Terms & Conditions of Hire

Youlgrave Village Hall (the Hall) is administered by its Management Committee (the Committee) according to the terms of a governing Deed. Members of the Management Committee are also trustees of the charitable trust to which the Hall belongs. The Booking Secretary will normally act on behalf of the Committee on a day-to-day basis, but any Trustee may act on behalf of the Committee to enforce this Agreement.

The Committee is responsible under the authority of the Charities Act for the enforcement of all relevant laws and regulations. Hiring is made on the basis of these booking conditions and any special terms  agreed between Youlgrave Village Hall and the Hirer.  The Hirer is deemed to have accepted these conditions if they either make a booking, OR enter the premises (including the curtilage) in connection with this period of Hire. The Hirer is responsible for ensuring compliance with these Conditions of Hire. “Hirer” shall mean an individual or where the Hirer is an organisation, the authorised representative.

The Hall is a NON SMOKING venue in accordance with the law.

1. Bookings and Hiring

The Hirer must be 18 years old or over. The Hirer may be asked to produce personal identification and proof of address. Terms for corporate and other bodies and for commercial may be subject to individual agreement. The Committee reserve the right not to accept a Booking.

The Committee reserves the right to ask for security deposit which will be returned within 14 days of the event so secured, assuming the Hall has been left in accordance with these Standard Conditions of Hire. Any setting up, or cleaning time, must be included within the hours of hire.

2. Hiring Terms

The following terms apply to hiring by individuals for their own or charitable use; terms for regular and commercial may be subject to specific agreement.

(a) The Hiring Fee is calculated according to the Hiring Rates published from time to time by the Committee.

(b) A deposit of 50% of the Hiring Fee is payable on the initial booking and acts as confirmation of the booking.

(c) The Refundable Bond* is payable together with the balance of the Hiring Fee.

(d) The balance of Hiring Fee and Refundable Bond are payable in full at least 4 weeks before the event. If the full payment is not received before this time the booking will be deemed cancelled by the Hirer and cancellation terms will apply.

*A Refundable Bond of is required against damage or loss incurred to the premises and contents by the Hirer or persons associated with the event, at rates shown in the Hiring Charges and which may be varied at the absolute discretion of the Committee. The Bond will normally be repaid in full 14 days after the event unless damage, loss or extra cleaning is deemed necessary. Deductions will be made before any refund, and extra charges may be levied if, in the opinion of the Committee, cleaning, damage or loss, exceed the value of the Bond. Any refund of the Bond will be delayed until the full extent of costs has been assessed.

Cheques will be cashed to account upon receipt.

3. Supervision

The Hirer is personally responsible during the period of the hiring for:

  • supervision of the premises, the fabric and the contents;
  • the care of the premises, safety from damage however slight or change of any sort;
  • 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.

As directed by the Booking Secretary, 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.

4Use of Premises

The Hirer shall not use the premises for any purpose other than explicitly agreed with Youlgrave Village Hall 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.

The Hirer should not make use or enter the premises including the curtilage outside the agreed period of hire without the explicit permission of the Booking Secretary.

5. Care of the Premises and Contents

The fabric, fittings and contents of the Hall have been extended, refurbished, upgraded and replaced at considerable cost to a high standard, with a solid wood sprung floor in the main hall. The following instructions are to be strictly observed and enforced by the Hirer.

The main hall floor is high quality softwood. On no account is anything to be dragged across it: a special trolley is provided to move chairs and tables, and any other moveables, are to be lifted; shoes with steel tipped or nailed heels are not allowed.

  • Attaching items: No items, such as decorations, photos etc., are to be taped, stuck, pinned or otherwise attached to any part of the walls, woodwork or fittings.
  • Chairs are kept in the designated storage areas, stacked as indicated by the signs on the wall. Chairs must be returned and stacked as indicated after use
  • Tables are kept in the designated storage areas, stacked as indicated by the signs on the wall. Chairs must be returned and stacked as indicated after use. Table must not be dragged: doing so will cause damage for which a charge will be made.
  • Kitchen appliances are to be used only by competent persons aged at least 16. The dishwasher must be emptied and drained before the kitchen is closed after use. The cooker, microwave, warm cupboard, fridge, water heater, kettle and dishwasher are to be left switched off at their wall switches. The Hirer should remain in the kitchen for 15 minutes after all appliances are switched to confirm that the equipment is closed down safely.
  • Kitchen equipment and utensils used must be checked against the inventory displayed in the relevant space and replaced clean in their proper marked storage.
  • Audio and Stage Lighting equipment may only be used by a person instructed in its use and specifically authorised by Youlgrave Village Hall.
  • Cleaning and condition: the Hall should be found clean and ready in all respects for use by the Hirer. The Hirer should inspect the Hall at the beginning of the hiring and report any deficiencies, defects or shortcomings to the Booking Secretary as soon as possible, preferably prior to the period of use. Before vacating the Hall the Hirer is responsible for ensuring that the Hall is left fully fit for the next hiring, in particular that all surfaces, floor coverings, appliances, equipment and utensils are thoroughly cleaned and, where appropriate, returned to their proper storage. Any damage, breakages or defects must be reported on the End of Hiring Checklist.
  • It is the Hirers responsibility to remove any temporary material brought to the Village Hall for the hire, (including rubbish, food waste and litter) from the Village Hall.

6.     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.

7.     Licences

The Committee holds Premises Licence No. DDPLN0047 with the following permissions (indoor only):

  • Performance of a play: 9:30am – Midnight, Monday – Saturday
  • Exhibition of a film: 9:30am – Midnight, Monday – Saturday
  • Performance of live music: Noon – 11:00pm,Mon-Fr & Noon – 11:45pm Saturday
  • Playing of recorded music: Monday & Tuesday, 9:30am – 11-45pm, Wednesday – Saturday, 9:30am – 11:30pm
  • Performance of dance: 9:30am – 11:30pm, Monday – Saturday
  • Entertainment of a similar description to that falling within a performance of live music, any playing of recorded music or a performance of dance: 9:30am – 11:30pm, Monday – Saturday
  • Entertainment facilities for making music: : 9:30am – Midnight, Monday – Saturday
  • Entertainment facilities for dancing: 9:30am – Midnight, Monday – Saturday
  • Entertainment of a similar description to that falling within entertainment facilities for making music or dancing: 9:30am – Midnight, Monday – Saturday
  • Opening hours: 9:30am – Midnight, Monday – Sunday

The Hall is not licensed for any licensable activity on a Sunday. The maximum number of persons allowed in the building at any one time is 210, with a maximum of 190 standing /dancing or 120 seated at tables.

The Hall does not have an alcohol Licence. Therefore, the Hirer shall be responsible for obtaining such Licences as may be needed whether for the sale or supply of intoxicating liquor, in respect of consumption on the premises. Note the definition of the sale of alcohol includes events where alcohol is included in the ticket price, or offered as a complimentary drink when purchasing a service or product or no specific price is quoted per drink but donations are requested or accepted for the alcohol. This includes charity events.

A Temporary Event Notice will also be required if the planned event is outside the hours approved by the above premises licence or is outside the scope of the licence.

The Hall holds a joint Performing Rights Society / Phonographic Performance Licence music licence which covers uses of sound recordings:

  • as background music at the community building (irrespective of the means of playing the recordings such as CDs, radio broadcasts or television broadcasts), other than background music provided by jukeboxes;
  • in variety shows, talent contests and pantomimes (if within the rights controlled by PPL);
  • during balls, dances, discotheques, and other social events with dancing;
  • as part of music quizzes;
  • during aerobic, keep fit and exercise classes;
  • during bingo sessions; bazaars and exhibitions; and
  • as telephone music on hold.

But this licence excludes

  • musical events for which the price of admission (whether by ticket, programme or otherwise) is £20 or more, which are chargeable under PPL’s appropriate tariff(s);
  • jukeboxes (as PPL licenses jukeboxes via the jukebox operators/hirers);
  • any third party hire to commercial organisations and individuals earning an income from providing the activity such as aerobics classes, practice and social dance classes/sessions or any event where the profit does not go entirely to the voluntary organisation (to this extent, responsibility for holding the relevant PPL licence rests with the hiring third party).

If any other licences, including a Performing Rights Licence, are required in respect of any activity in the Hall the Hirer should ensure that they hold the relevant licence.

Children shall be restricted from viewing age-restricted films classified according to the recommendations of the British Board of Film Classification. Hirers should ensure that they have the appropriate copyright licences for film. Performances involving danger to the public or of a sexually explicit nature shall not be given.

Any additional licences required (eg Temporary Events Notice) should only be obtained with the express permission of the Booking Secretary and copies the presented to the Booking Secretary in advance of the booking commencement.

8.     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 located as shown in the diagram which is on the notice board.
  • 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 are no obvious fire hazards on the premises.

9.     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 the two emergency exit signs in the main hall are permanently turned on.

10.  Outbreaks of Fire

The Fire Brigade shall be called to any outbreak of fire, however slight, and details thereof shall be given to the Booking Secretary.

11.  Health and Hygiene

The Hirer shall, if preparing, serving or 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.

12.  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.

13.  Indemnity

(a) The Hirer shall indemnify and keep indemnified each member of the Committee and the Hall’s employees, volunteers, agents and invitees against (i) the cost of repair of any damage done to any part of the premises including the curtilage thereof or the contents of the premises; ii) 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 (iii) 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 Hirer shall if necessary take out adequate insurance to insure the Hirer and members of the Hirer’s organisation and invitees against the Hirer’s liability under paragraph 13(a) and all claims arising as a result of the hire.

The Committee is insured against any claims arising out of its own negligence.

14.  Accidents and dangerous occurrences

The Hirer must report all accidents involving injury to the public to a member of the Committee as soon as possible and complete the relevant section on the End of Hire Checklist. Any failure of equipment belonging to the 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 Booking Secretary will give assistance in completing this form. This is in accordance with the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995 (RIDDOR).

15.  Explosives and flammable substances

There is a total ban on the use of candles,  fireworks or any form of pyrotechnics in or around the Hall. The hirer shall ensure that:

(a) Highly flammable substances are not brought into, or used in any part of the premises

(b) No internal decorations of a combustible nature (e.g. polystyrene, cotton wool) shall be erected without the consent of the Committee. No decorations are to be put up near light fittings or heaters.

16.  Heating

Hirers shall not alter or adapt the heating controls or mechanisms without the permission of the Committee. 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 Committee. Portable Liquefied Propane Gas (LPG) heating appliances shall not be used.

17.  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.

18.  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 Committee. No animals whatsoever are to enter the kitchen at any time.

19.  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 have access to the children. The Hirer will be expected to have themselves aware of the liabilities stated in the above legislation. The Hirer shall provide the Committee with a copy of their Child Protection Policy on request.

Any individual who is wishing to run regular or overnight classes or events for unaccompanied persons under the age of 16 years, other than a private party, must produce a relevant Disclosure and Barring Service certificate before their hire will be accepted.

20.  Compliance with the Health Act 2006 Prohibition of Smoking in Public Places

The Hirer shall, and shall ensure that the Hirer’s invitees comply with the prohibition of smoking in public places provisions of the Health Act 2006 and regulations made thereunder. Any person who breaches this provision shall be asked to leave the premises. (The Hirer will be expected to have themselves aware of the liabilities stated in the above legislation).

21.  Accessibility Policy

The Hirer is required to:

  • Ensure Front of House attendants are available at all events to support the needs of those attending the hall with disabilities.
  • Allow patrons who require assistance a free ticket so that they can bring an essential companion with them at no additional cost,   providing the assistance they require as a result of their disability and provided they purchase an applicable full price ticket for themselves for the same performance.
  • Make available a complimentary seat space for the use of guide/assistance dogs.
  • Provide notices advising of the use of strobe lighting effects and pyrotechnic explosives or other similar effects which should be displayed in the entrance foyer on the day of the performances concerned and should also be publicised in advance.
  • The hall is fitted with a hearing aid loop. Performances should take advantage of this facility wherever possible.
  • Ensure that these policies are freely available (e.g. on website’s promoting the event) and also ensure that all those involved in the organisation of the event, and particularly those selling tickets, are familiar with the policies (e.g. to ensure essential companions are aware of the free ticket offer).

22. Fly posting

The Hirer shall not carry out or permit fly posting or any other form of unauthorised advertisements for any event taking place at the premises, and shall indemnify and keep indemnified each member of the Committee accordingly against all actions, claims and proceedings arising from any breach of this condition. Failure to observe this condition may lead to prosecution by the local authority.

23.  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.

24.  Cancellation

If the Hirer wishes to cancel the booking before the date of the event and the Committee is unable to conclude a replacement booking of equal value, the question of the payment or the repayment of the fee shall be at the discretion of the Committee. The Committee 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

(b) the 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 Committee shall not be liable to the Hirer for any resulting direct or indirect loss or damages whatsoever.

25.  End of Hiring

The Hirer shall be responsible for leaving the premises and surrounding area in a clean and tidy condition, properly locked and secured unless directed otherwise and any contents temporarily removed from their usual positions properly replaced, otherwise the Committee shall be at liberty to make an additional charge.

The Hirer is responsible for completing and returning a signed copy of the End of Hiring Declaration. Failure to do this will necessitate a visit to the Hall by the Committee for which an automatic £20 charge will be levied.

Any damage, marks, stains, breakages or defects must be reported on the End of Hiring Declaration. A charge may be made at the discretion of the Committee for declared items, and at a higher rate for any undeclared items subsequently discovered.

26.  Noise and nuisance

The Hirer shall ensure that the minimum of noise is made on arrival and departure, particularly late at night and early in the morning, and that the noise level and behaviour at their function are not such as to cause inconvenience, annoyance or offence to occupiers of nearby houses. It is a condition of Hire that the doors are kept closed to limit neighbour noise.

The Committee reserves the right to terminate a booking where the Hiring has become disorderly or where offensive material or behaviour is in evidence.

27.  Stored equipment

The Committee 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 agreed 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 Committee may, in its discretion in any of the following circumstances:

(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.

28.  No alterations or attachments

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 Committee. Any alteration, fixture or fitting or attachment so approved shall at the discretion of the Committee remain in the premises at the end of the hiring. It will become the property of the 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.

29.  No rights or Exclusive use

This Agreement constitutes permission only to use the premises and confers no tenancy or other right of occupation on the Hirer.

Different parts of the Hall may be hired to separate Hirers at any one time. Some areas of the Hall will, in these circumstances, become shared between Hirers eg. Kitchen, Toilets, connecting corridors etc. In these circumstances Hirers are expected to work together and take shared responsibility for the management of these areas.

30.  The right to enter

Any Village Hall Management Committee Member has the right to enter the Hall at any time other than during events falling under the provisions of the Children Act 1989.

31.  Complaints

The Hirer shall notify the Committee of any complaint relating to the hire of the village hall in writing within 7 days of the hire date.

 

 

 

 

 

 

 

 

 

 

 

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