CONDITIONS OF HIRE

Conditions for Hire of Streatley Village Hall

1              Definitions

"The Hall" means Streatley Village Hall, including the stage area, kitchen, bar room (only if the bar is requested), entrances, ladies, and gentlemen's and disabled person's toilets and car park.

Please note that the playing field behind the hall, is not Village Hall property, nor part of this hiring agreement.

"The hirer" means the person, persons or organisation making application for the use of the hall.

"The Hall Management" means Streatley Village Hall Management and includes all persons authorised by the Hall Management to act on its behalf.

 2              Hiring

All applications for the hire of the Hall must be by either online booking via Hallmaster or completion of the Booking Form, which is to be forwarded to the SVH c/o 23 Church Road Streatley LU3 3PN The person by whom the Booking Form is signed shall be considered the Hirer. Where a promoting organisation is named on the Booking Form, that organisation also shall be considered the Hirer and shall be jointly and severally liable hereon with the person who signs the form.

The Hall cannot be hired by any person under the age of 21. The Hirer must be over 21 years of age at the time of application.

Please note a deposit of £100 is required when booking the hall. See Paragraph 6 for full details.

 3              Responsibility

It is the responsibility of the hirer to ensure that the " Conditions of Hire" for the Hall are understood and adhered to by ALL persons using the Hall during the Hire period. The "Conditions of Hire" are permanently displayed in the foyer and a copy accompanies every booking form.

The Hirer will during the period of hire be responsible for supervision of the premises, the fabric and the contents, their care and safety from damage and the behaviour of all persons using the premises whatever their capacity, including proper supervision of car parking arrangement so as to avoid obstruction of the highway.

It is the responsibility of the hirer to ensure that there is no alcohol on the premises other than that supplied by the designated bar supervisor unless permission has been sought and granted by him. and that no alcohol is supplied to those in attendance who are under the age of 18.

The Hirer of the Hall is required to appoint two stewards who must be over 21 years of age, to be familiar with emergency exits, fire extinguishers, first aid facilities, pay phone and nearest outside phone, should these be needed. Also to ensure that access to emergency exits are kept clear at all times These are requirements of the Health and Safety Act. THE HIRER SHOULD AT ALL TIMES BE CONCERNED FOR THE NEEDS OF THE NEIGHBOURS AND THEIR PROPERTY ENSURING THAT NO NUISANCE IS CAUSED TO THEM BY THOSE ATTENDING THEIR FUNCTION. Hirers should ensure that no guests stand outside the front of the Hall during an event. The responsibility of the Hirer shall include the cloakroom and its contents and the Hirer must provide attendants and be responsible for any loss or damage that may occur. Any incident must be reported to the Caretaker as soon as possible.  FAILURE TO SATISFACTORILY MANAGE A FUNCTION WILL RESULT IN THE RETURNABLE DEPOSIT BEING WITHELD

4              Conduct during Hire

The Hall Management reserve the right to enter every part of the Hall at any time and also reserve the right to refuse admission or remove from the Hall any person or persons believed by the Hall Management to be undesirable, without giving any reason. No disorderly conduct and no obscene language shall be permitted. The Hirer shall only use the Hall for the purpose stated on the booking form. The Hirer shall not sub-let the Hall or any part of the Hall. Any furniture or property introduced by the hirer shall be removed immediately following the period of hire. No additions, alterations .or adaptations of the Hall's fixtures , fittings or equipment shall be made and nothing shall be affixed to the walls of the Hall unless the consent of the Hall Management has first been obtained.

5              Cancellations

The Hall Management may:

At their own discretion and without assigning any reason refuse an application received for the hire of the Hall or may cancel a booking made, and return the booking fee or any other money in full, if in the Hall Managements opinion the Hall Management consider the event proposed to be against the general interests of the Streatley community.

Cancel a booking when special circumstances render the hiring of the Village Hall to the hirer impractical, i.e when the hall is used as a polling station or when the Hall is unfit for use for what ever reason. In this case as much warning as possible will be given to the hirer and either an alternative date offered or full refund of the hiring fee will be made.  It is accepted that the Hall Management have no responsibility to any Hirer for any costs or other expenses incurred relating to the cancelled hire.

In the event of a cancellation by the hirer, providing there is just reason the Hall Management will attempt to re-let the booking. Should the Hall be re-let the Hall Management shall refund the Hirer all monies paid. Should the Hall not be re-let, then a booking fee of one half of the total hiring fee shall be forfeited.

6              Breakages

The Hirer is responsible for the security of the hall during the period of hire The Hirer shall pay for all damage which may be done to the Hall or any other fixtures, fitting .furniture, equipment, or any other property of the Hall arising out of or during the period of hire. If the Hirer and the Hall Management are unable to agree the value of any such damage , then it shall be assessed by the Surveyor appointed by the Hall Manager. The deposit against breakages does not constitute any part of the hiring fee but will be held for four weeks after the period of hire and will then be returnable to the Hirer, less any deductions necessary to reimburse the Hall Management for breakages etc. and provided there has been no breach by the hirer of any of the General Conditions for Hire. The hirer is responsible for drawing to the attention of the Hall Management before the commencement of the period of hire any defects alleged to be existing in the Hall or its contents.

7              Indemnity

The Hall Management will not accept responsibility for any loss, damage or accident occurring during or arising out of the period of hire or for damage to or loss of any property brought or left by any person in any part of the Hall. All hiring’s are made on the understanding that the Hall Management is indemnified accordingly by the Hirer.

8              Bar

Under the Licensing Act 2003 alcohol may only be consumed or dispensed under the authority of the Designated Bar Supervisor. A Justice's licence permitting the sale of intoxicating liquor has qualifying conditions which must be observed at all times. NO OTHER BAR. LICENCED OR PRIVATE WILL BE PERMITTED TO OPERATE. Persons are not allowed to bring alcohol onto the premises unless permission is sought from the Bar Manager. Should they do so without permission it will immediately be confiscated and the Bar Manager may, at its discretion, exercise it's right to terminate the event forthwith.

In addition to the £30 bar hire fee, there is a minimum spend when booking the bar payable on arrival to the Bar Manager Please contat the Bar Manager for further details

Where a bar is required details will be passed to the Bar Manager, should you have any special requests relating to the bar please contact below

Bar Manager:        Sarah Spencer     Tel No:  07971 578659

Please be aware when booking the bar of the following Terms & Conditions:

  • The Bar Manager has the right to refuse the booking dependant on what the Hall/Bar is being hired for

  • If a Bar has been booked no other alcohol is allowed to either be bought into or consumed either in or around the premises

  • The Bar Manager has the right to close the bar if it is deemed that the persons on the premises are consuming alcohol either not purchased from the bar and/or are under the legal drinking age of 18

9              Fire Regulations

The Hirer and designated stewards must observe such safety conditions as are from time to time required by the Hall Management or any local or public authorities.

All emergency doors on the hall shall be left unfastened and unobstructed and immediately available for exit during the whole of such time as the hall is in use. Exit lights must be in operation as required by law. The Hirer must also observe any conditions in the music, singing and dancing licence, a copy of which is available for inspection

10           Capacity

The maximum number of persons, including staff, permitted to occupy the Hall at any one time is:

80 persons when used for dancing and dining.

11           Gaming, betting and lotteries

The Hirer shall ensure that nothing is done on or in relation to the premises in contravention of the law relating to gaming, betting and lotteries.

12           Sale of Goods

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.

13           Safety

The Hirer shall ensure that, whenever disabled people are present, adequate arrangements are made to enable their safe evacuation in the event of an emergency and that they are made aware of these arrangements

14           Health and Hygiene

The hirer shall, if preparing, serving or selling food , observe 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 Hall has a refrigerator and thermometer.

15           Amplifiers and Electrical Appliances

The use of the Hirer's own amplifiers and other electrical apparatus such as projectors, tape recorders and record players is permitted provided that application has been made at the time of hiring; the hirer shall ensure that any such equipment is safe, in good working order and is used in accordance with the Electricity at Work Regulations 1989. None of the Hall Management's electrical apparatus in the Hall shall be removed or altered in any way.

The Hirer is expected to give due consideration to the owners and occupiers of neighbouring residential property and not to cause them any unreasonable nuisance or annoyance by noise or otherwise.

16           Special Effects

The Hirer may not have smoke .laser ,dry ice or strobe machines in use in the Hall without the specific agreement of the Hall Management in writing.

17           Time of Termination

All functions are to terminate not later than 23.45 hours on the day of use. Amplified music etc. must cease by not later than 23.35 hours. The hirer is responsible for leaving the Hall secure by fastening all doors and windows, switching off all lights, electrical equipment, and power points and leaving all water taps turned off and sinks unplugged.

18           Cleaning

The Hirer shall leave the Hall, fixtures, furniture and other apparatus clean, in as good an order and replaced as they were respectively before the commencement of hire .If in the reasonable opinion of the Hall Management the caretaker has had to be paid for additional cleaning work because of the failure of the Hirer to observe this condition, then the Hall Management may deduct such payment and any other expenses from the deposit paid by the Hirer against breakages.

19           Cancellation or Disruption of Hire

The Hall Management shall not be responsible for any loss due to any breakdown of machinery, failure of supply of electricity or water, leakage of water, fire, government restriction, requirement of the local authority or act of God which may cause the premises to be temporarily closed or the hiring to be interrupted or cancelled.

20           Purpose of Hiring

The purpose of use arising from the Hire must be fully disclosed in the Hiring Agreement when applying for the hire of the Hall or its amenities. The Hirer shall not use the premises for any purpose other than that as described in the Hiring Agreement, and shall not sub-let 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 onto the premises anything which may endanger the same or render invalid any insurance policies in respect thereof.

21           Vandalism

Streatley Village Hall operates a zero tolerance policy on vandalism and graffiti. If such damage occurs during your booking you will be responsible for paying the full cost of rectifying all damage

22           Additional Conditions

The Hall Management reserves the right from time to time to add such further conditions or rules as it may reasonable consider necessary relating to the hire of the Hall and may also waive or modify (in writing) any of the above General Conditions of Hire in case of regular bookings.

23           No Smoking

As of 1st July 2007, it is an offence to smoke or knowingly permit smoking anywhere on the Village Hall premises, other than in the designated smoking area. This area is marked outside, at the back of the building. Failure to comply may result in with-holding of deposit and possible prosecution

Failure to adhere to conditions of hire may result in the loss of your deposit

Instructions for hirers

Start of Hire

Two stewards must familiarise themselves with all safety equipment and emergency procedures.

If you wish to decorate the hall please use the hooks which are provided along the top of the wooden surround. Under no circumstances must drawing pins or Bluetac be used on the wooden surround, the walls or the ceiling in the hall or any other rooms.

During Hire and End of Hire

Make sure that the neighbouring households are not disturbed by unreasonable loud noise or any other activities.

Make sure glasses and bottles are not taken beyond the hall and patio.

Tables and chairs are to be cleaned and returned to the store room.

In the kitchen the cooker ovens, grill and hobs together with work tops, sinks and floors are to be cleaned and left in satisfactory condition.

Hall floor and toilets to be swept. Toilet basins to be left clean .Clear litter from patio and car park.   (Broom, dustpan and brush are located in the store room. Rubbish bags are under kitchen sink.)

Place rubbish bags either inside back door or outside in the bins which are at the front of the garage.

Please note that the playing field behind the hall, is not Village Hall property, nor part of this hiring agreement

Leaving the Hall

Make sure all lights and power points are switched off; especially the water heater in the kitchen and that taps are turned off and plugs out of sinks.

If the outside lights are on press time switch (located halfway along hallway on the right as you exit) If lights are not on - switch on and follow the above procedure. Lights remain on for five minutes.

Please ensure the key is returned immediately after end of hire

Failure to adhere to conditions of hire may result in the loss of your deposit