Terms and Conditions

To keep our hall in excellent condition for all who use it, everyone who hires the hall will need to agree and adhere to all our terms and conditions. Sorry these are long but they protect the hall, the trustees and the people who use or hire the hall.

Farthinghoe Village Hall - Conditions of Hire.

These standard conditions of hire apply to all hiring the Village Hall. If the Hirer is in any doubt as to the meaning of the following please contact the Booking Secretary immediately.

CAPACITY AND SUPERVISION: The maximum number of people on the premises shall not exceed 99. If using just the Beasley room, then the maximum number is 15.

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 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. The hirer will be informed by the Bookings Secretary of the arrangement for unlocking and locking the Hall. As directed by the Bookings Secretary, 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.

USE OF PREMISES AND SURROUNDS: The Hirer shall not use the premises for any purpose other than that described in this Hire 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 same or render invalid any insurance policies in respect thereof nor allow the consumption of alcohol therein without the correct written permission. If the Marquee has been booked then this will be erected, nothing else can be erected in the grounds unless agreed.

The road leading to the Village Hall is a public road and must not be obstructed. Cars are not allowed on the school playing field.

THE HIRER: The Hirer must be 21 years of age or older.

DEPOSIT: The damages deposit is due at the time of booking and the date will be confirmed once that has been received. Subject to any charges for breakages and/or damage and/or additional cleaning required the deposit will be returned in full to the Hirer within 7 days of the hire date.

SUPERVISION: 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. 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. 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.

SMOKING: The Hirer shall ensure that the Hirer’s invitees comply with the prohibition of smoking in “Public Places Provision” of the Health Act 2006 and regulations made there under.

In particular, the Hirer shall ensure that a strict NO SMOKING POLICY inside the Hall is enforced. Any person in breach of this provision shall be asked to leave the premises immediately. Any smoking outside and in the immediate vicinity of the Hall is to be controlled by the Hirer, having regard to pollution and risk and any smoking debris shall be cleared away by the Hirer on completion of the period of hire.

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.

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 and the Management Committee or otherwise in connection with any event, which constitutes regulated entertainment, at which alcohol is sold or provided or which is attended by children.

MEANS OF ESCAPE: All means of exit from the premises must be kept free from obstruction and immediately available for instant free public exit. In advance of an entertainment or play, the Hirer shall check that all escape routes are free of obstructions and can be safely used and that no fire doors are wedged open, that exit signs are illuminated and that there are no obvious fire hazards on the premises.

HEALTH AND HYGIENE: 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 Management Committee is not responsible for any food brought into the Hall.

ELECTRICAL APPLIANCE SAFETY: The Hirer shall ensure that any electrical equipment brought onto the premises and used there shall be safe, in good working order and used in a safe manner in accordance with the Electricity at Work Regulations 1989.

INDEMNITY: By signing the completed Hiring Agreement, the Hirer indemnifies and keeps indemnified each Member of the Committee and the Committee’s employees, volunteer’s agents and invitees against:

(a) The cost of repair of any damage done to any part of the premises including the curtilage thereof or the contents of the premises

(b) 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

(c) 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.

INSURANCE: Where appropriate the Hirer shall take out adequate insurance to insure the Hirer and members of the Hirer’s organisation and invitees against the Hirer’s liability and all claims arising as a result of the Hiring and on request shall produce the policy and current receipt or other evidence of cover to the Booking Secretary. Failure to produce on request such policy and evidence of cover may render the hiring void and enable the Booking Secretary to rehire the premises to another Hirer.

Any equipment used and/or stored at the hall is the responsibility of the hall user.

ACCIDENTS AND DANGEROUS SUBSTANCES: The Hirer must report all accidents involving injury to the public to a member of the Village Hall Management Committee via the Bookings Secretary as soon as possible and complete the relevant section in the Village Hall’s Accident Book. The Accident Book is situated above the first aid box in 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 Bookings Secretary will give assistance in completing this form. This is in accordance with the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995 (RIDDOR).

HEATING: The Village Hall has skirting board electric radiators which are operated by a thermostat that must not be adjusted without prior permission from The Management Committee. No unauthorised heating appliances shall be used on the premises, no LPG appliances are allowed in the hall. Additionally there are ceiling mounted electric radiators throughout the premises which can be used to provide additional heating via pay meters found in the committee room which takes £1.00 coins.

EXPLOSIVES AND FLAMMABLE SUBSTANCES: The Hirer shall ensure that no highly flammable substances are brought into the hall and/or premises. No internal decorations of a combustible nature (e.g. polystyrene, cotton wool) shall be erected without the consent of the Management Committee. No decorations are to be placed near electric fittings or heaters. Any and all candles (birthday cakes excepted) must be firmly and safely installed within a glass container that is higher than the top of flame. Tea lights may be used as long as they are in jars, lanterns or other suitable flameproof containers.

NOISE: All music, live or recorded, must cease by 11.30pm and the premises vacated by midnight. The Hirer shall ensure that the minimum of noise is made on arrival and departure, especially at night, and is responsible for maintaining orderly behaviour both inside and outside the hall. Car door banging and loud conversation in the car park should be discouraged so that the neighbours are not disturbed.

SALE OF ALCOHOL: It is a condition of hiring that alcohol will not be sold on the premises unless the Hirer has obtained the necessary license and has shown that license to the booking secretary or treasurer a minimum of 24 hours before the hiring commences.

LICENCES FOR MUSIC AND PERFORMANCE: It is the responsibility of the Hirer to ensure that all required licences are obtained and to have these available to the Booking Secretary if requested.

DRUNK AND DISORDERLY BEHAVIOUR AND THE SUPPLY OF ILLEGAL DRUGS: The Hirer shall ensure that in order to avoid violent or criminal behaviour care should be taken with the consumption of alcohol. Drunk and disorderly behaviour shall not be permitted either on the premises or in the immediate vicinity. Alcohol shall not be served to any person suspected of being drunk or any person suspected of being under the age of 25 without ID. Any person suspected of being drunk, disorderly, acting in a violent manner or under the influence of illegal drugs shall be asked to leave the premises immediately. No illegal drugs/substances may be brought onto the premises.

The Committee and its representatives shall be entitled to enter the Hall at any time during the period of the hire and shall be entitled to terminate any entertainment or other activity which is not in accord with the purpose specified in the booking form or which is in any way contrary to the law.

CANCELLATION: If the Hirer wishes to cancel the booking before the date of the event and the Village Hall is unable to conclude a replacement booking, the question of the payment or the repayment of the fee and/or deposit shall be at the discretion of the Village Hall Committee. The Village Hall reserves the right to cancel this hiring by written notice to the Hirer in the event of:

(a) The premises being required for use as a Polling Station for a Parliamentary or Local Government election or by-election.
(b) The Village Hall Management Committee reasonably considering that (i) such hiring will lead to a breach of licensing conditions, if applicable, or other legal or statutory requirements, or (ii) unlawful or unsuitable activities will take place at the premises as a result of this hiri ng.
(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.

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.

The Committee reserves the right to decline any booking.

STORED EQUIPMENT: The Village Hall 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. All equipment and other property (other than stored equipment) must be removed at the end of each hiring or fees will be charged for each day or part of a day at the hire fee per hiring until the same is removed, except that the Bookings Secretary is authorised to grant permission for the overnight storage of goods and equipment brought to the Hall for a particular function or event.

NO ALTERATIONS: No alterations or additions may be made to the premises, nor may any fixtures be installed or placards, decorations or other articles be attached in any way to any part of the premises without the prior written approval of the Bookings Secretary. Any alteration, fixture or fitting or attachment so approved shall at the discretion of the Village Hall remain in the premises at the end of the hiring. It will become the property of the Village Hall unless removed by the hirer who must make good to the satisfaction of the hall or, if any damage caused to the premises by such removal. The Hirer shall ensure no bolts, tacks, screws, bits, pins, Sellotape, ‘Blu-tack’ or other like material are attached/driven or fixed into any part of the hall.

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 Village Hall. No animals whatsoever are to enter the kitchen at any time.

FIRST AID AND FIRE FIGHTING EQUIPMENT: The Hirer shall make themselves aware of the location of First Aid Kits and Firefighting equipment.

NO RIGHTS: This Hire Agreement constitutes permission only to use the hall and confers no tenancy or other rights of occupation on the Hirer.

DAMAGE TO PROPERTY: The Management Committee reserves the right to make reasonable charges for any damage to the property and/or contents incurred during the use of the hall as covered in the Hire Agreement.

In the event that the deposit does not cover these charges then an additional invoice will be raised.

KEY COLLECTION: The key will be found in the Key safe and a code emailed or telephoned to the Hirer. If the key is not returned then an invoice will be raised for the cost of a replacement.

HIRE CHARGES: Hirers are advised that charges may be reviewed on 1st September annually. Hires arranged before that date for events after that date will be charged at the rates advertised when booked.

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 Management Committee 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.

PROHIBITIONS: Fireworks, Smoke Machines, Chinese (or “Sky”) Lanterns. both within the premises or in the car park, are expressly prohibited. Performances involving a danger to the public, or of a sexually explicit nature, shall not be given.

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, the Health and Safety Executive 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.

INSURANCE: The Hall insurance covers any hires that are entirely for non-commercial purposes and events run directly by the Trustees for Hall funds.

Hirers where any profits are used solely for the benefit of the community.
Hirers whose proceeds go to cover hire charges with the remainder to the club/organisation’s funds
Hirers where the proceeds are nil, e.g. Parish Council meetings.
Birthday parties are included – however if there are any activities or entertainers then hirers should ensure that adequate insurance is held (see below).

The Hall Insurance does not cover:

Hirers and events with any commercial aspect where a portion of the income, over and above the hire charges, goes as business or commercial income to the individual or organisation running the activity.
Any contractor engaged by a hirer to provide some service. Any such contractor must have their own Public Liability insurance and must produce written proof of this upon request.
For activity classes (eg yoga or pilates), an organiser/instructor must, as a professional person, have their own insurance cover against accidents and injuries resulting from the activities.
Evidence of any necessary insurance cover must be available if any of the committee ask for this.

ACCESS: The Bookings Secretary or any member of the Management Committee shall, at all times during the hiring, have free access to the premises.

DISCLAIMER: Farthinghoe Village Hall will not be liable in the event of any Village Hall equipment failing in use; The Trustees undertake to repair or replace failed equipment as soon as practically possible but cannot be held responsible for any consequential liability.

ADDITIONAL CONDITIONS RELATING TO PARTIES FOR YOUNG PEOPLE

18th Birthday Parties

The person for whom the Party is to be held must reside in Farthinghoe or Steane.
The booking must be made by the parents of this person.
A special deposit of £350 will be payable at the time of making the booking. This is to cover damage or other problems. The deposit will be repaid, less any such costs, if there are no reported problems. This will be by the Bookings Secretary in consultation with the Chairman.
Adequate adult supervision to a ratio of 5 adults to every 20 young persons must be provided. The adults must be present throughout the Party.
The event is to be held on an invitation-only basis.
It is a criminal offence for alcohol to be sold to young people (children) under 18 on Licenced Premises: it is also an offence for young people (children) to consume alcohol on Licenced Premises. The Hall is a Licenced Premises. Adults are not to purchase or bring in alcohol for young people (children) under 18. Failure to observe the law could put the Hall's licence at risk. Identification will be requested by bar staff. The management reserves the right to terminate the event if the provisions mentioned above are broken.
The event will finish at 11.00pm with all guests and organisers vacating the premises (including car park) by 12.00 midnight.

Parties for Children and Young People Ages 13 - 17

The person for whom the party is to be held must reside in Farthinghoe or Steane.
The booking must be made by the parents of this person. A special deposit of £200 will be applied, returnable on the completion of the party without damage.
The parents – along with sufficient adults for adequate supervision – must be present throughout the party. Supervision includes arranging orderly departure.
The event must be held on an ‘invitation to individuals’ basis.
No alcohol is to be consumed. If any alcohol is found to be consumed or brought onto the premises by young people (children) the party will be terminated by the hall management so as to conform with legislation.
All such events will finish at 10.00pm at the latest.

Any special deposit will be refunded within 28 days of the termination of the period of hire, provided that no damage or loss has been caused to the premises and/or contents, nor complaints made to the Village Hall about noise or other disturbance during the period of the hiring as a result of the hiring.

These arrangements are kept under review. Hirers should be aware that if disorder occurs, prohibition of such events in the future is likely.

At the end of the Hire - the Hirer must comply with the following actions :-

All equipment used, including tables and chairs, to be packed away safely and in the correct place at the end of the hire period.

All breakages must be reported to the Committee.
Taps must be turned off in the kitchen and make sure that the lavatories are clean and flushed.
The cooker and all other kitchen appliances, including the urn, kettles and any portable appliances must be turned off or disconnected where possible at the mains with the exception of the fridges. The kettles etc must be emptied of water.
Check that the refrigerators are empty and clean if you have used them, and any cutlery or crockery etc. that you have used are washed, dried and put away.
All lights, except emergency and security lights must be switched off
All internal doors should be closed.
The hall, other rooms, toilets and the kitchen (if used) must be left clean and tidy. Waste bins must be emptied and excess rubbish removed from site. Once the outside rubbish bin is full, ALL additional rubbish including kitchen waste MUST be removed from the site by the Hirer at the end of the hire.
Failure to do so may result in the withholding of the deposit.
On leaving the building all rooms including the lavatories must be checked to ensure windows are shut and locked and there is no one is left in the building.
The keys must be replaced in the Key safe. Please scramble the numbers on the key safe and ensure the front cover is raised.

Your deposit will be forfeited if the Conditions of Hire have not been met.

Thank you for your cooperation in looking after our Hall.

Last updated 5th December 2023

Farthinghoe Village Hall

Registered Charity No. 277672

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