Village Hall General Conditions of Hire
a / The Hirer shall during the
period of hire be responsible for the supervision of the premises,
the fabric of the building, the contents and the behaviour of
all persons using the premises, including the supervision of parking.
b / The maximum attendance at any
one time is as follows;
Meeting Room ~ 23 seated.
Meeting Room and Foyer ~ 40 seated
Main Hall ~ 120 standing ~ 80 ~
c / Any hirer catering for under
18s must have a responsible adult on the premises at all times.
d / The Hirer shall be responsible
for ensuring that after 10.00pm all doors and windows are closed
so as not to cause disturbance or nuisance to the Hall's neighbours
and anyone leaving the premises does so in a quiet manner.
e / The Hirer must ensure the premises
are fully vacated by 00.15am.
f / The Hirer shall not sub-let
g / Accounts must be settled not
less than 14 days before the event. Failure to comply may lead
to cancellationand decline of future hire. A deposit of between
£100.00 and £150.00 will be required at the discretion
of the Trustees along with the balance.
h / All cheques should be made
payable to Wacton Village Hall
i / The Village Hall insurance
provides £2 million Public Liability cover for the Hirer
and guests for activities within the boundaries of the Village
Hall site. The parking of vehicles anywhere on the site is at
the owners' risk and the Hirer should also note that this insurance
offers no cover for any activity taking place away from the Hall
site for which the Hirer must make their own arrangements.
j / The Village Hall is licensed
for live and recorded music but the Hirer shall be responsible
for obtaining licences to sell alcoholic beverages during the
k / The Hirer shall ensure that
the food hygine certificates appropriate to the level of hire
are in place.
l / The Village Hall, including
the porch, is a no smoking area. The Hirer is responsible for
ensuring a strict compliance of all guests and visitors to the
Hall for the duration of the hire.
m / The Hirer shall comply with
all conditions and regulations made in respect of the premises
by the Fire Authority, local Authority and local Magistrates Courts.
n / The Hirer shall ensure that
no activity takes place on the premises that is in contravention
of the law relating to gaming, betting and lotteries.
o / The Hirer shall not do anything
which may endanger the property or allow to be done anything that
may cause any insurance policy relating to the property become
void or voidable or increase thepremium payable by the Trustees.
p / The Hirer shall idemnify the
Trustees for the cost of repair or damage to any part of the property
or contents during the period of hire. No Sticky tape or Blu-Tac
or similar products to be applied to any part of the structure
of the Hall
q / The Hirer shall ensure that
all means of exit from the premises are kept free from obstruction
and immediately available for instant public exit.
r / Before the event the Hirer
shall make himself acquainted with all the safety notices on the
premises and with the Fire Assembly Point which is marked and
adjacent to the speed restriction sign at the North-West corner
of the site.
s / The Hirer shall be responsible
for leaving the premises and surrounding area clean, tidy with
the lights switched off and if previously arranged securely locked.
The key should be returned to the designated commitee member within
24 hours of the event.
t / A basic first aid kit is located
in the kitchen. The Hirer must notify the Secretary if anything
is used during the hire period. The Hirer is responsible for their
own first aid arrangements and any accident must be entered in
the Accident Book and reported within 24 hours in writing or email
to the Secretary.
u / The hire includes the use of
all the furniture, kitchen and its contents. At the end of the
hire all furniture must be returned to store. All items must washed
and dried where applicable. Any breakages will be costed at the
rates shown in the Appendix with payment made within 14 days of
the event. The Hirer must supply their own pots, pans and other
v / The premises must be left in
a clean tidy condition. Floors in all areas must be swept and
tidied after use and in the event of a spillage in the Main Hall
only warm water, washing-up liquid and a mop should be used. Buckets
and mops labelled for designated areas are in the kitchen, brooms
and vacuum cleaner are in the corridor cabinet.
w / The village hall has no rubbish disposal facilities.
All rubbish must be collected and removed from the site and be
suitably disposed of by the Hirer. Where the hirer has retained
a caterer for their function, the hirer must ensure that the caterer
complies with this requirement. In the event of failure to return
the hall to the manner in which is was found at the outset, the
village hall committee may withhold all or part of the deposit.
Cancellation and Disputes
The Trustees reserve the right to cancel the hire
in the 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 a full refund of all monies paid
will be made.
If the Hirer wishes to cancel the booking with less
than 28 days notice the Trustees reserve a right to levy the hire
Should the hire not proceed due to reasons outside
the Trustees' control, all fees and payments will be returned
within 14 days.
Any dispute relating to the hire, use or damage
to the property during a period of hire shall be determined by
the Chairman of Wacton Village Hall Committee.