Terms and Conditions - Threlkeld Village Hall

Terms and Conditions - Threlkeld Village Hall
THRELKELD VILLAGE HALL
General
These terms and conditions apply to all those who book and use Threlkeld
Village Hall. They are part of an agreement between the Village Hall Trust
(VHT) and the hirer, who may be an individual or an organisation represented
by an authorised person. The terms and conditions are based on the model
booking agreement for Village Halls produced by the Association for
Communities in Rural England ACRE).
The terms and conditions should be read in conjunction with:
 the Schedule of Charges, which provides details of charges for hire,
use of equipment, use of Village Hall licenses, invoicing, deposits and
cancellation
 Village Hall policies on Health and Safety; Equal Opportunities;
Environment; and Child/Vulnerable Adult Protection which are
displayed on the website and in the Village Hall
 the Village Hall User’s Guide, which includes detailed rules and
guidance supplementing these basic terms and conditions; with
specific provisions applying to overnight stays and to the sale of
alcohol which MUST be observed.
Copies of all these documents are available on the Village Hall website;
emailed and hard copy versions are available on request.
TERMS AND CONDITIONS
OF HIRE
It is important when you hire or use Threlkeld Village Hall that you read
and understand these Conditions of Hire. They do apply in all cases,
whether you have formally agreed to them or not.
All the conditions, plus any special conditions imposed at the time of booking,
apply unless specifically excluded in writing in the Booking Confirmation Form.
Signing or signifying agreement to the Booking Confirmation Form
certifies that the hirer is aware of these terms and conditions, will abide
by them and will ensure that those who use the Hall in conjunction with
their booking act in accordance with them. The VHT will assume that
anyone signing on behalf of an organisation is duly authorised to do so.
In the event of someone using the Village Hall without signing or
specifically agreeing to the Booking Confirmation Form, then it will be
deemed that they are aware of these terms and conditions, will abide by
them and will ensure that those who use the Hall in conjunction with
their booking act in accordance with them.
Charges, payment, invoicing and deposits
Charges
Charges for all bookings are shown clearly on the Booking Confirmation Form.
Bookings are charged individually, in accordance with the Schedule of
Charges, with any special discounts or other provisions.
As well as charges for use of the Hall spaces and facilities, there may be
charges for use of equipment, the benefit of a license to sell alcohol etc.
These are all shown on the Booking Confirmation Form; and confirmed when
a pro-forma invoice is issued as confirmation of the booking.
Invoicing and payment
Invoicing and payment is by specific arrangement, shown on the Booking
Confirmation Form. Payment may be required in part or in full before an event
takes place as set out in the Schedule of Charges.
Deposits
Security/damage deposits will be required in some circumstances as set out in
the Schedule of Charges.
Returnable deposits will be returned after the date of hire (or after the last date
of hire), less any deductions, with a credit note if required. Alternatively
deposits will be deducted from final invoices.
Cancellation
Confirmed booking
Once agreement to the Booking Confirmation Form has been accepted and
any deposit paid, the Hall (or part of the Hall) will not be hired out to any other
user at that time without the prior agreement of the hirer.
If a Provisional Booking Confirmation Form has been issued but not signed or
agreement otherwise signified, the “slot” may be given to someone else.
Cancellations by the hirer and cancellation charges
Cancellation rules and charges are set out in the Schedule of Charges.
The Village Hall Trust will be reasonably flexible in relation to modifications,
postponements and cancellations, but reserves the right to make cancellation
charges in accordance with the rules specified.
Cancellations by the Village Hall Trust
The Village Hall Trust reserves the right to cancel a booking by written notice
in the following circumstances:
 the premises being required for use as a Polling Station for a
Parliamentary or Local Government election or by-election
 the Village Hall Trust Management Committee reasonably considering
that
o such hiring will lead to a breach of licensing conditions, if
applicable, or other legal or statutory requirements
o unlawful or unsuitable activities will take place at the premises
as a result of the hiring
 the premises becoming unfit for the use intended by the hirer
 an emergency requiring use of the premises as a shelter for the
victims of flooding, snowstorm, fire, explosion or those at risk of these
or similar disasters.
In any such case the hirer shall be entitled to a refund of any deposit already
paid, but the Village Hall shall not be liable to the hirer for any resulting direct
or indirect loss or damages whatsoever.
Access to the Hall/time periods of hire
Bookings relate only to the specific rooms and days and times hired.
Hire periods will be in 15 minute units starting and finishing on the
quarter hour.
Hire periods must be long enough to allow for any setting up of and
putting away/dismantling any furniture/equipment. Hire period of an hour
or more are allowed 15 minutes before and 15 minutes after to allow for
setting up/arrivals and dismantling/departures.
IT IS STRESSED THAT IF MORE TIME IS NEEDED FOR SETTING
UP/DISMANTLING THIS MUST BE COVERED BY THE BOOKING PERIOD.
Access is controlled by Key Cards which allow entry to the building and
to the spaces booked for the time period of the hire.
Key Cards will NOT allow entry outside the booked period.
Any extra use is logged and will be charged for unless there are
extenuating circumstances (at the discretion of the Bookings and
Marketing Secretary).
Use of premises, supervision
Policies
The hirer (or his/her authorised representative) must be present during
the period of hire and ensure that terms and conditions are observed.
All users must be familiar with and observe the policies of the Village Hall
Trust relating amongst other things to Health and Safety; Equal
Opportunities; Environment; and Protection of Children and Vulnerable
Adults. Copies of these are available on the Hall website and are displayed in
the Hall.
Use of the Hall must always be responsible, with respect to the
accommodation, facilities and equipment. The hirer shall, during the period of
the hiring, be responsible for: supervision of the premises, the fabric and the
contents; their care, safety from damage however slight or change of any sort;
and the behaviour of all persons using the premises whatever their capacity,
including proper supervision of car parking arrangements so as to avoid
obstruction of the highway.
Any hirer or user of the Hall where Children and/or Vulnerable Adults are
involved must have appropriate policies/procedures in place and must
ensure that these are observed when using the Hall.
Fire
The hirer shall be responsible for leaving the premises and surrounding
area in a clean and tidy condition; utensils and equipment put away;
lights, taps, equipment etc all turned off; the rooms they have used and
where appropriate the building itself secured unless directed otherwise;
and any contents temporarily removed from their usual positions
properly replaced.
If the Hirer fails to meet this requirement the Village Hall Trust shall be at
liberty to make an additional charge.
The basic rule is that the room and facilities should be left
as they were found.
The hirer shall make good or pay for all damage (including accidental
damage) to the premises or to the fixtures, fittings or contents and for loss of
contents.
The hirer shall not use the premises for any purpose other than that described
in the Provisional Booking Confirmation; shall not sub-hire or use the premises
or allow the premises to be used for any unlawful purpose or in any unlawful
way; nor do anything or bring onto the premises anything which may endanger
the premises. The sale of alcohol is subject to special rules and permissions
set out in the Village Hall Users Guide.
The hirer shall ensure that nothing is done on or in relation to the premises in
contravention of the law relating to gaming, betting and lotteries.
All Hirers must make themselves, and any individuals using the premises as
part of their Hire, aware of emergency escape routes and fire alarm
procedures.
Licensed activities and sale of alcohol
The Village Hall has a Premises Licence authorising the following regulated
entertainment and licensable activities:
 the performance of plays
 the exhibition of films
 indoor sporting events
 the performance of live music
 the playing of recorded music
 the performance of dance
 entertainment of a similar description to the above
 the sale of alcohol
Of the regulated and licensed activities, the only one which the Village Hall
Trust needs to have specific information about is the sale of alcohol.
Provisions are set out in the Village Hall User’s Guide, and anyone selling
alcohol must be aware of and observe these. Acceptance of these terms and
conditions involves conforming to these provisions.
The Hall has PRS and PPL licences
However, if you are playing recorded music as part of an event for which
a fee is charged (for example an exercise class) you may need to have
your own licence.
If other licences are required in respect of any activity in the Village Hall
the hirer should ensure that they hold the relevant licence.
No Alterations
THRELKELD VILLAGE HALL
No alterations or additions may be made to the premises nor may any fixtures
be installed or placards, decorations or other articles be attached in any way
to any part of the premises without the prior written approval of the Village Hall
Trust.
Contacts for the Village Hall are:
Any alteration, fixture or fitting or attachment so approved may at the
discretion of the Village Hall Trust remain in the premises at the end of the
hiring. It will become the property of the Village Hall unless removed by the
hirer who must make good to the satisfaction of the Hall any damage caused
to the premises by such removal.
No Rights
The hiring agreement constitutes permission only to use the premises and
confers no tenancy or other right of occupation on the hirer.
No interference with the activities of other Hall users
Any use must be conducted in such a way that it does not unreasonably
interfere with the activities of other Hall users by way of noise, disturbance or
otherwise.
Bookings and Marketing Secretary
Stephanie Malik
Threlkeld Village Hall, Threlkeld, Keswick, Cumbria
CA12 4RX
Telephone: 0756 361 9358
Email: [email protected]
Hall Caretaker
Sylvia Tuer
Grange Farm, Threlkeld, Keswick, Cumbria CA12 4RX
Telephone 017687 79729
Village Hall Trust
Secretary: Steven Oldfield
Beckside, Threlkeld, Keswick, Cumbria CA12 4RT
Email: [email protected]
Treasurer: Neil Beresford
St John's View, Threlkeld, Keswick, Cumbria CA12 4RT
Email: [email protected]
Website: threlkeldvillagehall.org
01-Aug-2015
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