COLTON VILLAGE HALL TERMS AND CONDITIONS OF HIRE

The Management Committee of the Colton Village Hall (hereinafter referred to as CVH) agrees to let the Colton Village Hall in whole or in part to the HIRER for a designated purpose (the EVENT) subject to the following Terms and Conditions.

Definitions

  1. Colton Village Hall includes for the purposes of this Agreement, the Buildings and surrounding land which comprise the Sports Field, the approach driveway and the car park.

Obligations of the Hirer

  1. To use the premises solely for the purposes as described in the Hire Agreement.
  2. To implement adequate supervision to ensure that all participants and contractors involved in the Event comply with all of CVH’s terms and conditions.
  3. Noise tobe controlled diligently so as not to inconvenience neighbours and to respect their privacy.
  4. To maintain the Public Access tothe Children’s Playground and Rights of Way across the Field.
  5. To ensure that there is full compliance with all licences that are required for the Event (for example sale of alcohol and tobacco) and all relevant statutory instruments including regulations concerning Sale of Goods and Betting, Gaming and Lotteries.
  6. To comply with Public Entertainment Regulations where appropriate.
  7. To meet all Health and Hygiene Standards as required by the Health and Safety Executive with particular reference to the preparation and consumption of food. This includes the disposal of food and other waste rising from the Event.
  8. To indemnify CVH for any damage arising as a direct consequence of the Event whether that be in the Village Hall and/or surrounding land which form the body of the Agreement, or in any adjacent area including but not limited to the Nature Reserve, the Gardens or the Children’s Playground. It is at the discretion of the Hirer whether insurance is taken out to cover the risk of such indemnity.
  9. A Refundable Deposit of up to £300.00 may be charged at the sole discretion of CVH to cover any repairs or “making good” arising from damage arising from the event.
  10. All electrical equipment brought in by the Hirer must be protected by RCD and used in a safe and appropriate manner. (All electrical equipment in the Hall is fitted with RCD)
  11. Control car parking so as not to cause a nuisance on the public highway or to obstruct the access drive (Reading Room Drive) which is designated as a private road.
  12. Accidents must be recorded in the accident book which is located in the First Aid Box located in the kitchen. For minor injuries the first recourse should be to the First Aid Box. Where medical aid is required 999 or 101 (as appropriate) should be dialled. The location of the Fire Exits and Fire Extinguishers must be noted before the Hall is occupied and the manner of opening Fire Doors should be made known to guests.
  13. The nearest telephone is at the war memorial, opposite the Greyhound Public House in Bellamour Way. It is card operated but can be used for 999 calls. A list of contact numbers is situated on the Village Hall notice board.
  14. Fly Posting is expressly disallowed.
  15. No Animal is allowed inside the Hall without the express agreement of CVH. The exception is dogs used as mobility aids, but these are expressly excluded from the food preparation areas.
  16. On termination of the Event, to leave the Hall in a clean and orderly condition, to return the chairs and tables to the designated storage area and to return the keys to the key safety box at “Sheringham”.
  17. It is the responsibility of the person or persons organizing an event or activity at the village hall and in its grounds to ensure that children are accompanied at all times by their parent or guardian or by an adult or adults approved under child care legislation in force at the time.
  18. Insurance. The CVH third party insurance cover specifically excludes items which are hired by or loaned to the Hirer, all inflatable items and fireworks. Before use of such items, the Hirer must have obtained suitable cover from an appropriate Insurance Company policy. In addition, if the Hirer is advised that any proposed use of the Hall is not covered by the CVH third party insurance, the Hirer shall obtain suitable cover of his/her own.

Obligations of CVH

  1. To provide full and exclusive access to all parts of the Hall as designated in the Hire Agreement. With regard to access to the Field, this will be full but not exclusive.
  2. To make available the Children’s Playground to which there is unrestricted public access.
  3. To ensure that the Hall is in a clean and orderly condition when the Hirer takes possession.
  4. To make reasonable provision for Car Parking.
  5. To provide Third party and Buildings Insurance to cover loss or injury arising the negligence or attributable fault of CVH.
  6. To make the keys available and accessible to enable the Event to start on time.
  7. To provide copies of Fire Safety procedures.
  8. To make Hirer aware of locations of Fire Exits and Fire Safety Equipment.
  9. The Hire Cost for any Agreement will be as is current at the time of signing of the Agreement irrespective of the date of an Event and will not be affected by any price rises subsequent to that date.

Payment

  1. A Deposit of 50% of the total invoice value of the Agreement must be paid at the time of its signature
  2. The balance of the amount due must be paid at the time of collection of the keys for the event.

Cancellation

  1. The Hirer may cancel the Agreement up to 14 days before the agreed date of the Event, without penalty. If cancellation is made within 14 days of the Event the Hirer will forfeit the entirety of the Booking Deposit.
  2. CVH may cancel the Agreement if required by Government or Local Authorities in the event of the Hall being taken over as a Polling Station or for any other reason of Public Service. In such an event all monies paid to CVH by the Hirer will be refunded in full.
  3. CVH has the right to cancel an Agreement without notice if the Hirer is unwilling or unable to meet his/her obligations as set out in the Agreement including the terms of payment. If such cancellation could not have reasonably been made prior to 14 days before the Event, the Hirer will forfeit all monies paid by that time.
  4. Following cancellation for whatever reason, CVH will have no liability to make any further payments.
  5. CVH has the absolute right at its sole discretion to refuse to accept an application for a booking.

Smoking Policy

Smoking, including e-cigarettes, is strictly forbidden within the premises of Colton Village Hall, in accordance with Anti-Smoking Regulations

Highly Flammable Materials

Such materials (for example bottled gas) are strictly forbidden for use within the premises unless expressly permitted in writing by an authorised member of the Colton Village Hall Committee. In addition any fireworks which are purchased for use in a display cannot be stored within the village hall unless they are securely packaged and kept under the permanent supervision of a responsible person.

Numbers

The number of persons in the hall must at no time exceed 180 seated or 240 standing.

The number of adult attendants on duty must be not less than two adult attendants for up to 100 persons or three adult attendants for 100-240 persons.

Stored materials

Materials owned by third parties may be stored on the premises subject to agreement with an authorized member of the Colton Village Hall Management Committee. Such goods will be stored at the owner’s risk insofar as they are not protected by the terms of the current insurance policy covering the Colton Village Hall.

Dated 1st January 2015