GREAT COATES VILLAGE HALL HIRING AGREEMENT AND STANDARD CONDITIONS OF HIRE FOR ALL USERS.
For the purposes of this agreement and the conditions of hire, the term “Hirer” shall mean an individual hirer or, where the “Hirer” is an organisation that organisation. “Premises” means those parts of the Village hall stated on the Booking form being those subject to this hire agreement. “Booking” means the contract between the Hirer and Great Coates Village Council as detailed and on the terms of this agreement (“the Booking Form” of which these conditions form part). “Period” means the time or times reserved under these conditions and “the Function” means that described and authorised by the Booking. If the Hirer is in any doubt as to the meaning of any of the following, the Village Council should be immediately consulted.
1 Hiring Agreement
In consideration of the Hire Fee being paid Great Coates Village Council agrees to permit the Hirer to use the Premises for the function(s) and for the period(s) described on the invoice.
The current charges for hire of the hall are displayed on the Great Coates Village Council website www.greatcoatespc.com. Hirers are advised that bookings are taken on the basis that payment for hire of the Village Hall will be made in advance except where agreed in writing. In the event that any invoice is not paid within 6 weeks of the booked date the Council reserve the right to cancel any booking made. Every effort will be made to contact the hirer prior to taking this action.
Hirers are advised that for wedding and some other functions, at the discretion of the Village Council, a security/damage deposit will be applied at the time of booking. This additional charge will be refunded by the Council at the next Council meeting held after the booked date provided that the Village Hall is left in a clean and tidy condition and no damage is caused to the Village Hall, its fixtures or fittings.
3 Finish Times
All Functions must end by the time stated on the invoice and must not be exceeded under any circumstances.
The purchase, serving and consumption of alcohol by persons under 18 is strictly prohibited. Alcohol can be consumed on the premises by persons over 18 as long as it is not sold and privately consumed.
5 Permitted Number
The Hirer agrees not to exceed the maximum permitted number of 120 people.
The Hirer confirms that he or she is over 18 years of age and hereby accepts responsibility for being in charge of and present on the Premises at all times when the public are present and for ensuring that all terms and conditions of this Agreement are complied with. Where the Hirer is an organisation then the Hirer agrees to nominate a person to be responsible as required under this clause and to inform the Village Council who such person is prior to the event.
The Hirer shall, during the Period, be responsible for supervision and care of the Premises including the fabric and the contents; keeping safe the same from damage however slight; 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.
The hirer must pay the cost of any damage to Village Council property whether it is wilful or accidental damage. The payment of any additional charges under clause 2 does not negate any action the Council may take to recover its costs to repair any damage cause.
9 Use of Premises
The Hirer shall not use the premises for any purpose other than that agreed at the time of booing.
The Village Council reserve the right , with or without notice, to restrict use of the hall to specific hires.
The Village Council reserve the right to approve and/or refuse entry of any entertainment, entertainers, caterers or third parties using the hall.
10 Smoking & Vaping
It is not permitted to smoke or use any vaping devices within the hall or the grounds.
11 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.
12 Licensable activities
The Village Hall is exempt from the requirements of an Entertainment, PRS or PPL Licence so long as no recorded music is played or live acts perform before 8am and after 11 pm and the audience is less than 500.
Upon payment of the hire fee to the Village Council consent is given for any such performance in accordance with this clause.
13 Public Safety Compliance
All hirers must read & be familiar with the Fire Safety Procedures.
All hirers must accept responsibility for the safety of their guests attending their function. They must identify & assess any potential risk posed.
Suitable Bouncy Castles are permitted in the Village Hall or in the garden area. However, all hirers must accept responsibility for making sure they conform to the safety procedures laid down by the Bouncy Castle Hire Company as the Village Council cannot accept responsibility. Hirers must also ask to see from the Bouncy Castle Hire Company a copy of their Public Liability Insurance & proof that the Bouncy Castles are maintained, for safety, on a regular basis.
It is essential that all access routes, fire alarm panic buttons, gangways, exits & emergency exits are kept clear at all times & free from obstruction. Parents / carers with buggies or pushchairs must ensure that these do not obstruct access to fire alarm buttons, gangways, exits & emergency exits.
14 Health and Safety
In advance of an entertainment or play the Hirer shall check the following items:
- That all escape routes are free of obstruction and can be safely used.
- That any fire doors are not wedged open.
- That there are no obvious fire hazards on the premises.
15 Outbreaks of Fire
The Hirer agrees to call the Fire Brigade to any outbreak of fire, however slight, and to evacuate the building immediately and not to re-enter until permission is given by the Fire Officer in charge.
Details of any fire or emergency call shall be given to the Village Council by calling the contact number on the Notice Board inside the Village Hall, on the entrance door of the Village Hall or on the Notice Board located on the pavement, outside the Village Hall.
16 Health and Hygiene
Under the Food Safety Act 1990 it is the responsibility of persons providing food for any event held in the Hall to ensure that they are aware if and abide by the legal requirements. The Village Council is not responsible for any food brought into the Village Hall.
17 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 grounds. All claims, losses, damages and costs made against or incurred by the Village Council, 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 Village Council, 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 (a), the Hirer shall indemnify and keep indemnified accordingly each member of the Village Council and the Village Hall’s employees, volunteers, agents and invitees against such liabilities.
- The Village Council confirms that it has insurance to insure the liabilities described in sub-clause (a) above and may, in its discretion and in the case of non commercial hirers, insure the liabilities described in sub-clause (a) above.
- The Village Council may in its sole discretion claim on its insurance for any liability of the Hirer hereunder but the Hirer shall indemnify and keep indemnified each of the Village Council and the Village Hall’s employees, volunteers, agents and invitees against any insurance excess incurred and the difference between the amount of the liability and the monies received under the insurance policy.
- Where the Village Hall does not insure the liabilities described in sub-clauses (a) and above, the Hirer agrees to take out adequate insurance to insure such liability and shall produce the policy and current receipt or other evidence of cover to the Village Council prior to commencement of the Function. In the event of non production by the Hirer (or other suitable evidence of cover) the Booking will be cancelled without return of any fees paid. The Village Council is insured against any claims arising out of its own negligence.
18 Accidents and Dangerous Occurrences
The Hirer must report all accidents involving injury or failure of equipment belonging to the Village Hall as soon as practicable and no later than 56 hours failure of equipment belonging to the Village Hall or brought in by the Hirer must also be reported as soon as possible.
19 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 Village Council. No decorations are to be put up near light fittings or heaters.
The Hirer shall ensure that no unauthorised heating appliances shall be used on the Premises without the written prior consent of the Village Council.
Portable Liquefied Propane Gas (LPG) heating appliances shall not be used in any event
21 Drunk and Disorderly Behaviour and Supply of Illegal Drugs.
The Hirer shall agree to take all reasonable steps to ensure that there is no excessive consumption of alcohol. The Hirer will take all reasonable steps to prevent (and if necessary deal with any) drunk and disorderly behaviour whether on the premises or in its immediate vicinity. Alcohol will 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. The Hirer will take all reasonable steps to ensure that illegal drugs are not brought onto the Premises, nor consumed in the vicinity.
The Hirer shall ensure that no animals (including birds) except guide dogs are brought into the Premises, unless agreed to by Great Coates Village Council. No animals whatsoever are to enter the kitchen at any time.
23 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.
24 Film Shows
Children shall be restricted from viewing age-restricted films classified according to the recommendations of the British Board of Film Classification. Hirers agree to have any necessary copyright licences for film or other media.
The Hirer shall take reasonable steps to ensure that computer users do not view any inappropriate websites and children should be suitably supervised.
In the event that a hirer cancels a prepaid booking a refund of the hire fee will be as follows:
Cancellation 2 months or longer prior to booked date the fee paid will be refunded in full less £15 administration fee.
Cancellation between 1 month and 2 months 50% of the fee paid will be refunded. In the event that the original fee paid is less than £30 no refund will be made.
Cancellation less than 1 month no refund will be made.
Great Coates Village Council reserves the right to cancel this Booking 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 Council reasonably considering 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 the Function.
- the Village Council having reasonable belief that the hirer will breach these term sand conditions.
- 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 Village Council shall not be liable to the Hirer for any resulting direct or indirect loss or damages whatsoever.
27 End of Hire
The Hirer shall be responsible for leaving the Premises and surrounding area in a clean and tidy condition with any contents temporarily removed from their usual positions properly replaced. Breach of this term shall entitle Great Coates Village Council to charge for the costs of doing so.
The Village Hall is situated in a residential area and there is a no noise policy after 11 pm with all music turned down at 10.30 pm. The Hirer shall take reasonable steps to 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 comply with any other licensing condition for the Premises, in particular, ensuring all external doors are to be kept closed. Failure to comply and in the event of complaints from residents of excessive noise levels could result in the insistence that noise levels are reduced to an acceptable level or that the Hall is closed. In the event this action is taken there will be no refund of the hall hire charges or an additional charge applied.
29 Stored Equipment
All equipment and property must be removed at the end of each hiring. The Great Coates Village Council shall not be liable for any equipment or other property left on the premises and all liability for loss or damage is hereby excluded.
It is the responsibility of the hirer to arrange removal of any items left in the Hall. If items are not removed within fourteen days of the hire, the Council will dispose of items left.
30 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 Village Council. Any alteration, fixture or fitting or attachment so approved shall at the discretion of the Village Council remain in the Premises at the end of the hiring and become the property of the Great Coates Village Council. The hirer agrees to make good to the satisfaction of the Village Council any damage done by any fixture or its removal.
30 No Rights
This Agreement constitutes permission only to use the Premises and confers no tenancy or other right of occupation on the Hirer.
31 Dangerous and Unsuitable Performances
Performances involving danger to the public or of a sexually explicit nature shall not be permitted.
32 Enquiries and Complaints
Any enquiries or complaints should initially be made to the Clerk to Great Coates Village Council, however if any complaints remain unresolved they should be brought to the attention of the Chair of the Village Council in writing.
Last updated 1st March 2020