Hiring and Charging Rules for Hirers and Users of The Village Hall
(APPROVED BY THE COMMITTEE AT THE MEETING DATED 1ST FEBRUARY 2010)
1. BOOKINGS
The Booking Secretary will supply to all prospective Hirers a copy of these rules for the use of the hall. Agreement to hire the hall implies the Hirer’s acceptance of these rules.
Rates for hire of the hall vary, depending on the day of the week, time of day etc, and can be obtained from the Booking Secretary on request. An additional charge of £25.00 per performance is payable for stage productions by non-affiliated societies/individuals, to cover the cost of additional electricity consumption.
If the Hirer is unable to fully comply with the Rules of Hire concerning the tidying and cleaning after the event, the Committee may need to call upon the Caretaker to assist. In such an event the Committee will deduct an appropriate sum from the Hirer’s deposit as reimbursement. (minimum amount £25.00)
Cancellations must be made a minimum of two weeks before the due event in order to obtain a refund.
2. HIRER/USER’S RESPONSIBILITY
The Hirer or their designated person in charge, must acquaint themselves with the correct FIRE PROCEDURES, as described in the FIRE ACTION notices posted in the main entrance hall and elsewhere. They should note the location of the various fire appliances, and ensure that all fire exits are identified and not obstructed during the event. (The hall is subject to surprise inspections by the London Fire Authority at any time)
Please note that the hall is only licenced and insured for seated events where the capacity does not exceed 120 persons. It is the Hirer’s responsibility to ensure these numbers are not exceeded.
ALL MUSIC AND DANCING MUST CEASE BY 11.30pm AND THE HALL AND CAR PARK MUST BE VACATED BY MIDNIGHT.
On vacating the hall the Hirer is responsible for ensuring that all taps have been turned off, for extinguishing the lights, and securing all doors and windows.
The Hirer is responsible for the supervision of children attending the event, and must ensure that all children are supervised by an adult, at all times. The DRESSING ROOMS and STAGE must be made OUT OF BOUNDS to children, unless they are due to perform on the stage, when they must be properly supervised by an adult.
The Hirer is responsible for the hall and all equipment and facilities therein, for the duration of the hire. Any loss or damage must be reported to the Booking Secretary immediately.
3. NOISE
It is incumbent on all users to ensure that noise is kept to a REASONABLE level. This is particularly important as legislation now permits even a single complainant to take legal action against noise pollution, which could result in the hall losing it’s music and dancing licence. HIRERS/USERS MUST BE ESPECIALLY CONSIDERATE WHEN LEAVING THE HALL AND CAR PARK LATE AT NIGHT.
4. CAR PARK
The car park is provided for the convenience of users to the hall. However, the Committee cannot accept responsibility for any damage to, or theft of, any vehicles or property left within the confines of the village hall property. If the car park is full, drivers should park in Ringwood Avenue and adjacent side roads, NOT in Norsted Lane or the Bull’s Head car park. NO PARKING SIGNS are provided in the main entrance hall, and must be displayed in Norsted Lane by the village hall and at the junction with Rushmore Hill. These signs must be returned to the village hall before vacating the property.
5. CLEANING AND DAMAGE
The hall, kitchen and toilets must be left in a clean and tidy condition. If the floors are soiled or stained from a spillage, they should be mopped up and wiped dry. The kitchen floor and tops should also be cleaned after any function involving the servicing of food. The hall floor should be swept and any chairs or tables used, returned and stacked neatly in the store. TABLE TOPS MUST BE PROPERLY CLEANED AFTER USE. Cleaning implements are stored in the cleaning cupboard in the kitchen, including a vacuum cleaner. Tea towels and dish cloths are to be provided by the hirer.
The grounds of the hall must be kept tidy and free from litter. Dustbins are provided for rubbish, but BOTTLES AND ANY GLASS MUST BE TAKEN AWAY BY THE HIRER. Indoor litter bins should be emptied into the main bin outside the hall and relined with a new black sack from the cupboard.
For Saturday evening bookings, cleaning may be carried out on the following Sunday morning between 8am & 12noon, providing there are no bookings and the hall is freely available. THIS ARRANGEMENT SHOULD BE CHECKED WITH THE BOOKING SECRETARY PRIOR TO THE EVENT.
6. BOOKING DEPOSIT AND RETENTION
Individuals wishing to book the hall are required to provide a booking deposit of £250.00 with each booking. The deposit will be returned to the hirer once the Booking Secretary has received confirmation that the hall was vacated on time, that it was left in a clean and tidy condition, and that no damage or loss has been caused. The Committee reserves the right to withhold part or all of the Hirer’s booking deposit, if the hall and car park are not vacated by Midnight, if the hall is left untidy or dirty, and in part or full payment for any breakages, loss or damage to the hall property.
7. PERFORMING RIGHTS
The Committee hold a Performing Rights Society Licence for non-dramatic performance of musical works in the hall. However, Hirers who organise events of a non-charitable nature at which sound recordings (records, cassettes, compact discs etc) are to be played, are legally responsible for obtaining a licence from Phonographic Performance Ltd. Application forms may be obtained from the Booking Secretary. No licence is required for events of a domestic nature. eg. Private parties or wedding receptions etc.
8. INSURANCE
The hall is insured for buildings cover in the event of fire or accidental damage, and for third party liability accident insurance. However, the Committee cannot be held responsible for the damage or theft of personal items, equipment, or vehicles belonging to Hirers or their guests, or for personal injury resulting from their negligent actions, whilst on village hall property. In such situations Hirers are not covered by village hall insurance policies, and are advised to take out their own insurance cover.
9. SALE OF ALCOHOL
Applications to sell alcohol on the premises must be approved by the Committee when booking, as only a limited number of licenced events are permitted in each calendar year. If approved, it is the responsibility of the Hirer to apply to Bromley Council Licencing Department and pay for a ‘temporary events licence’, a minimum of two weeks before the event.