Hiring Agreement

Terms & Conditions of Hiring

Hirers must understand that if the below conditions are not met we have the right to retain the security deposit and the hirer could face a ban from future hiring of the hall.

 Premises Licence: Gretton Village Hall has a premises Licence authorizing the following regulated entertainments and licensable activities within the times indicated. The hall has a full licence to sell and serve alcohol.

ACTIVITY  LICENCED FORTIMES LICENCED FOR
PLAYING OF RECORDED MUSICYES11am to Midnight
PLAYING OF LIVE MUSIC / MAKING MUSICYES11am to Midnight
PERFORMANCE OF DANCE / DANCINGYES  11am to Midnight
PERFORMANCE OF PLATSYES11am to Midnight
EXHIBITION OF FILMSYES11am to Midnight
INDOOR SPORTS EVENTS / (EXCLUDING BOXING/WRESTLINGYES11am to midnight
ENTERTAINMENTS SIMILAR TO THOSE LISTEDYES11am to Midnight
ACTIVITIES NOT LICENCEDCOMMENTS  
PROVISION OF HOT FOOD AFTER 11PM FOOD PREPARATION MUST BE IN THE KITCHEN OR IN A PORTABLE VEHICLE AT THE FRONT OF THE HALL
PERFORMING RIGHTS SOCIETYLICENCE REQUIRED TO PERFORM COPYRIGHT MUSIC / MATERIAL

The hirer, or their authorized representative agrees to be present in the hall during the hiring and comply with the hiring agreement.

KEYS

The hall keys will be available by arrangement with the booking secretary. If this is your first booking, they can provide a tour of the facilities and the information about the hall, heating, lighting, and equipment. They will also give you instructions regarding locking up when your event is over and returning the keys and remind you of the terms and conditions of hire.

END OF HIRE:

Leave premises and surrounding area clean and tidy.

Replace chairs and tables in storeroom and equipment in original position.

Turn off heating and lighting.

Close and lock all doors and windows.

SUPERVISION

DURING THE PERIOD OF THE HIRE THE HIRER IS RESPONSIBLE FOR:

  1. Supervision of premises and grounds
  2. The care and safety of fabric and contents
  3. The behaviour of all persons using the premises
  4. Car parking arrangements to avoid obstruction of highway
  5. Making good / payment for all damage to hall and contents
  6. Ensure that agreed hours of hire are adhered to
  7. Ensure that all lights and heaters are switched off
  8. Ensure that all doors are locked

USE OF PREMISES

  1. The hirer shall not use the premises for any purpose other than the agreed hiring use
  2. Shall not sub –hire  / sub-let the premises
  3. Allow the premises to be used for any unlawful purpose
  4. To bring anything on to the premises that would endanger the property or invalidate their insurance policies
  5. Decorations may not be attached to the ceiling, walls or paintwork with sticky tape, blue tac, drawing pins or other temporary fixings
  6. Ensure that no decorations are placed near light fittings or heaters
  7. Ensure that activities do not contravene gaming, betting and lotteries laws
  8. No advertising on the premises is permitted without the authority of the management committee
  9. The sale of goods on the premises must comply with fair trading laws
  10. Children must not be allowed in the kitchen
  11. No illegal drugs are to be brought on to, or used on the premises

THE HIRER MUST ENSURE THAT THERE IS NO DISORDERLY BEHAVIOUR OR DISTURBANCE TO NEIGHBOURS DUE TO VIOLENT, CRIMINAL OR ANTI SOCIAL CONDUCT OR EXCESSIVE NOISE

PUBLIC SAFETY

ELECTRICAL APPLIANCES

ANY APPLIANCES BROUGHT ON TO THE PREMISES MUST BE SAFE AND IN GOOD WORKING ORDER.

HEATING, LIGHTING, EQUIPMENT

The booking secretary will explain all these systems before the hiring. The hall plan shows all lighting, heaters and power points.

No unauthorised heating appliances may be used on the premises.

EXPLOSIVES AND FLAMMABLE SUBSTANCES

ENSURING THAT NO FLAMMABLE SUBSTANCES ARE BROUGHT ON TO, OR USED IN ANY PART OF THE PREMISES.

ENSURING THAT NO COMBUSTIBLE DECORATIONS ARE USED WITHOUT CONSENT.

NO FIREWORKS / CHINESE LANTERNS MAY BE USED DURING ANY BOOKING (INSIDE OR OUTSIDE).

COMPLIANCE WITH CHILDRENS ACT 1989 / VULNERABLE ADULTS

The hirer must ensure that activities comply with the provisions of the appropriate legislation.

All necessary checks must be done on those supervising these activities.

The hirer should be able to provide proof that the responsible persons have the necessary clearance for the activities involved.

ANIMALS

The hirers must ensure that no animals or birds are brought on to the premises unless by special agreement with the management committee.

GUIDE DOGS ARE EXEMPT FROM THIS REGULATION

No animals are allowed in the kitchen at any time.

SMOKING

Gretton Village Hall is a no smoking area. The hall is classified as a public space and the ban applies to the entire premises

FIRE AND EMERGENCY ACTION PLAN

ASSEMBLY POINT / PLACE OF SAFETY
ACROSS THE ROAD FROM THE ENTRANCE TO VILLAGE HALL SITE AT THE BEGINNING OF SOUTHFIELD ROAD

THE HIRER IS RESPONSIBLE FOR FOLLOWING THE ACTION PLAN PROVIDED.

THIS IS SITUATED IN THE FRONT FOYER, MAIN HALL AND TOILET BLOCK.

THE HIRER MUST ENSURE THAT THEY UNDERSTAND WHAT ACTIONS TO TAKE IN THE EVENT OF FIRE:

  1. Read the fire instructions provided
  2. Keep all fire exits unlocked and free from obstruction
  3. Do not wedge fire doors open
  4. The fire bell is situated in the kitchen
  5. Call the fire brigade however small the fire
  6. Report all fires to the booking secretary

ACCIDENTS AND DANGEROUS OCCURENCES

The first aid box is on the wall in the kitchen.

All accidents during a hiring must be documented in the accident book. This is situated in the first aid box.

All accidents must be reported to the booking secretary as some accidents may need to be reported to the local authority.

THIS IS DONE IN ACCORDANCE WITH THE REPORTING OF INJURIES, DISEASES AND DANGEROUS OCCURENCES REGULATION 1995 (RIDDOR)

Hirer must understand that if the above conditions are not met we have the right to retain the security deposit and the hirer could face a ban from future hiring of the hall.