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Eton Wick Village Hall – Full Terms & Conditions of Hire

Eton Wick Village Hall Management Committee (EWVHMC) informs hirers of the Village Hall that by signing an agreement to use the Village Hall they (the Hirer or you) are entering into a contract that could be used in evidence should legal action become necessary.

Agreed as follows:

1. Throughout this agreement

EWVHMC will be referred to as “we” or “our”, is to be construed accordingly and “we” and “our” mean and include Eton Wick Village Hall charity trustees, employees, volunteers, agents and invitees.

The person or organisation named as Hirer on the Booking Form is referred to as “you” or “Hirer” and “your” is to be construed accordingly; “you” or “Hirer” also includes the members of you management committee (if appropriate), your employees, volunteers, agents and invitees.

Where you must seek our consent, tell us about something or give us something, you must speak to and seek consent from the Bookings Secretary or if the Bookings Secretary is not available, any of the EWVHMC.

2. In consideration of the hire fee described in the booking arrangements, we agree to permit you to use the premises for the purpose described and for the times described in the Booking Form. The details inserted in sub-clauses 2.1 to 2.5 below are terms of this agreement. The agreement includes the annexed Standard

2.1 Date and times required: these are the date and times entered on the completed booking form. Your start time is the time that you are permitted to enter the hall. The finish is the time you should leave the hall.

2.2 Village Hall: Registered Charity number 300261, Authorised Representative : Address : 1 Eton Wick Road, Eton Wick, Windsor, Berkshire SL4 6LT , Telephone number : 07949147846, Email: ewvillagehallwebsite@gmail.com

2.3 Hirer as named on the Booking Form where contact details are also entered.

2.4 Hire Fees: as indicated on the Booking Form with reference to charges shown there.

2.5 Premises: The booking agreement covers the whole upstairs of the building.

3. The hall has an annually renewed license with the Performing Rights Society (PRS) and Phonographic Performance Limited (PPL) for the performance or playing of copyright music.

4. You agree to be present (by your authorised representative, if appropriate) during the hiring and to comply fully with this agreement

5. We and you herby agree that the Standard Conditions of Hire (see below) together with any additional conditions that we deem necessary, form part of the terms of this agreement unless we and you agree in writing.

6. None of the provisions of this agreement are intended to or will operate to confer any benefit pursuant to the Contracts (Right of Third Parties) Act 1999 on a person who is not named as a party to this Agreement.

As signed by the Hirer as described on the Booking Form.

Conditions of Hire

If you are in any doubt as to the meaning of any of the conditions, you must seek clarification from us without delay.

Eton Wick Village Hall is a non-profit making organisation administered by a selected committee of local residents.

The amenities of the Village Hall are maintained on a voluntary basis. There is no resident caretaker but every endeavour is made to ensure that all the facilities are available and working and the Village Hall is in good order when you come to use it. If this should not be so, please advise the Bookings Secretary immediately and we will do our best to rectify any problems. Hirers are asked to help us by leaving the hall in a clean and tidy condition. They are also asked to remember that we rely upon the goodwill of local residents and as such, to limit any excessive noise and possible nuisance when entering, using or leaving the hall.

BOOKINGS

  • Bookings are considered provisional until approved and paid. This may be made for single or occasional hire by casual hirers and regular bookings.
  • Where a person or organisation is accustomed to hire the hall at a regular date and time, reasonable efforts will be made to first offer to the regular hirer.
  • No person or organisation is permitted to use the hall unless it has been booked and paid for.
  • The hall must be completely vacated not later than your finish time.
  • Keys may only be held by Committee members except where otherwise approved in writing.
  • The premises shall not be used for any other purpose than entered into by the Hirer on the online booking form. Materially incorrect description of the purpose may lead to immediate abrupt termination of the hire and the loss of payments made.
  • Approved local organisations and residents living in Eton Wick enjoy concessionary hire charges. There should be no sub-letting of the hall by residents to non-residents by way of written or non-written(verbal) agreements.

HIRE FEES

  • All fees are payable in advance, not less than 28 days prior to the hire. Bookings not paid for by the due date may be deemed to have lapsed. Bookings made within 28 days of hire date must be paid in full.

CAPACITY

  • The maximum capacity is 100.

AGE

  • The Hirer, not being under 25 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 Standard Conditions under this agreement relating to management and supervision of the premises are met.
  • We do not allow teenage parties for those aged between 13 and 21 for any occasion or celebration under any circumstances.

SUPERVISION

During the period of hire, the Hirer is responsible for:

  • Supervision of the premises, the fabric and the contents.
  • Their guests care and safety.
  • 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 us, the Hirer must make good and pay for all damage (including accidental damage) to the premises or to the fixtures, fittings or contents and for loss of contents.

USE OF PREMISES

  • The Hirer must not use the premises, including the car park, for any purpose other than that described in the Hire Agreement and must not sub-hire or sub-let or use the premises or allow it to be used for any unlawful or unsuitable purpose or in any unlawful way nor do anything or bring anything on the premises which might endanger the building or render invalid any insurance policies covering the building.
  • DO NOT use Sellotape on the walls. Only Blu Tack or similar is permitted.
  • DO NOT use glitter or confetti. If this is ignored it will cause your deposit to be forfeited.
  • Shall be responsible for leaving the premises and surrounds in a clean and tidy condition. Any contents temporarily removed from their usual positions properly replaced, otherwise a charge may be made. A SECURITY DEPOSIT will be retained should any damage or loss occur
  • Rubbish is to be put in the large bin marked Eton Wick Village Hall located at the side of the premises (by the library). Balloon cylinders must be removed by hirer and not left in our bin.
  • BOUNCY CASTLES are not permitted due to low ceilings.
  • PIR LIGHTING – The stairway, chair and table storeroom and toilet lights are controlled by PIR on and off. They are currently set to 10 minutes to allow time to leave the area. PLEASE TURN ALL OTHER LIGHTS OFF (i.e. in Main Hall, Small Hall, Lift and Kitchen) when you leave the building.
  • TOILETS/CLOAKROOMS – Please ensure toilets are flushed and TAPS ARE TURNED OFF. Please do not put hand towels down the toilets.
  • DOGS – shall not be brought into the hall (assistance dogs exempt).
  • FIRST AID BOX – Is located in the kitchen by the door to the large hall with the accident book.
  • LIFT – Is available for disabled use only. Large items, such as disco or display equipment must not be transported in the lift.

INSURANCE AND INDEMNITY

The Hirer shall be liable for:

  • The cost of repair of any damage (including accidental or 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 us, 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.
  • The Hirer shall indemnify and keep indemnified accordingly each member of the EWVHMC, volunteers, agents and invitees against such liabilities.
  • The Village Hall shall take out adequate insurance to insure the liabilities described above and may at its discretion and in the case of non-commercial hirers, insure the liabilities described above.
  • The Village Hall shall claim on its insurance for any liability of the Hirer hereunder but the Hirer shall indemnify and keep indemnified each member of the EWVHMC, employees, volunteers, agents and invitees against a) any insurance excess incurred and b) the difference between the amount of the liability and the monies received under the insurance policy.
  • Where the Village Hall does not insure the liabilities described above, the Hirer shall take out adequate insurance to insure such liability and on demand shall produce the policy and current receipt or other evidence of cover to the Village Hall Booking Secretary. Failure to produce such policy and evidence of cover will render the hiring void and enable the Village Hall Secretary to rehire the premises to another hirer.
  • The Village Hall is insured against any claims arising out of its own negligence.

GAMING, BETTING, LOTTERIES AND ALCOHOL 

  • The Hirer shall ensure that nothing is done on or in relation to the premises in contravention of the laws relating to gaming, betting and lotteries. All appropriate licences are applied for from the Local Authority by the hirer. No alcohol is to be sold.

MUSIC COPYRIGHT LICENSING

  • We hold the combined Performing Rights Society (PRS) and Phonographic Performance Limited (PPL) licence.

MUSIC

  • The Hirer must have our written permission for performance of live music under the Deregulation Act 2015. This Agreement confers that permission.

SAFEGUARDING CHILDREN, YOUNG PEOPLE AND VULNERABLE ADULTS

  • You must ensure that any activities for children, young people and other vulnerable adults are only provided by fit and proper persons in accordance with the Safeguarding Vulnerable Groups Act 2006 and any subsequent legislation. When requested, you must provide us with a copy of your Safeguarding Policy and evidence that you have carried out relevant checks through the Disclosure and Barring Service (DBS).

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, and our fire risk assessment or otherwise, particularly in connection with any event at which alcohol is provided or which is attended by children. You must also comply with our Health and Safety Policy.
  • The Fire Service must be called to any outbreak of fire, however slight, and details must be given to our Bookings Secretary.
  • In the event of fire the main requirement is to evacuate the building by:
    • Pressing callpoints
    • Shouting fire
    • Evacuating the building
    • Only use firefighting equipment if trained and comfortable doing so
  • The Hirer must take the time to ensure they are aware of the following matters:Action to be taken in the event of a fire.
    • Location and use of firefighting equipment as shown on the Plan on the Noticeboard.
    • Location of escape routes and the need to keep them clear.
    • Method of operation of escape door fastenings.
    • Appreciation of the importance of any fire doors and of closing all the fire doors at the time of fire.
    • Location of the First Aid Box (kitchen).

In advance of any activity whether regulated entertainment or not, you must check the following items:

– All fire exits are unlocked and panic bolts are in good working order.

– All escape routes are free of obstruction and can be safely used for instant free public exit.

– Any fire doors are not wedged open.

– Fire exit signs are illuminated.

– There are no obvious fire hazards on the premises.

NOISE

  • The Hirer shall ensure that the minimum of noise is made on arrival and departure, particularly late at night and early in the morning.

NOISE LIMITING EQUIPMENT – has been installed. Should the music become too loud the equipment (which is situated on the wall facing the stage) will flash a warning – if the noise level isn’t reduced the electricity supply to the sockets will cut out.

DRUNK AND DISORDERLY BEHAVIOUR AND SUPPLY OF ILLEGAL DRUGS

  • The Hirer shall ensure that in order to avoid disturbing neighbours of the hall and avoid violent or criminal behaviour, no one attending the event consumes excessive amounts of alcohol and no illegal drugs are brought onto the premises.
  • Drunk and disorderly behaviour is not permitted either on the premises or in its immediate vicinity. The Hirer must ask any person suspected of being drunk, under the influence of drugs or who is behaving in a violent or disorderly way to leave the premises in accordance with the Licensing Act 2003.

FOOD, HEALTH AND HYGIENE

  • The Hirer shall, if preparing, serving or selling food, comply with 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. The premises are provided with a refrigerator.

ELECTRICAL APPLIANCE SAFETY

  • The Hirer shall ensure that any electrical appliances brought to the premises and used are safe, in good working order, PAT tested and labelled and used in a safe manner in accordance with the Electricity at Work Regulations 1989. Where a residual circuit breaker is provided you must make use of it in the interests of public safety.

STORED EQUIPMENT

  • We accept no responsibility for any stored equipment or other property brought onto 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 we will charge fees each day or part of a day at the hire fee per hiring until the same is removed.
  • We may, in our discretion, dispose of any items referred to below by sale or otherwise on such terms and conditions as we think fit and charge you any costs we incur in storing and selling otherwise disposing of the same, in any of the following circumstances.
  • Your failure either to pay any charges in respect of stored equipment due and payable or to remove the same within 7 days after the agreed storage period has ended.
  • Your failure to dispose of any property brought onto the premises for the purpose of the hiring.

SMOKING

  • The Hirer shall comply with the prohibition of smoking in public places provisions of the Health Act 2006 and regulations made thereunder. The Hirer must ask any person who breaches this provision to leave the premises. You must ensure that anyone wishing to smoke does so outside and disposes of cigarette ends, matches etc in a tidy and responsible manner, so as not to cause a fire or leave mess.

ACCIDENTS AND DANGEROUS OCCURRENCES

  • The Hirer must report to us as soon as possible any failure of our equipment or equipment brought in by you.
  • The Hirer must report all accidents involving injury to the public to us as soon as possible and complete the accident book in the Kitchen prior to leaving the venue.
  • The Hirer must report all accidents or injuries on the special form in the accident book and inform Village Hall management on the contact details at the top of this document.

HEATING

  • The Hirer shall ensure that no unauthorised heating appliances are used on the premises when open to the public without our consent. You must not use portable liquefied propane gas (LPG) or butane gas heating appliances.
  • Please ensure all heating in the hall is switched off when leaving the hall.

ANIMALS

  • The Hirer shall ensure that only owners of Guide Dogs, Hearing Dogs and Assistance Dogs are allowed to bring their animals onto the premises.

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 must indemnify and keep indemnified us accordingly against all actions, claims and proceedings arising from any breach of this condition. If you fail to observe this condition you may be prosecuted by the local authority.

SALE OF GOODS

  • The Hirer shall, if selling goods on the premises, comply with Fair Trading Laws and any Code of Practice using in connection with such sales. In particular, you must ensure that the total prices of all goods and services are prominently displayed, as must be the organisers name, address and that any discounts offered are based only on Manufacturers Recommended Retail Price.

CANCELLATION

  • 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. A refund of any monies paid will be the following:
    • More than 56 days notice – a full refund
    • Between 29 and 55 days notice – 50% refund
    • Less than 29 days notice – no refund
  • The Village Hall reserves the right to cancel this hiring by written notice to the Hirer in the event of: the premises being required for use as a Polling Station for a Parliamentary or local Government election or by-election.
  • The EWVHMC reasonably considering that such hiring shall lead to a breach of licensing conditions, if applicable, or other legal or statutory requirements or unlawful or unsuitable activities will take place at the premises as a result of this 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.

END OF HIRE

  • The Hirer shall be responsible for leaving the premises and surrounding area (car park) in a clean and tidy condition, properly locked (internal and external doors) and secured unless directed otherwise and any contents temporarily removed from their usual positions properly replaced by the finish time of your booking, otherwise we may make an additional charge.

NO ALTERATIONS

  • No alterations or additions may be made to the premises nor any fixtures be installed or placards, decorations or other articles be attached in any way to any part of the premises without our prior written approval. At our discretion, any alteration, fixture or fitting or attachment which we have approved may remain in the premises at the end of the hiring. Such items will become our property unless you remove them and you must make good to our satisfaction any damage you cause to the premises by such removal.
  • If hiring for theatrical or concert purposes, no wing flaps or other scenery or property are in any way nailed to the stage flooring and at the end of the hire the stage is left clear of any obstruction and left in good order.

NO RIGHTS

This agreement constitutes permission only to use the premises and confers no tenancy or other right of occupation on you.

bookings@etonwickvillagehall.com or Telephone: 07949 147 846

Availability of Keys: There is a DEXTER key safe in corner of the front porch, alongside the notice board.

You will be advised of the key code before your event.

Booking Form