CONDITIONS OF HIRE AND INFORMATION FOR HIRERS (September 2021)
BY SIGNING THE BOOKING CONFIRMATION FORM, ALL HIRERS AGREE TO THE TERMS AND CONDITIONS SET OUT IN THESE TERMS.
PLEASE BE AWARE THAT THE ENTIRE BUILDING IS A NON-SMOKING AREA.
This document will refer to the ‘Hirer’ as being the person responsible who accepts the liabilities of the hire under these terms and conditions. The contract will be with the Secretary acting in behalf of Bomere Heath Village Hall trust and referred to as ‘BHVH’.
The Hall may be booked for recurring or single lettings. Hall hire is charged by the hour or a session (see separate sheet for charges). The specified rates cover use of the Hall, and use of the lavatories. In addition to the main hall there are two separate meeting rooms and facilities also available for hire separately:
Commercial Hirers: Please include copies of your relevant Public Liability Insurance Certificate to validate your booking.
BHVH accepts no responsibility for any ‘personal’ items left on the premises including any damage or misuse by others which may occur.
Tables and seating is provided and it is the hirers responsibility to ensure that any tables and chairs that are set up are returned to their original positions at the end of the hire period.
No charge is made for cleaning, provided that all facilities are left clean, tidy and in good repair, including the lavatories (as well as cooker and refrigerator if used). Charges will apply due to breakages, poor cleaning, failure to replace furniture, etc.
No apparatus or equipment of any description can be left on the premises without the prior consent of the Management Committee.
DEPOSITS & CHARGES
For ‘one-off’ events a deposit of £50 is required. This is in addition to the Hire charge and must be paid at the time of booking.
The deposit will be refunded after the event subject to a satisfactory inspection.
Any booking less than 4 weeks away will be required to be paid in full at the time of booking. Other bookings must be paid in full 4 weeks before the hire period.
Regular / Commercial Hirers will be invoiced prior to hire date for full payment no later than 7 days after the hire period.
Heating and Electricity
The village hall has three separate means of heating which is charged separately. With the exception of lighting electricity is similarly charged.
Main Hall : Oil fired blow air heating operated by a timed electrical switch (roughly 15mins of continuous hot blown air) located on the stage. Wall mounted electrical infrared panel heaters.
Red Room: Gas fired central heating similarly operated by a timed electrical switch (roughly 30mins of continuous heating via radiators) locates in the main kitchen.
BHVH has public liability insurance which will extend to non-commercial hirers during the term of the hire. Commercial hirers must ensure that they have Public Liability and 3rd party insurance in place and a copy should be provided to BHVH prior to any hire.hirers_public_liability_cover.pdf
For wedding receptions a deposit and rate are to be agreed separately with the Secretary.
Marquees or other erections are not permitted in the grounds of the Village Hall.
Should a call-out to the Village Hall be required as a result of a fault caused by the Hirer, a £25 call-out charge will be deducted from the Hirer’s deposit.
A deposit is charged to ensure that hirers leave the rooms hired in the same state as they found them at the start of the hire period. The hirer is responsible for ensuring that all furniture is returned to its original position, all rubbish is cleared away and if necessary the floors are swept and any spillage is mopped.
BHVH does not have commercial waste facilities. It cannot store large amounts of recyclable waste such as bottles, cans and plastic material. Such waste should be removed from the premises by the hirer. Any waste should not be deposited in pubic waste bins near to the village hall.
Failing to clean after a hire event will result in the deposit being forfeited. If the cleaning is extensive or there is a need to remove any waste the hirer will be subject to additional cleaning fess where appropriate.
The deposit will secure the booking and will prevent other bookings for the same period.
Hirers may cancel bookings by giving at least 21 days notice. Any hire fee and deposit will be fully refunded.
If a Hirer cancels a booking with less than 21 days notice being given, the deposit will be retained but the hiring charge will be refunded.
Cancellations made with less than 14 days notice are liable for no refund of the whole hiring charge.
The Management Committee reserves the right to cancel any booking by giving notice in writing and returning the hiring charge and deposit, should the purpose of hiring the Hall be in any way improper or unauthorised, or should the building be required as a Polling Station, or in a case of force majeure. The Management Committee shall not be liable to pay to the Hirer any money/loss incurred by the cancellation.
GENERAL HIRING CONDITIONS
ACCESS TO VILLAGE HALL
Hirers must contact the Secretary at least one week before the date of hire to make arrangements for access to the Village Hall.
MUSIC & ENTERTAINMENT
The Hall holds the appropriate licences for playing copyright music with PPL PRS. Under the terms of permitted (unlicensed) public entertainment music and dancing must cease by 11.00 pm and during other times all music must kept to a suitable level to avoid disturbance of neighbours. The time for permitted entertainment can be extended by applying to Shorpshire Council for a Temporary Event Notice (TEN). If you intend to do this please notify BHVH in the first instance as only 15 TENs per year can be granted to BHVH.
All Hirers should ensure that they have proper insurance for any equipment they use in the Hall.
Responsibility for the use and safety of electrical equipment (and/or other equipment specified at the time of booking) brought on to the premises by the Hirer rests entirely with the Hirer. Any such electrical equipment must have passed the necessary P.A.T. tests and certificates must be produced upon request.
Public Liability insurance cover must exist for the use of such equipment. Copies of certificates of insurance are required before a booking can be confirmed. Without adequate insurance cover such equipment must not be used. Hirers may be asked to remove such equipment from the premises.
Children shall be restricted from viewing age-restricted films classified according to the recommendations of the British Board of Film Classification. Performances involving danger to the public or of a sexually explicit nature shall not be given.
The current safety capacity of the Main Hall (Including the Committee room area) is as follows:
· Closely seated / Standing 100
· Dancing + tables 85
These numbers are guides and vary according to the activity being undertaken. You should seek advice from the secretary to qualify the maximum numbers for your event for the room(s) booked.
HEALTH & SAFETY
It is the responsibility of the individual Hirers to ensure that they are aware of the Health & Safety at Work Act 1974 and to take reasonable precautions to ensure that their activities are carried out in a responsible way.
A copy of the BHVH Health & Safety Policy is available on its website (www.bhvh.co.uk). Contact details of the delegated Committee members are also on the website along with a hard copy on the entrance notice board. A condition of the booking is that the Hirer has familiarised themselves with the Health and Safety policy on the website.
Any accidents should be reported to a delegated member at the earliest opportunity to enable the accident to be properly recorded.
Hirers must make themselves familiar with the location of the fire extinguishers, emergency exits. Hirers will be responsible for informing all those using the Hall of the position of the emergency exits. Hirers must also familiarise themselves with the instructions on what to do in case of fire. Instructions are displayed on the notice board in the Village Hall.
Fireworks, party poppers and candles are not allowed, either for internal or external use with the exception of birthday cake candles.
ACCESS FOR ALL
There is access into the building for wheelchair users into the building and a designated lavatory inside. Assistance dogs are welcome in the Village Hall.
Visitors to the Village Hall are asked to use the parking bays at the Village Hall. Where there is a likely hood that the number of spaces are insufficient, Hirers should make their attendees aware that parking on Shrewsbury Road is limited and consideration should be given for local residents. Attendees from within the village, where possible should be encouraged to attend on foot.
Licensed bars may be arranged by the Hirer in accordance with the Licensing Regulations. It is the Hirer’s responsibility to ensure that they have complied with the legislation. Alcohol consumption by persons under age must not be permitted.
If for any reason alcohol is being sold without a Licence, TEN or permission to sell alcohol has not been given when the booking was made or there are signs of alcohol-related behaviour, any member of the Management Committee can close the event immediately.
The BHVH Management Committee and Hirer can be held legally responsible for criminal offences carried out at the Hall and as a result the Hall may lose its ability to hold similar events.
UNDER NO CIRCUMSTANCES WILL THE BHVH MANAGEMENT COMMITTEE TOLERATE ANY BREACH OF THE ABOVE LEGISLATION.
While no licence is needed for free alcohol, the hirer should be aware that issues arising from drunken disorderly behaviour will have an impact on BHVH and its future ability to hold social events.
Under the Food Safety Act 1990, it is the responsibility of persons providing food for any event held in the Hall to ensure that they are aware of and abide by the legal requirements. The BHVH Management Committee is not responsible for any food brought into the Hall.
All children under the age of 16 attending an event or function must be adequately supervised at all times. A ratio of 1 adult to 10 children is recommended.
Hirers are held responsible for adequate supervision of the premises and for use of the grounds by their own party during the period of hire and must ensure that fire exits and access to them are kept clear at all times.
For events attended by more than 50 attendees, in addition to the hirer, he/she should identify two responsible adults to act as stewards. Their role is to be aware of health and safety issues and understand the fire evacuation procedure. This can be found on the notice board in the entrance foyer.
Child Protection It is the responsibility of the Hirer (under the Children Act 2004) to ensure the safety of all children at all times at any event. There is also a responsibility to safeguard vulnerable adults.
The Village Hall Management Committee has a Policy for Child Protection and Safeguarding of Young People and Vulnerable Adults. This document is accessible via the BHVH website (www.bhvh.co.uk) along with the contact details of the Child Protection Officer.
Hirers are responsible for the observance of the law regarding child protection, in particular that adults having continuing and close contact with children or vulnerable adults should have undergone a DBS (Disclosure & Barring Service) check. A declaration form for such user groups should be signed and returned with the booking form to the Bookings Secretary.
Any incidents should be reported to the Child Protection Officer.
Bouncy Castles (There are restrictions on other types of inflatable play equipment)
Bouncy castles can be used in the main hall but there are strict conditions of use to prevent damage and / or injury occurring. Failing to comply will invalidate the public liability insurance cover which BHVH have in place for hirers. BHVH trustees or their agents will not be in attendance to ensure conditions are being complied with, this responsibility and liability sits with the hirer.
Due to ceiling fans the maximum height of an inflated bouncy castle should not exceed 3.3m.
Hirer’s should only use bona fide suppliers and should ensure that the inflatable is in a good usable condition, including any electrical equipment (PAT tested) used for inflation. When erected there should be sufficient clearance from walls and fixtures to prevent injury. This is especially relevant that the height of the castle when inflated and in use does not foul the ceiling, ceiling fans and any decorations which may be in place.
Soft matting should be in place to cover any hard surface to the front or open sides, where there is a risk of injury.
Bouncy castles are not permitted outside in the grounds of the village hall (Unable to provide appropriate anchorage points).
Use of Equipment
The use of bouncy castles carries an increased risk of injury, particularly children and those who are unaware of the dangers. Extra precautions must be in place to help reduce the risk:
CHECKLIST FOR HIRERS OF BHVH
In order that the Hall can be kept in good condition for all, would Hirers please do the following at the end of each hire:
1. Please ensure that the Hall floor is left in good condition (ready for the next user). Sweep or mop the floor to remove any debris / spills, etc. (Cleaning equipment will be found in the cleaning cupboard).
2. Make sure tables are clean before being put away, and put away tables and chairs where you found them.
3. Check that all taps in the lavatories and kitchen are turned off, make sure the lavatories are clean, that the refrigerator is empty and clean if you have used it, and any cups, plates etc. that you have used are washed, dried and put away.
4. Use the bin bags provided to dispose of rubbish in the outside bin and of recycling in the appropriate containers. Any rubbish that exceeds the capacity of the outside bin must be removed by the Hirer. DO NOT USE LOCAL WASTE LITTER BINS or waste bins on other properties.
5. When you leave, check that all fire doors and kitchen hatch fire shutter are closed.
6. Double check to ensure no persons remain on the premises.
7. Switch off all the lights you have put on.
8. Lock the outer doors.
9. Close the metal gate.
Your deposit will be forfeited if the Conditions of Hire have not been met.