TERRINGTON VILLAGE HALL & RECREATION GROUND TRUST Registered Charity No. 1063075
Conditions of Hire
These standard conditions apply to all hiring of the Village Hall. If the Hirer is in any doubt as to the meaning of the following, the Village Hall Bookings Secretary should immediately be consulted.
PLEASE BE AWARE THAT THE ENTIRE BUILDING IS A NON-SMOKING AREA.
1. The Hirer
The Hirer or the Hirer’s Nominated Responsible Person, neither of whom 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, under this Agreement, relating to management and supervision of the premises are met.
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. As directed by the Village Hall Bookings Secretary, 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.
3. Maximum Occupancy
The Hirer agrees not to exceed the maximum safe number of people per room which are as follows:
Maximum Safe Occupancy
4. Use of Premises
The Hirer shall not use the premises for any purpose other than that described in the Booking Agreement Form and 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 same or render invalid any insurance policies in respect thereof.
5. Shared Facilities
Where more than one function is taking place on the premises at the same time, Hirers shall ensure that their activities do not inconvenience other users (noise, interrupting other sessions, walking through other rooms, etc.). Hirers must also recognise that the toilets and kitchen areas are shared facilities.
6. Sale & Supply of Alcohol
The Hirer shall not allow the consumption of alcohol on the premises without written agreement as part of the Booking process.
A staffed bar can be requested as part of the booking process. The Village Hall can provide a staffed bar free of charge given sufficient notice. The Village Hall will provide all the stock and will retain all takings from the bar.
The Hirer may supply and sell their own alcohol by applying to Ryedale District Council for a Temporary Event Notice (TEN). The Council currently charges £21 for a TEN, and 10 clear working days are required when applying. Evidence that a TEN has been obtained must be provided to the Village
Hall’s Bookings Secretary prior to your booking.
The Hirer may request to sell their own supplied alcohol under the Village Hall’s Premises Licence if and only if all of the following four conditions are satisfied:
alcohol will not be served or music played after 11:30pm;
the Hirer, or the Hirer’s Nominated Responsible Person, is a resident of Terrington, Wiganthorpe or Ganthorpe;
the Hirer’s Nominated Responsible Person takes personal responsibility for complying in full with the Premises Licence (summarised in the points below but a copy is available on request); and;
the request is approved by the Committee of the Terrington Village Hall charity and the Designated Premises Supervisor (DPS). Such approval will be based on the size and time of the event, the history of Hirer’s previous
bookings, and whether the Hirer’s Responsible Person holds a Personal Licence (Licencing Act 2003).
Under the Licencing Act 2003, you are deemed to be selling alcohol if:
you are charging for alcoholic drinks at your event; or
if the event is ticketed and you are providing a free drink. This is seen as selling as the cost is included in the ticket price and/or the organisation providing the alcohol is providing the free drink; or
if the event has an entrance charge and you are providing a free drink.
If your event involves the sale of alcohol, or other licensable activities, but does not meet conditions above then you must apply to Ryedale District Council (01653 600666) for your own TEN. Evidence that a TEN has been obtained must be provided to the Village Hall’s Bookings Secretary prior to your booking.
Where agreement has been given for the Hirer to supply alcohol under the use the Village Hall’s Premises Licence, the Hirer must comply with the following key points from our Premises Licence:
alcohol must not be served after 11:30pm;
alcohol must not be sold or supplied to under-18s;
special care must be taken to protect children;
those serving alcohol on the premises must require any individuals who appear to be under the age of 18 years to produce on request, before being served alcohol, identification bearing their photograph, date of birth, and a holographic mark. Examples of appropriate identification include:
a photo card driving licence
a proof of age card bearing the PASS hologram;
any customer thought to be under the age of 18 years old and unable to provide appropriate identification must be refused a sale and, when the customer has left the bar area, a record of the refusal must be recorded in the Alcohol Refusal Log which is kept behind the till in the bar area
where any of the following alcoholic drinks is sold or supplied on the premises (other than alcoholic drinks having been made up in advance ready for sale in a securely closed container (e.g. bottles, cans, etc.)) it is available to customers in the following measures and that customers are made aware of the availability of these measures:
beer or cider : ½ pint,
gin, rum, vodka or whisky: 25 ml or 35 ml, and
still wine in a glass: 125 ml.
7. Gaming, Betting & 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.
8. Music Copyright Licensing
The Village Hall holds a Performing Rights Society (PRS) Licence and Phonographic Performance Ltd (PPL) Licence which permit the use of copyright music in any form e.g. record, compact disc, tapes, radio, television or by performers in person. If other licences are required in
espect of any activity in the Village Hall the Hirer should ensure that they hold the relevant licence or the Village Hall holds it.
Children shall be restricted from viewing age-restricted films classified according to the recommendations of the British Board of Film Classification. The Hirer shall ensure that they have the appropriate copyright licences for film.
10. Insurance & Indemnity
The Village Hall has Public and Product Liability insurance cover for non-commercial events but the cover has a number of exclusions. If your booking involves any of the following then you will not be covered by the Village Hall’s insurance and you must satisfy yourself that you have alternative cover:
passenger carrying amusement devices
animal rides of any kind
ballooning or aerial activities including parachuting, paragliding or parascending
go-karting, quad biking or motor sports
bungee jumping or abseiling
professional sports teams or persons
individual exhibitions valued at over £250,000
racing or time trailing other than on foot
activity involving watercraft
fireworks or bonfires
bouncy castle and other inflatable devices
contact sports (including martial arts).
'It's a knockout’ type competitions
'Donkey Derby' races.
The Hirer must inform the Village Hall’s Booking Secretary if any of the above are planned. The Village Hall reserves the right to prohibit the Hirer from any such activities even if the Hirer is able to obtain sufficient insurance cover.
The Hirer shall be liable for
the cost of repair of any damage (including accidental and malicious damage) done to any part of the premises including the curtilage thereof or the contents of the premises
all claims, losses, damages and costs made against or incurred by the village hall management committee, their employees, volunteers, agents or invitees in respect of damage or loss of property or injury to persons arising as a result of the use of the premises (including the storage of equipment) by the Hirer, and
all claims, losses, damages and costs made against or incurred by the village hall management committee, their employees, volunteers, agents or invitees as a result of any nuisance caused to a third party as a result of the use of the premises by the Hirer.
The Hirer shall indemnify and keep indemnified accordingly each member of the village hall management committee and the village hall’s employees, volunteers, agents and invitees against such liabilities.
The village hall is insured against any claims arising out of its own negligence.
11. Compliance with the Children Act 2006
The Hirer shall ensure that any activities for children under eight years of age comply with the provisions of The Childcare Act 2006 and the Safeguarding Vulnerable Groups Act 2006 and that only fit and proper persons who have passed the appropriate Criminal Records Bureau checks have access to the
children. Checks may also apply where children over eight and vulnerable adults are taking part in activities. The Hirer shall provide the village hall management committee with a copy of their CRB check and Child Protection Policy on request.
12. Public Safety Compliance
The Hirer shall comply with all conditions and regulations made in respect of the premises by the Local Authority, the Licensing Authority, the Village Hall’s Fire Risk Assessment or otherwise, particularly in connection with any event which constitutes regulated entertainment, at which alcohol is sold or
provided or which is attended by children or vulnerable adults.
The Fire Brigade shall be called to any outbreak of fire, however slight, and details thereof shall be given to the secretary of the management committee.
(a) The Hirer must familiarise themselves with the following:
the location and use of fire equipment and escape routes (see the floorplan in Appendix 1 at the end of this document)
the action to be taken in event of fire (see the Emergency Evacuation Plan in Appendix 2 at the end of this document)
appreciation of the importance of any fire doors and of closing all fire doors at the time of a fire.
(b) In advance of an 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 (take note of the method of operation of escape door fastenings)
that exit signs are displayed
that there are no obvious fire hazards on the premises.
The Hirer shall ensure that the minimum of noise is made on arrival and departure, particularly late at night and early in the morning. The Hirer shall, if using sound amplification equipment, make use of any noise limitation device provided at the premises and comply with any other licensing condition for the premises.
14. Drunk and Disorderly Behaviour and Supply of Illegal Drugs
The Hirer shall ensure that in order to avoid disturbing neighbours to the hall and avoid violent or criminal behaviour, care shall be taken to avoid excessive consumption of alcohol. Drunk and disorderly behaviour shall not be permitted either on the premises or in its immediate vicinity. Alcohol shall not be served to any
person suspected of being drunk nor to any person suspected of being under the age of 18. Any person suspected of being drunk, under the influence of drugs or who is behaving in a violent or disorderly way shall be asked to leave the premises in accordance with the Licencing Act 2003. No illegal drugs may be brought
onto the premises.
15. Stored Equipment
The Village Hall accepts no responsibility for any stored equipment or other property brought on to or left at the premises, and all liability for loss or damage is hereby excluded. All equipment and other property (other than stored equipment) must be removed at the end of each hiring or fees will be charged for each day
or part of a day at the hire fee per hiring until the same is removed.
The Village Hall may, in its discretion in the following circumstances, dispose of any property or equipment brought onto site by the Hirer and charge the Hirer any costs incurred in storing and selling or otherwise disposing of the same:
in respect of stored equipment, failure by the Hirer either to pay any storage charges due and payable or to remove the same within 7 days after the agreed storage period has ended
in respect of any other property brought on to the premises for the purposes of the hiring, failure by the Hirer to remove the same within 7 days after the hiring.
The Hirer shall, and shall ensure that the Hirer’s invitees, comply with the prohibition of smoking in public places provisions of the Health Act 2006 and regulations made thereunder. Any person who breaches this provision shall be asked to leave the premises. The Hirer shall ensure that anyone wishing to smoke does so
outside and disposes of cigarette ends, matches, etc. in a tidy and responsible manner.
17. Health & Hygiene
The Hirer shall, if preparing, serving or selling food, observe all relevant food health and hygiene legislation and regulations. In particular dairy products, vegetables and meat on the premises must be refrigerated and stored in compliance with the Food Temperature Regulations.
18. Electrical Appliance Safety
The Hirer shall ensure that any electrical appliances brought by them to the premises and used there shall be safe, in good working order, and used in a safe manner in accordance with the Electricity at Work Regulations 1989. Where a residual circuit breaker is provided the hirer must make use of it in the interests of public safety.
19. Accidents & Dangerous Occurrences
The Hirer must report all accidents involving injury to the public to a member of the Village Hall management committee as soon as possible and complete the relevant section in the Village Hall’s accident book. Any failure of equipment belonging to the Village Hall or brought in by the Hirer must also be reported as soon as possible.
20. Explosives and Flammable Substances
The hirer shall ensure that:
highly flammable substances are not brought into, or used in any part of the premises, and
no internal decorations of a combustible nature (e.g. polystyrene, cotton wool) shall be erected without the consent of the management committee. No decorations are to be put up near light fittings or heaters.
The Hirer shall ensure that 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.
The Hirer shall ensure that no animals (including birds) except assistance or guide dogs are brought into the premises, other than for a special event agreed to by the Village Hall. No animals whatsoever are to enter the kitchen at any time.
23. Fly Posting
The Hirer shall not carry out or permit fly posting or any other form of unauthorised advertisements for any event taking place at the premises, and shall indemnify and keep indemnified each member of the Village Hall’s management committee accordingly against all actions, claims and proceedings arising from any
breach of this condition. Failure to observe this condition may lead to prosecution by the local authority.
24. 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 Manufacturers’ Recommended Retail Prices.
If the Hirer wishes to cancel the booking before the date of the event and the Village Hall is unable to conclude a replacement booking, the question of the payment or the repayment of the fee shall be at the discretion of the Village Hall.
The Village Hall reserves 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 by-election;
(b) the premises being required for the funeral, or post-funeral gathering, of a village resident;
(c) the premises becoming unfit for the use intended by the Hirer;
(d) the Village Hall management committee reasonably considering that (i) such hiring will lead to a breach of licensing conditions, if applicable, or other legal or statutory requirements, or (ii) unlawful or unsuitable activities will take place at the premises as a result of this hiring;
(e) 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 (a) to (e), 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.
26. End of Hire
The Hirer shall be responsible for leaving the premises and surrounding area in a clean and tidy condition, properly locked and secured unless directed otherwise and any contents temporarily removed from their usual positions properly replaced, otherwise the Village Hall shall be at liberty to make an additional charge.
27. No Alterations
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 approval of the Village Hall Bookings Secretary. Any alteration, fixture or fitting or attachment so approved shall at the
discretion of the Village Hall 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 or, if any damage caused to the premises by such removal.
28. No Rights
The Booking Agreement Form constitutes permission only to use the premises and confers no tenancy or other right of occupation on the Hirer.
29. Dangerous and unsuitable performances
Performances involving danger to the public or of a sexually explicit nature shall not be given.
Appendix 1: Floorplan with Fire Exits and equipment points shown
Appendix 2 : Emergency Evacuation Plan
Purpose of the Plan
The purpose of this Emergency Evacuation Plan is to ensure that all occupants of these premises know what to do in the event of a fire, and to ensure that the premises can be safely evacuated should a fire occur.
A Fire Risk Assessment has already been carried out on the premises. The results of this assessment, and any remedial action taken as a consequence, have been fully considered in drawing up this plan. It is important that occupants become familiar with this plan so that in the event of a fire occurring, we can ensure as far
as humanly possible the safety and wellbeing of all people that are likely to enter the building.
The Management Committee is responsible for ongoing compliance with fire safety legislation and for fire safety management in the premises, but this plan helps to identify additional and specific responsibilities of others in the event of a fire or other emergency situation requiring evacuation of the premises.
Hirers must identify a nominated Responsible Person who will attend and be responsible for the session/meeting/event held on the premises as part of the hire.
The Responsible Person present must ensure that they have a list of persons attending the event. At large events where individual attendance lists are impracticable (such as shows, fetes, festivals and parties), a number of Responsible Persons should be identified in order to supervise and control any emergency that may arise.
In the event of an evacuation of the building, the ‘Responsible Person/s’ for that session/meeting/event will take the record of attendees to the assembly point and assist with the evacuation of the building.
If A Fire Is Discovered
If you discover or suspect a fire, you must raise the fire alarm by shouting “Fire!” and/or activating one of the break-glass alarm call points shown in the floorplan in Appendix 1.
Evacuation Of Premises
In the event of a fire or other life-threatening incident, occupants will evacuate via the nearest available exit. Particular attention must be given to the safe evacuation of anyone with physical disabilities, mental impairment or specific needs, and who may require varying degrees of assistance.
Evacuation should take place in an urgent but orderly fashion, and those leaving the building should report to the assembly point in the car park, where a roll call will be carried out to ensure that everyone has evacuated the building safely.
It will be the task of the Responsible Person for the event at the time to ensure that the premises are checked as thoroughly as possible to ensure that no-one is left inside the building, special attention being given to toilets.
Calling and Liaising with the Fire Service
Upon hearing or raising the fire alarm, the Responsible Person will alert the Fire Service by dialling 999. There is no telephone within the premises so this needs to be done by mobile phone. Upon arrival of the Fire Service, the Responsible Person will meet the officer in charge and relay as much information about the
incident as possible, including:
Persons missing or trapped in the building, where and when they were last seen;
Where the fire is, what it involves, and how big it is;
Where the building services (gas, electricity, water) are, if not already isolated;
Any special hazards in the building which may affect the safety of personnel;
Any other information which may be considered useful.
Remember that once evacuation has taken place the senior fire officer will be the person who decides whether or when it is safe for people to re-enter the building.
If a fire is discovered in its early stages, it may be appropriate to tackle it with the nearest suitable fire extinguisher (see the floorplan in Appendix 1), only if it is considered safe to do so and only after the alarm has been raised. If it is not possible to extinguish the fire, every effort should be made to contain it to the room
or area of origin. Regardless of whether the fire is successfully extinguished, the Fire Service must still be called, and people must not be allowed to re-enter the building until the senior fire officer has deemed it safe to do so.