Terms and conditions
of hire
This page shows the form that
will need to be filled in by the hirer when using Acton village
hall
Acton Playingfield & Village Hall Association
– ACTON VILLAGE HALL
1. The Village Hall has a Premises Licence authorising the following
regulated entertainment and licensable activities at the times
indicated. Please confirm which licensable activities will take
place at your event:
Activity The hall is licensed for Times for which the activity
is licensed Advise the manager which activities will be happening
a. The performance of plays Yes 10 am – 11 pm
b. The exhibition of films Yes 10 am – 11 pm
c. Indoor sporting events Yes 10 am – 11 pm
D The performance of live music Yes 10 am – 11 pm
E The playing of recorded music Yes 10 am – 11 pm
F The performance of dance Yes 10 am – 11 pm
g. Entertainments similar to those
In a – f Yes 10 am – 11 pm
H Making music Yes 10 am – 11 pm
I Dancing Yes 10 am – 11 pm
j. Entertainment similar to those in I – j Yes 10 am –
11 pm
k. The provision of hot food/drink
At times stated Yes 10 am – 11 pm
L. The sale of alcohol at times stated Yes 10 am – 11-15 pm
Standard times apply Sunday – Thursday inclusive. Friday
& Saturday only times extend to 12 midnight
THE HALL MUST BE VACATED BY 11.30 PM SUNDAY – THURSDAY
AND BY 12 MIDNIGHT ON FRIDAY & SATURDAY.
If you answer yes to question L, you will need
to contact the Hall Manager in order for a bar to be arranged
with the Village Hall’s Designated Premises Supervisor 01787 374095
2.3 Consumption of alcohol will only be permitted in the designated
areas i.e. The Main Hall and the Meeting Room
2.4 No glasses or open glass bottles are to be taken outside
the building. ( we do not hold a licence for this)
2.5 The hall has a licence with the Performing Rights Society
for the performance of copyright music.
3. The Hirer agrees with the Village Hall to be present (by its
authorised representative, if appropriate) during the hiring and
to comply fully with this Hire Agreement. Should you wish for
the Hall to be locked for a period during the day this must be
arranged with the Hall Manager, and will be charged extra at time of booking.
4. It is hereby agreed that the Standard Conditions of Hire together
with any Special Conditions of Hire shall form part of the terms
of this Hiring Agreement unless specifically excluded by agreement
in writing between the Village Hall and the Hirer.
5. None of the provisions of this Agreement are intended to or
will operate to confer any benefit pursuant to the Contracts (Rights
of Third Parties) Act 1999 on a person who is not named as a party
to this Agreement.
Standard Conditions of Hire
These standard conditions apply to all hiring of the village
hall. If the Hirer is in any doubt as to the meaning of the following,
the Hall Manager or Booking Clerk should immediately be consulted.
1. Supervision
The Hirer shall, during the period of the hiring, be responsible
for: supervision of the premises, the fabric and the contents;
their care, safety from damage however slight or change of any
sort; and 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 or damage to the Playingfield.
As directed by the Hall Manager the Hirer shall make good or pay
for all damage (including accidental damage) to the premises or
to the fixtures, fittings or contents and for loss of contents.
The Hirer will ensure that the Hours of Use, Capacity Numbers
and Age Limits of people attending will be strictly adhered to.
During teenage parties, where a disturbance may be lightly, the
committee requires that 10 adults be present at the hiring and
that they will actively manage the hiring..
2. Use of Premises
The Hirer shall not use the premises for any purpose other than
that described in the Hiring Agreement 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.
No item may be affixed to any part of the building, with the exception
of the hooks provided in the Main Hall, with screws, pins, nails,
sellotaape or Blue Tack or any other method.
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. Licences
The Hirer shall ensure that the Village Hall holds a Performing
Society Rights Licence which permits the use of copyright music
in any form e.g. record, compact disc, tapes, radio, television
or by performers in person. If other licences are required in
respect of any activity in the Village Hall the Hirer should ensure
that they hold the relevant licence 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 Fire Authority, Local Authority,
the Licensing Authority 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.
(a) The Hirer acknowledges that they have received instruction
in the following matters:
• The action to be taken in event of fire. This includes
calling the Fire Brigade and evacuating the hall.
• The location and use of fire equipment.
• Escape routes and the need to keep them clear.
• Method of operation of escape door fastenings.
• Appreciation of the importance of any fire doors and of
closing all fire doors at the time of a fire.
(b) In advance of an entertainment or play the Hirer shall check
the following items:
• That all fire exits are unlocked and panic bolts in good
working order.
• That all escape routes are free of obstruction and can
be safely used.
• That any fire doors are not wedged open.
• That exit signs are illuminated.
• That there is no obvious fire hazards on the premises.
6. Means of Escape
(a) All means of exit from the premises must be kept free from
obstruction and immediately available for instant free public
exit.
(b) The emergency lighting supply illuminating all exit signs
and routes must be turned on during the whole of the time the
premises are occupied (if not operated by an automatic mains failure-switching
device).
7. Outbreaks of Fire
The Fire Brigade shall be called to any outbreak of fire, however
slight, and details thereof shall be given to the Hall Manager
or secretary of the management committee.A free phone is in the lobby dila 999.
8. Health and Hygiene
The Hirer/ or professional caterer shall, if selling food, observe all relevant
food health and hygiene legislation and regulations. In particular
dairy products, vegetables and meat on the premises must be refrigerated
and stored in compliance with the Food Temperature Regulations.
The premises are provided with a refrigerator and thermometer. Professional cateres must show the booking manager their appropriate hygiene certificates.
9. 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 in accordance with the
Electricity at Work Regulations 1989. Where a residual circuit
breaker is provided the hirer must make use of it in the interests
of public safety. All sound or music equipment used in the Main
Hall shall only be connected to the designated power sockets.
These are timer controlled to shut off the power supply at designated
times(1130pm) The Hirer will not alter or interfere with any electrical
system on the premises
10. Indemnity
(a) The Hirer shall indemnify and keep indemnified each member
of the Village Hall management committee and the Village Hall’s
employees, volunteers, agents and invitees against (a) the cost
of repair of any damage done to any part of the premises including
the curtilage thereof or the contents of the premises (b) all
claims, losses, damages and costs in respect of damage or loss
of property or injury to persons arising as a result of the use
of the premises (including the storage of equipment) by the Hirer,
and (c) all claims, losses, damages and costs suffered or incurred
as a result of any nuisance caused to a third party as a result
of the use of the premises by the Hirer.
(b) The organisations shall take out adequate insurance to insure the
Hirer and members of the Hirer’s organisation and invitees
against the Hirer’s liability under paragraph 10(a) and
all claims arising as a result of the hire and on demand shall
produce the policy and current receipt or other evidence of cover
to the Hall Secretary. Failure to produce such policy and evidence
of cover will render the hiring void and enable the Hall Secretary
to rehire the premises to another hirer. In the event of a subletting ie a Table Sale, the hirer must prove they have adequate lability insurance for such an event and show this to the manager. The Trustees take no responsibilty for any liability to clients or paying customers in this instance.
The Village Hall is insured against any claims arising out of
its own negligence.
11. Accidents and Dangerous Occurrences
The Hirer must report all accidents involving injury to the public
to a member of the Village Hall management committee as soon as
possible and complete the relevant section in the Village Hall’s
accident book. Any failure of equipment belonging to the Village
Hall or brought in by the Hirer 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. The Hall Manager will
give assistance in completing this form. This is in accordance
with the Reporting of Injuries, Diseases and Dangerous Occurrences
Regulations 1995 (RIDDOR). First Aid boxes are located in THE
KITCHEN, THE DISABLED TOILET, and THE OFFICIALS CHANGING ROOM.
12. 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 management
committee. No decorations are to be put up near light fittings
or heaters.
13. Heating and Cooking
The Hirer will not alter any settings on any heating without the
prior permission and instructions of the Hall Manager
The Hirer shall ensure that no unauthorised heating or cooking
appliances shall be used on the premises. Portable Liquefied Propane
Gas (LPG) heating appliances shall not be used.
At the discretion of the Hall Manager portable cooking appliances
may be used outside the premises adjacent to the kitchen.
14. 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, care shall
be taken to avoid 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
person 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 way shall be asked to leave the premises. No illegal
drugs may be brought onto the premises.Free bars are not allowed without express permission of the licence holder.
15. Animals
The Hirer shall ensure that no animals (including birds) except
guide dogs are brought into the premises, other than for a special
event agreed to by the Village Hall. No animals whatsoever are
to enter the kitchen at any time.
16. Compliance with The Children Act 1989
The Hirer shall ensure that any activities for children under
eight years of age comply with the provisions of The Children
Act of 1989 and that only fit and proper persons who have passed
the appropriate Criminal Records Bureau checks have access to
the children (checks may also apply where children over eight
and vulnerable adults are taking part in activities). The Hirer
shall provide the Village Hall committee with a copy of their
Child Protection Policy on request.
17. Fireworks
The Hirer shall not ignite or allow any fireworks on any part
of the Hall or Playingfield without the prior express permission
of the Association. A certificate of Insurance against accident
and damage will be required before any authorisation is given.
18. 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 prices 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
19. Cancellation
If the Hirer wishes to cancel the booking before the date of the
event and the Village Hall is unable to conclude a replacement
booking, the question of the payment or the repayment of the fee
shall be at the discretion of the Village Hall. The Village Hall
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 Village Hall management committee reasonably considering
that (i) such hiring will lead to a breach of licensing conditions,
if applicable, or other legal or statutory requirements, or (ii)
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.
In any such case the Hirer shall be entitled to a refund of any
deposit already paid, but the Village Hall shall not be liable
to the Hirer for any resulting direct or indirect loss or damages
whatsoever.
20. End of Hire
The Hirer shall be responsible for leaving the premises and surrounding
area in a clean and tidy condition, properly secured unless directed
otherwise and any contents temporarily removed from their usual
positions properly replaced, otherwise the Village Hall shall
be at liberty to make an additional charge. The hirer shall vacate
the premises promptly at the end of the hire period.
21. Noise
The Hirer shall ensure that the minimum of noise is made on arrival
and departure, particularly late at night and early in the morning.
The Hirer shall, if using sound amplification equipment, make
use of any noise limitation device provided at the premises and
comply with any other licensing condition for the premises.
22. Stored Equipment
The Village Hall accepts no responsibility for any stored equipment
or other property brought on to 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 or fees will be charged for each day
or part of a day at the hire fee per hiring until the same is
removed. The hirer may leave items overnight with the arrangement of the manager, but a fee will be charged to pick up the items the following day, the Trustees take no responsibilty for any items left by the hirer.
The Village Hall may, in its discretion in any of the following
circumstances, namely-
(a) In respect of stored equipment, failure by the Hirer either
to pay any storage charges due and payable or to remove the same
within 7 days after the agreed storage period has ended
(b) In respect of any other property brought on to the premises
for the purposes of the hiring, failure by the Hirer to remove
the same within 7 days after the hiring dispose of any such items
by sale or otherwise on such terms and conditions as it thinks
fit, and charge the Hirer any costs incurred in storing and selling
or otherwise disposing of the same.
23. No Alterations
No alterations or 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 the
prior written approval of the Hall Secretary. Any alteration,
fixture or fitting or attachment so approved shall at the discretion
of the Village Hall remain in the premises at the end of the hiring.
It will become the property of the Village Hall unless removed
by the hirer who must make good to the satisfaction of the hall
or, if any damage caused to the premises by such removal. No item
may be attached to any part of the building with nails, screws,
pins, sellotaape, blue tack or any other means of fixing.
24. The Trustees prefer users not to wear stiletto high healed
shoes throughout the hall, as they are liable to cause damage
to the flooring.
25 No Rights
The Hiring Agreement constitutes permission only to use the premises
and confers no tenancy or other right of occupation on the Hirer.
26 Safety
THE HALL OPERATES A NO SMOKING POLICY. Smoking is not allowed
in any part of the building.
