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REVISION DATE: 9 March 2009
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SANDFORD-ON-THAMES VILLAGE HALL
GENERAL HIRE TERMS AND CONDITIONS |
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| 1. |
The Village Hall |
| | a. |
The Village Hall exists for the use of people of the Parish of Sandford-on-Thames. |
| | b. |
It is run as a Charity (Registration number
1027510)
by a volunteer management committee, who, as Trustees, are responsible for its proper use and maintenance. |
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| 2. | Who may hire the Hall |
| | a. |
The Hall may be hired by anyone who is both resident in the Parish, and 18 years of age or over. |
| | b. |
The Hall may be hired by someone who satisfies these conditions on behalf someone who does not,
but the hirer still remains responsible for fulfilling the conditions of use. |
| | c. |
No restrictions are made on the basis of race, politics, religion or other distinction. |
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| 3. | What the Hall may be used for |
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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. |
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| 4. | Standard conditions of hire |
| | a. |
These terms and conditions apply to all hires of Sandford-on-Thames Village Hall by individuals. |
| | b. |
If the hirer is unsure of the meaning of any of the following terms and conditions, they should check with the Booking Secretary before commencing the hire. |
| | c. |
The hirer is responsible for ensuring these terms and conditions of hire are fully adhered to, which includes its use only for the purpose declared on the booking form. |
| | d. |
The hirer must accept responsibility for being in charge of the event, and to be present on the premises, for the duration of the hire to supervise its use. |
| | e. |
The hall may not be sub-let to any other person nor used for any unlawful purpose. |
| | f. |
To ensure that the hall has been vacated and locked up by midnight at the latest. |
| | g. |
All reported damage, loss of contents or complaints (particularly noise) at the hall, caused by the hire will be considered by the committee.
This will result in some or all of the hire deposit being retained and, in extreme cases, the hirer will not be allowed to hire the hall again. |
| | h. |
Cheques for both the hire and deposit must be in the name of the hirer. |
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| 5. |
Noise |
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Hirers are required to respect the fact that the hall is in a residential area and in particular: |
| | a. |
To stick to the times of hire, noting that all music should stop by 11.00 pm. |
| | b. |
To moderate the volume of music played (particularly the bass, which carries the furthest). |
| | c. |
To keep the external doors closed when amplified music is being played. |
| | d. |
To have done a circuit around of the building so as to ensure that noise emanating from the premises is not clearly audible at the boundary of any adjacent residential premises. |
| | e. |
To prohibit any nuisance being caused by vehicle radios/stereos or from any other loud noise from the car park (e.g. departing party guests), ensuring that their guests leave promptly and quietly. |
| | f. |
To prevent such activities that would encourage drunk and disorderly behaviour. |
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| 6. |
Cleanliness |
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The Hall will be clean and tidy when handed over for hire.
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, without the expressed permission of the Booking Secretary.
Any such changes to the original finish time will be charged for at the usual rate.
Similarly, excessive amounts of additional cleaning work required after any hire will be charged for.
Hirers are required to: |
| | a. |
Lodge any concerns, about the hall's state when first occupied, at the start of the hire. |
| | b. |
Stack tables and chairs and tables away neatly as they were found. Chairs must be stacked, no more than ten high, with their backs facing the hall. |
| | c. |
Tie rubbish up in appropriate disposal bags and place them in the green wheelie bin outside by the gate. |
| | d. |
Ensure that no rubbish bags or other items of waste are left outside by the kitchen door. |
| | e. |
Hand the hall back in a clean and tidy condition. |
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| 7. |
Security |
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The Hall must be left properly secure, with: |
| | a. |
All windows shut and curtains closed, all internal doors closed and all lights switched off. |
| | b. |
All external doors secured shut and the main door firmly locked. |
| | c. |
The gate shut and padlocked. |
| | d. |
All keys returned / passed on as agreed with the booking secretary. |
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| 8. |
Sale of Alcohol |
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The hall is not licensed for the sale of alcohol. Thus, a Temporary Event Notice ('T.E.N.') must be applied for from South Oxfordshire District Council licensing department. |
| | a. |
The sale of alcohol at any event can be arranged through either: |
| | | * | The Catherine Wheel Public House in Sandford
or the Golden Ball Public House in Littlemore,
who are familiar with current arrangements at the hall |
| | | * | or alternatively with another licence holder,
but only with prior agreement with the Bookings Secretary |
| | b. |
The Booking Secretary must be advised, at the time of the initial booking, if a cash bar is being planned. |
| | c. |
Government Regulations limit the number of times per year that a temporary bar license can be granted for the Village Hall to twelve.
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. |
| | d. |
Any bar must be closed at 11:00 pm. |
| | e. |
Hall hires will not be accepted from Bar Providers. |
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| 9. |
Public Safety |
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The Hall is maintained as safe as can reasonably be expected by the committee.
It is the responsibility of the hirer to ensure that the hall is used safely.
Specifically, the hirer is required to ensure that: |
| | a. |
Any hazards or other damage found when inspecting the hall upon first entry, are reported to the Booking Secretary, before commencing their use of the hall. |
| | b. |
Responsible persons can adequately take care of all those who might be at special risk should an emergency occur. |
| | c. |
All persons under 18 years of age are adequately supervised by responsible adults. |
| | d. |
Activities involving children under eight years of age fully comply with the provisions of the Children Act 1989 and ensure that only fit and proper persons have access to children. |
| | e. |
The total number of people in the Hall must not exceed 120 at any one time. |
| | f. |
No Smoking takes place in the hall and its surrounding areas, other than adjacent to the cigarette bins provided outside. |
| | g. |
Instructions for the use of the heating are strictly complied with. |
| | h. |
No unauthorised heating appliances are used in the hall. |
| | i. |
Any electrical appliances brought by them to the premises by then and used there shall be safe, in good working order, and used in a safe manner. |
| | j. |
No animals (including birds) except guide dogs are brought into the premises, other than for a special event that has been pre-agreed with the hall committee via the Bookings Secretary. |
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| 10. |
Fire Precautions |
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The booking secretary can demonstrate any aspect of hall safety if so requested.
Fire extinguishers are only provided for emergency use on minor fires in accordance with the instructions upon them.
Fire action signs are provided by all exits giving instructions in the case of an emergency.
It is the responsibility of the hirer to ensure that the hall is used safely, and in particular that: |
| | a. |
Highly flammable substances are not brought into, nor used in, any part of the building. |
| | b. |
Extra care is taken when using candles or the gas cooker, including ensuring that any combustible material is kept clear at all times. |
| | c. |
All fire exits are kept clear of all obstructions at all times. |
| | d. |
Access to fire extinguishers is not impeded in any way and that they are not used to prop open doors etc. |
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| 11. |
Fire Safety |
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The hirer must ensure that responsible persons are aware of what to do in an emergency, i.e. to: |
| | a. |
Break the glass on the emergency alarm point to sound the fire alarm siren. |
| | b. |
Leave the hall by the nearest fire exit, indicated by the green exit signs, without stopping to collect personal belongings. |
| | c. |
Proceed to the assembly point in the adjacent recreation ground, via the main gate. |
| | d. |
Call the fire service by phone. |
| | e. |
Not re-enter the hall until it is declared safe to do so by the Senior Fire Officer. |
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| 12. |
Food and Hygiene |
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The Hirer shall, if preparing, serving or selling food, ensure that: |
| | a. |
All relevant food health and hygiene legislation and regulations are observed. |
| | b. |
No unsupervised children are allowed in the kitchen at any time. |
| | c. |
No animals whatsoever enter the kitchen at any time. |
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| 13. |
Accidents and Insurance |
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A very basic first aid kit is provided in the kitchen - on the wall behind the entrance door.
The Hirer is required to: |
| | a. |
Report all accidents involving injury to the public to the Booking Secretary, as soon as possible, so the relevant section in the village hall's accident book can be completed. |
| | b. |
Report any failure or damage (accidental or otherwise) of equipment belonging to the village hall as soon as possible. |
| | c. |
Accept that hiring the hall is at the hirer's entire risk, and the Village Hall Committee accepts no liability whatsoever for any damage or loss,
howsoever caused, other than where caused by the negligence of any member(s) of the Committee or of its representatives. |
| | d. |
Accept that they hereby agree to fully indemnify the Village Hall Committee against all damage or loss arising directly or indirectly as a result of the hire, subject to 13c above. |
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| 14. |
Hirers Property |
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The Village Hall 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.
Hirers must ensure that all equipment and other property brought into the hall is removed at the end of each hiring, or fees will be charged at the standard rate until it has been removed.
Minor items that are found will be treated as lost property and can be claimed back from the Booking Secretary. |
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| 15. |
Cancellations by the Hirer |
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When a hall booking has been confirmed as cancelled by the Booking Secretary, any deposit already paid will be returned in full.
However, there will be a charge if there is insufficient notice to enable the hall to be re-booked: |
| | a. |
confirmed more than 14 days prior to the day of hire - hire fees will be refunded in full. |
| | b. |
confirmed more than 7 days prior to the day of hire - only half the hire fees can be refunded. |
| | c. |
confirmed 7 days or less prior to the day of hire - no hire fees can be refunded. |
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| 16. |
Cancellations by the Hall Committee |
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The committee reserves the right, on rare occasions, to cancel any hiring by written notice to the Hirer, especially in the event of: |
| | a. |
the premises being required for use as a Polling Station for an election. |
| | b. |
the Village Hall management committee reasonably considering that: |
| | | * |
such hiring will lead to a breach of licensing conditions , or |
| | | * |
unlawful or unsuitable activities will take place at the premises as a result of the hire |
| | 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. |
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On any such occasion, the Hirer shall be entitled to a refund of any fees and deposit already paid,
but the Village Hall shall not be liable to the hirer for any resulting direct or indirect loss or damages whatsoever. |
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| 17. |
Hiring Times |
| | a. |
The hirer must book sufficient time within their booking to set up and clear away without over running their booking time. |
| | b. |
The Hall may be hired in half hourly periods from 08:00 am - 11:30 pm. |
| | c. |
The hall will be open and available for use by the hirer at the start time requested on the booking form. |
| | d. |
With prior agreement with the Booking Secretary, a short setting-up period may be available, but this will be charged for at the usual rate. |
| | e. |
Any changes to the agreed finish time will be charged for at the usual rate. |
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The Committee reserves the right to vary these times at their discretion. |
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| 18. |
Hire Fees |
| | a. |
Children's Events A child is deemed to be 12 years of age or under.
08:00 - 18:00 for children's events: £5.00 per hour or part; £100 deposit.
Evening events are by definition considered 'adult', as are Baptisms and very early years birthday parties where the majority present are adults. |
| | b. |
Ordinary / Adult Events:
A deposit of £175 is required in all cases.
08:00 - 18:00 Standard mornings and afternoons: £10.00 per hour or part.
18:00 - 23:30 Standard evenings Sundays to Thursdays: £10.00 per hour or part.
18:00 - 23:30 Inclusive on Fridays & Saturdays: £60 fixed fee for any period during the evening
08:00 - 23:30 All day hire: £100 |
| | c. |
Charities & Voluntary Groups A basic charge of £7.50 per hour or part, please contact the bookings secretary. |
| | d. |
Regular Hires An agreed monthly rate, payable in advance, please contact the bookings secretary. |
| | e. |
Commercial Events An appropriate commercial hire fee agreed on a case by case basis, please contact the bookings secretary.
Where people are being charged to come to whatever the Hall is hired for, the Committee will ask for a set of accounts for the event. |
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The Committee reserves the right to vary these rates at their discretion. |
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| 19. |
How bookings are made |
| | a. |
Bookings are made through the Bookings Secretary, who may be contacted on 07759 890 696 or by e-mail on sandfordvillagehallbookings@yahoo.com |
| | 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 only, intended hirers can consider the date to have been 'reserved' for them. |
| | c. |
By signing the booking form, the hirer agrees to be bound by the terms and conditions of hire. |
| | d. |
The Booking Secretary will provide verbal confirmation of the booking's receipt to the contact number provided on the form. No written receipt will normally be issued. |
| | e. |
Duly completed forms received without fees and deposit shall not constitute a confirmed booking. |
| | f. |
The Hall will be opened at the agreed start time, but special arrangements for the hirer to collect and 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 - the committee reserve the right to impose a penalty charge. |
| | g. |
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. |
| | h. |
If any charges are to be made, the deposit cheque will be banked and any balance will be paid by cheque and returned by post. |
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