Sonning Common Village Hall 


STANDARD CONDITIONS OF HIRE

If the Hirer is in any doubt as to the meaning of the following, please consult the Booking Agent immediately. 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 shall, during the period of the hiring, be responsible for the 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. Under the Terms of the Hall's Public Entertainments Licence, if an entertainment is held, the HIRER shall ensure that:

(a) the number of people on the premises shall not exceed 140, with a minimum of two attendants present (in addition to the HIRER) who should be aware of the Fire and Evacuation procedures, and

(b) if the majority of the audience is under 16 years of age, a minimum of four attendants are present (in addition to the HIRER) who should be aware of the Fire and Evacuation procedures.

[NB Detailed Fire & Evacuation Procedures are on the notice board in the kitchen]

3. The HIRER shall not use the premises for any purpose other than that described in the Hiring Agreement 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 on to the premises anything which may endanger the same or render invalid any insurance policies in respect thereof, nor allow the consumption of alcohol thereon, except within the Hall Terms of Licence.

THE USE OF PARAFFIN OR LIQUIFIED PETROLEUM GAS HEATERS IS NOT PERMITTED IN THE HALL.

4. The HIRER shall be responsible for obtaining licences from the Performing Rights Society, or otherwise, and for the observance of the same and of all other regulations appertaining to the premises stipulated by the Fire Authority, the Local Authority, the local Magistrates' Court or otherwise.

5. The HIRER shall ensure that any electrical appliances brought by them to the premises and used there shall be safe and in good working order, and used in a safe manner.

6. The HIRER shall indemnify the COMMITTEE for the cost of repair of any damage done to any part of the property including the curtilage thereof or the contents of the buildings which may occur during the period of the hiring as a result of the hiring.

7. NON PROFIT MAKING HIRERS of the hall are insured for public liability under the Village Hall insurance. Other than this, all HIRERS shall be responsible for making arrangements to insure against any third party claims which may lie against him/her (or the organisation if acting as a representative) whilst using the Village Hall. (The Village Hall is insured only against any claim arising out of its own negligence).

8. The HIRER must report all accidents involving injury to the public to the Booking Agent as soon as possible and enter them immediately in the Accident Book kept in the First Aid box in the kitchen.. Any failure of equipment, either that belonging to the hall or brought in by the hirer, must also be reported as soon as possible. Certain types of accident or injury must be reported on a special form to the local authority. Members of the Hall Committee (via the Booking Agent) will give assistance in completing this form. This is in accordance with the Executive Reporting of Injuries, Diseases and Dangerous Occurrences Regulation 1995.

9. The HIRER shall take note of the Village Hall's Health & Safety Policy Document (see attached and also posted on the notice board in the kitchen). /cont’d

10. The HIRER shall ensure that no animals (including birds) except guide dogs are brought into the hall other than for a special event agreed to by the Committee. Also, no animals whatsoever are to enter the kitchen at any time.

11. 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. The HIRER shall not, without prior permission from SONNING COMMON PARISH COUNCIL, carry out or permit fly posting or any other form of unauthorised 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. 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 claims to have discounted or reduced prices must comply with Consumer Protection Legislation.

14. If the HIRER wishes to cancel the booking before the date of the event and the COMMITTEE 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 COMMITTEE. Currently 25% of fee Monday-Thursday and 50% of fee Friday-Sunday.

15. The COMMITTEE reserves the right to refuse a booking without notice or to cancel this hiring agreement, where it considers it necessary to do so, at any time before or during the term of the agreement upon giving seven 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 but the COMMITTEE shall not be liable to make any further payment to the hirer.

16. 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.

17. The HIRER shall be responsible for leaving the premises and surrounding area (including the toilets) in a clean and tidy condition, properly locked and secured, unless directed otherwise, and any contents temporarily removed from their usual positions - including the stacking tables and chairs - properly replaced, otherwise the COMMITTEE shall be at liberty to make an additional charge.

18. The HIRER shall ensure that the minimum of noise is made on arrival and departure.

19. Prices quoted to the HIRER are those currently in force. The COMMITTEE reviews its pricing structure annually and any changes take effect from 1 April in any year.

20. The HIRER shall, if preparing, serving or selling food, observe all relevant food health and hygiene legislation and regulations (see attached and posted on the notice board in the kitchen).

21. The COMMITTEE reserves the right to apply a deposit (currently £50) to certain events.

22. PLEASE NOTE THAT DUE TO THE CHANGE IN THE WAY RUBBISH IS COLLECTED HIRERS ARE NOW REQUIRED TO TAKE AWAY FROM THE HALL AND ITS’ SURROUNDINGS ALL THEIR RUBBISH.

23 THE HIRER MUST ENSURE THAT ALL WINDOWS ARE SECURE BEFORE LEAVING THE HALL



Booking Agent: Megan Short, Tel: 07763 134769 E-mail: info@scvh.co.uk 

September 2013 






Sonning Common Village Hall, Wood Lane, Sonning Common, Reading, RG4 9SL

For Bookings Telephone :  07763 134769
Reg. Charity No. 277512
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