Bacton-on-Sea Village Hall
Charity 303896
Coast Road, Bacton, Norfolk
Hall Booking Form
The Trustees of Bacton-on-Sea Village Hall (hereafter BVH) lets the Hall
and/or Annexe as per the ‘Conditions of Hire’ contained in the attached
contract. It contains the following sections: Booking Form, Conditions of
Hire, Rates, Plan and Checklist. By signing this form the Hirer agrees to all
parts of the contract.
Hirer’s Name……………………………………………………………………………………………….
Hirer’s Address……………………………………………………………………………………………
Hirer’s Telephone ………………………………….Email......
I, the hirer, agree to pay the rent for the space, date and time as indicated above.
I have read and will adhere to all parts of this contract.
I am over 18 years of age.
Signature of Hirer……………………………………………………………………………
All hiring fees and deposits must be paid to the Hall Booking Officer prior to the
event, contact details top of this page. See page 2 for details.
Cheques should be made payable to: Bacton-on-Sea Village Hall.
Please contact the Hall Booking Officer to agree how to obtain and return the
Hall keys.
Note, Please inform the Hall Booking Officer if you wish to use the Hearing Loop System
‘Conditions of Hire’
Insurance and Liability
1. The trustees of Bacton-on-Sea Village Hall (hereafter BVH) does not accept any liability for
damage, injury or losses, whether personal or to possessions, to either the Hirer, their
representatives or any users invited into the hall/annexe/grounds (hereafter the premises), by the
Hirer. This includes members of the public paying an entry fee to the Hirer.
2. The Hirer is responsible for making arrangements to insure against any third party claims, which
may lie against them or their representatives or organisation, whilst using the premises. BVH shall
have the right to request proof of insurance cover.
Accidents and Damage – Reporting and Indemnification
3. The Hirer will indemnify BVH for the cost of repair of any damage to the premises or BVH owned
content, as a result of the hiring.
4. All accidents involving injury to the public must be reported, as soon as possible, to the Hall
Booking Officer, or if appropriate, another member of the Management Committee. There is a First
Aid Box & Accident Form (which should be completed) in the kitchen.
Health and Safety - including Children and People with disabilities
5. The maximum number of people to be admitted under fire regulations is, at any one time:
Location / Seated function / Dances (no Tables / CombinationMain Hall / 125 / 175 / 150
Annexe / 40 / 60 / 50
Both
(Used for same event) / 160 / 220 / 80
Any breaches to the above is the responsibility of the Hirer
6. All organisations hiring the Premises must have policies in place for:
Clear procedures for emergency evacuation
And where relevant
Provide extra help for users with disabilities
Comply with latest Child Protection Policies including the 1989 Children’s Act, if activities for
children under the age of 8 are provided and ensure only fit and proper persons have access to the
children.
7. The Hirer must if preparing, serving or selling food, observe all relevant food health and hygiene
regulations and legislation.
Selling Items on the Premises
8. If goods are sold on the premises, the Hirer shall ensure compliance with the Fair Trading Laws
and any Code of Practice observed.
General Conditions (See also Checklist for Hirers)
9. BVH have the right to refuse bookings and restrict entry to the general public if, in their opinion, it is
not in the best interests of the Charity.
10. The Hirer shall have the sole use of the part of the Premises they have booked for the duration
booked. Please note the annexe does not always have the use of the full kitchen.
11. The hall has a no smoking policy. The hirer must ensure that anyone wishing to smoke does so
outside and disposes of cigarette ends, matches, etc in a tidy and responsible manner, so as not to
cause a fire’.
12. No alcohol is to be sold on the premises.
13. The heating is automatically controlled by a thermostat located in the hall for the main hall and in
the annexe. If hirers need to turn the thermostat up, please return it back down to 15 when leaving.
14. The Hirer shall leave the hall in a clean and tidy condition and all equipment including tables and
chairs shall be stored in their designated areas.
15. Do not use nails, drawing pins, tacks or cello tape on walls, woodwork or windows. Any material for
display is to be placed on the notice boards.
16. Do not open the emergency exit doors in the main hall except in a case of an emergency.
17. The Hirer will take away all their rubbish.
18. The Hirer will ensure that cars are only parked in designated spaces, 4 disabled spaces at the front
and side of the hall all other cars in the car park to the rear of the hall.
Payment, Deposits and Cancellation
19. If the Hirer loses the keys to any of the outside doors of the premises, an amount of £50 is payable.
20. The Hirer shall pay the appropriate fee for the hire irrespective of the date it was booked.
21. The Hirer shall, at time of booking, pay the fee and a refundable deposit. Please see Rates of Hire
for applicable amount. (If paid by cheque, this should be issued separately). BVH reserves the right
to deduct from this, any amount to cover replacement/repair as a result of damage or an amount to
cover extra cleaning. If the damage/cleaning exceeds the deposit an invoice will be issued to cover
the difference.
22. The hire rates will normally be increased on January 1st, but may be amended any time at the
discretion of BVH. Any Hirers, who have pre-booked, will be notified accordingly. If they should
wish to cancel as a result, no fee will be charged.
23. Village organisations hiring the hall on a regular basis can pay for the hire monthly in arrears by the
last day of the month. For special one-off events or functions sections 20 and 21 apply.
24. Cancellation fees, between 60-30 days prior to date of hire: 75% between 30-0 days: 50% of hire
fee which will be deducted from the deposit. For Village Organisations hiring on a monthly basis,
notice must be given at least one month prior, otherwise the full monthly fee will be charged.
Bacton-on-Sea Village Hall
Charity Number 303896
Rates of Hire
Rates of hire for non-commercialor non-public
Sector
Groups & Individuals / Hall
With
Kitchen / Annexe
With
Kitchenette / Both / Deposit
Each 4 hour session* / £30 / £20 / £50 / £20 per area
Each 8 hour session* / £50 / £40 / £90 / £30 per area
Local regular User Groups (Advance bookings made in excess of 6 hires per annum) Individual sessions not to exceed 4 hours. / £15 / £12 / - / -
Village Groups per 4 /8 hour session* for
charity fundraising – open & free to the general public / £20/£30 / £15/£24 / - / -
Commercial & Public Sector rates 4 hour / £50 then £10 per hour / £45 then £8 per hour / £280 per day
* Please remember to include any time you need to set up, decorate & tidy afterwards
Checklist
As already mentioned in the ‘Conditions of Hire’ the Hirer is responsible for leaving the
hall in a tidy condition and properly secured, unless otherwise advised.
Any items temporarily removed from their usual position or place of storage must be
replaced.
At the end of your session, please use this checklist, copies of which can also be found
next to the exit doors:
Check there is no one left in the building
Check for any potential Fire Hazard – clear away waste paper and
cardboard – place in green bin
Check that all left over items e.g. food from a party or jumble from a
sale are removed – BVH will charge for removal if this has not been
done by the Hirer
Check that electric appliances are switched off, do not switch off the cooker at the wall
Check that the thermostats have been turned down to 15
Check that all taps are turned off
Leave the Premises clean and tidy, especially the kitchen/kitchenette,
ready for the next Hirer
Check that all windows are closed
Check that all internal doors, especially Fire Doors, are closed
Check that all lights are switched off
Check that all external doors are securely locked
Return the keys to the Booking Officer Dated Sept 2013