TERMS AND CONDITIONS OF HIRE 2019 & 2020

1. The Horsell Village Hall Trustees, or their representative, reserve the right to:

  • Refuse any application for hire without stating a reason.
  • Impose any special conditions to the booking.
  • Exclude any person, persons, organisation or group or terminate a function if in their opinion the organisers fail to ensure that the function is being run in compliance with these terms and conditions.
  • Cancel a booking where advice to do so is received from a local authority or the Trustees feel that the holding of this function could contravene the terms of their Charitable Trust. (See 3 below)

2. This Hire Agreement acknowledges your acceptance of these terms of hire and must be completed and signed and a refundnable deposit paid within 14 days from making a provisional booking otherwise the booking is deemed to be cancelled. Full payment of hire charge must be made no later than 2 weeks before date of hire or on date of booking if less than 2 weeks before hire, in this instance full payment and deposit must be in cash. Cheques are to be made payable to ‘Horsell Village Hall’. or bank transfer to bank code 30 99-80 Account number 00897993, please enter y0ur name for reference. .Details of current hire charges can be had from the Bookings Secretary, at 4 Whopshott Drive, Horsell, GU21 4UF or Telephone on 01483 747870.or on Line at www.horsellvillagehall.org. Hire charges current at date of event will apply.

3. Cancellation by the hirer must be made in writing 14 days before the booking date when a £30 administration charge will be made. For a cancellation made after this the full hire fee will be due. The Trustees reserve the right to cancel this hiring by written notice to the Hirer in the event of:- a) The premises being required for use as a Polling Station for a Parliamentary or Local Government election or other important community use. b) The Village Hall Management committee consider that: - i) such hiring will lead to a breach of licensing conditions, if applicable, or other such legal or statutory requirements, or ii) unlawful or unsuitable activities will take place at the premises as a result of this hiring, c) The premises become unfit for the use intended by the hirer. d) An emergency requiring the premises for use as a shelter for victims of flooding, fire, or those at risk of similar disasters. In such events the HVH Trustees shall not be liable to the hirer in respect of any damages, costs, and loss of earnings arising from the hire of the hall.

4. Time for setting up tables; chairs, equipment etc., to prepare food, to dismantle and clear up the Hall/s must be included in the hire time booked.

5. The hall premises must be left in a clean and tidy condition and all hirer’s equipment must be removed at the end of each hire session. In the event that excessive cleaning is needed after use the Trustees will call in professional cleaners and charge the cost to the hirer. Care must be taken that the use of the hall does not cause any damage to the fabric of the building or its equipment by using any form of adhesive, screws, nails or staples or tape to attach items to walls or floors. All rubbish must be removed from the Hall and its environs..

6. It is the responsibility of the Hirer to inform attendees of the action to be taken in the event of fire, and to familiarise themselves with the Fire Safety procedures, details of which are displayed in the hall. 0

7.. The hirer will indemnify the Trustees of the hall in respect of the death or of injury to any person or damage or loss of property belongings to any person arising out of their use of the hall. The hirer is responsible for any loss, damages or breakages caused to the hall and any such instances must be reported to the Booking Secretary without delay. Any loss, damage, and non reinstatement of the hall its environs or other breach of these conditions will lead to the hirer losing their deposit and being invoiced for any repairs or damage.

8.. The hall has a Performing Rights Music Licence and a Premises Licence NB: The premises are licensed for live music, theatre and dance from 9.00am to 11.30pm except Saturday when the licence is extended to midnight. Sound noise levels must be kept at an acceptable level.

9.. The hirer must comply with the rules on the use of the kitchen and kitchen equipment. These are set out in the Rule Book on use of kitchen and equipment in the kitchen. A limited stock of crockery, cutlery and cooking utensils are available. After use please wash up cutlery, glasses, cooking utensils and crockery and replace it where it was stored,.. The Trustees reserve the right to remove and dispose of these items as they can be a health hazard and attract vermin and ants. Hirers are required to bring their own drying up cloths. Under no circumstances may animals be taken into the kitchen area. This includes guide dogs.

10. The hirer must return the chairs and tables to their relevant storage place. Tables and chairs are not to be dragged across the floor as this can cause damage to the floor dressing. Trolleys are provided. Care must be taken not to damage or soil the fabric of the chairs. Plastic chairs are provided for children’s parties. Any damages must be reported to the Bookings Secretary/

11 All electrical equipment brought in by the hirer must be in good working order and comply with current electrical safety regulations. . Appropriate certificates must be available for inspection by the Trustees. These and any other items of equipment brought into the hall by the hirer are there at the owner’s risk and must be removed at the end of each period of use

12. The Hirer shall ensure that highly flammable substances are not brought into, or used in any part of the premises or its environment. No decorations of a combustible nature (e.g. polystyrene, cotton wool, paper ) shall be used or erected without the consent of the Trustees. No decorations are to be put up near light fittings or heaters.

13. The hall is licensed for the consumption of alcohol but not the sale of it. A licence for the sale of alcohol can be obtained by the hirer at the hirer’s expense and with the written agreement of the Trustees. This includes contract caterers or suppliers. The hirer will be responsible for ensuring that alcohol is not sold to persons under the age of 18. This is the law.. The hirer will not remove statutory notices from the notice boards, or attach anything to the walls doors, floors or ceilings with any form of fixative staples nails or screws. Blu-tak and tape stuck on the walls can damage the paintwork and damage the floor sealant. Drawing pins or Blue tack can be used on the display boards in the main hall.

14. The hirer is responsible for ensuring that all non sensored lights are switched off and doors securely locked at the end of the hire period.

15 Smoking of illegal substances on the premises is illegal. This is the law. Use of chewing gum is prohibited in the Hall building and its environs. The use of fireworks on the premises or in the grounds is prohibited.

16. .All cars, vehicles and bicycles are parked at owner’s risk. Vehicles must not be left in the car park over night.

17. The hirer must enter all accidents in the Accident book, located in the first aid box in the kitchen, and where possible a signed witness statement should be taken. The incident must be notified to the Booking Secretary as soon as possible.

19. N.B These conditions can only be varied by written agreement of the Trustees.

Horsell Village Hall