Hiring Conditions

Schedule of Standard Conditions of Hire for Southill Parish Hall

NOTE: THIS BUILDING IS DESIGNATED A "NO SMOKING PREMISES" FOR ALL OCCASIONS.

(The Hirer is in any doubt as to the meaning of the following, the Hall Secretary or Letting Agent should immediately consulted.) For the purposes of these conditions, the term HIRER shall mean an individual hirer or, where the hirer is an organization, the authorized representative.

1. Supervision.

THE HIRER will, 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.

2. Use of Premises.

THE HIRER shall not use the premises for any purpose other than that described in the hiring agreement and shall not sub-idea 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 same or render invalid any insurance policies in thereof nor allow the consumption of alcohol thereon without written permission.

3. Licenses.

THE HIRER shall be responsible for obtaining such licenses (Temporary Event Notice (TEN)) as may be needed whether for the sale or supply of intoxicating liquor from the Licensing Officer, Mid-Beds District Council, the playing of music from Phonographic Performance Ltd, or otherwise and for the observance of the same.

4. Gaming Betting and Lotteries.

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.

5. Public Safety Compliance.

THE HIRER shall comply with all conditions and regulations made in respect of the premises by the Fire Authority, Local Authority, the Local Magistrates' Court or otherwise, particularly in connection with any event which includes public dancing or music or other similar public entertainment or stage plays. (See Para 3).

6. Health and Hygiene.

THE HIRER shall, if preparing, serving or selling food observes all relevant food health and hygiene legislation and regulations.

7. Electrical Appliance Safety.

THE HIRER shall ensure that any electrical appliances brought by him to the premises and used there shall be safe and in good working order, and used in a safe manner. Where a residual circuit breaker is provided the hirer must make use of it in the interests of public safety.

8. Indemnity.

THE HIRER shall indemnify the committee for the cost of repair of any damage done to any part of the property including the cartilage thereof or the contents of the buildings, which may occur during the period of the hiring as a remit of the hiring. THE HIRER shall be responsible for making arrangements to insure against any third party claims, which may lie against him or her (or the organization if acting as a representative) whilst using the Village Hall. (The Village Hall is insured against any claims arising out of its own negligence).

9. Accidents and Dangerous Occurrences.

THE HIRER must report all accidents involving injury to the public to a member of the Management Committee as soon as possible. Any failure of equipment either that belonging to the hall or brought in by the hirer must also be reported soon as possible. Certain types of accident or injury must be reported on a special form to the local authority. The Hall Secretary will give assistance in completing this form. This is in accordance with the Executive Reporting of Injuries, Diseases and Dangerous Occurrences Regulation 1995.

10. Animals.

THE HIRER shall ensure that no animals (including birds) except guide dogs are brought in the ball, other than for a special event agreed to by the Committee. And no animals whatsoever are to enter the kitchen at any time.

11. Compliance With The Children Act.

THE HIRER shall ensure that any activities for children under eight years of age comply with the provisions of The Children Act of 1989 and that only fit and proper persons have access to the children.

12. Fly Posting.

THE HIRER shall not carry out or permit fly posting or any other form of unauthorized advertisements for any event taking place at the Hall, and shall indemnify the Committee accordingly against all action, claims and proceedings arising from any breach of this condition. Failure to observe this condition may lead to prosecution by the local authority.

13. Sale of Goods.

THE HIRER shall, if selling goods on the premises, comply with Fair Trading Laws and any code of practice used in connection with such sales. In particular, the Hirer shall ensure that the total prices of all goods and services are prominently displayed, as shall be the organiser's name and address and that any discounts offered are based only on Manufacturer's Recommended Retail Prices.

14. Unfit for Use.

In the event of the hall or any part thereof being rendered unfit for the use for which it has been hired, the committee shall not be liable to the hirer for any resulting loss or damage whatsoever.

15. Refusal of Booking.

THE COMMITTEE reserves the right to refuse a booking without notice or to cancel this hiring agreement at any time either before or during the term of the agreement upon giving 7 days notice in writing to the hirer. THE HIRER shall be entitled upon such notice to reimbursement of such monies including the deposit or a proportion of the same as have been paid by the hirer to the Committee by the Committee shall not be liable to make any further payment to the hirer.

Schedule of Special Conditions of Hire for Southill Parish Hall

Special conditions of Hire to comply with the Premises Licence under the Licensing Act 2003 / Theatre Licence issued under the Theatres Act 1968. For the purposes of these conditions, the term HIRER shall mean an individual hirer or, where the hirer is an organisation, the authorised representative.

1. The hirer may request to see a copy of the conditions of the Premises Licence for the village hall

2. The hirer, not being a person under 18 years of age, hereby accepts responsibility for being in charge of and on the premises at all times when the public are present and for ensuring that all conditions of the Premises Licence /Stage Play Licence relating to management and supervision of the premises are met.

3. The hirer acknowledges that she/he should be fully conversant with the following matters and if not will seek advice from the Letting Agent:

The action to be taken in event of fire. This includes calling the fire brigade and evacuating the hall. (Information posted in the Main Hall)

The location and use of different fire equipment. (See Diagram)

Escape routes and the need to keep them clear. (See Diagram)

Method of operation of escape door fastenings.

Appreciation of the importance of any fire doors and of closing all fire doors at the time of a fire.

4. In advance of the entertainment or play the hirer shall check the following items:

That all fire exits are unlocked and panic bolts in good working order.

That all escape routes are free of obstruction and can be safely used.

That any fire doors are not wedged open. That exit signs are illuminated.

That there is no obvious fire hazards on the premises.

Outbreak of a Fire

5. In the event of a fire, the Hall should be evacuated in an orderly manner using the appropriate exits, and the Fire Brigade called by dialling 999. The Assembly Point is the Car Park, keeping away from the building and car park entrance. The exact location of the Telephone, Fire Exits and Fire Extinguishers must be noted before the Hall is occupied and the manner of opening Fire Doors should be made known to your guests. Any outbreak of fire, however slight, and details thereof shall be given to the Secretary of the Management Committee.

Means of Escape

6. All means of exit from the premises must be kept free from obstruction and immediately available for instant free public exit.

7. The emergency lighting supply illuminating all exit signs and routes is operated by an automatic mains failure-switching device. The emergency fighting unit over the stage Fire Exit and the one over the side Fire Exit must be switched on by the adjacent switches at the start of the Hiring and switched off at the end before leaving the Hall.

Safety

8. There shall, in addition to the hirer, be a minimum of two competent attendants (per 100 people) or three (per 100 to 120(max) people) on duty on the premises to assist people entering and leaving, none of who shall be less than 18 years of age. If most of the audience is under 16 the number of attendants shall be not less than three. All persons on duty shall have been instructed as to their essential responsibilities in the event of fire or other emergencies, including attention to disabled persons, the location and use of the fire fighting equipment available, how to call the fire brigade and the evacuation procedure.

Capacity

9. The number of people on the premises shall not exceed for dancing 100 or seated 120 (the number permitted under the entertainment or premises licence granted in respect of the premises, hereinafter called The Licence).

Dangerous Performances

10. Performances involving danger to the public shall not be given.

Explosive and Flammable Substances

11. Highly flammable substances shall not be brought into, or used in any portion of the premises.

12. No internal decorations of a combustible nature (e.g. polystyrene, cotton wool) shall be erected without the consent of the management committee.

Heating

13. No unauthorised heating appliances shall be used on the premises when open to the public without the consent of the Management Committee. Portable Liquefied Propane Gas (LPG) heating appliances shall not be used.