This is the Official Website of the
Wawne Village Hall Association
Registered Charity 700033

Terms and Conditions for Hall Hire

 Security & Emergency Information

Please familiarise yourself and your guests with the following before your event:

Emergency Contacts  

Police / Fire / Ambulance   999
Police Assistance    101

Building Access Issues   Dave Hodgson – 01482 828374

• Familarise yourself with the Emergency Exits and know where the Evacuation Assembly Point is.
• First aid kit is in the kitchen
• AED (Defibrillator) is on the outside wall near the entrance

Terms and Conditions of Hire for Users

1.    A deposit may be requested for large events. This is at the discretion of the Village Hall Committee

2.    The cost of the deposit will be taken off the final balance

3.    The final balance should be paid 7 days before the event

4.    In the event a one off booking is cancelled at short notice (less than 7 days) the deposit will be refunded at the discretion of the Village Hall Association

5.    In the event a regular booking is cancelled, one month’s notice must be given

6.    All users are required to leave the hall in the condition in which they found it. Floors should be swept, spillages cleaned up, furniture replaced correctly and kitchen and toilet areas cleaned and tidied.

7.    Upon arrival, if the hall is not in a clean and tidy condition, users must contact a member of the Village Hall Committee prior to use. FAILURE TO DO SO MAY RESULT IN THE HIRER BEING CHARGED FOR DAMAGES etc. WHICH THEY HAVE NOT CAUSED.

8.    The Village Hall is strictly a NON-SMOKING building.

9.    The maximum number allowed in the building at the same time will depend on the type of event. The Hirer will be advised as to numbers at the time of the booking.

10.  The Hirer must be over 18 years of age and is responsible for the Terms and Conditions being adhered to.

11.  The Hirer must not sub-hire the Village Hall, as hire is not transferable.

Licences:

1.    The Village Hall has a Premises Licence, which authorises the following regulated entertainment and licensable activities;

·         The performance of plays

·         The exhibition of films

·         The performance of live music

·         The playing of recorded music

·         The performance of dance

·         Making music

·         Dancing

2.    If your event extends beyond 12 mid-night, you must apply for an extension to the Premises licence.

3.    The Hirer must apply, in writing, to the Wawne Village Hall Association before extending the premises. Failure to do so may result in the cancellation of the hire and could affect the future fundraising by the WVHA.

4.    If you wish to serve alcohol during your hire period you must apply for your own alcohol licence. This licence must be shown to the Booking Clerk.

 Supervision:

The Hirer, during the hire, will be responsible for the supervision of the premises, the fabric and 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 – avoiding obstruction of the highway.

Use of Premises:

1.    The hirer shall not use the Premises for any purpose other than that described in the original agreement and shall not sub-hire or use the Hall for any purpose deemed to be unlawful.

2.    The Hirer must not allow alcohol to be taken out of the building for consumption in the street or on the car park as the area around the Village Hall is a designated alcohol free zone.

Public Safety Compliance:

1.    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.

2.    The Hirer acknowledges that they have received directions on how to proceed during an emergency situation

3.    The Hirer must, prior to the booked event, ensure:-

·         that fire exits are clear and panic bolts in good working order

·         that all escape routes are free of obstruction

·         that fire doors are not wedged open

·         that exit signs are illuminated

·         that there are no obvious fire hazards on the premises

4.    The Fire Brigade shall be called to any outbreak of fire, however slight, and details given to the Booking Clerk.

Health and Hygiene:

1.    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 Regulations.

2.    All food or drink waste must be taken away.

Child Protection Policy:

Any person hiring the Hall for children’s activities, e.g. Dance Group, Youth Group must supply confirmation of a current CRB form and ensure correct supervision for children and adults.

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.

Accidents and Dangerous Occurrences:

The Hirer must report all accidents involving injury to the public to a member of the Village Hall Association as soon as possible and complete the relevant section in the Village Hall’s accident book. Any failure of equipment belonging to the Village Hall should be reported as soon as possible. Certain types of accident or injury must be reported on a special form to the Local Authority.

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, cotton wool) shall be erected without the consent of the WVHA. No decorations are to be put up near light fittings or heaters.

Heating:

The Hirer shall ensure that no unauthorized heating appliances shall be used on the premises when open to the public without the consent of the WVHA. Portable Liquefied Propane Gas heating appliances shall not be used.

Drunk and Disorderly Behaviour and supply of Illegal Drugs:

The Hirer shall ensure care shall be taken to avoid excessive consumption of alcohol in order to avoid disturbing Neighbours to the Hall and avoid violent or criminal behaviour.

Drunk and disorderly behaviour shall not be permitted either on the premises or in its 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.

 Noise:

·         Users should avoid excessive noise, especially at night events, to avoid disturbance to neighbouring properties.

·         Music should be played at a sensible level.

·         Avoid excessive noise in the Hall Car Park or in the street when leaving the event.

Animals:

The Hirer shall ensure that no animals (including birds) except guide dogs are brought into the premises, other than for an event agreed to by the Village Hall. No animals whatsoever are to enter the kitchen at any time.

Cancellation:

·         If the Hirer wishes to cancel the booking before the date of the event and the Village Hall 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 WVHA 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 election or by-election.

·         The WVHA reasonably consider that such hiring will lead to a breach of licensing conditions, if applicable, or other legal or statutory requirements, or 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 disasters. In any such case the Hirer shall be entitled to a refund of any deposit already paid, but the WVHA shall not be liable to the Hirer for any resulting direct or indirect loss or damages whatsoever.

No Rights:

The Hiring Agreement constitutes permission only to use the premises and confers no tenancy or other right of occupation onto the Hirer.