Click the swan to return
                to the home page





Datchet Village Hall – Standard Terms and Conditions of Hire

1.
Supervision   

The Hirer shall be over 21 years of age, and will be responsible for ensuring that:

a)  the named Responsible Person is present at all times during the event.

b)  the hire times are adhered to.

c)  the Hall is cleared immediately after the function except by prior arrangement with the Management Committee. 

d)  all the supplied equipment such as chairs and tables are put away in the storeroom, and all Hirer's own equipment is removed from the site.

e)  all areas used, including the kitchen, are left clean and tidy;  the Safer Food Better Business protocols to be adhered to where applicable.

f)  the Responsible Person hands over to the Caretaker at the end of the event.

During the period of the hiring, the Hirer will be responsible for the fabric and contents, 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. Cars must not be parked on the grassed areas.   As directed by the Management Committee the Hirer shall make good or pay for all damage (including accidental damage) to the premises or curtilage, or to the fixtures, fittings or contents and for loss of contents.

2. Alcohol

No alcohol is to be sold during hire unless the Hirer has obtained an Occasional Licence for the Hall for the  period of hire, and has agreed this with the Management Committee.

3. Animals

The Hirer shall ensure that no animals (including birds) except guide dogs are brought into the premises, other than for a special event agreed to by the Management Committee.


4. Cancellation

If the Hirer wishes to cancel the booking before the date of the event and the Management Committee is unable to conclude a replacement booking, the question of payment or repayment of the fee shall be at the  discretion of the Management Committee.  

The Management Committee reserves the right to cancel this hiring by written notice to the Hirer in the event  of:

(a)  the premises being required for use as a Polling Station for a Parliamentary or Local Governments  election of by-election

(b)  the Management Committee reasonably considering that (i) such hiring will lead to a breach of  licensing conditions or other legal or statutory requirements, or (ii) unlawful or unsuitable activities will take place at the premises as a result of this hiring.

(c)  the premises becoming unfit for the use intended by the Hirer

(d)  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 Management Committee shall not be liable to the Hirer for any resulting direct or indirect loss or damages whatsoever.

5. Children

The Hirer shall ensure that only fit and proper persons have access to the Hall while children are on the premises;  the Hirer shall further be responsible for the safety of such children during the hire period..


6. Electrical Appliance Safety

The Hirer shall ensure that any electrical appliances brought by them to the premises shall be safe, in good working order, and used in a safe manner.  Where a residual circuit breaker is provided the Hirer must make use of it in the interests of public safety.

        
7. Fire

The Responsible Person must make themselves aware of fire exits and emergency procedures for the Hall. The Fire Brigade shall be called to any outbreak of fire, however slight, and details shall be given to the Secretary of the Management Committee.

          
8. Fireworks and cannon confetti

No fireworks displays are allowed at any time from the Hall patio or surrounding grass areas. Use of cannon confetti is not permitted.
           
9. 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 shall indemnify each member of the Management Committee against any proceedings arising from any breach of this condition


10. 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.


11. Licences

The Hirer shall ensure that the Village Hall holds a Performing Society Rights Licence which permits the use  of copyright music in any form. If other licences are required in respect of any activity the Hirer should  ensure that they hold the relevant licence or the Village Hall holds it.

           
12. Noise

The Hirer shall ensure that the minimum of noise is made on arrival and departure, particularly late at night.  The Hirer shall, if using sound amplification equipment, make use of any noise limitation device provided at the premises and comply with any other licensing condition for the premises.


13. No Alterations

No alterations or additions may be made to the premises nor may any fixtures be installed or placards,  decorations or other articles be attached in any way to any part of the premises without the prior approval of the Management Committee.  Any alterations, fixture or fitting, or attachment so approved must be removed  by the Hirer, who must make good to the satisfaction of the Management Committee.


14. Personal Injury

The Management Committee accepts no liability for personal injury caused to any person on the premises outside the scope of its Property Owner’s Liability Insurance.


15. Public Safety

The Hirer acknowledges that they have received instruction in the following matters:

a)   The action to be taken in the event of fire.  This includes calling the Fire Brigade and evacuating the Hall

b)   The location and use of fire equipment

c)   Escape routes and the need to keep them clear

d)   Method of operation of escape door fastenings

e)   Appreciation of the importance of any fire doors and of closing all fire doors at the time of a fire


In advance of an entertainment or play the Hirer shall check the following items:


a)  All fire exits are to be unlocked and panic bolts in good working order

b)  All escape routes are to be free of obstruction and can be safely used

c)  No fire doors are to be wedged open

d)  Exit signs are illuminated

e)  There are no obvious fire hazards on the premises.

16. Rubbish

Rubbish containers are provided situated outside the kitchen.   The cost of removing anything left outside these containers will be taken from the deposit.

           
17. 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. Users of the Hall for commercial purposes must provide their own insurance for the event.


18. Stored Equipment

The Management Committee accepts no responsibility for any stored equipment or other property brought on to or left at the premises. All equipment and other property must be removed at the end of each hiring or  fees will be charged for each day or part of a day at the hire fee per hiring until the same is removed.


Failure by the Hirer to remove within 7 days property brought on to the premises will result in a charge to the Hirer for any costs incurred in storing and selling, or otherwise disposing of the same.

19. Telephone

There is no telephone available at the Hall, so the Responsible Person should ensure there is a mobile phone available for emergency use.


20. Use of Premises

The Hirer shall not use the premises for any purpose other than that described in the Hire Agreement, and  shall not sub-hire or allow the premises to be used for any unlawful purpose or bring onto the premises anything which may endanger the same or render invalid any insurance policies.


21. Valuables

Cars are parked at their owner’s risk. Clothing and valuables are taken onto the premises at their owner’s risk and the Management Committee accepts no liability for loss or damage to such items.


The Hiring Agreement constitutes permission only to use the premises and confers no tenancy or other right of occupation on the Hirer.