Hirer Terms & Conditions

General Conditions

  1. The Hirer is, during the period of the hire, responsible for the supervision of the premises the fabric & contents, their care & safety from damage however slight. Any damage caused or noticed during the hire should be reported immediately to the bookings secretary.
  2. The Hirer must be over the age of 18 years when the booking is made.
  3. The Hirer shall not use the premises for any other purpose than that described in the agreement.
  4. The Hirer shall be responsible for obtaining such licenses as may be required. Should the hirer intend to seek an “Occasional Permission” to sell alcohol (under the terms of the Licensing Act) the Village Hall Committee’s agreement must be obtained in writing.
  5. The Hirer is responsible for ensuring that payment for the hire of the hall is made either prior to, or on the day of the event. A deposit will not normally be required.
  6. The Hirer is responsible for ensuring that they know when & where to pick up & return the keys. This will be discussed at the time the booking is made.
  7. The Hirer shall indemnify the Committee against the cost of repair of any damage done to any part of the premises including the building & its surrounds, curtains, fittings fixtures & furniture which may occur during the period of the hire or as a result of it.
  8. The Village Hall is insured for Public Liability claims arising from acts/omissions relating to the premises or equipment but hirers should consider whether activities should be insured separately.
  9. At the end of the Hiring, the Hirer shall be responsible for leaving the premises & surrounds in a clean & tidy condition, properly locked & secured unless directed otherwise. Any contents temporarily removed from their usual positions properly replaced; otherwise, an additional charge may be made.
    All rubbish must be removed and taken away by the hirer & bins left in a clean condition.
  10. The Committee reserves the right to cancel this hiring in the event of the hall being required for use as a polling station for a Parliamentary or Local Bye-Election, in which case a refund of any deposit will be repaid.
  11. In the event of the hall or any part thereof becoming unfit for the use for which it is hired the committee shall not be liable to the Hirer for any resulting loss or damage.
  12. If the Hirer wishes to advertise their event on the notice board outside the Hall please send your notice to Martin Hatton, Wighthaven, Kemming Road, Whitwell, Isle of Wight PO38 2RA.
  13. The Hirer must ensure that no music is played on the premises before 09:00 or after 23:00.
  14. The Committee reserves the right to refuse a request for hiring the hall.
  15. The Hirer is responsible for ensuring that nothing is stored or left in the hall without the written permission of the committee.
  16. The Hirer is responsible for informing the committee if recorded music (CD’s, radio etc) will be played during the course of the hire.  See license conditions.
  17. The Hirer is responsible for ensuring that no money is left unattended on the premises at any time.

Health, Safety & Fire

  1. The Hirer is responsible for ensuring that any that spillage of any liquids during the hiring of the hall are mopped up quickly using the equipment provided & must ensure that the floors are kept dry at all times.
  2. The Hirer is responsible for ensuring no flammable or hazardous substances (including cleaning materials) are brought onto the premises without written permission from the committee.
  3. The Hirer is responsible for ensuring that no naked flames (candles, Calor gas heaters/burners Bar B Q’s etc) are brought onto or used on the premises without written permission from the committee.
  4. The Hirer is responsible for ensuring that any accidents however minor are reported to either the bookings secretary (Chris Halpin) or Anne Watts (731063) & that an accident form (located next to the first aid box in the kitchen) is completed, placed in the envelopes provided & is given to Chris Halpin (Alma Cottage, High Street) or Anne Watts (26 Bannock Road). It is particularly important that any of the following are reported immediately:
      1. a death or major injury
      2. an injury which results in someone being unable to work for more than three days
      3. a work-related disease
      4. a dangerous occurrence
      5. any injury which results in a member of the public being taken to hospital.
  5. The Hirer is responsible for ensuring that children are not allowed in the kitchen except under strict supervision. They should not enter the kitchen when hot food or drinks are being prepared or served. Sharp knives & other implements, kettles & water boilers must be kept out of their reach. There must be no running.
  6. The Hirer is responsible for ensuring that any electrical equipment brought onto the premises is PAT tested.
  7. The Hirer is responsible for ensuring that at least one mobile phone charged & with credit is available at all times during the period of hire for emergency purposes.
  8. The Hirer is responsible for ensuring that the hall heaters are not left on for any length of time PRIOR to the commencement of any activity in the hall, & are switched off at the end of the hire.
  9. The Hirer is responsible for informing the committee of any activity for which the hall has been hired that will be run by a self-employed person in their line of work EG dance/yoga/cookery teacher, or if the Hirer has any employees who will be on the premises in the course of their work.
  10. The Hirer shall comply with all the conditions & regulations made in respect of the premises by the Fire Authority or Local Authority.
  11. The Hirer is responsible for acquainting him/herself (& everyone in the hall)  with the fire evacuation procedures, the location of fire fighting equipment, ensuring that fire exits are free from obstructions at all times, & that a person is nominated to take responsibility for everyone in the hall if a fire should occur. The fire evacuation procedures are attached as is a plan showing the exits & fire fighting equipment.
  12. The Hirer is responsible for ensuring that they know how many persons are on the premises at any one time & that the number of persons in the hall does not exceed the maximum allowed by the Local authority (100 persons).
  13. The Hirer is responsible for ensuring that electrical equipment is not touched or operated with wet hands or that any equipment is used where there are signs of damage, exposure of components or water penetration etc. Any damage/wear to equipment/furniture or the fabric of the building should be reported to the Bookings Secretary.
  14. The Hirer is responsible for ensuring that work on steps, ladders or at height is not undertaken until they are properly secured and another person is present.
  15. The Hirer is responsible for ensuring that the opening & closing procedures for the hall (please see attached) are followed.
  16. The Hirer is responsible for ensuring that heavy or bulky items are moved by a minimum of two people, & that no one carries or moves anything which is too heavy for them including tables & chairs.
  17. The Hirer is responsible for ensuring that plastic chairs are stacked no more than 8 high & wooden Chairs no more than 2 high.
  18. The Hirer is responsible for ensuring that water boilers are not emptied or carried when they are full of hot water. Leave them to cool.
  19. The Hirer is responsible for ensuring that electrical sockets are not overloaded.
  20. The Hirer is responsible for ensuring that all lighting and electrical apparatus on the stage, likely to become heated must be provided with suitable protection to prevent contact by scenery or any other combustible material.
  21. The Hirer must have regard to the needs of disabled people and in particular:
      1. Provision must be made for disabled people using the premises to be accommodated in seating or reserved places in close proximity to exits capable of being used by disabled people with or without assistance. Such exits must be clearly indicated by display of a disabled symbol.
      2. Reasonable provision must be made and maintained in respect of access/egress and facilities for disabled people.
      3. The arrangements and provisions made for the disabled people must at all times be effectively maintained.
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