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Conditions of Hire

HIGH EASTER VILLAGE HALL - CONDITIONS OF HIRE 

A copy of these conditions will be supplied to anyone hiring High Easter Village Hall (“the Hall”) and every such person (“the Hirer”) shall complete a form of application. 

Every person upon signing a form of application shall be deemed to have accepted and agreed to be bound by these Hire Conditions.  

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Please be aware that the entire building is a NON-SMOKING AREA 

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  1. BOOKINGS 

    1. All applications for the hire of the Hall must be in writing and on the attached application form and forwarded on completion to the Booking Officer of the High Easter Village Hall 

    2. The person who signs the form shall be considered to be the Hirer.  

    3. The High Easter Villager Hall Committee (the Committee) reserve the right to refuse any application for the use of the hall or to cancel a hire, without providing a reason. 

    4. No person under 18 years of age may hire the Hall. If the event is to involve persons under the age of 18 the Hirer must give assurances that children under 18 will be properly supervised by signing the relevant section of the booking form 

    5. Whilst every effort will be made to provide the Hirer with the accommodation booked, the Committee will not be responsible for any claim for damages caused as a result of the non-availability of the accommodation other than the refund of any fees paid. 

    6. The collection and return of the keys will be arranged in conjunction with the Booking Officer and must be strictly adhered to as a condition of the hiring. 

  2. CHARGES, DEPOSITS and PAYMENTS 

    1. The booking fees for the hall are shown on the attached sheet  

    2. A combined booking and damage deposit fee of £50.00 must be paid at the time of booking for all “one-off” events.  

    3. In the event of the Hirer cancelling less than 6 weeks prior to the hiring date, no refund of the deposit shall be made unless the Committee are able to hire the hall for exactly the same period as previously booked by the Hirer. 

    4. The full hire charge must be paid not less than 2 weeks before the hiring commences and will not be refunded if the Hirer cancels within the 2 weeks, unless the Committee are able to hire the hall for the same period as previously booked by the Hirer 

    5. Regular Hirers will be invoiced monthly in arrears and payment terms are strictly 14 days from the date of invoice. 

    6. All payments for deposits and fees, should either be made by BACS payments – (bank details are on the booking form) - or by a cheque to High Easter Village Hall. 

    7. The deposit will be refunded after the event, subject to the Hall having been left in a fully satisfactory condition. 

  3. GENERAL CONDITIONS 

    1. The Hirer shall not sub-let the Hall or any part thereof. 

    2. The hire of the Hall does not entitle the Hirer to use or enter the premises at any other time other than those specified on the booking form, unless there has been a prior agreement with the Booking Officer 

    3. Not more than 200 persons may be present in the Hall at any one time 

    4. Members of the Village Hall Management Committee reserve the right to enter the Hall at any time during an event if there is reason to believe there is a problem with the booking that needs resolution. 

    5. No nails, hooks adhesive tape or other devices must be fixed to the walls, woodwork, or doors of the Hall. Great care must be taken of the wooden flooring and any spillages should be dealt with immediately. 

    6. The Hirer at the end of the hiring period must leave the hall and toilets in a clean and orderly state. The floor must be swept and any chairs or tables used, to be returned to the storage room and correctly stacked.  If these conditions are not adhered to, and additional costs are incurred to cover breakages or cleaning, then these will be deducted from the retained deposit. 

    7. Any property of the Hirer must be removed at the end of the Hiring period. 

  4. LICENCES 

    1. The High Easter Village Hall has the appropriate permissions covering all public performances including the reproduction of music. All music must cease by 11.00 pm and amplified sound should be kept to a reasonable level to avoid disturbing our neighbours. 

    2. The Hall is fully licenced for the sale of alcohol and full bar facilities are available on application to the Booking Officer. The Hirer is reminded that it is an offence for persons under the age of 18 to consume alcohol on the premises. 

  5. LIABILITIES and INDEMNITIES 

    1. The Hirer is responsible for the full cost of all damages to the hall and adjoining car park and to all property in the hall during the period of the hiring. 

    2. The Committee shall not be held responsible for any loss or damage to property as a result of the hiring or for any injury that may be incurred during or as a result of the hiring.  

    3. The Hirer shall indemnify the Committee from and against all claims, demands, actions, or proceedings for any loss damage or injury which may be brought against or suffered by the Committee as a consequence of the hiring. 

    4. High Easter Village Hall have Public Liability Insurance and cover is provided to any Hirer from a registered charity, a not-for-profit or voluntary organisation, or individuals. Should it be considered to be necessary to make a claim, then the Committee must be notified immediately. No reply other than an acknowledgement will be provided until contact has been made with the insurers. Any Hirer other than from the groups mentioned above must have their own Public Liability Insurance cover, and the Committee may require confirmation of this. 

  6. IMPORTANT SAFEGUARDS 

    1. Fire Safety – A separate note is provided on fire safety precautions. The Hirer is reminded to advise guests of the main fire exits which must be kept clear of obstructions at all times.  

    2. Health and Safety -It is the responsibility of the Hirer to be aware of any Health and Safety requirements and to take reasonable precautions to ensure that all activities are carried out in a reasonable and safe way. 

    3. Safeguarding -The Hirer must ensure that proper consideration and where appropriate supervision is given for any activities that are provided for children, young people and vulnerable adults. 

    4. Food Safety – It is the responsibility of the Hirer to ensure that any person providing food for any event in the hall, is aware of the legal requirements. The Management Committee is not responsible for any food brought into the hall. 

  7. Access to the Playing Field from the Hall 

    1. The hire of the hall excludes the hire of the adjacent playing field which is in the ownership of the Parish Council.  If required a separate arrangement for hiring a part of the playing field must be made with the Parish Council. 

    2. The fire exit doors of the hall open directly on to the playing field which is a public accessible space. The Hirer is entitled to use the outside space in the same way as any member of the public. However, BBQ’s, fireworks, the placing of marquees, tents or any other equipment is not permitted without the permission of the Parish Council. 

    3. Any damage caused to the playing field or play equipment as a direct result of the hire of the hall will be charged to the Hirer 

    4. No glasses or glassware are permitted on the patio area or on the playing field. 

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Lastly – We hope you have an enjoyable event in our village hall 

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Trustees and Management Committee of High Easter Village Hall

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