Grazeley Village Memorial Hall Lettings Agreement and Terms & Conditions of Hire
Bookings can be made online at www.grazeleyvillagehall.org.uk or via the Lettings Secretary by e-mail to firstname.lastname@example.org or by phone on 0845 643 6194.
The person making the booking must be the Hirer.
Applicants must be 21 years of age or over. If booking for anyone below 18 years of age a responsible adult must be present to supervise the event and must take full responsibility if there is any contravention to the T&Cs.
The Hirer may not sublet.
Bookings are only confirmed when the Lettings Secretary sends a confirmation.
Keypad Codes will be made available via the email address on the booking form after full payment is made and prior to the Hire date.
We regret that we are unable to accommodate parties for the 13-25 year old age group.
Terms of Payment
A deposit is to be paid at time of booking. The amount is at the discretion of the Lettings Secretary and is dependent on the type of event.
The balance is due within 28 days of the Hire date or the Hire will be cancelled.
Short notice bookings less than 28 days before the event must be paid in full.
Cancellation by the Hirer within 28 days of the event will incur 50% of the Hire charge. Please send notification of cancellation to email@example.com
Payment may only be made by BACS – we do not accept cheques or cash. Please cite the invoice reference number when making payment to ensure that payment is credited to the correct Hire.
If the application is not granted by the Lettings Secretary all money will be refunded.
The deposit will be returned in full once the hall has been inspected after the event and if there is no damage, or loss, or extra cleaning required and if ALL the Terms & Conditions of Hire stipulated in this document have been complied with, including ensuring that there is no excessive noise or complaints of disruptive behaviour during the event and/or at the time of leaving. Additional charges will be made if necessary due to excessive damage or additional work being required which is not covered by the Deposit.
Right to Terminate
The Management Committee reserve the right by notice to the Hirer to terminate the Agreement by not less than 7 days in writing in the event that the hall is required on the same date for charitable purposes. In the unlikely event of such termination by the Committee or an emergency a full refund of payments made will be returned.
The Management Committee shall not be liable in any damages in respect of their actions, nor be under any liability to the Hirer for any loss sustained by reason of termination.
The Hall is licensed as defined by the Licensing Act 2003 for the following activities:
Indoor Sporting Events
The Hirer MUST Comply with the Following
ALCOHOL CONSUMPTION: WE ARE NOT LICENSED FOR THE SALE OF ALCOHOL, but you are allowed to provide alcohol to your guests free of charge. For the sale of alcohol you must apply for a Temporary Event Notice (TEN) from Wokingham Council. A copy of the TEN must be provided to the Lettings Secretary prior to the Event and must be displayed at the Event.
NO alcohol may be consumed by anyone under the age of 18.
Alcohol may only be consumed between the hours of 11:00 and 23:00. The bar must be closed at 23:00 with music being turned down at the same time and the premises must be tidied and vacated by midnight.
Included in the hire are the hall and the grounds, tables and chairs, kitchen and equipment. Please Note: water boiler, oven, teapot and crockery are provided but hirers must supply their own cutlery, pots, pans and cooking utensils.
Special Conditions of Letting
NO SMOKING in any part of the building at any time.
No loud music to be played after 23:00.
No article of an inflammable (eg. candles) or explosive (eg. fireworks) nature may be brought into the hall at any time and fireworks are expressly forbidden on the grounds at all times.
Cooking and heating of food in the hall may only be done using the hall’s kitchen equipment.
No unauthorised heating appliances may be brought into the hall.
Any electrical equipment bought onto the Hall premises by the Hirer, or on behalf of the Hirer (i.e Music players, disco equipment) must be PAT certified.
You must restrict children from viewing age-restricted films classified according to the recommendations of the British Board of Film Classification. You must ensure that you have the appropriate copyright licences for film. This Agreement confers the required permission on you. (The Deregulation Act 2015 requires you to have our written permission to show a film).
Music copyright licensing: You must ensure that we hold relevant licences under Performing Right Society (PRS) and the Phonographic Performance Licence (PPL) or, where appropriate, you must hold such licence(s).
You must ensure that any activities for children, young people and other vulnerable adults are only provided by fit and proper persons in accordance with the Safeguarding Vulnerable Groups Act 2006 and any subsequent legislation. When requested, you must provide us with a copy of your Safeguarding Policy and evidence that you have carried out relevant checks through the Disclosure and Barring Service (DBS).
Decorations are not to be fixed to any part of the hall. You must not make any alterations or additions to the premises nor install or attach any fixtures or placards, decorations or other articles in any way to any part of the premises without our prior written approval. In our discretion, any alteration, fixture or fitting or attachment which we have approved may remain in the premises at the end of the hiring. Such items will become our property unless you remove them, and you must make good to our satisfaction any damage you cause to the premises by such removal.
You must ensure that nothing is done on or in relation to the premises in contravention of the law relating to gaming, betting and lotteries.
No illegal drugs to be brought anywhere on the premises.
The Hirer shall ensure that no alcohol is served to anyone under the age of 18.
People displaying drunk or disorderly behaviour will be asked to vacate the premises.
The premises must be left in a clean and orderly state. The hirer is responsible for any damage or loss to the hall, its grounds or equipment during the hire period.
The hall and grounds must be left in clean condition. Tables and chairs, having been wiped over, must be returned to the store cupboards in the entrance lobby.
All spills must be wiped up and the floor swept. Mops and brooms are stored in the cupboard in the toilet corridor. The cooker and fridge must be cleaned and emptied if it has been used. Toilets and wash basins must be left clean and tidy as found. Any equipment used must be returned to its proper space after use.
Winter weather: Whilst the Committee will endeavour to provide safe access to the hall, in the event of snowfall or icy conditions they will only clear a pathway from the main gate to the kitchen door and alongside the building to the main entrance.
Please ensure that all heaters and lights have been switched off, and all doors and windows are securely closed when you lock up the hall. Close and lock gates on completion of the Hire.
Please be as quiet as possible and respect the neighbours when leaving the hall, especially if it is late at night. No vehicles are to be left overnight without permission.
A wheelie bin which is emptied weekly is provided for rubbish, but the Committee cannot guarantee that there will be room for all rubbish generated. Any remaining rubbish must be taken away and not left beside the bin. Broken glass must be wrapped before disposal. No liquids or hazardous substances to be emptied into the bin.
The Management Committee accepts no responsibility for articles left on the premises.
Food & Catering
All Users must observe all relevant food, health and hygiene precautions in the preparation and serving of food.
It is the Hirer’s responsibility to inform all caterers to comply with conditions of the hall and the Management Committee accepts no responsibility for non-compliance.
Sale of Goods
You must, if selling goods on the premises, comply with Fair Trading Laws and any code of practice used in connection with such sales. In particular, you must ensure that the total prices of all goods and services are prominently displayed, as must be the organiser’s name and address and that any discounts offered are based only on Manufacturers’ Recommended Retail Prices.
Health & Safety
HEALTH & SAFETY
The Hirer must comply with the hall’s Health & Safety Policy and Fire Risk Assessment.
The Hirer must know:
LOCATION OF FIRST AID BOX
On Kitchen Wall
ACTION TO BE TAKEN IN EVENT OF FIRE:
Evacuate the building and call the Fire Brigade
Identify the escape routes and keep them clear.
Familiarise with methods of opening Escape door fastenings.
The location and use of fire equipment.
The importance of closing all internal doors in the case of fire.
ACCIDENTS & DANGEROUS OCCURRENCES
You must report to us as soon as possible any failure of our equipment or equipment brought in by you. You must report all accidents involving injury to the public to us as soon as possible and complete the relevant accident form of which a copy is available in the Hall. You must report certain types of accident or injury on a special form to the Incident Contact Centre. Our Hall Secretary will give assistance in completing this form and can provide contact details of the Incident Contact Centre. This is in accordance with the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013 (RIDDOR).
In every letting there is an implied undertaking with the Management Committee to observe and perform all statutory provisions and regulations imposed by the Local Government to any hiring, and to indemnify the Management Committee and their officers from all penalties, damages and costs which may incur in consequence of any breach or default in complying with any such provisions, regulations and conditions.
RESPONSIBLE PERSON IN CHARGE
The Hirer, or responsible person nominated by the Hirer whose name has been entered on the Booking Form shall be present and in charge of the premises at all times during the hire period.
They must ensure that there are sufficient attendants for the purposes of safety and security.
RIGHT OF ENTRY BY THE MANAGEMENT COMMITTEE
The Members of the Management Committee and any authorised officer of the Committee shall at any time of the hiring have free entry to the premises. Instruction must be given by the Hirer for their admission.
INDEMNITY AGAINST CLAIMS
The Hirer shall indemnify the Management Committee against all claims, demands, actions and proceedings in the result of death or injury or personal loss of or damage during the period of hire.