HARLEY VILLAGE HALL
TERMS AND CONDITIONS OF HIRE
This document sets out the terms, conditions and restrictions of the Licence applicable to the Hirer of the Hall.
The Hirer shall be responsible for the provision of all information to users during the hire period to minimize the risk of damage and ensure the safety of any activity for which the facilities are to be used. The Hirers Manual contains the relevant health and safety policies and instructions for use of the premises and equipment.
Hire Period Availability
The Hall is available for hire 9.00am to 11.00pm Monday to Sunday, but must be vacated by 11.30pm at the latest. The Hall holds a licence for public entertainment, music, singing and dancing between 11.00am and 11.00pm only.
To comply with the licence regulations all electrical sockets in the hall will automatically shut down at 11p.m. (This does not affect lights or safety equipment).
The person signing the booking form shall be deemed to be the Hirer and in agreement with the terms and conditions. The Hirer must be over 21 years of age and proof of name and address will be required at the time of application. The premises may not be sub-let to any other user.
Safeguarding of Vulnerable Persons
A copy of the committee’s policy statement for the safeguarding of children and vulnerable adults is kept in the black folder located in the foyer.
Organisations hiring the hall for activities for children, young people and/or adults at risk must only be provided by fit and proper persons in accordance with the Children Act 1989 and 2004, the Safeguarding Vulnerable Groups Act 2006 and any subsequent legislation. Such organisations will be asked to show their Safeguarding policy and evidence that the relevant checks through the Disclosure and Barring Service (D.B.S.) have been made, before the first booking commences.
Individuals hiring the hall for activities for children (e.g. for a children’s party) and other hirers whose activities may involve vulnerable adults, must agree to the committee’s Safeguarding Policy.
All reasonable steps must be taken to prevent harm and to respond appropriately if harm does occur. Relevant concerns must be reported.
Premises and Hall Contents
No screws, nails, hooks, drawing pins, sellotape, sticky labels etc may be fixed to furnishings or surfaces of the Hall for the means of decoration or other purposes. No chairs, tables, electrical equipment, crockery etc. shall be removed from the premises. At the end of the event, tables and chairs to be left stacked in designated areas as described in the Hirers Manual. Kitchen equipment is to be returned to appropriate cupboards. The Hall should be left in the state in which found, clean and tidy.
Hirers are responsible for making themselves familiar with the full Fire Regulations and Extinguishing equipment as detailed in the Hirers Manual. The Hirer will be responsible for ensuring that the maximum number of people inside the Hall does not exceed 65 at any one time.
Raising the Alarm in Case of an Emergency
There is no telephone in the Hall. The Hirer must be in possession of a fully charged mobile phone should an emergency occur. The notice board has details of emergency contacts.
The Hirer is required to complete all details relating to an accident and sign the appropriate form which is located at the back of the red folder situated on the table in the foyer. Return the completed form to the Booking Secretary.
The Hirer shall be responsible for the good conduct of all persons attending the Hirer’s event, both inside and outside of the premises and shall ensure no nuisance is caused. The Hirer shall be in attendance at all times during the hiring and until the Hall is cleared and locked. Children and young people must be supervised at all times.
If given cause for concern the Management Committee reserve the right to enter the hall at any time and take whatever action is deemed necessary in order to safeguard the hall, its contents and occupants.
The Hall is sited in a residential area and consideration is to be given to immediate neighbours, particularly on departure. Music and noise from any sort of entertainment are to be kept to a level such that there is no unreasonable noise nuisance from any sort of event to nearby residents, for example, heavy bass type disco music. Live discos are not permitted. To comply with the Licence regulations, the electrical sockets in the hall will automatically shut down at 11p.m. (This does not affect lights or safety equipment)
Limited car parking is available on site and cars will be left at the owner’s risk, including contents. No parking is permitted on grassed areas and on the drive where vehicular access is required at all times. Further parking is available on the road in front of the Hall.
Harley Village Hall and the immediate vicinity, including the courtyard, are designated nonsmoking areas. Cigarette butts should be disposed of offsite.
No alcohol shall be sold or offered for sale except by consent of the Committee and subject to such conditions as the Committee may impose. If granted, such consent will be conditional upon the Hirer obtaining an Occasional Licence granted by Shropshire Council and ensuring the terms of such a Licence are strictly observed. A copy of the Temporary Event Notice must be given to the Booking Secretary prior to the Event. Alcohol may be brought onto the premises for consumption during the event or as raffle prizes provided it is not offered for sale. After the event, no alcohol, empty bottles or cans are to be left on the premises or in the grounds.
Under the licensing Act 2003 no alcohol may be sold to a child under the age of 18.
The Hirer shall be held responsible for any damage to equipment, defacement to the premises and surrounding grounds during the hire period. A returnable deposit of £100 will be required to be paid separately. This will be returned within 14 days, less any deductions for cleaning, breakages or damage, after inspection of the Hall following the event. Should damage, replacement or repair exceed £100, then the Hirer will be invoiced for the outstanding amount.
Use of Hire
The Hall is available for hire for meetings, community groups, educational classes, children’s parties (14 and under) and family celebrations.
The booking will be confirmed when the completed booking form, including agreement to the terms and conditions is returned, together with the full payment and £100 returnable deposit.
Updated REC 14/07/2021