Conditions of Hire
PITSTONE MEMORIAL HALL 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 Hall Secretary or Booking Clerk should immediately be consulted.
Age
The Hirer, not being a person under 18 years of age, hereby accepts responsibility for being in charge of and on the premises at all times when the public are present and for ensuring that all conditions under this Agreement relating to management and supervision of the premises are met.
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. As directed by the Memorial Hall management committee, the Hirer shall pay for all damage (including accidental damage) to the premises or to the fixtures, fittings or contents and for loss of contents. < >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 not 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.
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.
Licensable activities
The Memorial Hall has a licence with the Performing Right Society for the performance of copyright music together with a PPL Licence, which permits the use of copyright music in any form e.g. record, compact disc, tapes, radio, television or by performers in person. These licences only cover the use of music for non-commercial hires e.g. family parties. The Hirer shall ensure that this Licence covers their activities and if other licences are required in respect of any activity in the Hall the Hirer will be responsible for obtaining such licence.
Public safety compliance
The Hirer shall comply with all conditions and regulations made in respect of the premises by the Local Authority, the Licensing Authority, the Hall’s Fire Risk Assessment or otherwise, particularly in connection with any event which constitutes regulated entertainment at which alcohol is sold or provided or which is attended by children. The Hirer shall also comply with the Hall’s health and safety policy.
The Hirer acknowledges that they have received instruction in the following matters:
The action to be taken in event of fire.
This includes calling the Fire Service and evacuating the hall.
The location and use of fire equipment
Escape routes and the need to keep them clear
Method of operation of escape fastenings
Appreciation of the importance of any fire doors and of closing all fire doors at the time of hire.
In advance of any entertainment or play the Hirer shall check the following items:
All fire exits are unlocked and panic bolts in good working order
All escape routes are free of obstruction and can be safely used
Fire doors are not wedged open
Fire exit signs are illuminated
There are no obvious fire hazards on the premises.
Means of escape - All means of exit from the premises must be kept free from obstruction and immediately available for instant free public exit.
The emergency lighting supply illuminating all exit signs and routes is permanently on.
Outbreaks of fire
The Fire Service shall be called to any outbreak of fire, however slight, and details thereof shall be given to the Secretary of the Board of Trustees and the Booking Clerk. The Pitstone Memorial Hall Fire Policy is included in this pack.
Health and hygiene
The Hirer shall, if preparing, serving or selling food, 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. The premises are provided with a refrigerator and thermometer. All food must be removed from the refrigerator at the end of the hire period.
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 used in a safe manner in accordance with the Electricity at Work Regulations 1989.The Hirer must provide a circuit breaker where the Hirer brings equipment in to the Memorial Hall.
Insurance and indemnity
The Hirer shall be liable for:
The cost of repair of any damage (including accidental and malicious damage) done to any part of the premises including the curtilage thereof or the contents of the premises.
The Hirer must report any existing damage to the Authorised Representative prior to the start of the event.
All claims, losses, damages and costs made against or incurred by the Memorial Hall’s management committee, their employees, volunteers, agents or invitees 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
All claims, losses, damages and costs made against or incurred by the Memorial Hall’s management committee, their employees, volunteers, agents or invitees as a result of any nuisance caused to a third party as a result of the use of the premises by the Hirer, and subject to sub-clause (b), the Hirer shall indemnify and keep indemnified accordingly each member of the Memorial Hall management committee, employees, volunteers, agents and invitees against such liabilities.
The Memorial Hall management committee shall take out adequate insurance to insure the liabilities described in sub-clauses (a)(i) above and may, at its discretion and in the case of non-commercial hirers, insure the liabilities described in sub-clauses (a)(ii) and (iii) above. The Memorial Hall shall claim on its insurance for any liability of the Hirer hereunder but the Hirer shall indemnify and keep indemnified each member of the Memorial Hall’s management committee, employees, volunteers, agents and invitees against (a) any insurance excess incurred and (b) the difference between the amount of the liability and the monies received under the insurance policy. < >Where the Memorial Hall does not insure the liabilities described in sub-clause (a)(ii) and (iii) above, the Hirer shall take out adequate insurance to insure such liability and on demand shall produce the policy and current receipt or other evidence of cover to the Memorial Hall Secretary. Failure to produce such policy and evidence of cover will render the hiring void and enable the Hall Secretary to rehire the premises to another hirer.The Memoria Hall is insured against any claims arising out of its own negligence.
Accidents and dangerous occurrences
The Hirer must report all accidents involving injury to the public to a member of the Memorial Hall management committee as soon as possible and complete the relevant section in the Hall’s Accident Book.Any failure of equipment belonging to the Memorial Hall or brought in by the Hirer must also be reported as soon as possible.Certain types of accident or injury must be reported on a special form to the Health and Safety Executive (HSE) Incident Contact Centre.The 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).
The Incident Contact Centre can be contacted in any of the following ways:
Telephone: 0845 3009923
website: www.riddor.gov.uk or via the HSE website: www.hse.gov.uk
Post: Incident Contact Centre, Caerphilly Business Park, Caerphilly CF833GG
Explosives and flammable substances
The Hirer shall ensure that:
Highly flammable substances are not brought into, or used in any part of the premises, and that < >No internal decorations of a combustible nature (e.g. polystyrene) shall be erected without the consent of the management committee. No decorations are to be put up near light fittings or heaters.
Heating
The Hirer shall ensure that no unauthorised heating appliances are 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.
The operating switch for the Main Hall heating is located in the kitchen.Next to the inner doors of each room are located the operating switches for the heating in the Millennium and Meeting Rooms.To operate the heating: (1) Press the centre button repeatedly until the required duration is displayed.(2) Check the thermostat on the individual room radiators are at the desired temperature.(3) The heating will automatically switch off at the end of the pre-set duration.
The Hirer shall ensure that in order to avoid disturbing neighbours to the hall and avoid violent or criminal behaviour, care should 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 or 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.
Animals
The Hirer shall ensure that no animals (except guide dogs) are brought into the premises, other than for a special event agreed to by the Memorial Hall. No animals whatsoever are to enter the kitchen at any time.
Compliance with the Children Act 1989
The Hirer shall ensure than any activities for children under 8 years of age comply with the provisions of The Children Act 1989 and that only fit and proper persons who have passed the appropriate Disclosure and Barring Service checks and comply with ISA requirements 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 Memorial Hall management committee with a copy of their DBS check and Child Protection Policy on request.
Fly posting
The Hirer shall not carry out or permit 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 Memorial Hall’s management committee accordingly against all actions, claims and proceedings arising from any breach of the condition.Failure to observe this condition may lead to prosecution by the local authority.
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.
Film shows
Children shall be restricted from viewing age-restricted films classified according to the recommendations of the British Board of Film Classification. Hirers should ensure that they have the appropriate copyright licences for the film.
Cancellation
If the Hirer wishes to cancel the booking before the date of the event and the Memorial Hall is unable to conclude a replacement booking, the question of payment of the relevant fee shall be at the discretion of the Memorial Hall management committee. The Memorial Hall reserves the right to cancel this hiring by prior 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 Memorial 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
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 disaster
In any such case the Hirer shall be entitled to a refund of any deposit already paid, but the Memorial Hall shall not be liable to the Hirer for any resulting direct or indirect loss or damages whatsoever.
End of hire
The Hirer shall be responsible for leaving the premises and surrounding area in a clean and tidy condition (at a cost to be determined by the Memorial Hall management committee, such cost may be waived at the discretion of the management committee), properly locked and secured unless directed otherwise and any contents temporarily removed from their usual positions properly replaced, otherwise the Memorial Hall shall be at liberty to make an additional charge.
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. The Hirer shall comply with any licensing conditions relating to the premises including that music should be dropped to a low level by 11pm such that it does not disturb local residents.
Stored equipment
The Memorial 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 Memorial Hall may use its discretion in any of the following circumstances:
Failure by the Hirer either to pay any charges in respect of stored equipment due and payable or to remove the same within 7 days after the agreed storage period has ended
Failure by the Hirer to dispose of any property brought on to the premises for the purposes of the hiring. This may result in the Memorial Hall management committee disposing 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.
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 approval of the management committee. Any alteration, fixture, fitting or attachment so approved shall, at the discretion of the Memorial Hall, remain in the premises at the end of the hiring. It will become the property of the Memorial Hall unless removed by the Hirer who must, to the satisfaction of the hall, make good any damage if caused to the premises by such removal.
No rights
The Hiring Agreement constitutes permission only to use the premises and confers no tenancy or other right of occupation on the Hirer.
Dangerous and unsuitable performances
Permission for performances involving danger to the public or of a sexually explicit nature shall not be given.
Smoking
The Hirer shall, and shall ensure that the Hirer’s invitees comply with the prohibition of smoking in public places provisions of the Health Act 2006 and regulations made there under. This includes the smoking of e-cigarettes. Any person who breaches the provision shall be asked to leave the premises.
Equality Act 2010 and the Memorial Hall’s Equal Opportunities Policy
The Hirer shall comply with the provisions of the Equality Act 2010 and the Memorial Hall’s Equal Opportunities Policy.
Prohibitions
No ball games permitted in any part of the hall except with permission for the trustees. No bouncy castles permitted in the Millennium Room.