General Conditions

Address of Hall: Gloucester Road, Corse, Gloucestershire GL19 3RE


Contents
Section Page
I Summary of Facilities
II Standard Conditions of Hire
III Use of Premises
IV Detailed Conditions of Hire
V Public Liability Insurance
VI Plan of the Hall

I-SUMMARY OF FACILITIES
Main Hall – measuring XM x XM giving approximately X.XM of floor space – (see fire plan)
Capacity Maximum capacity –. For a public meeting and at the discretion
of the Management Council – xx
Furniture and Equipment included in hire
Hirers should check these meet their requirements
108 Chairs, 9 Tables 4ft x 30in,13 Tables 3ft x 30in, 6 x 6ft Folding Banqueting Tables

Annex– measuring XM x XM giving approximately X.XM of floor space – (see fire plan )
Capacity Maximum capacity – . For a public meeting and at the discretion
of the Management Council – xx
Furniture and Equipment included in hire
Hirers should check these meet their requirements
12 Chairs, 5 Tables 4ft x 30in,2 Tables 3ft x 30in,1 Fan Heater, 4 Up lighters

Meeting Room-– measuring XM x XM giving approximately X.XM of floor space – (see fire plan)
Capacity Maximum capacity –. For a public meeting and at the discretion
of the Management Council – xx
Furniture and Equipment included in hire
Hirers should check these meet their requirements
6 Chairs, 1 Round Table.

Kitchen The facilities include electrical sockets, sink with drainer, hand washing sink, 2 Kettles, Stove with Oven,1 Airpot,2 Water boilers and a range of kitchen units

Toilets Male, female and disabled toilets with cloaks


Fire and First Aid equipment meet the statutory requirements. See sections 9,10 and 11 section III “Use of Premises”
Parking is strictly limited. Hirers should be considerate to local residents when parking and bear in mind the safety of pedestrians and other road users.
Garden
The garden to the rear of the hall is available to hire. See also IV
Detailed Conditions of Hire, section 9.

Access
Disabled access is via the main entrance and at the rear of the Main Hall and Annex

This information covers the conditions on which the hire is made and the restrictions placed by Local Authorities on activity in the hall and the surrounding area. Signature to a Hiring Agreement commits the Hirer to their observance. Hirers should therefore read this information carefully, and consult the Bookings Secretary who is the authorized representative of the Management Trustee Council or, if unavailable another Council member, if they are in any doubt as to the meaning of any items.
For the purposes of these conditions the term Hirer shall mean an individual Hirer, or where the Hirer is an organization, the authorized representative whose name appears on the Hirers’ Agreement Form.

II -STANDARD CONDITIONS OF HIRE
1. The Hirer, whether an individual or an organization, can hire the hall subject
to availability and to the consent of the Village Hall Trustee Management Committee.
Priority will be given to local residents and organizations within the villages and immediate surrounding areas.
2.The hirer must be of 18 years age or above
3. The hall will be unlocked for the period of hiring and the Hirer shall ensure
that the hall is not left unattended at any time during that period. Provided
however that if the Hirer does have occasion to leave the hall unattended
during the hire period the Hirer shall ensure that the hall is locked.
4. If the Hirer is in any doubt about how any equipment provided in the
premises should be used the Hirer shall seek advice from the Bookings
Secretary or another member of the Trustee Management Council on the use of such equipment.
5 Sets of keys are held by the Booking Secretary and must be collected from the Booking Secretary, who will advise on the alarms and locks systems to the Hirer. If this is not possible another member of the Trustee Management Council will do so.
6.Hirer to ensure there is no disturbance or interference with other hirers or their guests who may be using other parts of the premises at the same time and liase with other hirers to ensure the premise are correctly locked, alarmed and the car park gates and barriers are closed and securely locked
7. At the end of the hiring the keys must be returned to the Booking Secretary.
8. Hirer to remove all rubbish, litter or refuse from the premises and where instructed to use the receptacles provided. Failure to do so will result in the hirer being charged for any cost incurred by the Trustee Management Council in removing such items.
9. Hirer to be responsible for returning all equipment to its correct place of storage and not to bring any heavy equipment onto the premises that might cause damage.
10. At the end of the hiring the Hirer shall be responsible for leaving the premises and surrounds in a clean and tidy condition.
11 Under no circumstances shall food or alcohol be left on the premises overnight. If the Hirer wishes to leave any other items or equipment overnight then this must be discussed at the time of hiring and consent obtained from the Bookings Secretary or another member of the Trustee Management Council.

Licences
The Village Hall is licensed for entertainment including dancing, live music, recorded music, plays films. The hirer is required to abide by the terms of the licence for any function, booking or activity the Hirer organizes in respect of such activities.
The Hirers attention is drawn to the display of the Premises Licence on the notice board in the entrance hall

III- USE OF PREMISES
1. General – The hirer shall not use the premises for any purpose other than that described in the Hiring Agreement 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 premises or render invalid any insurance policies in respect
thereof. If the Hirer has a special need then this should be discussed with the
Bookings Secretary or another member of the Trustee Management Council at the time of booking and written consent must be obtained from the Trustee Management Council before these Conditions of Hire can be altered to accommodate such special need.

2. Purpose of Hire – The Trustee Management Council reserves the right to refuse any application for hire without stating the reasons for so doing.

3. Supervision – The Hirer shall, during the period of the hiring, be responsible for: supervision of the premises, the fabric and the contents; their care, safety from damage (however slight) or change of any sort; and the behavior of all persons using the premises whatever their capacity, including proper supervision of car parking arrangements so as to avoid obstruction of the emergency exits. As directed by the Trustee Management Council 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.

4. Decorations – Temporary decorations or display materials shall not be fixed in any way to any part of the building. See also 15(b) of this section
.
5. Smoking – To comply with the provisions of the Health Act 2006 smoking is strictly prohibited inside the building. Facilities for extinguishing cigarettes
are provided on the porch and the rear entrance. Cigarette ends must not be left in any other area around the building.

6. Heating – The Hirer shall ensure that no unauthorised heating appliances shall be used on the premises without the consent of the Trustee Management Council.
Portable Liquefied Propane Gas (LPG) heating appliances shall not be used
.
7. 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.

8. Licenses - Section 2 of the Hirers Agreement deals particularly with licenses and licensable activities and the Hirer should pay particular attention to this. In case of any doubt the Hirer should consult the Trustee Management Council.

9. 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.

Emergency plan for temporary responsible person
The Hirer is deemed to be the “responsible person” for the hiring and has legal duties with regard to the safety of those persons assisting or attending the event/function. These conditions should be read in conjunction with the hall plan. This plan is also displayed throughout the hall.
Before the hiring you should be aware of:
What fire protection systems are present
How a fire will be detected
How people will be warned if there is a fire
Arrangements for fire fighting
How the fire and rescue service and any other necessary services will be called and met
How evacuation of the premises will be carried out
Where people should assemble after leaving the premises and procedures for
checking the premises have been evacuated.
Checking all escape routes and doors are clear of obstruction and
combustibles.
Limitation on numbers of people.

Before the event or function you should decide
Arrangements for fire firefighting
The arrangements for means of escape of any disabled persons.
The duties and identity of persons who have been given specific
responsibilities if there is a fire who will be responsible for calling the fire and rescue services.


At the start of the event or function you should notify all those present
about:
The non-smoking policy
The fire escape routes and doors which must be kept clear at all times and
immediately available for public exit
The emergency warning signal.
Who is supervising and how to identify them.
The location of assembly points.
Noise levels should not drown out fire alarm signal.
Taking only valuables immediately to hand and not to try to collect other
belongings elsewhere in the building.
If necessary the number of persons in the premises will be limited or
controlled to avoid overcrowding.

10. Outbreaks of Fire
The Fire Brigade shall be called to any outbreak of fire that has not been
readily extinguished. If the cause of fire is unknown and even if the fire has
been extinguished the event/function should be terminated and persons
evacuated until the premises are considered safe. Details of any fire, no matter how small shall be given to the Hall Secretary or, if are not available another member of the Trustee Management Council.

11. Health and Hygiene
The Hirer and anyone else, if preparing, serving or selling food or drink, are
responsible for safety and hygiene precautions and shall observe all relevant
food health and hygiene legislation and regulations. In particular, certain
foods must be refrigerated and stored in compliance with the Food
Temperature Regulations. The premises are provided with a refrigerator and
thermometer. Please see Appendix A.
If the Hirer is a “food business”, the operator of the food business is required
to register the Village Hall with the Local Authority as a premises used for a
food business under Regulation (EC) 852/2004 Hygiene of Foodstuffs. Food
activities that are considered not be to continuous and organised undertakings
(i.e. the occasional handling, preparation, storage and serving of food by private persons) are exempt from registration. If the Hirer is in any doubt as to
whether or not it is a “food business operator”, it is the Hirer’s responsibility
to clarify its situation with the local environmental health officer.

12. Electrical Appliance Safety
The Hirer shall ensure that any electrical appliances(e.g,Lighting Systems, CD players, Laptops, Disco Equipment ,Kettles or similar) brought by them, or a third party hired by the Hirer to the premises and used there shall be safe, in good working order, PAT Approved (Portable Appliance Testing) and holds a certificate to that effect issued by an electrician authorised to test such equipment and issue such certificates in accordance with the Electricity at Work Regulations 1989.




13 Damage & Breakages
The Hirer is liable for any damage or breakages occurring during the period of hire.
The Hirer will report any damage to the premises, property or equipment immediately to the Booking Secretary or any member of the Trustees Management Council and to ensure where practicable the extent of the damage is recorded and agreed in writing. The Hirer will pay the Trustees Management Council the full cost of repair of any damage done or if beyond repair and at the discretion of the Trustees Management Council the reasonable cost of replacement.


13. Indemnity
(a)The Hirer shall indemnify and keep indemnified the Trustees of the Village
Hall and each member of the Village Hall Trustees Management Council and the Village Hall’s employees, volunteers, agents and invitees against: -
(1) The cost of repair of any damage done to any part of the premises including the curtilage thereof or the contents of the premises
(2) 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
(3) 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 where appropriate take out adequate insurance to insure the Hirer and members of the Hirer’s organisation and invitees against the Hirer’s liability under the immediately preceding paragraph 13(a) hereof and all claims arising as a result of the hire and on demand shall produce the policy and current receipt or other evidence of cover to the Hall Secretary. Failure to produce such policy and evidence of cover (if demanded) will render the hiring void and enable the Management Committee to rehire the premises to another hirer.
The Village Hall is insured against any claims arising out of its own
negligence.
(c) Please also see Section V below as to public liability insurance cover for
those hirers who use the hall for private or social purposes but note that this
does not cover commercial users who must arrange their own public liability
insurance cover.



14. Accidents and Dangerous Occurrences
The Hirer must report all accidents involving injury to the public to a member of the Village Hall Trustee Management Council as soon as possible and complete the relevant section in the Village Hall’s accident book, which is kept in the passageway by the kitchen.
Any failure of equipment belonging to the Village 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 Hall 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
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 on or used in the premises without the consent of the Trustee Management Council. No decorations are to be put up near light fittings or heaters.
(c)Nothing to be attached to the walls or framework without prior written consent of the Committee.
(d)All decorations etc to be removed at the end of the event from within and outside the Village Hall.
(e) The use of candles, or any other naked flame, is prohibited

16. 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.

17. 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 Trustee Management Council. No animals whatsoever are to enter the kitchen at any time.

18.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 who have passed the appropriate Criminal Records Bureau checks have access to the children (checks may also apply where children over eight and vulnerable adults are taking part in activities). The Hirer shall (where appropriate) provide the Village Hall Trustee Management Council with a copy of the Hirer’s Child Protection Policy on request.

19. 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 Village Hall’s Trustee Management Council 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.

20.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.

21. Right of Entry

Members of the Village Hall’s Trustee Management Council, or persons authorised by them, shall have the right of unimpeded entry to the premises at all times.





IV- DETAILED CONDITIONS OF HIRE

1. Payment of the Hire Fee
(a)Hire Deposit – All payments to be made up front. The booking is not confirmed until payment of at least 60% of the sum due is received.

(b) Refundable Special Deposit – In addition to the hire fee a special deposit at the discretion of the Management Committee is payable no less than 14 days prior to the date of the hire. This deposit, less the cost of rectifying any damage and/or the cost of exceptional cleaning or clearing up, will be repaid to the Hirer within 14 days of the termination of the period of hire.
.
2. Cancellation
A.
If the Hirer wishes to cancel the booking before the date of the event and the Management Committee is unable to conclude a replacement booking, the question of the payment or the repayment of the fee shall be at the discretion of the Trustee Management Council.
Cancelled two weeks before the event then all monies refunded.
Cancelled one week before the event then 50% monies refunded.
Cancelled under one week before the event no monies refunded
The Trustee Management Council reserves the right to cancel this hiring by written notice to the Hirer in the event of:
(i) the premises being required for use as a Polling Station for a Parliamentary or Local Government election or by-election.
(ii) the Trustee Management Council reasonably considering that
(a) such hiring will lead to a breach of licensing conditions, if applicable, or other legal or statutory requirements, or
(b) unlawful or unsuitable activities will take place at the premises as a result of this hiring.
(iii) the premises becoming unfit for the use intended by the Hirer
(iv) 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 Village Hall shall not be liable to the Hirer for any resulting direct or indirect loss or damages whatsoever.
B.
The Trustee Management Council reserves the right to cancel the Hiring Agreement at any time, or to prohibit the continuance of an event, if it considers that the Hirer has failed to comply with any of the conditions of Hire, or that the continuance of the event is undesirable. In such circumstance the Hirer shall forfeit the whole of the fees paid for the Hire, and the Trustee Management Council shall not be liable for any payment in respect of any actual or presumed loss of profit or for any other cause.

3. Refusal of Bookings
The Trustee Management Council reserves the right to refuse a booking without notice or to cancel this hiring agreement at any time either before or during the term of the agreement upon giving 7 days notice in writing to the Hirer. The Hirer shall be entitled upon such notice to reimbursement of such monies including the deposit as shall have been paid by the Hirer.

4. Regular Hire
First time regular hirers will be subject to a 2-month probationary period following which the Management Committee may at its discretion decide to renew or cancel the Hiring Agreement. If at any time during a period of regular hire the Trustee Management Council decide that the Hirer is not compliant with these Hiring Conditions then they may terminate the Hiring Agreement.

5. Hire Period
The Hirer must include time needed for preparation and clearing up in establishing the total period of hire required as entered on the Hiring Agreement form. If the hire period is overrun then the Hirer will forfeit all or part of any Deposit.

6. End of Hire
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 Trustee Management Council shall be at liberty to make an additional charge. All floors shall be swept and/or mopped as necessary and where food or drink has been prepared or served, all kitchen equipment and work surfaces used shall be cleaned in accordance with the cleaning schedule on display in the kitchen. Any keys should be surrendered. All rubbish shall be removed and taken away for disposal.
All evening bookings must terminate and the hall be cleared and empty by 12.30 pm.

7. Serving Alcoholic Drinks
See 2.1 of the Hiring Agreement and Appendix B. The Hirer must seek where alcohol is provided or offered for sale in any way whatsoever either directly or indirectly, by means of “donations” or inclusion in any ticket price, a Temporary Events Notice. The Hirer must obtain written permission for this from the Trustee Management Committee.
All serving of alcohol must cease by 11.30pm

8. Parking The Hirer will be responsible for proper supervision of the parking of cars and other vehicles to ensure tidy parking and maximum use of the available space. Any vehicle left overnight by those attending the function must be removed by 12.00 noon the next day and earlier if there is another booking. Please do not cause any inconvenience to our neighbours.

9. Use of Garden Area
(a) Hall tables and chairs may not be taken outside into the garden
(b) Access to garden area is at the discretion of the committee.
(c)Please consider the neighbouring residents. Music may not be played outside and every effort must be made to restrict general noise levels.


10. Noise
The Hirer shall ensure that the minimum of noise is made on arrival and departure.
The Hirer shall take all reasonable steps to ensure that noise emanating from the hall during a hiring is such as not to cause injury to any person or annoyance to residents in the locality.

11. Refuse
Hirer to remove all rubbish, litter or refuse from the premises and where instructed to use the receptacles provided. All refuse is to be bagged, and removed from the building

12. Equipment or other property belonging to the Hirer.
There are no facilities in the hall for the storage of equipment or other property
belonging to the hirer or the hirer’s invitees. The Village Hall accepts no
responsibility for any such equipment or other property brought onto the premises and all liability for loss or damage thereto is hereby excluded. All such equipment and other property must be removed at the end of each hiring. If the hirer fails to remove any such property and it is left on the property at the end of the hiring the Village Hall Trustee Management Council may, at its discretion, dispose of all or any of the left property by sale or otherwise on such terms and conditions as it thinks fit, and charge the hirer any costs incurred in storing, selling or otherwise disposing of the left property.

13. No Rights
The Hiring Agreement constitutes permission only to use the premises and confers no tenancy or other right of occupation on the Hirer.




14. Alterations to Conditions
The Village Hall Trustee Management Council reserves the right to make alterations to any of the Conditions of Hire from time to time and at its own discretion.






V-PUBLIC LIABILITY INSURANCE
Subject to the exclusion of certain hazardous activities, Corse & Staunton Village Hall Trustee Management Council’s Insurers provide public liability insurance cover up to £2,000,000 (two million pounds) for those that use the hall for private or social purposes. Bouncy castles and fireworks are specifically excluded from this public liability insurance. If required the committee can provide a full list of exclusions.
Commercial users (defined as individuals, groups or organisations who seek to make a profit or financial gain out of using the building) are not covered by the Trustee Management Council’s Insurance Policy and must arrange their own insurance.
Claims may be judged invalid if any hirers or users fail to observe the :
Terms and Conditions of Hire
Guidelines and notices issued or erected by the Trustee Management Council.
Relevant Licensing conditions
Current Health and Safety requirements
The Hirer is specifically reminded that discretionary insurance cover may be required for any person taking part in sporting activities in the Village Hall (particularly contact sports such as, but not limited to martial arts) and arranged by the hirer