ANGMERING VILLAGE HALL

(Reg. Charity No. 271149)

HIRING AGREEMENT

THIS AGREEMENT is made on the date (1) between the MANAGEMENT COMMITTEE of ANGMERING VILLAGE HALL(2) and the HIRER (3) named below whereby in consideration of the sum(s) mentioned (4):

THE COMMITTEE agrees to permit the HIRER to use the premises (5) for the purpose (6) and for the period(s) described in (7):

  1. Date: ……………………………………….
  1. Village Hall Management Committee’s Authorised Representative:

Mrs Jane Rowley

35 Merryfield Crescent, Angmering, West Sussex, BN16 4DA

Tel: 01903 772823

  1. HIRER: (a) Name of hirer (or organisation’s authorised representative)

…………………………………………………………………………..

(b) Name of organisation (if applicable) …………………………………..

Address ……………………………………………………………………

……………………………Post Code …………….. Tel No ……………..

  1. CHARGES:

Security Deposit ………….payable with booking of Hall refunded as stated in (18) of Standard Conditions of Hire

Hiring fee ……………….. payable by ………………………………………...

  1. PREMISES: Whole Complex/Part of Complex, namely …………………………..
  1. PURPOSE OF HIRING: …………………………………………………………...

Will it be open to the public, or just for members and guests? Public ….. Members and Guests ….

Note: If you wish to sell liquor you must SEEK PERMISSION FROM THE ANGMERING VILLAGE HALL MANAGEMENT COMMITTEE BEFORE applying for the consent of Arun District Council.If a Bouncy Castle or Trampoline is to be used PERMISSION MUST BE OBTAINED FROM THE ANGMERING VILLAGE HALL MANAGEMENT COMMITTEE.

  1. PERIOD OF HIRING: Day …….…………………... Date: ……………………………….

Hours: ……………………………...

For Office Use: DEPOSIT: Paid ………………; Banked ………………; Returned …………………..

HIRING FEE: Paid …………..; Banked ……………….

THE HIRER agrees with the COMMITTEE to be present during the hiring and to perform the provisions and stipulations contained or referred to in the Committee’s “Standard Conditions of Hire” for the time being in force as attached (an understanding of which the HIRER acknowledges).

It is hereby agreed that the “Standard Conditions of Hire” attached hereto shall form part of the terms of the Hiring Agreement unless specifically excluded.

AS WITNESS the hands of the parties hereto:

Signed by the Village Hall Management Committee’s Representative:

…………………………………………………. Date ………………………...

Signed by the Hirer (on behalf of the organisation named at 3(a)(if applicable)

I declare that the information given in this Agreement is correct to the best of my knowledge and I acknowledge that any misstatement or misrepresentation will invalidate this Agreement.

I also understand that if any damage is caused or extra cleaning is required, the cost must be met in full by the HIRER.In this event, all or part of the deposit will be retained, and any excess cost will be claimed from the HIRER.

DISCLAIMER The Trustees accept no liability for the property of any organisation or person whilst in or stored on the premises. All items are at owners risk. Cars are parked in the Car Park at owners risk.

...... Date…………………………

TO CONFIRM this reservation this form must be returned to Mrs Jane Rowley within 14 days of the date in (1) overleaf together with the deposit. The Hiring Fee must be paid by the date (4), 21 days prior to the Hiring Date. Cheques made payable to Angmering Village Hall.

PLEASE SIGN BOTH COPIES AND RETURN ONE COPY TO:

Mrs Jane Rowley

35 Merryfield Crescent

Angmering

West Sussex, BN16 4DA

RETAIN THE OTHER COPY FOR YOUR INFORMATION

PLEASE KEEP FOR YOUR INFORMATION

ANGMERING VILLAGE HALL

(Reg. Charity No 271149)

STANDARD CONDITIONS OF HIRE

(If the HIRER is in any doubt as to the meaning of the following, please contact the person at No. 2 on the Hiring Agreement Form). For the purpose of these conditions, the term HIRER shall mean an individual HIRER or where the HIRER is an organisation, the authorised representative.)

  1. The HIRER will, during the period of the hire, be responsible for supervision of the premises, the fabric and the contents, their care, safety from damage however slight or change of any sort. Nothing to be hung on any wall, only on the black beams in the Main Hall. All users to provide their own dishcloths, tea towels, washing-up liquid and refuse bags. Refuse bags to be placed in bin in car park at end of hire. Recyclable items to be taken away by the HIRER.
  2. The HIRER must be over 18 years old, must be present at all times during the period of hire and is to be responsible for the behaviour of all persons using the premises, including proper supervision of car parking arrangements so as to avoid obstruction of the highway. All cars are parked at owners’ own risk.
  3. The HIRER shall not use the premises for any purpose other than described in the hiring 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 premises anything which may endanger or render invalid any insurance policies in respect thereof.
  4. THE HIRER shall be responsible for obtaining such licences as may be needed whether for the consumption of intoxicating liquor, or otherwise and for the observance of same and of all other regulations appertaining to the premises stipulated by the fire authority, the local authority, or otherwise.
  5. THE HIRER shall be responsible, in the Event of Fire, for ensuring that everyone is off the premises and shall be responsible for alerting the Fire Brigade, quoting the postcode ‘BN16 4HL’ as shown on the notices in the entrance lobbies.
  6. 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.
  7. THE HIRER shall, and shall ensure that the Hirer’s invitees, comply with the prohibition of smoking in public places provision of the Health Act 2006 and regulation made thereunder. Any person who breaches this provision shall be asked to leave the premises.
  8. THE HIRER shall ensure that the numbers attending the function covered by the hiring do not exceed:

Main HallKings Suite

a)When used for closed seated audience12070

b)When used for dancing12070

c)When seated at tables 9036

  1. THE HIRER shall ensure that any electrical appliances brought by him to the premises and used there shall be in safe working order and used in a safe manner. A Double Pole circuit breaker must be brought for disco equipment etc.
  1. THE HIRER shall indemnify the COMMITTEE for the cost of repair or any damage done to any part of the property including the curtilage thereof or the contents of the buildings which may occur during the period of the hiring as a result of the hire, which exceeds the refundable deposit.
  2. THE HIRER shall ensure that the minimum of noise is made on arrival and departure.
  3. THE HIRER shall ensure that no dogs except guide dogs are brought into the Hall.
  4. THE KEY can be collected and returned at the time agreed with the AUTHORISED REPRESENTATIVE. If the key is returned late, an additional hiring fee will be charged. At the end of the hire, the HIRER shall be responsible for leaving the premises and the surrounds in a clean and tidy condition, properly locked and secured unless directed otherwise and any contents temporarily removed from their usual positions properly replaced, otherwise the COMMITTEE shall be at liberty to make an additional charge. All inside lights to be switched off. The heating thermostat to be turned back to 10oC. ALL FUNCTIONS MUST FINISH BY 11.30 PM AND THE BUILDING LOCKED BY 12 MIDNIGHT.
  5. IN THE EVENT of the Hall or any part thereof rendered unfit for the use for which it has been hired, the COMMITTEE shall not be liable to the HIRER for any resulting loss or damage whatsoever.
  6. THE HIRER shall ensure that any activities for children under eighteen years old comply with all provisions of The Children Act 1989 and that only fit and proper persons have access to the Children.
  7. THE HIRER has a duty to safeguard vulnerable users of the Hall and its premises (both adults and children) and is solely responsible for this safeguarding.
  8. HIRING FEES with effect from 4 October 2011:

Daytime up to 6 pm:

MAIN HALL: Per Hour£15.30

KING SUITE: Per Hour£13.10

Evenings 6pm to 11.30 pm:

MAIN HALL: Per Hour£18.60

KING SUITE: Per Hour£13.10

If by previous arrangement with the AUTHORISED REPRESENTATIVE cleaning up is left to the next morning, an extra hiring fee of £15 will be charged.

  1. A REFUNDABLE DEPOSIT of £50 (£100 for 18th/21st birthday/engagements/wedding receptions) is required from the HIRER to confirm the booking. If the HIRER wishes to cancel the booking before the date of the event, £25 of the deposit will be retained. If any damage is caused or extra cleaning is required, the full deposit may be retained and payment will be required for any costs incurred not covered by the deposit.
  2. THE COMMITTEE reserves the right to cancel this hire in the event of the premises being required for use as a Polling Station for a Parliamentary or Local Government Election or By-election, in which case the HIRER shall be entitled to a refund of any deposit paid.
  3. THE COMMITTEE reserves the right to refuse a booking without reason or to cancel this agreement at any time during the term of the agreement upon giving seven days notice in writing to the HIRER. THE HIRER shall be entitled upon such notice to reimbursement of the deposit and Hiring Fee paid to the COMMITTEE. The COMMITTEE shall not be liable to make any further payments to the HIRER.
  4. THE HIRER must comply with and sign the form entitled ‘CONDITIONS FOR USE OF BOUNCY CASTLES AND TRAMPOLINES’ if a Bouncy Castle or Trampoline is to be used.
  5. THE HIRER may not bring FIREWORKS OR EXPLOSIVE items onto any part of the premises of curtilage.

PLEASE KEEP FOR YOUR INFORMATION

ANGMERING VILLAGE HALL

INFORMATION FOR HIRERS

  1. First Aid Box is in kitchen.
  2. All chairs and tables must be returned and stacked as found.

Always use chair trolleys to move piles of chairs in the Main Hall.

  1. Extractor fan over cooker must be used when oven or hob is used.
  2. Oven and hob must be cleaned;the hot water boiler switched off, and the dishwasher emptied and switched off.
  3. The hand sink must not be used for washing up or depositing teabags.
  4. Some crockery and cutlery can be provided if required, included in the hire charge but breakages or loss must be reported and will be charged for – please inform the Booking Secretary of your requirements. Glassware is not provided.
  5. Cleaning equipment is located inkitchencupboards and cupboard in the ladies toilet off the Main Hall.
  6. Sockets for microphones are located on each side of stage; suitable jack connectors may be needed.
  7. The parking bay opposite the Village Hall is primarily for the use of the residents of the houses. Please avoid using this area.
  8. On leaving the premises please follow Condition 13 in “Standard Conditions of Hire”, with the named HIRER checking that these requirements have been carried out.
  9. IN THE EVENT OF FIRE, please ensure that everyone leaves the premises and call the Fire Brigade quoting the postcode (BN16 4HL) as shown on the notices in the entrance lobbies.
  10. RECYCLING – please take away all recyclable items, i.e. plastic bottles, cans, glass, paper and card.
  11. PROCEDURE FOR LOCKING/UNLOCKING VILLAGE HALL OUTSIDE DOORS

Locking

Close door.

Pull door handle right up and then return the handle to the horizontal position.

Turn the key clockwise to lock the door.

Remove key.

Check door is securely locked – if not repeat procedure after ensuring door is correctly closed before attempting locking procedure.

Unlocking

To unlock the door turn the key in the lock anti-clockwise.

CU01/12