Wacton Village Hall




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Wacton 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 ~ seated

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 the premises.

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 hire.

k / The Hirer shall ensure that the food hygiene 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 cooking utensils.

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. No dogs are allowed on the premesis with the exception of Guide Dogs.

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 fee.

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.



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