RINGMER VILLAGE HALL
(Registered Charity No. 207885)
All organisations and individuals hiring Ringmer Village Hall must sign and return the BOOKING FORM before the booking(s) can take place. We should be grateful if you or a responsible person would sign one copy of the BOOKING FORM and return it to Ms. Bren Bonner, 29, Broyle Close, Ringmer, BN8 5PL, (01273 813303) as soon as possible. Please retain this copy for your records.
CONDITIONS OF HIRE
The HIRER is responsible for the supervision of the premises, fabric, contents and behaviour of all persons using the premises and for leaving the area(s) hired clean and tidy. All rubbish shall be removed from the premises. If the VHMC is not satisfied with the cleanliness of the area(s) hired a charge of £20.00 per hour for extra cleaning will be made. A responsible person should be nominated on each occasion of use by the HIRER to ensure that the behaviour of the participants is compatible with what is reasonable, bearing in mind the purpose of the hiring and the requirements of the Public Health and Safety Acts.
The HIRER shall reimburse the VHMC for the cost of repairs for any damage done to any part of the property within the curtilage of the Village Hall, including the contents, which may arise directly or indirectly from the hire.
The VHMC shall be under no liability for any loss or damage to the goods or property of the HIRER, or any other person. The HIRER shall indemnify the VHMC and their Officers should any claim be made against them for any loss or damage.
The VHMC may at any time cancel the agreement to hire without any obligation on their part. Should the agreed period of the hire be exceeded the VHMC may charge for the additional period.
GAINING ACCESS TO THE VILLAGE HALL
Entrance to the Village Hall is by swipe card, inserted into a reader located at the rear of the building (shops car park side).
CONDITIONS OF SWIPE CARD USE
The swipe card to gain access to the Village Hall is to be used on booked occasions only. The card must not be lent to anyone who is not connected with the hiring.
Regular users will have a card issued to the person nominated by the organisation. That person will be held responsible for complying with the Conditions of Use.
The Booking Secretary will issue casual users with a card; a deposit of £15.00 is required, which will be returned when the card is handed back.
If the swipe cardholder loses or mislays it, the Booking Secretary must be notified immediately, so that the old card can be cancelled and a new card issued. The charge for a new card is £5.00.
The swipe card will be cancelled if the holder or organisation misuses the card or Village Hall in any way. This applies particularly for failing to secure the premises or for trespass.
SECURITY
As far as is practicable keep the entry doors to the Village Hall closed during the period of the hire to prevent unauthorised persons entering the premises.
Before leaving the Village Hall first check that there are no persons on the premises (other bookings can be checked on the VHMC Notice Board). Ensure that all doors, windows and fire exits are securely closed and all internal lights are switched off.
Please bring this security notice to the attention of the appropriate members of your organisation.
SCHEDULE OF STANDARD CONDITIONS
(If the HIRER is in any doubt as to the meaning of the following, the Booking Secretary should immediately be consulted.)
For the purposes of these conditions, the term HIRER shall mean an individual HIRER or, where the HIRER is an organisation, the authorised representative.
1. Supervision: the HIRER will, during the period of the hiring, be responsible for the supervision of the premises, the fabric and the contents; their care, safety from damage, however slight; or change of any sort and the behaviour of all persons using the premises whatever their capacity; including proper supervision of car parking arrangements so as to avoid obstruction of the highway.
2. Use of Premises: 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 or do anything or bring onto the premises anything which may endanger the same or render invalid any insurance polices. Bookings by a commercial enterprise from outside of the Parish will not be permitted where they are in direct competition with traders within the Parish of Ringmer.
3. Licences: the HIRER shall be responsible for obtaining such licences as may be needed for the sale or supply of intoxicating liquor from Lewes District Council; from the Performing Rights Society, or Phonographic Performance Ltd for the use of music or otherwise and for the observance of the same.
4. 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 or lotteries.
5. Public Safety Compliance: the HIRER shall comply with all the conditions and regulations made in respect of the premises by the Fire Authority, Local Authority and the local Magistrates` Court or otherwise, particularly in connection with any event, which includes public dancing or music or other similar public entertainment. Where seating in rows is required for a performance of an entertainment e.g. a play or large public meeting. The seats must be fixed together to form the rows, the seats provide in the hall are designed for this purpose.
6. Health and Hygiene: the HIRER shall, if preparing, serving or selling food observes all relevant food health and hygiene legislation and regulations.
7. No Smoking: the HIRER shall ensure that persons attending the event abide by the law which states, as from 1st July 2007, that all Public Buildings or Places shall be designated as No Smoking Areas. Failure to comply would attract a fixed penalty fine or Court fine.
8. Electrical Appliance Safety: the HIRER shall ensure that any electrical appliances brought onto the premises and used there shall be safe and in good working order, and used in a safe manner. Where a residual circuit breaker is provided the HIRER should make use of it in the interests of public safety.
9. Brought in Equipment: the Village Hall Management Committee (VHMC) shall be indemnified against breakage, injury or loss of/from the use of any equipment or article brought onto the premises by the HIRER. It is advised that the HIRER using equipment such as Bouncy Castles, Trampolines, or the like should be adequately insured against any claim for injury arising from the use of such equipment. It is essential that the equipment supplier’s guidelines for use be strictly followed. In the event of any accident the liability rests with the HIRER.
10. Accidents and Dangerous Occurrences: the HIRER must report all accidents involving injury to a member of the public to the Booking Secretary as soon as possible after the incident. Accidents involving injury should be written up in the Accident Book, which is kept Jack Hart kitchen. A First Aid box is kept in both kitchens. Any failure of equipment, either that belonging to the Village Hall or brought in by the HIRER, must be reported to the Booking Secretary as soon as possible. Certain types of accident or injury must be reported on a special form to the Local Authority, the Booking Secretary will advise and give assistance in completing this form. This requirement is in accordance with the Health and Safety Executive Reporting of Injuries, Diseases and Dangerous Occurrences Regulation 1995.
11. Indemnity: the HIRER shall indemnify the VHMC for the cost of repair of any damage done to any part of the property within the curtilage (enclosed area) of the Village Hall, including the contents of the building, which may occur during the period of the hiring as a result of the hiring. The HIRER shall be responsible for making arrangements to Insure against Third Party claims that may be made against him or her, or the organisation if acting as a representative, whilst using the Village Hall. (The VHMC is insured against any claims arising out of its own negligence.)
12. Animals: the HIRER shall ensure that no animals, including birds, except guide dogs, are brought onto the premises, other than for a special event which has been agreed by the VHMC. No animals are to enter the kitchens at any time.
13. Compliance with the Children Act: the HIRER shall ensure that any activities for or including children comply with the provisions of the Children Act 1989, and that only fit and proper persons have access to children.
14. Fly Posting: the HIRER shall not carry out or permit fly posting, or use of a product or any other form of unauthorised advertisements for any event taking place at the Village Hall, including within the grounds of the Village Hall. Failure to observe this condition may lead to prosecution by the Local Authority. The HIRER shall indemnify the VHMC accordingly against all action, claims and proceedings arising from any breach of this condition.
15. 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 Manufactures` Recommended Retail Prices. This condition does not apply to jumble sales.
16. Cancellation: if the HIRER wishes to cancel the booking before the date of the event and the VHMC is unable to conclude a replacement booking, the question of the payment or repayment of the fee shall be at the discretion of the VHMC. In the event of a cancellation within one week of the date of hire, the original hire fee will be charged.
17. Cancellation: the VHMC reserves the right to cancel a hiring in the event of the Village Hall being required for use as a Polling Station for a Parliamentary or Local Government election or by-election, in which case the HIRER shall be automatically entitled to a refund of any deposit already paid. No compensation will be made for other expenditure or loss of income incurred by the HIRER.
18. Unfit for Use: in the event of the Village Hall or any part thereof being rendered unfit for use for which it has been hired, the VHMC shall not be liable to the HIRER for any resulting loss or damage whatsoever.
19. Refusal of a Booking: the VHMC reserves the right to refuse a booking without notice or to cancel the hiring agreement at any time before or during the term of the agreement upon giving 7 days notice in writing to the HIRER. The HIRER shall be entitled upon receiving such notice the reimbursement of such monies, including the deposit or a proportion of the same, as have been paid by the HIRER to the VHMC. The VHMC shall not be liable to make any further payment to the HIRER.
20. End of the Hire: the HIRER shall be responsible for leaving the premises and curtilage in a clean and tidy condition; all doors, windows and fire exits securely closed and all internal lights switched off, unless directed otherwise. Any contents, temporarily removed from their usual positions shall be properly replaced, according to the room plans on the walls; otherwise the VHMC shall be at liberty to make an additional charge.
21. Noise: the HIRER shall ensure that the minimum of noise is made on arrival and departure. Amplified music shall not be played at a level that causes nuisance to the neighbours of the Village Hall.
No music is to be played after midnight.
Revised December 2010