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
- 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 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. The Hirer shall endeavour to ensure that no
smoking takes place within the premises. - 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
therein without stating that this is to take place on the completed Booking Form. - 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. - Licences
The Village Hall holds a Performing Society Rights Licence that 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 should ensure that they hold the
relevant licence or the Village Hall holds it. - 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 sold or provided or which is
attended by children.
(a) The Hirer will familiarise themselves with- The action to be taken in event of fire(see Fire Notice on main noticeboard in the hall foyer).
This includes calling the Fire Brigade 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 door fastenings.
- Appreciation of the importance of any fire doors and of closing all fire doors at the time of a fire.
- 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.
- That exit signs are illuminated.
- That there are no obvious fire hazards on the premises.
- The action to be taken in event of fire(see Fire Notice on main noticeboard in the hall foyer).
- 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 . - Outbreaks of Fire
The Fire Brigade shall be called to any outbreak of fire, however slight, and details thereof shall be
given to the secretary of the management committee. - 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 Committee of the
Village Hall are not responsible for non-adherence to these regulations/legislation. - Electrical Appliance Safety
The Hirer shall ensure that any electrical appliances brought by them to the premises and used therein
shall be safe, in good working order, and used in a safe manner in accordance with the Electricity at
Work Regulations 1989. There is a residual circuit breaker and the hirer must make use of it in the
interests of public safety. - Indemnity
(a) The Hirer shall indemnify and keep indemnified each member of the Village Hall management
committee and the Village Hall’s employees, volunteers, agents and invitees against (a) the cost of repair of any damage done to any part of the premises including the curtilage thereof or the contents of the premises (b) 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 (c) 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.
(b) The Hirer is advised to 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 Hall Secretary.
The Village 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 Village Hall
management committee as soon as possible and complete the relevant section in the Village Hall’s
accident book, stored in the kitchen drawer. Any failure of equipment belonging to the Village 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 local authority. 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). - Explosives and Flammable Substances
The hirer shall ensure that:
(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. - 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 at any time. - 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.
- Animals
The Hirer shall ensure that no animals (including birds) except Seeing Eye or other Assistance 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. - 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 other relevant Acts) if appropriate. - Cancellation
If the Hirer wishes to cancel the booking up to 7 days before the date of the event the Village Hall
will refund the booking fee. If cancellation is within 7 days of the booking, a refund of the booking fee
shall be at the discretion of the Village Hall. The Village Hall reserves the right to cancel this hiring by
written notice to the Hirer in the event of:
(a) the premises being required for use as a Polling Station for a Parliamentary or Local
Government election or by-election
(b) 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
(c) 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.
(e) the hall being required for a community event, deemed appropriate by the hall
committee at short notice (such as a funeral)
In any such case the Hirer shall be entitled to a refund of any fee already paid, but the Village 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, properly locked and secured unless directed otherwise and any contents temporarily removed
from their usual positions properly replaced, otherwise the Village 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, if using sound amplification equipment, make use of
any noise limitation device provided at the premises and comply with any other licensing condition for
the premises. - 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 Secretary. 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. - Faults/ Damage/ Comments
Please report any faults or damage to the booking secretary as soon as possible so that they can be
rectified quickly. The Management Committee welcomes comments or observations that you may
have about your hire of the village hall.
- No Rights
The Hiring Agreement constitutes permission only to use the premises and confers no tenancy or other
right of occupation on the Hirer.
These Conditions of Hire together with the Booking Form constitute the 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.
Appendix 1
These Special Conditions of Hire include provisions required to comply with the Premises Licence issued
under the Licensing Act 2003.
These conditions apply to all events at which regulated entertainment and /or the sale of alcohol takes
place and form part of the Hiring Agreement where necessary.
The Hirer acknowledges acceptance of the Conditions including Appendices when signing the
Booking Form. The hirier must be undertake to comply with all obligations therein.
- Capacity and Supervision
(a) The hirer shall have been instructed as to their essential responsibilities in the event of fire or
other emergencies, including attention to disabled persons, the location and use of the fire
fighting equipment available, how to call the Fire Brigade and evacuation procedure.
(b) The number of people on the premises shall not exceed 140 for dancing, or 100 seated.
The number of attendants on duty must be as specified in the Village Hall’s Premises Licence (and
not less than):
two adult attendants for up to 100 persons
three adult attendants for 100-249 persons
four adult attendants for 250-499 persons
Additional attendants are required if the audience is mostly under 16, or if there are many disabled
people present. - 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 of
the Premises Licence and/or the Operating Schedule relating to management and supervision of the
premises are met. - Dangerous and unsuitable Performances
Performances involving danger to the public, or of a sexually explicit nature, shall not be given. - Film Shows
Children shall be restricted from viewing age-restricted films classified according to the
recommendations of the British Board of Film Classification.
Appendix 2
SALE OF ALCOHOL (Either Directly or within a Ticket Price)
If Alcohol is to be sold from a Bar or is provided through a purchased ticket, the Hirer agrees, as part of the
Booking Form to obtain a Temporary Event Notice (TENs) from Central Bedfordshire Council and provide a
copy of it the Booking Secretary no less than 7 days prior to the event.
Failure to provide this evidence to the Committee will result in cancellation of the hiring without
compensation or refund.