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Hiring the Village
Hall Information on :
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| West Malvern Village Hall Trust | ||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
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Catherine Bower Secretary to the Management Committee West Malvern Village Hall Trust 184 West Malvern Road WR14 4AZ |
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To new and existing hirers of the Village Hall Dear Friends Hiring the Village Hall We trust you enjoy using the Village Hall. We have recently made improvements to the kitchen, and as hirers you may publicise your meetings through our website at www.WestMalvernVillageHall.com . We are in the process of making further improvements to the Hall which will benefit users. The Hall is operated by a
Charitable Trust ~ The West
Malvern Village Hall Trust ~ and
as a registered charity we are
obliged to comply with the
constantly expanding rules and
regulations imposed by
government, local authorities,
and other agencies. The Hiring Agreement To comply with these rules ~ and so you can see where obligations fall upon you, as hirers ~ we have created a hiring agreement, which everyone who uses the Village Hall must comply with. The Hiring Agreement is based on the standard hiring agreement for Village Halls issued by ACRE (Action with Communities in Rural England). A copy of the Hiring Agreement is enclosed. When all the rules and regulations are put in one document they naturally appear somewhat daunting, but we have endeavoured to make the Agreement as clear as possible. The Hiring Agreement will come into force on January 1st 2007 and may be updated as necessary. The document consists of five main sections. not parking in the access road at the back of the Hall agree to), and Some activities ~ such as those involving children ~ have additional requirements. The Trust is in the process of developing a Children’s Policy which will relate to activities involving the use of the Hall by children. In the meantime, the enclosed version of the Hiring Agreement, and updates to that agreement, will take effect for all groups hiring the hall from January 1st. If you have any queries regarding the Agreement please contact : Catherine Bower We realise that changes can initially seem somewhat irritating, but unless we put these regulations into place, the Village Hall will run the risk of operating outside the law. Looking forward to your cooperation Yours sincerely The Trustees +++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++ |
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| The Hiring Agreement | ||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
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Hiring
Agreement
(Hirer’s Form) To comply with statutory regulations the Trust has introduced this hiring agreement, which you must agree to if you wish to hire the Hall. If you wish to hire the Hall you will also agree to special conditions out in the attached document. A number of standard conditions also apply to the hiring of the Hall. These are set out in the accompanying document.To book the Hall contact the Bookings Officer, Ron Fisher, 212a West Malvern Road, WR14 4BA, telephone 01684 560989. In this document the Secretary to the Management Committee of the West Malvern Village Hall Trust is referred to as the Village Hall Secretary. Agreement
Hiring Agreement (Village Hall’s Form)To comply with statutory regulations the Trust has introduced this hiring agreement, which you must agree to if you wish to hire the Hall. If you wish to hire the Hall you will also agree to special conditions out in the attached document. A number of standard conditions also apply to the hiring of the Hall. These are set out in the accompanying document.To book the Hall contact the Bookings Officer, Ron Fisher, 212a West Malvern Road, WR14 4BA, telephone 01684 560989. In this document the Secretary to the Management Committee of the West Malvern Village Hall Trust is referred to as the Village Hall Secretary. Agreement
Information for Hirers & Special Conditions If you wish to hire the Hall you will also agree to the following special conditions : The Village Hall is licensed for the performance of plays, live music, recorded music, and dance. See the attached Information for Hirers and Standard Conditions of Hire for further info. No alcohol may be sold at events. The hirer must ensure that they ~ or the Village Hall ~ have the appropriate licence for the proposed activity. No food to be prepared at the location other than
reheating Information for Hirers & Standard Conditions Opening and Closing the Village Hall The Village Hall keys will be available from the Bookings Officer : Catherine Bower : 184 West Malvern Road After locking up, the keys must be returned immediately to this address. In case of emergency please contact the Village Hall Secretary :
Attention is drawn to the Special Conditions of Hire on the front page of the Booking Form. Guests are expected to vacate the premises within fifteen minutes of the end of a booked period. After midnight (unless the event is New Year’s Eve) only those helping to clear up the Village Hall should be on the premises. Failure to comply with this will result in forfeiture of the deposit. Safety The Village Hall has a No Smoking Policy, i.e. no smoking in any part of the Village Hall, the grounds, or environs. In the event of a fire, the Village Hall should be evacuated in an orderly manner using the appropriate exits, and the Fire Brigade called by dialing 999. The exact location of the nearest telephone (outside the Hall in West
Malvern Road), fire exits and fire extinguishers must be noted before
the Village Hall is occupied and the manner of opening Fire Doors should
be made known to your guests. (A sketch plan showing these is at the end
of document). A first aid box and accident book are located in the kitchen Power Circuits/Heating There is an on/off switch on the wall next to the heater. There are electric fan heaters at the rear of the Hall and on the stage. Switches are on the left of the stage as you look at it. The kitchen heater (over the door) has a switch beside it. Hall Telephone The Village Hall has no telephone and the nearest one is located outside the Village Hall on West Malvern Road so you are advised to bring a fully charged mobile telephone for use in case of emergency. Car Parking People using the Hall must comply with traffic regulations. It is a condition of hiring that users do not block the pavement, or block or park in (even temporarily) the access road to the houses behind the Village Hall, West Malvern Road, or park at the junction of West Malvern Road and Ebrington Road, (as set out in the special conditions of this agreement.) Consideration for Others Please ask your guests to leave quietly at the close of your event. Car doors banging and loud talk are disturbing to local residents. Please do not use drawing pins or sellotape on the walls or other surfaces. Use the wooden battens if you need to put up temporary notices or decorations. Do not fix decorations near light fittings or heaters. Please leave the Village Hall clean and tidy and leave waste in the bin in the kitchen or take it home. In particular we ask you to ensure that the tops of movable tables are wiped clean before being stacked in the entrance lobby. Faults/ Damage/ Comments Please report any faults or damage to the bookings officer as soon as possible so that they can be rectified quickly. The Management Committee welcome comments or observations that you may have about your hire of the Village Hall. Licenses The Village Hall has a Premises Licence authorising the following regulated entertainment and licensable activities at the times indicated. Please confirm which licensable activities will take place at your event:
In general, the serving or sale of alcohol is not permitted. If you wish to serve or sell alcohol please raise this with the Management Committee. The Hall has a licence with the Performing Rights Society for the performance of copyright music. In order to hold a licensable activity not covered by the Village Hall’s Premises Licence a Temporary Event Notice (TEN) notice will need to be given to the licensing authority. The Hirer shall obtain the written consent of the management committee before giving the licensing authority a TEN. Failure to do so will result in cancellation of the hiring without compensation because there is a limit on the number of TENs which can be granted annually for any premises. Lack of co-operation could affect future fundraising by the Hall management committee and local voluntary organisations. The Hirer agrees with the Village Hall to be present (by the Hirer’s authorised representative, if appropriate) during the hiring and to comply fully with this Hire Agreement. It is hereby agreed that the Standard Conditions of Hire together with any Special Conditions of Hire shall form part of the terms of this Hiring Agreement unless specifically excluded by agreement in writing between the Village Hall and the Hirer. None of the provisions of this Agreement are intended to or will operate to confer any benefit pursuant to the Contracts (Rights of Third Parties) Act 1999 on a person who is not named as a party to this Agreement.
Additional Standard Conditions of Hire These standard conditions apply to all hiring of the Village Hall. If the Hirer is in any doubt as to the meaning of the following, the Bookings Officer should be consulted immediately. 1. Supervision The Hirer shall, during the period of the hiring, be responsible for: supervision of the premises, the fabric and the contents; their care, safety from damage however slight or change of any sort; and the behaviour of all persons using the premises whatever their capacity, including proper supervision of car parking arrangements so as to avoid obstruction of the highway, in particular, the pavement and the junction with Ebrington Road (See Special Conditions and Printed Notices displayed in the Hall on its noticeboards), and not parking in or blocking access to 147 ~ 155 West Malvern Road (even termporarily). As directed by the Village Hall Secretary, the Hirer shall make good or pay for all damage (including accidental damage) to the premises or to the fixtures, fittings or contents and for loss of contents. 2. Use of Premises The Hirer shall not use the premises for any purpose other than that 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 the premises anything which may endanger the same or render invalid any insurance policies in respect thereof nor allow the consumption of alcohol thereon without written permission. 3. 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. 4. Licences The Hirer shall ensure that the Village Hall holds a Performing Society Rights Licence which permits the use of copyright music in any form e.g. record, compact disc, tapes, radio, television or by performers in person. If other licences are required in respect of any activity in the Village Hall the Hirer must ensure that they hold the relevant licence or that the Village Hall holds it. 5. Public Safety Compliance The Hirer shall comply with all conditions and regulations made in respect of the premises by the Fire Authority, Local Authority, the Licensing Authority or otherwise, particularly in connection with any event which constitutes regulated entertainment, at which alcohol is provided or which is attended by children. (a) The Hirer acknowledges that they have received instruction in the following matters: Action to be taken in event of fire includes : Sound the Fire Alarm by breaking the glass Call the fire brigade (the nearest phone box is on the road outside hall the hall) If safe to do so, attack the fire with the appliances provided On hearing the alarm, leave the building by the main door or fire-exit Assemble on the entry path below front stepsThe location and use of fire equipment. (Include diagram of location when handing over keys.) Escape routes and the need to keep them clear. Method of operation of escape door fastenings. Appreciation of the importance of any fire doors and of closing all fire doors at the time of a fire. (b) In advance of an entertainment or play the Hirer shall check the following items: That all fire exits are unlocked and panic bolts in good working order. That all escape routes are free of obstruction and can be safely used. That any fire doors are not wedged open (or wedged shut) That exit signs are illuminated. That there are no obvious fire hazards on the premises. 6. Means of Escape (a) All means of exit from the premises must be kept free from obstruction and immediately available for instant free public exit. (b) The emergency lighting supply illuminating all exit signs and routes must be turned on during the whole of the time the premises are occupied (if not operated by an automatic mains failure switching device). 7. Outbreaks of Fire The Fire Brigade shall be called to any outbreak of fire, however slight, and details thereof shall be given to the Village Hall Secretary .8. Health and Hygiene The Hirer shall observe all relevant food health and hygiene legislation and regulations. In particular dairy products, vegetables and meat on the premises must be refrigerated and stored in compliance with the Food Temperature Regulations. 9. Electrical Appliance Safety The Hirer shall ensure that any electrical appliances brought by them to the premises and used there shall be safe, in good working order and complaint with the PAT regulations, and used in a safe manner in accordance with the Electricity at Work Regulations 1989. 10. Indemnity The West Malvern Village Hall Trust has certain insurances set out in its Health and Safety Policy. However it is advised that in case of need the Hirer takes out their own insurance in order to … Indemnify and keep indemnified each member of the Village Hall management committee and the Village Hall’s employees, volunteers, agents and invitees against (i) the cost of repair of any damage done to any part of the premises including the curtilage thereof or the contents of the premises (ii) all claims, losses, damages and costs in respect of damage or loss of property or injury to persons arising as a result of the use of the premises (including the storage of equipment) by the Hirer, and (iii) all claims, losses, damages and costs suffered or incurred as a result of any nuisance caused to a third party as a result of the use of the premises by the Hirer. The Hirer shall take out adequate insurance to insure the Hirer and members of the Hirer’s organisation and invitees against the Hirer’s liability under paragraph 10(a) and all claims arising as a result of the hire and on demand shall produce the policy and current receipt or other evidence of cover to the Village Hall Secretary. Failure to produce such policy and evidence of cover will render the hiring void and enable the Bookings Officer to rehire the premises to another hirer. 11 . Accidents and Dangerous Occurrences The Hirer must report all accidents involving injury to the public to the Village Hall Secretary as soon as possible and complete the relevant section in the Village Hall’s accident book, which is kept in the kitchen. Any failure of equipment belonging to the Village Hall or brought in by the Hirer must also be reported as soon as possible to the Village Hall Secretary. Certain types of accident or injury must be reported on a special form to the local authority. The Village Hall Secretary will give assistance in completing this form. This is in accordance with the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995 (RIDDOR). Explosives and Flammable Substances
(a) Highly flammable substances are not brought into, or used in any part of the premises and that (b) No internal decorations of a combustible nature (e.g. polystyrene, cotton wool) shall be erected without the consent of the management committee. No decorations are to be put up near light fittings or heaters.
13. Heating The Hirer shall ensure that no unauthorised heating appliances shall be used on the premises when open to the public without the consent of the management committee. Portable Liquefied Propane Gas (LPG) heating appliances shall not be used. 14. Drunk and Disorderly Behaviour and Supply of Illegal Drugs The Hirer shall ensure that in order to avoid disturbing neighbours to the Hall and avoid violent or criminal behaviour, care shall be taken to avoid excessive consumption of alcohol. Drunk and disorderly behaviour shall not be permitted either on the premises or in its immediate vicinity. Alcohol shall not be served to any person suspected of being drunk nor to any person suspected of being under the age of 18. Any person suspected of being drunk, under the influence of drugs or who is behaving in a violent or disorderly way shall be asked to leave the premises. No illegal drugs may be brought onto the premises. 15. Animals The Hirer shall ensure that no animals (including birds) except guide dogs are brought into the premises, other than for a special event agreed to by the Village Hall. No animals whatsoever are to enter the kitchen at any time. 16. Compliance with The Children Act 1989 The Hirer shall ensure that any activities for children under eight years of age comply with the provisions of The Children Act of 1989 and that only fit and proper persons who have passed the appropriate Criminal Records Bureau checks have access to the children (checks may also apply where children over eight and vulnerable adults are taking part in activities). The Hirer shall provide the Village Hall committee with a copy of their Child Protection Policy on request. 17. Fly Posting The Hirer shall not carry out or permit irresponsible fly posting or any other form of unauthorised advertisements for any event taking place at the premises, and shall indemnify and keep indemnified each member of the Village Hall’s management committee accordingly against all actions, claims and proceedings arising from any breach of this condition. Failure to observe this condition may lead to prosecution by the local authority. Hirers must remove any fly posting for their events within three days of that event. 18. Sale of Goods The Hirer shall, if selling goods on the premises, comply with Fair Trading Laws and any code of practice used in connection with such sales. In particular, the Hirer shall ensure that the total prices of all goods and services are prominently displayed, as shall be the organiser’s name and address and that any discounts offered are based only on Manufacturers’ Recommended Retail Prices. Further detail can be found in Village Hall Information Sheet 34. 19. Cancellation If the Hirer wishes to cancel the booking before the date of the event and the Village Hall Committee is unable to conclude a replacement booking, the question of the payment or the repayment of the fee shall be at the discretion of the Village Hall. The Village Hall Committee reserves the right to cancel this hiring by written notice to the Hirer in the event of: the premises being required for use as a Polling Station for a Parliamentary or Local Government election or by-election the Village Hall management committee reasonably considering that (i) such hiring will lead to a breach of licensing conditions, if applicable, or other legal or statutory requirements, or (ii) unlawful or unsuitable activities will take place at the premises as a result of this hiring the premises becoming unfit for the use intended by the Hirer (d) an emergency requiring use of the premises as a shelter for the victims of flooding, snowstorm, fire, explosion or those at risk of these or similar disasters. In any such case the Hirer shall be entitled to a refund of any deposit already paid, but the Village Hall shall not be liable to the Hirer for any resulting direct or indirect loss or damages whatsoever. 20. End of Hire The Hirer shall be responsible for leaving the premises and surrounding area in a clean and tidy condition, properly locked and secured unless directed otherwise and any contents temporarily removed from their usual positions properly replaced, unless otherwise agreed, otherwise the Village Hall shall be at liberty to make an additional charge. 21. Noise The Hirer shall ensure that the minimum of noise is made on arrival and departure (particularly late at night and early in the morning), and during the event. The Hirer must take steps to avoid causing annoyance to neighbours. The Hirer must comply with any other licensing condition for the premises. 22. Stored Equipment No equipment may be stored without permission. Any equipment stored must be labelled (or a list of items supplied to the Management Committee ). It is stored at the owner’s risk. The Committee reserves the right to dispose without notification or reimbursement of any unlabelled, unidentified or inappropriate items. The Village Hall accepts no responsibility for any stored equipment or other property brought on to or left at the premises, and all liability for loss or damage is hereby excluded. All equipment and other property (other than stored equipment) must be removed at the end of each hiring or fees will be charged for each day or part of a day at the hire fee per hiring until the same is removed.The Village Hall Committee may, in its discretion in any of the following circumstances, namely… in respect of stored equipment, failure by the Hirer either to pay any storage charges due and payable or to remove the same within 7 days after the agreed storage period has ended (b) in respect of any other property brought on to the premises for the purposes of the hiring, failure by the Hirer to remove the same within 7 days after the hiring dispose of any such items by sale or otherwise on such terms and conditions as it thinks fit, and charge the Hirer any costs incurred in storing and selling or otherwise disposing of the same. 23. No Alterations No alterations or additions may be made to the premises nor may any fixtures be installed or placards, decorations or other articles be attached in any way to any part of the premises without the prior written approval of the Hall Village. Any alteration, fixture or fitting or attachment so approved shall at the discretion of the Village Hall remain in the premises at the end of the hiring. It will become the property of the Village Hall unless removed by the hirer who must make good to the satisfaction of the Hall or, if any damage caused to the premises by such removal. 24. No Rights The Hiring Agreement constitutes permission only to use the premises and confers no tenancy or other right of occupation on the Hirer. |
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