Conditions of Hire of Martinstown Village Hall
The Booking Secretary should be consulted immediately if the Hirer is in any doubt as to the meaning of the following.
Martinstown Village Hall is operated for the benefit of the community at large by a dedicated voluntary committee. Our hall is in regular use by many individuals and groups. Please follow these simple conditions. This will ensure it is kept in the condition that you would hope to find it in and enable any following booking to start promptly.
These are the conditions of hire (the “Conditions”) for the hire of the hall, kitchen, car park, equipment and various facilities at Martinstown Village Hall (“the Facilities”) referred to in the booking form
For the purposes of these Conditions, “the Hirer” means an individual hirer or, where the hirer is an organisation, its authorised representative.
The Hirer, having first completed the appropriate booking form is permitted by the Martinstown Village Hall Committee (“MVHC”) to use the Facilities required, for the purpose and the periods, requested on the booking form, subject to the payment of the agreed fee and deposit and its acceptance by the Booking Secretary (“the Hiring”). The booking form will only be accepted if the Hirer and Booking Secretary have signed it.
The Hiring commences when the hall keys (“the Keys”) are given to the Hirer by the Booking Secretary and ends when they are returned to the Bookings Secretary.
Sale of Alcohol - The Hall is licensed for the sale of alcohol under the Licensing Act 2003. The Martinstown Village Hall Committee and the designated premises supervisor reserve the right to decline any request for the sale of alcohol or any booking where it has been agreed that alcohol may be sold. If a request to sell or serve alcohol has been made by the Hirer, an Additional Temporary Event Licence may be required. It is the responsibility of the Hirer to contact the WDDC to secure this Licence. The Booking Secretary will advise on this matter.
The following conditions apply to the Hiring.
1 the Hirer will:
a. be responsible for the supervision of the Facilities, the fabric and contents, safety from damage however slight; or change of any sort and the behaviour of all persons on the premises whatever their capacity and shall include proper supervision of car parking arrangements and to ensure neighbouring households suffer
i. no obstruction
ii. the minimum of noise on arrival and departure - NO LOUD MUSIC beyond midnight
iii. no nuisance during the Hiring
b. not sub-hire or use the Facilities or allow the Facilities to be used for any unlawful purpose, and must ensure that no offensive or obscene performances are permitted, and that all activities are conducted at all times decently, soberly and in an orderly manner.
c. not permit the consumption of any illegal substances, including alcohol unless the Hirer has obtained an appropriate consent or licence.
d. cease all activities in time for the Hall to be cleared within the period of hire. No additional time will be allowed for clearing the Facilities which include:
i. responsibility for leaving the Facilities in a clean and tidy condition.
ii. the return of chairs tables and any equipment provided by the MVHC to their normal storage locations.
iii. the washing and drying of all kitchen equipment crockery and cutlery before storing.
iv. the collection and removal of all rubbish from the premises by the Hirer.
v. Unsold items from sales are not to be left in the premises.
vi. the removal from the Facilities of any equipment or item brought onto the premises for the purpose of the Hiring.
2 Animals: The Hirer will ensure that no animals (including birds) except guide dogs are brought into the Facilities. No animals whatsoever are to enter the kitchen at any time.
3 Capacity: The Hirer will ensure the number of people on the premises does not exceed:
a. 200 (Main Hall) for dancing or closely seated or
b. 100 (Main Hall) with tables and chairs
4 Dangerous Performances: Performances involving danger to the public are prohibited.
5 Supervision for Public Functions: “Public Functions” means any performance, entertainment, sale or function of any kind where the public are admitted to the Facilities whether or not an entry charge is made. The Hirer will:
a. be at least 18 years of age
b. be in charge of, and present during the whole time the Facilities are open for public functions. The Hirer will not be engaged on duties that prevent him/her from exercising general supervision.
c. ensure there is a minimum of two persons excluding the Hirer, both being over 18 years of age, on duty in the premises when they are being used for public functions. All persons in charge shall have been informed of the procedure to be adopted in the case of evacuation of the premises, and shall be familiar with the fire fighting equipment available.
6 Means of Escape: The Hirer will:
a. ensure all means of exit from the Facilities are kept free from obstruction and immediately available for instant use.
b. ensure emergency lighting and all exit signs and routes are be turned on during the whole of the time the premises are occupied.
7 Outbreak of Fire Accident, Injury and Breakages: The Hirer will immediately:
a. call the Fire Brigade on the outbreak of any fire, however slight, and will give full details to the Booking Secretary
b. report all accidents or injury to the Booking Secretary.
c. report failure or breakage of equipment to the Booking Secretary whether belonging to the MVHC or brought in by the Hirer
8 Explosive and Flammable Substances: highly flammable substances or pyrotechnics are not permitted. These include any device requiring a fire source in their operation
9 Decorations: Hirers wishing to decorate the Facilities with flags, bunting, balloons, table candles etc., require permission from the Bookings Secretary. Decorations must not be attached to curtains, acoustic panels, doors, lights, or emergency lights.
10 Portable Electrical Equipment: Any portable appliance brought into the premises must be 'Portable Appliance Tested', and may only be connected to the power sockets via an Earth Leakage Trip. Any strobe lighting must he fitted by a recognised expert. Strobe light or lights must be synchronised, and not flash at a rate exceeding 8 flashes per second. Where strobe lighting is to be used, the Hirer must display a warning notice that strobe will be used.
11 Recordings: The Hirer:
a. may only with the written approval of the MVHC authorise any person to take for hire or reward any film or other recording (in whatever form and whether of sight or sound) of or on the premise or anything done or occurring during the Hiring.
b. will pay to the MVHC
i. any money received in consequence of any breach of this provision or
ii. an agreed proportion of any money when the written approval of MVHC is given. A separate contract may be required by MVHC for this purpose
c. may take such film or other recording as the Hirer thinks fit for his/her personal and domestic use and enjoyment of any of him/herself his/her family and friends without written approval of the MVHC
12 Additional Charges. The MVHC may make an additional charge if:
a. any of the Conditions are not met.
b. if the Facilities or any part of the premises or equipment are rendered unfit for the use by the Hirer
13 Refusal of Booking. The MVHC reserves the right to refuse a booking without notice or to cancel a hiring agreement on giving 7 days notice to the Hirer. In this event the Hirer will be entitled to repayment of the deposit or other money paid by the Hirer. The MVHC will not be liable to make any further payment to the Hirer.
14 Cancellation and Termination of Bookings
a. by the Hirer: If the Hirer wishes to cancel a booking before the date of the Hiring a refund will be made only if the MHVC is able to arrange a replacement booking. Any refund will be at the discretion of the MVHC
b. by the MVHC: MVHC reserve the right to cancel any Hiring if the facilities are required for use as a Polling Station for a European Parliamentary or Local Government election or by MVHC in which case the Hirer will be entitled to a refund of the hiring fee and any deposit paid.
c. The MVHV reserve the right to end any Hiring without notice and immediately clear the Facilities if the Hirer fails or refuses to respect these conditions
15 Compliance with Legislation: “Legislation” includes any statute or statutory section, instrument, order, direction, regulation, bye-law, permission, license, consent, condition, scheme or other such matter under or pursuant to it or them. The Hirer will:
a. comply in all respects with all requirements from time to time relating to the premises and its use imposed by any:
i. Legislation whether public or local
ii. Government Department, Local Authority, fire authority or other public or competent authority
iii. court of competent jurisdiction which may include the magistrates court whether the requirements are imposed on the MVHC, the Hirer or any other person particularly in connection with any event which includes public dancing or music or other similar entertainment or stage plays, which may require the Hirer to obtain liquor and/or entertainment licenses but not to the exclusion of any other requirements
b. not do anything whereby the MVHC may become liable to pay any penalty damages costs charge fees or expenses
16 Indemnity: The Hirer will:
a. indemnify the MVHC for the cost of repair of any damage done to any part of the premises Facilities or the contents of the building that may occur during the period and as a consequence of the Hiring.
b. indemnify the MVHC in respect of all loss arising as a consequence of any breach of these Conditions and against any actions claims proceedings costs expenses and demands made against the MVHC caused by or related to the Hiring
c. insure against any third party claims that may lie against the Hirer whilst using the Facilities. (The Village Hall is insured against any claims arising out of its own negligence).
a. Nothing in these Conditions constitutes any warranty by the MVHC that the premises or any part of them are authorised licensed or fit for use for any specific purpose and the MVHC shall not be liable to the Hirer for any resulting loss or damage whatsoever.
b. The MVHC shall not be liable to the Hirer or any other person
i. For any accident, loss or damage other than from insured risks which may at any time during the Hiring be occasioned to or suffered by the Hirer or any other person or occasioned to the premises or to any goods or
ii. Property of the Hirer or any other person however caused unless due to any act or default of the MVHC or its servants and the MVHC shall not be liable to any person other than the Hirer beyond the common duty of care imposed by the Occupiers Liability Act 1957, the Defective Premises Act 1972 or any amending Legislation. The MVHC reserve the right to change the Conditions without notice.
Bookings Secretary: Mrs Ann Matthews, 2 Cowleaze, Martinstown DT2 9TD Tel: 01305 889248
Secretary: Mrs Giillian McCourtie, Martinstown Telephone: 01305 889202
Martinstown Village Hall Committee is a Registered Charity (Registration Number 301205)