General

Local inhabitants wishing to use the Hall for non-commercial purposes will have precedence over outside groups or commercial hirers.

If the Management Committee believes that a booking would not be in the interests of the Hall it will decline such a request for a booking.

In the event of a booking clash, the matter will be referred to the parties involved for resolution if possible. If this does not resolve the matter, the Committee will rule upon the matter. Their decision will be final.

The Hirer must be over the age of 18

Where an organisation or group makes a hiring, one person must be named as the responsible Hirer.

 

Premises

The Village Hall is available for hire for any lawful purpose.

No animals, other than assistance dogs, are permitted in the Hall

Users booking the Hall may normally use all the building’s facilities as part of the hiring including the kitchen, kitchen equipment, toilets and foyer.

However, unless agreed with the Committee, the Hirer and guests are not to go onto or use the stage.

The Committee will use their reasonable endeavours to see that the premises are clean and in good condition for the use for which it is hired, and that heating, lighting and cooking appliances are in working order.

The Committee does not warrant that the premises are suitable for any specific purpose or for the purpose for which they are hired.

 

Use of premises

The Hirer shall not sub-let the premises or use them for any purposes save that stated in the Hiring Agreement. 

The Hirer shall ensure that no dangerous or unlawful activities take place on the premises.

The Hirer shall, at all times during the period of the hiring:

• be present on the premises

• be responsible for preventing any damage to the premises, the fabric and the contents

• be responsible for the behaviour of all persons using the premises whatever their capacity. This includes supervision of car parking arrangements so as to avoid obstruction of the highway and annoyance to neighbours.

• ensure that the prohibition against smoking on the premises is complied with and that anyone wishing to smoke does so outside, and disposes of cigarette ends, matches etc. in a tidy and responsible manner, so as not to cause a fire.

• ensure that all means of exit from the premises are kept free from obstruction and immediately available for free public exit.

• ensure that nothing is done on or in relation to the premises in contravention of the law relating to gaming, betting and lotteries.

• ensure that the minimum of noise is made on arrival and departure, particularly late at night and early in the morning

• if preparing, serving or selling food, observe all relevant food health and hygiene legislation and regulations

• ensure that children are restricted from viewing age-restricted films classified according to the recommendations of the British Board of Film Classification.

In addition, the Hirer shall:

• ensure that the numbers of people entering the Hall do not exceed the licenced capacity. The capacity numbers include all persons on the premises whether staff, stewards or guests/attendees.

• note that capacity for closely seated theatre type audiences is 100 people to comply with Fire Regulations.

• note that capacity for events including dancing or table seating is advised to be 50 people.

• in all cases complete their own risk assessment for their own event to identify what may be safe

• ensure that they have the appropriate copyright licences for any film they wish to show on the premises

• enter details of all accidents involving injury to the public into the relevant section in the Hall’s accident book which can be found with the first aid kit in the kitchen cupboard and report any such incident by email bookings@rxitvillagehall.co.ukas soon as possible.

• If they wish to wish to use the premises for activities which include children and/or adults at risk, other than for hire for private parties arranged for invited friends and family, either produce a copy of their Safeguarding Policy and evidence that they have carried out relevant checks through the Disclosure and Barring Service when requested to do so by the Committee, or confirm that they have understood and will adhere to the Hall’s principles and procedures with regard to safeguarding.

• ensure that any activities for children, young people and adults at risk are provided only by fit and proper persons in accordance with the Children Act 1989 and 2004, the Safeguarding Vulnerable Groups Act 2006 and any subsequent legislation. The Hirer must take all reasonable steps to prevent harm, and to respond appropriately if harm does occur.

• ensure that highly flammable substances are not brought into, or used in any part of the premises

• not erect any internal decorations of a combustible nature (e.g. polystyrene, cotton wool) without the consent of the Committee., and ensure that no decorations are put up near light fittings or heaters

• not make any alterations or additions to the premises nor affix any fixtures, placards or decorations without the approval of the Committee. Any alteration, fixture or fitting or attachment so approved shall at the discretion of the Committee remain in the premises at the end of the hiring and will become the property of the Village Hall unless removed by the Hirer who must make good to the satisfaction of the Committee any damage caused to the premises by such removal

• remove all their equipment and other property at the end of each hiring; otherwise, the Village Hall will charge fees for each day or part of a day at the hire fee rate until the same is removed

• ensure that any Hall equipment or contents temporarily removed from their usual positions in the Hall are properly replaced; otherwise, the Village Hall shall be at liberty to make an additional charge which may be deducted from the deposit (if applicable).

• be responsible for clearing up and emptying bins, leaving the premises and surrounding area in a clean and tidy condition, properly locked and secured unless directed otherwise.

• ensure all tables are cleaned and floors swept; food and rubbish must be removed. Should the Hall be left in such a state that cleaning by another person is necessary, the Village Hall reserves the right to invoice the Hirer for additional charges incurred.

• ensure that their rubbish is bagged and disposed of before vacating the premises. Bin bags are NOIT provided, so the Hirer should bring bags with them. There are green and black bins outside the Hall.

• if the bins are full, take rubbish away. 

• indemnify the Trustees for the cost of any damage done to any part of the property or to the contents of the building during the period of hire and arising directly out of the Hirer’s use thereof and for all costs, expenses, damages, etc which are not already covered by the Village Hall insurance policies.

• if alcoholic drinks will be sold, obtain a Temporary Events Notice (TEN) from Shropshire Council at least three weeks before the event. The Hirer must send a copy of this licence to bookings@rxitvillagehall.co.uk at least two weeks before the event. The Committee will retain a copy of any TEN obtained by the Hirer and maintain a record of the numbers obtained each year (the Hall being limited to 15 such notices in any one calendar year).

 

Booking and Charges

The Hirer must agree to these conditions and complete a Booking Form and Hire Agreement.

The Hirer must read the FAQs on the Village Hall website.

The Committee will maintain an on-line calendar that is available to view via the Hall’s website, and a record of all booking details. Applying to hire the Hall signifies the Hirer’s consent for the Committee to retain and use their personal information for the purpose of administering hirings.

Casual Users must pay for their hire by BACS before submitting the Booking Form. If the Hirer is unable to pay in advance, they should contact bookings@rxitvillagehall.co.uk

 

Hire charges are as follows:

• Casual User Hall Hire: £15.00 per hour (includes time to set up, take down and clear up)

• Additional booking charges may be applied for use of specific equipment as determined by the Committee.

• The Chair and Treasurer may also determine rates for use not specified above. These will be consistent with the principles established in this policy.

• The Hirer must pay a £50 deposit for bookings with more than 20 guests. This will be returned within 4 weeks after the event less any deductions incurred through failure to comply with these terms and conditions of hire. The Hirer must therefore provide their bank details to enable such refunds.

• Hire charges will be reviewed and set annually by the Committee.

 

Access

The Hall will be available from the time the Hirer booked it, so that is the time the Hirer and guests may enter. If the Hall is already open owing to an earlier event being in progress, the Hirer must not enter prematurely. 

Likewise, the Hirer should vacate the premises at the time specified in the Hire Agreement to ensure that any subsequent hiring is not compromised.

Keys will NOT be issued to the Hirer. Instead, during the week before the hire, the Hirer should email bookings@rxitvillagehall.co.uk. In response we will issue the Hirer with a unique access code for the key safe at the front door which holds a key for the main door. This code is allocated to the Hirer personally and its usage is logged, so the Hirer must not pass the code on to anyone else or may be held responsible for any misuse.

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Cancellations

The Village Hall shall be entitled to cancel the booking and return the deposit (if any) for any reason beyond its reasonable control without any liability.

The Village Hall reserves the right to cancel any hiring by written notice to the Hirer in the event of the Committee reasonably considering that:

• such hiring will lead to a breach of licensing conditions, if applicable, or other legal or statutory requirements

• unlawful or unsuitable activities will take place at the premises as a result of the hiring

• the premises have become unfit for the use intended by the Hirer

In any such case the Village Hall shall not be liable to the Hirer for any resulting direct or indirect loss or damages whatsoever.

If the Hirer wishes to cancel their booking they should contact bookings@rxitvillagehall.co.uk.

If the Hirer cancels a booking with at least one day’s notice before the date of the event, the Village Hall will return in full the deposit (if any) and hire charges already paid.

If the Hirer cancels the booking less than one day before the date of the event or fails to proceed with the booking thereafter, the Village Hall will return the deposit (if any) but retain hire charges already paid.

Hirers will be liable for the full charge for any bookings they cancel retrospectively.