Wacton Village Hall: Terms and Conditions of Hire

 

Booking and Fees

An online booking or downloaded booking form is required to be completed. We will accept an email providing adequate information is provided. Unless there are exceptional circumstances or a fair reason (e.g. to meet our equality duty of care) telephone bookings will not secure a booking.

Seven days’ notice is required for all bookings. Should seven days’ notice not be provided by the prospective hirer the booking may not be accepted by the Trustees. Hire fees are payable once you have been advised that the booking is agreed and will, subject to terms and conditions, secure the booking. Hirers, of one-off events, must pay the whole amount or any balance at least 21 days before the hire. Regular hirers must have already paid for any booked session at least 5 days before it takes place.

A deposit is not normally required; however, the Trustees reserve the right to charge for a deposit against loss or damage to the premises. Bank transfer (BACS) payment is our preferred form of payment. The Trustees reserve the right to charge a handling fee for processing cheque and cash payments.

 

Access and Use of Premises

We will arrange access to the premises once we have a booking in place.

The Hirer must be 18 or over.

The Hirer shall not use the premises for any purpose other than that described in the Hiring Agreement or allow the premises to be used for any unlawful purpose or bring anything onto the premises which may endanger the same or render invalid any insurance policies.

The hirer must be on the premises during the whole period of hire and shall be responsible for the supervision of the premises, the fabric of the building, the contents and the behaviour of all persons using the premises and its curtilage, including the car park.

Wacton Village Hall Committee reserves the right to request that a Temporary Event Notice (issued by the Local Authority) is provided as a condition of hire. Non-compliance with such a request will result in cancellation of the hire without compensation.

The Hirer shall indemnify the Trustees for the cost of repair, additional cleaning or damage to any part of the property or contents during the period of hire.

Before the event the Hirer shall acquaint themselves with all the safety notices on the premises and with the Fire Exits and the Fire Assembly Point, which is sign posted at the far side in the car park.

The Hirer is only permitted access to the premises up to 30 mins before and 30 minutes after the hire period to setup and clear away. The Trustees reserve the right to charge for this period or for any further time taken. Access outside these arrangements is prohibited and contravenes insurance cover and health and safety regulations. The Village Hall Committee reserves the right to cancel further bookings with any hirer contravening these access terms.

The Hirer shall ensure that all means of exit from the premises are kept free from obstruction and available for public exit. No external fire doors are to be propped open by use of fire extinguishers, chairs or other means. The Fire Service must be called to any outbreak of fire and details thereof provided to the Village Hall Committee.

The Hirer is responsible for first aid arrangements. Please report any incident within 24 hours in writing or email to the booking secretary. A basic first aid kit is located in the corridor leading to the toilets. The Hirer must notify the booking secretary if anything is used during the hire period and any accidents must be entered in the Accident Book, which is next to the first aid box.

The parking of vehicles anywhere on the site is at the vehicle owner’s’ risk.

No dogs are allowed on the premises with the exception of guide and support dogs.

The Village Hall is a no smoking area. The Hirer is responsible for ensuring the compliance of all guests and visitors for the duration of hire.

Any organisations or individuals hiring the hall for the purposes of holding activities involving children or vulnerable adults are confirming by signing the terms and conditions of booking that they have the appropriate safeguarding policies and procedures in place.

Hirers must ensure that adult to child supervision ratio requirements are met as follows:
0 – 8 years a parent or guardian should remain with the child.9 – 12 years – one adult to eight children
13 – 18 years – one adult to ten children.

No helium balloons, bouncy castles or trampolines permitted on the premises. No sticky tape, blu-tac or similar products are to be applied to any part of the structure of the Hall without prior permission.

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. All music must stop at 11.45pm. The Hirer must ensure the premises are fully vacated by 00.15am.

Licensable Activities and Alcohol
The Hirer shall ensure that nothing is done on or in relation to the premises in contravention of the law and current licencing regulations in relation to the sale of alcohol.

A licensed bar is available through Wacton Social Club. (Contact at taylor169@btinternet.com). For any other licensable activity, including the sale of alcohol, on the premises or on part of the premises, a Temporary Event Notice (TEN) must be obtained from the Local Authority. The Hirer must obtain the written consent of Wacton Village Hall Committee to apply for a TEN and must submit a copy of the TEN issued by the Local Authority to the Committee prior to the requested hire. Failure to do so will result in cancellation of the hire without compensation.

If any other licences are required in respect of any other activity in the Village Hall the Hirer should ensure that they hold the relevant licence or the Village Hall holds it.

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.

Cancellation and Disputes

The Trustees reserve the right to cancel the hire in 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 of a one-off event decides to cancel the booking with less than 21 days’ notice the Trustees reserve the right to levy the hire fee. If a regular hirer decides to cancel a booked session with less than 5 days’ notice the Trustees reserve the 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 Trustees of Wacton Village Hall Committee.

Your Responsibilities as a Hirer

The Hirer is only permitted access to the premises up to 30 mins before and up to 30 mins after the hire period to setup and clear away. The Trustees reserve the right to charge for this period or for any further time taken. Access outside agreed arrangements is prohibited and contravenes insurance cover and health and safety regulations. The Village Hall Committee reserves the right to cancel further bookings with any hirer contravening these terms.

At the end of the hire all furniture must be returned to store, unless advised otherwise. The Village Hall has no rubbish disposal facilities. Hirers need to provide their own rubbish bags and all rubbish must be removed from the site. The Hirer is responsible for leaving the premises and surrounding area clean and tidy with the lights switched off. The Hirer is to use the checklist on the entrance door as they leave the premises to ensure they have complied in leaving the premises in a safe and secure manner.

The Hirer must observe all relevant food, health and hygiene legislation and regulations if food is to be prepared, served or sold. All items used in the kitchen must be washed and dried and put away.Floors in all areas used must be swept. All toilets flushed. In the event of spillage in the Main Hall warm water, a little washing-up liquid and a mop should be used. Buckets and mops labelled for the kitchen and main hall, brooms and vacuum cleaner are in the corridor cabinets. The mop and bucket for the toilets is in the ladies.

In the event of failure to return the Hall to the manner in which it is found the Village Hall Trustees reserve the right to make a further charge. Any damage or breakages will be paid for by the Hirer.

At no time will any abuse or disrespect towards the booking secretary or any other Village Hall volunteer be acceptable. If this happens you risk losing your future bookings at the Village Hall.