adequate number of adults to properly supervise the children, to help prevent accidents or damage to the premises or its contents.
18. Sleeping on Premises.
Any hirer wishing to organise an event where individuals will ‘sleep over’ in the hall must contact the Management Committee to fully discuss the health and safety and insurance implications of this activity before booking.
19. Deposit
For parties other than childrens parties a deposit of £100 will be required when booking. If the hall and its surroundings are left damage free this will be refunded. If there is any damage to the hall or it's surroundings as a result of the event at the hall, this deposit will not be refunded and the hirer will be responsible for any and all costs incurred to remedy any damage to people and property.
20. Refusal of Booking
The Management Committee reserves the right to refuse a booking without notice, or to cancel the Hiring Agreement at any time either before or during the term of the agreement.
21. Cancellation
If the hirer wishes to cancel a booking before the date of the event, and the committee is unable to find a replacement booking, the question of payment or repayment of the fee will be at the discretion of the Management Committee.
The Management Committee reserves the right to cancel a hiring in the event of the hall being required for use as a polling station for a Government election or bye-election.
22. End of hire
The hirer I shall be responsible for leaving the premises and the surrounding area in a clean and tidy condition. Any contents temporarily moved from their positions shall be replaced. The Management Committee shall be at liberty to make an additional charge for contravention of this condition. The hirer must ensure that all containers used to bring items to the premises for sale or any other purpose together with any unsold items and all litter, rubbish or the like shall be completely removed from the premises.
Key code holders shall ensure that sure the building is locked and alarmed and the key replaced in the key safe on leaving.
23. Noise
The hirer shall ensure that the minimum of noise is made on arrival and departure.
24. Smoking
Smoking is totally prohibited in all parts of the premises.
1. Bookings
The hall is owned by the East Williamston Community and Hall Association and is operated by its trustees thereafter refer to as the management committee.
The purpose of the hall is to provide affordable meeting facilities for the community. The cost of hiring the hall is reviewed annually by the management committee. Current charges are displayed in the hall.
If a hirer wants the hall to be available for early preparation for an event they must discuss this with the booking secretary, the extra time will only be granted if it is available and it may be charged for.
2. Premises
Premises means areas and parts of the property that have been booked. Use beyond the time agreed will result in an additional charge.
3. Use of the kitchen
The use of the kitchen is by prior arrangement only, and in no circumstances are children allowed in the kitchen unless under supervision by a responsible adult for a specific agreed activity.
All items of equipment in the kitchen that have been used are to be cleaned and placed back in the cupboards and all damage to crockery and other content must be paid for.
After use the hirer must ensure that the kitchen is left in a clean and hygienic condition ready for use by the next hirer.
Where the hirer needs to employ an outside caterer, they must ensure that it can fully comply with all relevant food hygiene regulations and can produce evidence of public liability insurance in the minimum sum of £2 million.
4. Health and hygiene
The higher if preparing serving and selling food must observe all relevant food and health hygiene legislation and regulations.
5. Electrical appliance and safety
Any electrical appliances brought into the building should be safe, in good working order and used in a safe manner.
6. Animals
The hirer shall ensure that no animals (including birds) except guide dogs are brought into the hall other than for a special event approved by the management committee. No animals whatsoever are to enter the kitchen at any time.
Public safety compliance
The hirer shall comply with all conditions and regulations made in respect of the premises by the Fire Authority, Local Authority and the Police, particularly in connection with any event which includes public dancing, music or similar public entertainment and stage plays.
7. Supervision
The hirer will, during the period of hiring, be responsible for the supervision of the premises its fabric and contents and their care and protection from damage. The hirer will be responsible for the behaviour of all persons using the premises whatever their capacity. The hirer must not permit anything to be carried out of the premises that would void any policy of insurance relating to the premises maintained by the Trustees. They shall indemnify the Trustees against all losses arising out of any breach of this condition.
8. Use of the premises
The hirer shall not use the premises for any purpose other than 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 an unlawful way nor do anything to bring into the premises anything which may endanger the same or render invalid any insurance held by the East Williamston Community and Hall Association
The hirer is not allowed to paint scenery in the premises without prior permission from the Management Committee.
Only alcohol purchased from the licensed bar managed by the Trustees may be consumed on the premises unless by prior arrangement and agreement.
Users who have the code to the front door key safe must ensure that the key is replaced in the key safe and the alarm set. Any costs to the Trustees arising from the loss of keys will have to be reimbursed by the hirer including the possible replacement of locks.
9. Capacity
The number of people on the premises at any time shall not exceed the number of people permitted under the premises licence currently 100 persons excluding supervisors and staff.
10. Gaming, Betting and Lotteries
The hirer shall ensure that nothing is carried out on the premises in contravention of the law relating to gaming, betting and lotteries.
11. Door Persons
It is the responsibility of the hirer to ascertain whether their event requires the attendance of qualified doorpersons. In some cases, it is a legal requirement. Under no circumstances will this become the responsibility of the management committee.
12. Toilets
Hirers have shared use of the toilets with other hirers who’s session time coincides. The higher must leave these areas in a clean and tidy state ready for use.
13. Lost Property
The Management Committee cannot be held responsible for items that are left on the premises but will do its best to ensure that such a property can be reclaimed. The building will be checked regularly for items that have been left and lost property will be kept safe, any property unclaimed after three months will be given to charity.
14. Indemnity
The hirer shall indemnify the Management Committee for the cost of repair of any damage done to any part of the property including the surrounding paths and parking area which may occur during the period of hiring or as a result of the hiring.
15. Accidents and Dangerous Occurrences
The hirer must report all accidents involving injury to a member of the public or any member of the Management Committee as soon as possible. Full details of accidents occurring whilst at the East Williamston Community Hall and its premises must be entered into the hall’s accident book. The accident book is located in the kitchen along with the First Aid box and certificates. Some user groups will have their own accident books which they are required to fill-in however accidents must also always be entered into the East Williamston Community Hall’s own accident book
16. Compliance with Licensing Conditions
The hirer must acquaint themselves with the conditions of the premises licence displayed in the entrance foyer.
17. Child Protection
Any hirer using the premises for children’s classes must provide evidence of DBS checks and a copy of their child protection policy. The hirer must, where children are to participate in any events held on the premises, ensure that there are an adequate number of adults to properly supervise the children, to help prevent accidents or damage to the premises or its contents.
18. Sleeping on Premises.
Any hirer wishing to organise an event where individuals will ‘sleep over’ in the hall must contact the Management Committee to fully discuss the health and safety and insurance implications of this activity before booking.
19. Deposit
For parties other than childrens parties a deposit of £100 will be required when booking. If the hall and its surroundings are left damage free this will be refunded. If there is any damage to the hall or it's surroundings as a result of the event at the hall, this deposit will not be refunded and the hirer will be responsible for any and all costs incurred to remedy any damage to people and property.
20. Refusal of Booking
The Management Committee reserves the right to refuse a booking without notice, or to cancel the Hiring Agreement at any time either before or during the term of the agreement.
21. Cancellation
If the hirer wishes to cancel a booking before the date of the event, and the committee is unable to find a replacement booking, the question of payment or repayment of the fee will be at the discretion of the Management Committee.
The Management Committee reserves the right to cancel a hiring in the event of the hall being required for use as a polling station for a Government election or bye-election.
22. End of hire
The hirer I shall be responsible for leaving the premises and the surrounding area in a clean and tidy condition. Any contents temporarily moved from their positions shall be replaced. The Management Committee shall be at liberty to make an additional charge for contravention of this condition. The hirer must ensure that all containers used to bring items to the premises for sale or any other purpose together with any unsold items and all litter, rubbish or the like shall be completely removed from the premises.
Key code holders shall ensure that sure the building is locked and alarmed and the key replaced in the key safe on leaving.
23. Noise
The hirer shall ensure that the minimum of noise is made on arrival and departure.
24. Smoking
Smoking is totally prohibited in all parts of the premises.