COTTON END VILLAGE HALL  - TERMS & CONDITIONS OF HIRE

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Cotton End Village Hall is run and maintained by Cotton End Village Hall Committee (referred to as CEVHC). The Terms and Conditions of Hire must be read and accepted before making a booking request. These Terms and Conditions apply to all areas hired within the Village Hall and Social Club.

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STANDARD CONDITIONS OF HIRE

(TO BE RETAINED BY HIRER)

 

1. Age

You, not being a person under 18 years of age, hereby accept responsibility for being in charge of and on the premises at all times when the public are present and for ensuring that all Standard Conditions, under this Agreement  relating to management and supervision of the premises are met.

 

1. Supervision

During the period of the hiring, you are responsible for:

1. supervision of the premises, the fabric and the contents;

2. care of the premises, safety from damage however slight or change of any sort; and 

3. 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.

 

As directed by us, you must 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.

 

1. Use of Premises

You must not use the premises (including the car park) for any purpose other than that described in the Agreement and must not sub-hire or use the premises. You must not allow the premises to be used for any unlawful or unsuitable purpose or in any unlawful way. You must not do anything or bring on to the premises anything which might endanger the premises or render invalid any insurance policies covering the premises. You must not allow the consumption of alcohol without our written permission, if the bar has not been booked and hired.

 

1. Insurance and Indemnity

   1. You are liable for:

      1. the cost of repair of any damage (including accidental and malicious damage) done to any part of the premises, including its curtilage or its contents

      2. the cost of repair of any damage (including accidental and malicious damage) done to our WiFi service

      3. all claims, losses, damages and costs made against or incurred by us, our employees, volunteers, agents or invitees in respect of damage or loss of property or injury to persons arising as a result of your use of the premises (including the storage of equipment) and your use of our WiFi service, and

      4. all claims, losses, damages and costs made against or incurred by us as a result of any nuisance caused to a third party as a result of your use of the premises and/or the use of our WiFi service (if any), and subject to sub-clause (ii), you must indemnify us against such liabilities.

 

1. We will take out adequate insurance to insure the liabilities described in sub-clauses (a)(i) and (ii) above and may, in our discretion and in the case of non-commercial hirers, insure the liabilities described in sub-clauses (a)(iii) and (iv) above. We will claim on our insurance for any liability you incur but you must indemnify us against:

   1. any insurance excess incurred and

   2. the difference between the amount of the liability and the monies we receive under the insurance policy.

 

1. Where we do not insure the liabilities described in sub-clauses (a)(iii) and (iv) above, you must take out adequate insurance to insure such liability and on demand must produce the policy and current receipt or other evidence of cover to our Booking Officer/Clerk. If you fail to produce such policy and evidence of cover, we will cancel this Agreement and re-hire the premises to another hirer.

 

We are insured against any claims arising out of our own negligence.

 

1. Gaming, betting and lotteries

You must ensure that nothing is done on or in relation to the premises in contravention of the law relating to gaming, betting and lotteries.

 

Music Copyright Licencing

You must ensure that we hold relevant licences under Performing Right Society (PRS) and the Phonographic Performance Licence (PPL) or, where appropriate, you must hold such licence(s).

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You must have our written permission for performance of live music and the playing of recorded music under the Deregulation Act 2015.  This Agreement confers that permission.

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Film

You must restrict children from viewing age-restricted films classified according to the recommendations of the British Board of Film Classification. You must ensure that you have the appropriate copyright licences for film.  This Agreement confers the required permission on you. (The Deregulation Act 2015 requires you to have our written permission to show a film).

 

Safeguarding Children, Young People and Vulnerable Adults

You must ensure that any activities for children, young people and other vulnerable adults are only provided by fit and proper persons in accordance with the Safeguarding Vulnerable Groups Act 2006 and any subsequent legislation.  When requested, you must provide us with a copy of your Safeguarding Policy and evidence that you have carried out relevant checks through the Disclosure and Barring Service (DBS).

 

Public Safety Compliance

You must comply with all conditions and regulations made in respect of the premises by the Local Authority, the Licensing Authority, and our fire risk assessment 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. 

 

You must also comply with Cotton End Village Hall's health and safety policy.

 

You must call the Fire Service to any outbreak of fire, however slight, and give details to our Booking Officer/Clerk.

Instructions on action to be taken in the case of fire are displayed on the notice board in the entrance hall and you agree to familiarise yourself with the following matters:

• The action to be taken in the event of fire. This includes calling the Fire Brigade and evacuating the hall.  There is no telephone on the premises and you should ensure that you have a mobile phone available.

• The location and use of fire equipment.

• Escape routes and the need to keep them clear.

• Method of operation of escape door fastenings.

• Appreciation of the importance of any fire doors and of closing all fire doors at the time of a fire.

• Location of the first aid box (this is in the kitchen).

 

In advance of any activity, whether regulated entertainment, or not you must check the following items:

• That all fire exits are unlocked and panic bolts are in good working order.

• That all escape routes are free of obstruction and can be safely used for instant free public exit.

• That any fire doors are not wedged open.

• That exit signs are illuminated.

• That there are no fire hazards on the premises.

• That emergency lighting illuminating all exit signs and routes is turned on during the whole of the time the premises are occupied (if not operated by an automatic mains failure switching device).

 

Noise

You must ensure that the minimum of noise is made on arrival and departure, particularly late at night and early in the morning. You must, if using sound amplification equipment, make use of any noise limitation device provided at the premises and comply with any other licensing condition for the premises.

 

Drunk and Disorderly Behaviour and Supply or Use of Illegal Drugs

You must ensure that:

1. no one attending your event consumes excessive amounts of alcohol (e.g. to the point of creating a disturbance, or requiring medical attention).

2. no illegal drugs are brought onto the premises.

 

Drunk and disorderly behaviour is not permitted either on the premises or in its immediate vicinity. We will ask any person suspected of being drunk, under the influence of drugs or who is behaving in a violent or disorderly way to leave the premises in accordance with the Licensing Act 2003. As the person responsible for the hire of the hall, you may not be permitted to hire or attend future events, at the discretion of the current Board of Trustees.

 

Food, Health and Hygiene

You must, if preparing, serving or selling food, observe all relevant food health and hygiene legislation and regulations. In particular dairy products, vegetables and meat on the premises must be refrigerated and stored in compliance with the Food Temperature Regulations. 

 

The premises are provided with a refrigerator and freezer. You are not permitted to leave food or other consumables on site past the end of your booking. This includes regular bookings, where fridges and freezers must be left empty at the end of each session.

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Electrical Appliance Safety

You must ensure that any electrical appliances brought by you to the premises and used there are safe, in good working order and used in a safe manner in accordance with the Electricity at Work Regulations 1989. 

 

Where a residual circuit breaker is provided you must make use of it in the interests of public safety.

 

Stored Equipment

We accept 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 do not automatically have a right to store equipment, tools or other items in the hall and all such items must be removed by the end of the booking. This includes regular hirers, where all items must be removed from the hall at the end of each session - except where permission has been given by the current Board of Trustees. This will be reviewed annually and the Board of Trustees reserves the right to withdraw permission to store items at any time with 1 week's notice.

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All equipment and other property (other than stored equipment) must be removed at the end of each hiring or the Hall will charge fees each day or part of a day, at the hire fee, until such items removed. 

 

We may, in our discretion, dispose of any items referred to below by sale or otherwise on such terms and conditions as we think fit, and charge you any costs we incur in storing and selling or otherwise disposing of the same, in any of the following circumstances:

1. your failure either to pay any charges in respect of stored equipment due and payable or to remove the same within seven days after the agreed storage period has ended.

2. your failure to dispose of any property brought on to the premises for the purposes of the hiring.

 

Smoking, Vaping, E-Cigarettes

Smoking and Vaping are not permitted anywhere inside the hall. 

You must comply with the prohibition of smoking (including vaping) in public places provisions of the Health Act 2006 and regulations made thereunder. We will ask any person who breaches this provision to leave the premises. 

 

You must ensure that anyone wishing to smoke does so outside and disposes of cigarette ends, matches etc. in a tidy and responsible manner, so as not to cause a fire or create litter.

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Accidents and Dangerous Occurrences

You must report to the Clerk as soon as possible any failure of the Hall's equipment, or equipment brought in by you. 

You must report all accidents involving injury to the public to the Clerk as soon as possible and complete the relevant section in the Hall's accident book. 

 

You must report certain types of accident or injury on a special form to the Health and Safety Executive’s Incident Contact Centre. Our Booking Officer/Clerk will give assistance in completing this form and can provide contact details of the Health and Safety Executive’s Incident Contact Centre. This is in accordance with the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013 (RIDDOR).

 

Explosives and Flammable Substances

These items are not permitted in any part of the hall or surrounding grounds.

You must ensure that:

1. highly flammable substances are not brought into, or used in any part of the premises.

2. no internal decorations of a combustible nature (e.g. polystyrene, cotton wool) are erected without our consent.

 

Heating

You must ensure that no unauthorised heating appliances are used on the premises when open to the public without our consent. 

You must not use portable liquefied propane gas (LPG) heating appliances.

Hirers are not permitted to adjust the heating thermostat. If you require the venue to be warmer, please contact the Clerk.

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Animals

Guide dogs, Hearing dogs and assistance dog owners are allowed on the premises. 

Other domestic pets are permitted at the Board of Trustee's discretion. The hirer fully is liable for any damage or injury caused by animals brought into the Hall during their hire session.

 

Fly Posting

You must not carry out or permit fly posting or any other form of unauthorised advertisements for any event taking place at the premises, and must indemnify and keep indemnified the Hall accordingly against all actions, claims and proceedings arising from any breach of this Condition. If you fail to observe this Condition you may be prosecuted by the local authority.

 

Sale of Goods

You must, if selling goods on the premises, comply with Fair Trading Laws and any code of practice used in connection with such sales. In particular, you must ensure that the total prices of all goods and services are prominently displayed, as must be the organiser’s name and address and that any discounts offered are based only on Manufacturers’ Recommended Retail Prices.

 

You must also hold appropriate Public Liability Insurance when selling goods. Proof of insurance must be shown to the Booking Officer/Clerk when requested.

 

Cancellation

If you should wish to cancel your booking then we ask that you give us as much notice as possible.

Cancellations made with less than 24hours notice will be subjected to 50% of the deposit being withheld.

 

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We reserve the right to cancel your hire Agreement by giving you written notice in the event of:

1. the premises being required for use as a Polling Station for a Parliamentary or Local  Government election or by-election;

2. The Board of Trustees 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;

3. the premises becoming unfit for your intended use;

4. 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, you will be entitled to a full refund, including of any deposit already paid, but we will not be liable to you for any resulting direct or indirect loss or damages whatsoever.

 

End of Hire

You are responsible for leaving the premises and surrounding area in a clean and tidy condition, properly locked and secured unless directed otherwise. All waste must be removed and correctly disposed of.

Any contents temporarily removed from their usual positions should be properly replaced, otherwise we may make an additional charge.

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Alterations

You must not make any alterations or additions to the premises nor install or attach any fixtures or placards, decorations or other articles in any way to any part of the premises without the bookng Clerk's prior written approval. Hirers are not permitted to use sticky tak or sticky tape on any part of the walls, ceiling, fixtures or fittings.

 

At our discretion, any alteration, fixture or fitting or attachment which have been approved may remain in the premises at the end of the hiring. Such items will become our property unless you remove them and you must make good to our satisfaction any damage you cause to the premises by such removal.

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No Rights of Occupation

This Agreement constitutes permission only to use the premises for the times and dates specified in your hire agreement and confers no tenancy or other right of occupation.