Terms & Conditions of Hire

The agreement between the Hall and the Hirer

Definitions

Throughout this agreement, Eton Wick Village Hall Management Committee will be referred to as “we” or “our”. These terms include the Village Hall charity trustees, employees, volunteers, agents and invitees.

The person or organisation named as Hirer on the Booking Form will be referred to as “you”, “your” or “the Hirer”. Where appropriate, this also includes members of your management committee, employees, volunteers, agents and invitees.

Where you must seek our consent, tell us about something or provide something to us, you should contact the Bookings Secretary or, if unavailable, another member of EWVHMC.

Permission to use the premises

In consideration of the agreed hire fee, we permit you to use the premises for the purpose and during the times recorded on the Booking Form.

Music licences

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

Attendance during hire

You agree to be present, or represented by your authorised representative where appropriate, throughout the hiring and to comply fully with this agreement.

Standard Conditions

These Conditions of Hire, together with any additional conditions we consider necessary, form part of your hire agreement unless otherwise agreed in writing.

Third-party rights

Nothing in this agreement is intended to confer any benefit under the Contracts (Rights of Third Parties) Act 1999 upon a person who is not named as a party to the agreement.

Making and using a booking

• Bookings are provisional until approved and paid for. This applies to single, occasional and regular bookings.
• Where a person or organisation regularly hires the hall on the same date and time, reasonable efforts will be made to offer that regular slot to the existing hirer first.
• No person or organisation may use the hall unless it has been booked and paid for.
• The hall must be completely vacated by the finish time shown on your booking.
• Keys may only be held by Committee members unless otherwise approved.
• The premises may only be used for the purpose stated on the Booking Form. A materially incorrect description of the intended use may result in immediate termination of the hire and loss of payments made.
• Approved local organisations and Eton Wick residents may qualify for concessionary hire charges. A resident may not book the hall at a concessionary rate and then sub-let it to a non-resident.

Payment

All hire fees are payable in advance, no later than 28 days before the hire date.

A booking that has not been paid for by the due date may be treated as having lapsed.

Bookings made within 28 days of the hire date must be paid in full.

Capacity and age restrictions

Age of Hirer

The Hirer must be at least 25 years old and accepts responsibility for being in charge of and on the premises whenever members of the public are present.

The Hirer is responsible for ensuring that all conditions relating to the management and supervision of the premises are met.

Teenage parties

We do not allow teenage parties for those aged between 13 and 21 for any occasion or celebration.

Your responsibilities during the hire

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

• supervision of the premises, its fabric and contents;
• the care and safety of guests;
• the behaviour of everyone using the premises;
• appropriate supervision of parking so that vehicles do not obstruct the highway; and
• making good and paying for any damage, including accidental damage, to the premises, fixtures, fittings or contents, and for loss of contents.

Looking after the hall

• The hall and car park must not be used for any purpose other than that stated in the Hire Agreement.
• You must not sub-hire or sub-let the premises.
• The premises must not be used for an unlawful or unsuitable purpose or in any way that could endanger the building or invalidate its insurance.
• Do not use Sellotape on the walls. Only Blu Tack or a similar approved fixing may be used.
• Glitter and confetti are not permitted. Failure to comply may result in your security deposit being forfeited.
• The premises and surrounding area must be left clean and tidy. Furniture and other contents moved during your hire must be returned to their correct positions.
• A security deposit may be retained where damage or loss occurs.
• Rubbish must be placed in the large bin marked Eton Wick Village Hall at the side of the premises by the library.
• Balloon cylinders must be removed by the Hirer and must not be placed in the Village Hall bin.
• Bouncy castles are not permitted due to the low ceiling height.
• The stairway, chair and table storeroom and toilet lights operate using PIR sensors. Please switch off all other lights, including those in the Main Hall, Small Hall, lift and kitchen, before leaving.
• Please ensure toilets are flushed and taps are turned off. Hand towels must not be put down the toilets.
• Dogs are not permitted in the hall except assistance dogs.
• The First Aid Box and accident book are located in the kitchen by the door to the Main Hall.
• The lift is for disabled access. Large items such as disco or display equipment must not be transported in the lift.

Liability and insurance

The Hirer is liable for the cost of repairing damage, including accidental or malicious damage, caused to any part of the premises, its surroundings or contents.

The Hirer is also responsible for claims, losses, damages and costs incurred by the Village Hall, its volunteers, agents or invitees arising from the Hirer's use of the premises or storage of equipment.

The Hirer must indemnify members of EWVHMC, volunteers, agents and invitees against such liabilities.

The Village Hall maintains appropriate insurance. Where the Village Hall's insurance responds to a liability for which the Hirer is responsible, the Hirer remains responsible for any policy excess and any difference between the liability and the amount recovered from insurers.

Where the Village Hall does not insure a particular liability, the Hirer may be required to arrange suitable insurance and provide evidence of cover. Failure to provide requested evidence may render the hire void.

The Village Hall is insured in respect of claims arising from its own negligence.

Licensing requirements

The Hirer must ensure that nothing is done on or in connection with the premises that contravenes legislation relating to gaming, betting or lotteries.

Any licences required from the Local Authority are the responsibility of the Hirer.

Music and copyright licensing

Eton Wick Village Hall holds the combined Performing Right Society (PRS) and Phonographic Performance Limited (PPL) licence.

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

Children, young people and vulnerable adults

Any activities involving children, young people or vulnerable adults must only be provided by fit and proper persons and must comply with applicable safeguarding legislation.

Where requested, you must provide a copy of your Safeguarding Policy and evidence that appropriate Disclosure and Barring Service checks have been carried out.

Fire and safety requirements

The Hirer must comply with conditions and regulations applying to the premises, including requirements of the Local Authority, Licensing Authority, the Village Hall's fire risk assessment and Health and Safety Policy.

Particular care must be taken at events involving alcohol or children.

In the event of fire

• activate the fire alarm call points;
• shout “fire” to alert those present;
• evacuate the building;
• call the Fire and Rescue Service for any outbreak of fire, however slight; and
• only use firefighting equipment if you are trained and confident to do so.

Before your activity begins

The Hirer must make themselves familiar with:

• the action to take in the event of fire;
• the location and use of firefighting equipment;
• escape routes and the need to keep them clear;
• the operation of escape door fastenings;
• the importance of fire doors and keeping them closed when required; and
• the location of the First Aid Box in the kitchen.

Before the event starts, check that:

• all fire exits are unlocked and panic bolts operate correctly;
• escape routes are clear and can be used immediately;
• fire doors are not wedged open;
• fire exit signs are illuminated; and
• there are no obvious fire hazards.

Respecting our neighbours

Please keep noise to a minimum when arriving and leaving, particularly late at night and early in the morning.

Noise limiting equipment

Noise limiting equipment is installed in the hall. If music becomes too loud, the unit on the wall facing the stage will flash a warning.

If the noise level is not reduced, the electricity supply to the relevant sockets will cut out.

Drunk or disorderly behaviour and illegal drugs

The Hirer must ensure that attendees do not consume excessive amounts of alcohol and that illegal drugs are not brought onto the premises.

Drunk, violent or disorderly behaviour is not permitted on the premises or in its immediate vicinity. Anyone suspected of being drunk, under the influence of drugs or behaving violently or disorderly must be asked to leave.

Preparing and serving food

If preparing, serving or selling food, the Hirer must comply with all relevant food safety, health and hygiene legislation and regulations.

Food requiring refrigeration, including dairy products and meat, must be stored appropriately. A refrigerator is provided within the premises.

Electrical equipment brought into the hall

The Hirer must ensure that electrical appliances brought onto and used at the premises are safe, in good working order, appropriately PAT tested and labelled, and used safely.

Where a residual circuit breaker is provided, it should be used in the interests of public safety.

Property left at the premises

We accept no responsibility for stored equipment or other property brought onto or left at the premises.

Unless specifically agreed as stored equipment, all property must be removed at the end of each hire. Additional hire charges may be made for each day or part of a day that items remain.

We may dispose of items by sale or otherwise, and recover storage or disposal costs, where:

• charges for stored equipment remain unpaid;
• stored equipment is not removed within seven days after an agreed storage period ends; or
• property brought to the premises for a hire is not removed afterwards.

The hall is a no-smoking premises

The Hirer must comply with the prohibition on smoking in public places.

Anyone wishing to smoke must do so outside and dispose of cigarette ends, matches and other waste safely and responsibly.

Accidents, equipment and heating

Accidents and dangerous occurrences

You must report any failure of Village Hall equipment, or equipment brought in by you, as soon as possible.

All accidents involving injury to a member of the public must be reported to us and recorded in the accident book in the kitchen before leaving the venue.

Please also inform Village Hall management using the contact details on this page.

Heating

Unauthorised heating appliances must not be used on the premises without our consent.

Portable liquefied petroleum gas (LPG) or butane gas heating appliances are not permitted.

Please ensure all hall heating is switched off when leaving.

Animals in the hall

Only Guide Dogs, Hearing Dogs and other Assistance Dogs are permitted inside the premises.

Fly-posting and sale of goods

Fly-posting

The Hirer must not carry out or permit fly-posting or any other unauthorised advertising for an event at the premises.

The Hirer is responsible for claims or proceedings arising from a breach of this condition. Unauthorised advertising may also result in action by the Local Authority.

Sale of goods

If goods are sold at the premises, the Hirer must comply with applicable fair trading law and any relevant codes of practice.

Prices of goods and services should be clearly displayed together with the organiser's name and address. Any advertised discount must be presented lawfully and accurately.

If your booking is cancelled

If the Hirer cancels before the event and the Village Hall is unable to secure a replacement booking, refunds will normally be as follows:

• More than 56 days' notice: full refund.
• 29–55 days' notice: 50% refund.
• Less than 29 days' notice: no refund.

Cancellation by the Village Hall

EWVHMC reserves the right to cancel a booking by written notice where:

• the premises are required as a Polling Station for a Parliamentary or Local Government election or by-election;
• we reasonably believe the hire would breach licensing conditions or another legal or statutory requirement;
• unlawful or unsuitable activities are likely to take place;
• the premises become unfit for the intended use; or
• an emergency requires the premises to be used as a shelter, including flooding, snowstorm, fire, explosion or a similar emergency.

In these circumstances, the Hirer will be entitled to a refund of monies already paid, but the Village Hall will not be liable for resulting direct or indirect loss or damage.

Before you leave

The Hirer is responsible for leaving the premises and surrounding car park clean and tidy.

Internal and external doors must be properly locked and the premises secured unless you have been instructed otherwise.

Any furniture or contents moved during the hire must be returned to their usual positions by the finish time of your booking.

Additional charges may be made if these requirements are not met.

Changes, fixtures and decorations

No alteration or addition may be made to the premises, and no fixture, placard, decoration or other item may be attached to any part of the premises without prior approval.

Any approved alteration, fitting or attachment may, at our discretion, remain after the hire. Otherwise, the Hirer must remove it and make good any resulting damage to our satisfaction.

For theatrical or concert hires, scenery and other property must not be nailed to the stage floor. The stage must be cleared and left in good order at the end of the hire.

Permission to use the premises only

This agreement gives the Hirer permission to use the premises for the agreed hire only. It does not confer any tenancy or other right of occupation.

Accessing the hall

A DEXTER key safe is located in the corner of the front porch alongside the notice board.

You will be given the relevant key code before your event.