HEMPSTEAD VILLAGE HALL MANAGEMENT COMMITTEE
HEMPSTEAD VILLAGE HALL
Registered Charity N0 252744
TERMS AND CONDITIONS OF HIRE
\tBOOKINGS
1.\t
All hiring shall be made through the Booking Secretary
\t
2.\tThe Hirer must be an adult of 21 years or over
\t
3.\tThe scale of the charges shall be agreed by the full Hempstead Village Hall Management Committee (HVHMC)
\t
4.\tOne half of the hiring fee shall be paid as a non-returnable deposit at the time and to confirm the booking. The Hall is not booked until the deposit is paid. If the booking is cancelled before the hire date, the deposit will not be refunded.
\t
5.\tThere is a refundable deposit of £150.00 charged for all events, subject to the conditions specified in No 7 and will be returned within 7 to 14 days.
\t
6.\tThe balance of the hire fee, plus the refundable deposit must be paid four weeks (28 days) before the event
\t
7.\tThe refundable deposit will only be returned subject to HVHMC’s satisfaction that no structural or decorative damage has been caused and the premises and the grounds have been vacated by 00.15 hours and no nuisance has occurred. An excess charge may be payable for any time that the hirer uses the Hall outside the agreed hiring period. Failure to vacate the premises and grounds entirely by 00.15 will entail forfeiture of the refundable deposit.
All incidents of damage must be reported to HVHMC directly and preferably in writing.
\t
8.\tAll evidence of party decorations must be removed at the end of the hire period. Please DO NOT use Blu Tack, sellotape, pins or staples to secure any banners, balloons or decorations.
For your safety, please do not stand on the chairs and for your convenience 4 hooks have been placed at the corner of every window frame and 2 hooks at the top of the door frames and kitchen hatch for the purpose of hanging decorations.
Any spillage of drinks must be cleaned up and chewing gum must not be dropped on the floor. It is not possible to return the next day to finish clearing the hall or collect any food items.
\t
9.\tOrganisations hiring the Hall for regular meetings will not pay a deposit, but will be expected to pay the full hiring fee on request when booking in advance.
\t
10.\tKeys are only available from the Caretaker and she will not allow the hirer to have the keys until the period for which the Hall is booked. Preparation time shall be continuous with the main hire period and charged as one continual period.
Keys should not be passed to a third party.
At the expiration of the hire period, the keys must be returned promptly to the Caretaker and for late night hiring, it will be sufficient to deposit the keys through the Caretaker’s letterbox.
\t
11.\tNo private or official party will continue after 11.00 pm and all clearing up must be completed by this time.
\t
12.\tTables, chairs and kitchen facilities are available.
\t
13.\tThe hirer is responsible for the Hall (and becomes the Responsible Person) during the hire period in all respects and must be in attendance for the duration of the hire period
\t
14.\tAll parties must take place within the Hall. The area beyond the Emergency Door belongs to the Pre School is not included in the hire fee and must not be used. Only in the event of an emergency may this Door be used
\t
15.\tThe hirer shall be expected to leave the hall, kitchen and toilets in a clean and tidy condition. Water should not be used on the parquet flooring as this removes the polish. Brooms and cloths are available in the store.
Non glass refuse should be placed outside the main door in the dustbins or sacks provided for removal, as soon as possible. In view of the Council’s justifiable objection to handling glass refuse, the hirer is requested to take bottles and glass home for disposal and not leave it with other refuse in or around the dustbins
\t
16.\tThe hirer must ensure that at the end of the period of hire:
•\tThe thermostat is returned to the same position as at the start of the hire i.e.18 degrees c
•\tNo other controls should be altered
•\tAll lights are extinguished
•\tThe gas cooker is turned off and the urn unplugged
•\tAll windows are closed and fastened
•\tAll doors are properly closed, locked and bolted inside and out
•\tThe pedal waste bin in the kitchen is emptied into a bin outside
17.\tLitter, bottles, drink cans, cigar and cigarette butts must not be dropped in the grounds of the Church or thrown over fences into neighbouring gardens. A minimum charge of £30.00 will be made for clearing up litter caused by the hirer or their guests and deducted from the returnable deposit.
\t
18.\tThe hirer must not use or allow the hall to be used for any unlawful purpose or do anything or bring into the Hall anything which may endanger the same, or render invalid any insurances policies in respect thereof. The benefit of this agreement is personal to the hirer and may not be passed to a third party
\t
19.\tThe hirer must ensure proper supervision of car parking arrangements so as to avoid the obstruction of the Highway or the access to the main (West) door of the Church
\t
20.\tThe HVHMC reserve an absolute right to refuse a booking. The HVHMC also reserve an absolute right to cancel this Letting Agreement at any time by giving 7 days’ notice in writing to the hirer or during the hire period itself
\t
\tLEGAL OBLIGATIONS
\t
1.\tRESPONSIBLE PERSON – the hirer shall be responsible for the repair or replacement of any part of the buildings, including fittings, furnishings and equipment, within the boundaries of the Church and Hall grounds, damaged as a result of the hiring
\t
2.\tINDEMNITY – the hirer shall indemnify the HVHMC for the cost of repair of any damage done to any part of the Hall, including the curtilage (grounds) or the contents of the building which may occur before, during and after the hire period as a result of the hiring. The hirer shall be responsible for making arrangements to insure against any third party claims which may lie against him or her (or the organisation if acting as a representative) whilst using the hall. The HVHMC shall ensure it has the appropriate level of insurance necessary as a result of this agreement
\t
3.\tACCIDENTS AND DANGEROUS OCCURRENCES –the hirer must report all accidents involving injury to the public to the HVHMC as soon as possible. Any failure of equipment (either belonging to the Hall or brought in by the hirer) must be reported as soon as possible. This is in accordance with RIDDOR (Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995 (updated 2013)
\t
4.\tANIMALS – the hirer shall ensure that no animals (including birds) except guide dogs are brought into the Hall, other than for a special event agreed by the HVHMC and no animals whatsoever are to enter the kitchen at any time
\t
5.\tFOOD SAFETY ACT – It is a regulation of the Food Safety & Hygiene Act 2013 that no outdoor clothing is taken into the kitchen, The hirer shall, if preparing, serving or selling food, observe all relevant food health and hygiene legislation and regulations. The hirer shall ensure that any electrical appliances brought by him to the Hall and used shall be in good working order and have a current Portable Appliance Test (PAT) pass
\t
6.\tSMOKING – As from July 2007 it is against the law to smoke in any part of Hempstead Hall
\t
7.\tCOMPLIANCE WITH THE CURRENT REGULATIONS CONCERNING THE PROTECTION OF CHILDREN AND VULNERABLE GROUPS – the hirer shall ensure that any activities for children and vulnerable groups comply with current regulations.
The hirer shall ensure that the children are protected at all times by taking all reasonable steps to prevent injury, loss or damage occurring and by ensuring all necessary Child Protection checks have been undertaken. It is the responsibility of the hirer to ensure protection of vulnerable groups using the Hall. The HVHMC accepts no responsibility for the hirer’s failure to comply with these requirements
\t
8.\tSALE OF GOODS – the hirer shall, if selling goods in the Hall, comply with fair trading laws and any Code of Practice used in connection with such sales and local Government Regulations
\t
9.\tNOISE POLLUTION – the Hall is close to adjacent houses. The hirer must therefore pay particular attention to keeping sound down to a reasonable level and to leave the Hall quietly. Hall users should not race car engines or bang car doors and are reminded that it is an offence to sound horns unnecessarily during the hours of darkness
\t
10.\tEXITS – EMERGENCY LIGHTING – During the period hire, it is a legal requirement that all Exits are kept clear and the emergency lighting is on
\t
\tSAFETY AND FIRE PRECAUTION
\t
\tFIRE SAFETY ACTIONS TO BE TAKEN BY THE HIRER PRIOR TO AND DURING THE EVENT
•\tEnsure all fire exit doors are unlocked
•\tEnsure all fire exits are clear and easily accessible
•\tEnsure there are clear routes, free from obstructions, to the means of escape
•\tEnsure there is an adequate means of contacting the Emergency Services and make sure the mobile phone has an adequate signal. The Hall has no landline.
\t
1.\tLEGAL REQUIREMENT – It is a legal requirement that there shall be no gas or oil lamps, candles or other naked flames within the premises. The exception may be birthday candles used with common sense and caution.
\t
2.\tFIRST AID – A First Aid box is located in the kitchen
\t
3.\tFIRE BLANKET – a Fire Blanket is located in the kitchen on the wall
\t
4.\tFIRE EXTINGUISHERS AND EMERGENCY EXITS – Fire extinguishers are located by the Main and Emergency exits. They are also located inside and outside the kitchen. If used, set off, or damaged in any way, the Caretaker must be notified as soon as possible or at the end of the hire period
\t
5.\tFIRE DOOR – The fire resistant door of the kitchen should be allowed to close and NOT propped open
\t
6.\tCHAIRS – In the interests of safety, it is essential that, at the end of your hire period, the chairs are stacked to a maximum of five high
\t
7.\tCAPACITY –
The HVHMC recommend the following:
Seminar Seating – Chairs are available for 80 persons
Quiz Nights – a maximum of 80 is comfortable
Tables and Dancing – a maximum of 60 is comfortable
At all functions where young people are present, it is essential that for every ten people there should be at least one adult present and that for young people of both sex, the adult supervision should also be of both sex
\t
8.\tMEANS OF ESCAPE – All means of exit from the Hall must be kept free from obstruction and immediately available for instant free public exit. The emergency lighting is kept illuminated 24 hours a day
\t
9.\tOUTBREAK OF FIRE – The Fire Brigade shall be called to any outbreak of fire, however slight and details thereof shall be given to HVHMC
\t
10.\tDANGEROUS PERFORMANCE – Performances involving danger shall not be given
\t
11.\tEXPLOSIVES AND FLAMMABLE SUBSTANCES – Highly flammable substances shall not be brought into or used in any portion of the Hall. No internal decorations of a combustible nature (e.g. polystyrene, cotton wool) shall be erected without the consent of the HVHMC. Portable liquefied petroleum gas heating appliances must not be used
\t
\tPERSONAL PROPERTY
\t
\tThe HVHMC are not responsible for any loss or damage to personal property. All vehicles left in the car park are at the owners’ risk.
After using the Hall, please ensure all items of clothing, equipment, books and other personal possessions are removed.
\t
\tTOILETS
\t
\tPlease note that use of the Toilets is shared with All Saints Church
\t
\tNOISE LIMITER
\t
\tPlease note also that a Noise Limiter has been fitted to the Village Hall and will automatically shut-off excessive sound. It will restore itself in a short amount of time.
A copy of these Rules will be handed to every person or organisation hiring the Hempstead Village Hall.
Please confirm that you will comply with the Terms and Conditions as set out in the above pages by signing and returning a copy of this page only, to the Booking Secretary.
Thank you for your co-operation
Signed by the Hirer…………………………………………………………………………….
Print Name……………………………………………………………………..
Dated……………………………………………………………………………
For and on behalf of the Hempstead Village Hall Management Committee
Sarah Cross, Chairman 2019
HEMPSTEAD VILLAGE HALL
Registered Charity N0 252744
TERMS AND CONDITIONS OF HIRE
\tBOOKINGS
1.\t
All hiring shall be made through the Booking Secretary
\t
2.\tThe Hirer must be an adult of 21 years or over
\t
3.\tThe scale of the charges shall be agreed by the full Hempstead Village Hall Management Committee (HVHMC)
\t
4.\tOne half of the hiring fee shall be paid as a non-returnable deposit at the time and to confirm the booking. The Hall is not booked until the deposit is paid. If the booking is cancelled before the hire date, the deposit will not be refunded.
\t
5.\tThere is a refundable deposit of £150.00 charged for all events, subject to the conditions specified in No 7 and will be returned within 7 to 14 days.
\t
6.\tThe balance of the hire fee, plus the refundable deposit must be paid four weeks (28 days) before the event
\t
7.\tThe refundable deposit will only be returned subject to HVHMC’s satisfaction that no structural or decorative damage has been caused and the premises and the grounds have been vacated by 00.15 hours and no nuisance has occurred. An excess charge may be payable for any time that the hirer uses the Hall outside the agreed hiring period. Failure to vacate the premises and grounds entirely by 00.15 will entail forfeiture of the refundable deposit.
All incidents of damage must be reported to HVHMC directly and preferably in writing.
\t
8.\tAll evidence of party decorations must be removed at the end of the hire period. Please DO NOT use Blu Tack, sellotape, pins or staples to secure any banners, balloons or decorations.
For your safety, please do not stand on the chairs and for your convenience 4 hooks have been placed at the corner of every window frame and 2 hooks at the top of the door frames and kitchen hatch for the purpose of hanging decorations.
Any spillage of drinks must be cleaned up and chewing gum must not be dropped on the floor. It is not possible to return the next day to finish clearing the hall or collect any food items.
\t
9.\tOrganisations hiring the Hall for regular meetings will not pay a deposit, but will be expected to pay the full hiring fee on request when booking in advance.
\t
10.\tKeys are only available from the Caretaker and she will not allow the hirer to have the keys until the period for which the Hall is booked. Preparation time shall be continuous with the main hire period and charged as one continual period.
Keys should not be passed to a third party.
At the expiration of the hire period, the keys must be returned promptly to the Caretaker and for late night hiring, it will be sufficient to deposit the keys through the Caretaker’s letterbox.
\t
11.\tNo private or official party will continue after 11.00 pm and all clearing up must be completed by this time.
\t
12.\tTables, chairs and kitchen facilities are available.
\t
13.\tThe hirer is responsible for the Hall (and becomes the Responsible Person) during the hire period in all respects and must be in attendance for the duration of the hire period
\t
14.\tAll parties must take place within the Hall. The area beyond the Emergency Door belongs to the Pre School is not included in the hire fee and must not be used. Only in the event of an emergency may this Door be used
\t
15.\tThe hirer shall be expected to leave the hall, kitchen and toilets in a clean and tidy condition. Water should not be used on the parquet flooring as this removes the polish. Brooms and cloths are available in the store.
Non glass refuse should be placed outside the main door in the dustbins or sacks provided for removal, as soon as possible. In view of the Council’s justifiable objection to handling glass refuse, the hirer is requested to take bottles and glass home for disposal and not leave it with other refuse in or around the dustbins
\t
16.\tThe hirer must ensure that at the end of the period of hire:
•\tThe thermostat is returned to the same position as at the start of the hire i.e.18 degrees c
•\tNo other controls should be altered
•\tAll lights are extinguished
•\tThe gas cooker is turned off and the urn unplugged
•\tAll windows are closed and fastened
•\tAll doors are properly closed, locked and bolted inside and out
•\tThe pedal waste bin in the kitchen is emptied into a bin outside
17.\tLitter, bottles, drink cans, cigar and cigarette butts must not be dropped in the grounds of the Church or thrown over fences into neighbouring gardens. A minimum charge of £30.00 will be made for clearing up litter caused by the hirer or their guests and deducted from the returnable deposit.
\t
18.\tThe hirer must not use or allow the hall to be used for any unlawful purpose or do anything or bring into the Hall anything which may endanger the same, or render invalid any insurances policies in respect thereof. The benefit of this agreement is personal to the hirer and may not be passed to a third party
\t
19.\tThe hirer must ensure proper supervision of car parking arrangements so as to avoid the obstruction of the Highway or the access to the main (West) door of the Church
\t
20.\tThe HVHMC reserve an absolute right to refuse a booking. The HVHMC also reserve an absolute right to cancel this Letting Agreement at any time by giving 7 days’ notice in writing to the hirer or during the hire period itself
\t
\tLEGAL OBLIGATIONS
\t
1.\tRESPONSIBLE PERSON – the hirer shall be responsible for the repair or replacement of any part of the buildings, including fittings, furnishings and equipment, within the boundaries of the Church and Hall grounds, damaged as a result of the hiring
\t
2.\tINDEMNITY – the hirer shall indemnify the HVHMC for the cost of repair of any damage done to any part of the Hall, including the curtilage (grounds) or the contents of the building which may occur before, during and after the hire period as a result of the hiring. The hirer shall be responsible for making arrangements to insure against any third party claims which may lie against him or her (or the organisation if acting as a representative) whilst using the hall. The HVHMC shall ensure it has the appropriate level of insurance necessary as a result of this agreement
\t
3.\tACCIDENTS AND DANGEROUS OCCURRENCES –the hirer must report all accidents involving injury to the public to the HVHMC as soon as possible. Any failure of equipment (either belonging to the Hall or brought in by the hirer) must be reported as soon as possible. This is in accordance with RIDDOR (Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995 (updated 2013)
\t
4.\tANIMALS – the hirer shall ensure that no animals (including birds) except guide dogs are brought into the Hall, other than for a special event agreed by the HVHMC and no animals whatsoever are to enter the kitchen at any time
\t
5.\tFOOD SAFETY ACT – It is a regulation of the Food Safety & Hygiene Act 2013 that no outdoor clothing is taken into the kitchen, The hirer shall, if preparing, serving or selling food, observe all relevant food health and hygiene legislation and regulations. The hirer shall ensure that any electrical appliances brought by him to the Hall and used shall be in good working order and have a current Portable Appliance Test (PAT) pass
\t
6.\tSMOKING – As from July 2007 it is against the law to smoke in any part of Hempstead Hall
\t
7.\tCOMPLIANCE WITH THE CURRENT REGULATIONS CONCERNING THE PROTECTION OF CHILDREN AND VULNERABLE GROUPS – the hirer shall ensure that any activities for children and vulnerable groups comply with current regulations.
The hirer shall ensure that the children are protected at all times by taking all reasonable steps to prevent injury, loss or damage occurring and by ensuring all necessary Child Protection checks have been undertaken. It is the responsibility of the hirer to ensure protection of vulnerable groups using the Hall. The HVHMC accepts no responsibility for the hirer’s failure to comply with these requirements
\t
8.\tSALE OF GOODS – the hirer shall, if selling goods in the Hall, comply with fair trading laws and any Code of Practice used in connection with such sales and local Government Regulations
\t
9.\tNOISE POLLUTION – the Hall is close to adjacent houses. The hirer must therefore pay particular attention to keeping sound down to a reasonable level and to leave the Hall quietly. Hall users should not race car engines or bang car doors and are reminded that it is an offence to sound horns unnecessarily during the hours of darkness
\t
10.\tEXITS – EMERGENCY LIGHTING – During the period hire, it is a legal requirement that all Exits are kept clear and the emergency lighting is on
\t
\tSAFETY AND FIRE PRECAUTION
\t
\tFIRE SAFETY ACTIONS TO BE TAKEN BY THE HIRER PRIOR TO AND DURING THE EVENT
•\tEnsure all fire exit doors are unlocked
•\tEnsure all fire exits are clear and easily accessible
•\tEnsure there are clear routes, free from obstructions, to the means of escape
•\tEnsure there is an adequate means of contacting the Emergency Services and make sure the mobile phone has an adequate signal. The Hall has no landline.
\t
1.\tLEGAL REQUIREMENT – It is a legal requirement that there shall be no gas or oil lamps, candles or other naked flames within the premises. The exception may be birthday candles used with common sense and caution.
\t
2.\tFIRST AID – A First Aid box is located in the kitchen
\t
3.\tFIRE BLANKET – a Fire Blanket is located in the kitchen on the wall
\t
4.\tFIRE EXTINGUISHERS AND EMERGENCY EXITS – Fire extinguishers are located by the Main and Emergency exits. They are also located inside and outside the kitchen. If used, set off, or damaged in any way, the Caretaker must be notified as soon as possible or at the end of the hire period
\t
5.\tFIRE DOOR – The fire resistant door of the kitchen should be allowed to close and NOT propped open
\t
6.\tCHAIRS – In the interests of safety, it is essential that, at the end of your hire period, the chairs are stacked to a maximum of five high
\t
7.\tCAPACITY –
The HVHMC recommend the following:
Seminar Seating – Chairs are available for 80 persons
Quiz Nights – a maximum of 80 is comfortable
Tables and Dancing – a maximum of 60 is comfortable
At all functions where young people are present, it is essential that for every ten people there should be at least one adult present and that for young people of both sex, the adult supervision should also be of both sex
\t
8.\tMEANS OF ESCAPE – All means of exit from the Hall must be kept free from obstruction and immediately available for instant free public exit. The emergency lighting is kept illuminated 24 hours a day
\t
9.\tOUTBREAK OF FIRE – The Fire Brigade shall be called to any outbreak of fire, however slight and details thereof shall be given to HVHMC
\t
10.\tDANGEROUS PERFORMANCE – Performances involving danger shall not be given
\t
11.\tEXPLOSIVES AND FLAMMABLE SUBSTANCES – Highly flammable substances shall not be brought into or used in any portion of the Hall. No internal decorations of a combustible nature (e.g. polystyrene, cotton wool) shall be erected without the consent of the HVHMC. Portable liquefied petroleum gas heating appliances must not be used
\t
\tPERSONAL PROPERTY
\t
\tThe HVHMC are not responsible for any loss or damage to personal property. All vehicles left in the car park are at the owners’ risk.
After using the Hall, please ensure all items of clothing, equipment, books and other personal possessions are removed.
\t
\tTOILETS
\t
\tPlease note that use of the Toilets is shared with All Saints Church
\t
\tNOISE LIMITER
\t
\tPlease note also that a Noise Limiter has been fitted to the Village Hall and will automatically shut-off excessive sound. It will restore itself in a short amount of time.
A copy of these Rules will be handed to every person or organisation hiring the Hempstead Village Hall.
Please confirm that you will comply with the Terms and Conditions as set out in the above pages by signing and returning a copy of this page only, to the Booking Secretary.
Thank you for your co-operation
Signed by the Hirer…………………………………………………………………………….
Print Name……………………………………………………………………..
Dated……………………………………………………………………………
For and on behalf of the Hempstead Village Hall Management Committee
Sarah Cross, Chairman 2019
