REVISION DATE: September 2007
|
SANDFORD-ON-THAMES VILLAGE HALL
CONDITIONS OF HIRE |
| |
| 1. |
The Village Hall. |
| |
The Village Hall exists for the use of people of the Parish of Sandford-on-Thames.
It is run as a Charity (Registration number
1027510)
by a volunteer committee, who are responsible for its proper use and maintenance. |
| |
| |
| 2. |
Who may hire the Hall. |
| |
The Hall may be hired by anyone who is both: |
| | a. | Resident in the Parish. |
| | b. | 18 years of age or over on the date of hiring. |
| |
The Hall may be hired by someone who satisfies these conditions on behalf of someone who does not,
but the hirer remains responsible for fulfilling the conditions of use.
Cheques for the hire or deposit
must be in the name of the hirer. |
| |
| 3. |
What the Hall may be used for. |
| |
The Hall may be hired for: |
| a. | Recreation and leisure, such as birthday parties or clubs. |
| b. | Meetings, elections, lectures and classes, such as keep fit. |
| No restrictions are made on the basis of race, politics, religion or other distinction. |
| |
| 4. |
Conditions of Use. |
|
The conditions below apply to all bookings.
Failure to comply will result in the loss of all or part of the deposit paid.
Additionally, the hirer will not be allowed to hire the hall again. |
| a. |
Noise
Hirers are expected to respect the fact that the Hall is in a residential area and in particular to: |
| | 1) |
to moderate the volume of music played (particularly the bass, which carries the furthest); |
| | 2) |
stick to the times of hire, noting that music should stop at 11.30 pm; |
| | 3) |
ensure that their guests leave quietly; |
| | 4) |
and that the hall has been vacated by midnight. |
| b. |
Fees
The fee and deposit must be paid in full at the time of booking.
Current rates are: |
| |
0800 - 1800 for children's events: £5.00 per hour or part; £50 deposit.
A child is deemed to be 12 years of age or under. |
| |
0800 - 1800 all other events: £10.00 per hour or part; £100 deposit. |
| |
1800 - 2330: Weekdays: £10.00 per hour or part; £100 deposit. |
| |
1800 - 2400: Inclusive (Friday & Saturday): £60 fixed fee; £100 deposit. |
| |
0800 - 2400: All day hire: £100; £100 deposit. |
| |
Charity Groups: £7.50 per hour or part. Please contact the Booking Secretary for details. |
| |
Regular Hire: An agreed monthly rate, payable in advance, contact the Booking Secretary for details.
|
| |
The Committee reserve the right to vary these rates at their discretion. |
| c. |
Times. |
| | 1) |
The Hall may be hired for periods from 8 am - midnight. |
| | 2) |
The Hall will be open and available for use by the hirer at the start time requested on the booking form. |
| | 3) |
With prior agreement with the Booking Secretary, a short setting-up periods may be available, any changes to the start time will be charged for at the usual rate. |
| | 4) |
Any bar must be closed at 11 pm. |
| | 5) |
Any music or PA system must be switched off by 11:30 pm. |
| | 6) |
The Hall and its car park must be clean and secure, as described below, by midnight. |
| | The Committee reserve the right to vary these times at their discretion. |
| d. |
Cancellations. |
| |
When a booking at the hall is confirmed as cancelled, any deposit will be returned in full.
However there will be a charge if there is insufficient notice to enable the hall to be re-booked: |
| | 1) | confirmed more than 14 days prior to the day of hire - hire fees will be refunded in full. |
| | 2) | confirmed more than 7 days prior to the day of hire - only half the hire fees can be refunded. |
| | 3) | confirmed 7 days or less prior to the day of hire - no hire fees can be refunded. |
| e. |
Cleanliness.
The Hall will be clean and tidy when handed over for hire;
any complaints about its state must be made at the start of the "setting-up period" outlined above.
It must be handed back in a similar condition.
Rubbish must be tied up in the bags provided and placed
in the green bin outside;
Chairs and tables should be stacked away.
Chairs should be stacked with their backs facing the hall.
It is not permissible for any hirer to assume that they can clear up
after their event either later the same, or on the following, day. |
| f. |
Security. |
| | The Hall should be left with: |
| | 1) | All windows shut and locked. |
| | 2) | All internal doors shut. |
| | 3) | All lights off. |
| | 4) | All external doors shut and locked. |
| | 5) | The gate padlocked shut. |
| g. |
Charging.
If people are being charged to come to whatever the Hall is hired for, the
Committee may ask for a set of accounts for the event. |
| h. |
Sale of Alcohol.
New Government Regulations limit the number of times per year that a
temporary bar license can be granted for the Village Hall to 12.
Once issued, these temporary licences can not be cancelled nor refunded
such that other village residents seeking to hire the hall could be denied the opportunity for a bar.
The sale of alcohol at any event must therefore be arranged through either The Fox or The Catherine Wheel
Public Houses in Sandford and the Booking Secretary advised, at the time of initial booking. |
| |
| 5. |
How bookings are made. |
| a. |
Bookings are made through the Bookings Secretary, who may be contacted on 07759 890 696. |
| b. |
Once the availability of the Hall is confirmed, a booking form will be sent to the hirer.
It must be completed and returned to the Booking Secretary, with the fee and deposit,
in the envelope provided, within 10 days as shown on the booking form.
For these 10 days intended hirers can consider the date to have been 'reserved' for them |
| c. |
The Booking Secretary will provide verbal confirmation of the booking's receipt to the contact number provided on the form.
No written receipt will be issued.
Duly completed forms received without fees and deposit shall not constitute a confirmed booking.
|
| d. |
The Hall will be opened at the agreed start time,
but special arrangements for the hirer to collect /return the keys may be made on a case by case basis,
with which the hirer is expected to co-operate.
On certain days and at certain times the hall is in use continuously
such that any delay in passing on keys can impact multiple hirers. |
| e. |
The deposit is usually made by cheque.
After the event the cheque will be destroyed by the Booking Secretary and will not be returned,
unless a hirer provides a stamped addressed envelope.
If any charges are to be made, the deposit cheque will be banked
and any balance will be paid by cheque which will be returned by post. |
|
| |
| 6. |
Health and Safety. |
|
The Hall is as safe as can reasonably be expected.
It is the responsibility of the hirer to ensure that it is used safely.
In particular: |
| a. |
The hirer must ensure extra care is taken when using candles or the gas cooker
ensuring that any combustible material is kept clear at all times. |
| b. |
All Fire Exits must be kept clear at all times. |
| c. |
Access to fire extinguishers must not be impeded in any way, or used to prop open doors etc. |
| d. |
Fire extinguishers are only provided for emergency use by competent persons on minor fires. |
| e. |
Fire action signs are provided by all exits giving instructions in the case of an emergency. |
| f. |
The hirer must ensure that responsible persons are aware of what to do in an emergency: |
| | * |
Break the glass on the emergency alarm point to sound the fire alarm siren. |
| | * |
Leave the hall by the nearest fire exit, indicated by the green exit signs. |
| | * |
Do not stop to collect personal belongings. |
| | * |
Proceed to the assembly point in the adjacent recreation ground. |
| | * |
Call the fire service by phone. |
| | * |
No one must re-enter the hall until it is declared safe to do so. |
| g. |
The hirer must ensure that responsible persons can adequately take care of all those
who might be at special risk should an emergency occur. |
| h. |
Persons under 18 years of age must be adequately supervised. |
| i. |
The number of people in the Hall must not exceed 120 at any one time. |
| j. |
Hall and its surrounding areas are all strictly NON-SMOKING areas. |
| k. |
Instructions for the use of the heating must be strictly complied with. |
| l. |
If any hazards are found when using the Hall, they should be reported at the
earliest opportunity using the booking contact number given above. |
|
| |
