Conditions of Hire

1. Conditions of Hire

The hirer shall during the period of hire be responsible for supervision of the premises, the fabric and the contents, their care, safety from damage however slight or change of any sort and the behaviour of all persons using the hall whatever their capacity, including proper supervision of car parking to ensure that the surrounding houses are not obstructed. As directed by the Booking Clerk, the hirer shall make good or pay for all damage (including accidental damage) to the premises or to the fixtures, fittings or contents and for loss of contents.

2. Use of Premises

The hirer shall not use the premises other than that described in the hiring agreement and shall not sub-hire or use the premises for any unlawful purpose or do anything which may render invalid any insurance policies.

3. Capacity

The hall is limited to a total of 100 people and must not exceed this amount.

4. Smoking

Smoking is not allowed in any part of the building and cigarette ends are not to be discarded anywhere on the premises except the ashtray to be found outside the main entrance.

5. Gaming, Betting and Lotteries

The hirer shall ensure that nothing is done in contravention of the law relating to games, betting and lotteries

6. Public Safety Compliance

The hirer shall comply with all conditions and regulations made in respect of the premises by the Fire Authority, Local Authority, the Local Magistrates Court or otherwise, particularly in connection with any event which includes public dancing or music, public entertainment or stage plays.

7. Health & Hygiene

The hirer shall if preparing or selling food, observe all relevant food health and hygiene legislation and regulations.

8. Electrical Appliance Safety

The hirer shall ensure that any electrical appliances brought by them to the premises and used there are in safe and good working order and used in a safe manner.

9. Indemnity/Insurance

The hirer shall indemnify and keep indemnified members of the Hall Management Committee and the hall’s employees, volunteers, agents and invitees against: a. the cost of repair of any damage done to any part of the premises including contents and b. all claims in respect of damage or loss of property or injury to persons arising as a result of the use of the hall (including storage of equipment) by the hirer. The hirer shall either agree to be covered by the hall’s insurance (as stipulated on the booking form) or ensure they take out adequate insurance to insure the hirer and members of the hirer’s organisation and invitees against all claims arising as a result of the hire and on demand shall produce the policy or evidence of cover to the Booking Clerk.  Failure to produce such policy or evidence of cover, will render the hiring void and enable the Booking Clerk to re-hire the premises to another hirer.

10. Accidents & Dangerous Occurrences

The hirer must report all accidents involving injury to the public to the Booking Clerk as soon as possible and complete a form in the Accident Book (to be found in the kitchen). This is then to be put in a sealed envelope and left in the book and the Secretary will store it in the accident file. Any failure of equipment must also be reported as soon as possible. There is a First Aid Kit located in the kitchen.

11. Animals

The hirer shall ensure that no animals (including birds) except trained assistance dogs are brought onto the premises without prior written agreement from the Chairman.

12. Compliance with the Children Act 1989

The hirer shall ensure that any activities for children under eight years old comply with the provisions of The Children Act of 1989 and that only fit and proper persons have access to the children.

13. 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. The current trustee agreement forbids sale of alcohol on the premises.

14. Payment

For bookings of a sole/one-off nature, the hirer must ensure that payment is received 7 days in advance of the booking.  A £100 deposit is required to secure the hall and cover any damages or additional cleaning required. This will be returned if not required after the event.  Failure to pay any agreed accounts within the time required will result in no further availability of premises until the account is paid.

15. Cancellation

Bookings must be cancelled in writing giving 14 days notice to the Booking Clerk. If cancellation occurs within 14 days, the hirer may be liable to pay the total booking fee if the hall cannot be re-hired. An admin fee of £10 may be levied at the committees discretion, in the event of a cancellation by the hirer.

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

  1. the premises being required for use as a Polling Station for a Parliamentary or Local Government election or by-election
  2. the Committee reasonably considering that i) such hiring may lead to a breach of licensing conditions, if applicable, or other legal or statutory requirements,  or,
  3. unlawful or unsuitable activities will take place at the premises as a result of the hiring
  4. the premises becoming unfit for the use intended by the hirer.

    In any such case, the hirer shall be entitled to a refund of any deposit already paid, but the hall shall not be liable to the hirer for any resulting direct or indirect loss or damages whatsoever

    16. End of Hire

    The hirer shall be responsible for leaving the premises and surrounding area in a clean and tidy condition, properly locked, including windows, and secured unless directed otherwise and any content temporarily removed from their usual positions properly replaced, with chairs stacked in bottom cupboard with the first 2 rows no more than 4 high, otherwise the hall shall be at liberty to make an additional charge. All lights must be turned off and it is the responsibility of the hirer to take all rubbish off the premises after an event. There are black bags provided in the kitchen. If rubbish is left on the premises, there may be a charge. All breakages must be reported to the Booking Clerk.

    17. 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 to avoid disturbing our neighbours.

    18. Outbreaks of Fire

    The Fire Brigade shall be called to any outbreak of fire, however slight, and details shall then be given to the booking clerk. The Hirer must be familiar with the evacuation procedure, the location and use of all fire equipment, escape routes and the need to keep them clear, method of operation of escape door fastenings and appreciation of the importance of fire doors and the closing of fire doors at the time of fire. In the event of a fire, the fire door from the garden will automatically unlock when the fire alarm is triggered.

    No explosives, highly flammable spirits or liquid gas containers shall be brought into the hall and the use of naked lights in any part of the building is strictly prohibited.

    19. Means of Escape

    All means of exit from the premises must be kept free from obstruction and immediately available for instant free public exit. The hirer must ensure all fire exits are unlocked, any fire doors are not wedged open, exit signs are illuminated and there are no obvious fire hazards on the premises.

    The emergency lighting will illuminate all exit signs in the event of a fire.

    20. Hirers’ Equipment

    The hall accepts no responsibility for any stored equipment or other property brought on to or left at the premises and all liability for loss or damage is hereby excluded.

    Equipment may only be stored with the written agreement of the Management Committee.  Stored equipment must be removed by the hirer within 60 days of the last booked event.  Failure to do so will result in the equipment being treated as abandoned and becoming the property of the Management Committee to dispose of as it sees fit.

    All equipment and other property (other than stored equipment) must be removed at the end of each hiring or the above condition will apply, i.e. disposal after 60 days.

    21. 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 building without the prior written approval of the Booking Clerk. The hirer must make good to the satisfaction of the hall any damage caused to the premises by removal of such an article.

    22. No Rights

    The Hiring Agreement constitutes permission only to use the premises and confers no tenancy or other rights of occupation of the hirer.

    23. Hall Capacity

    The number of people occupying the Hall is limited to 100 persons.

    24. Fire Evacuation Procedure and

    The exact location of the Fire Exits and Fire Extinguishers must be noted before the hall is occupied and the manner of opening Fire Doors and Escape Routes should be made known to your guests.  In the event of a fire, the fire door from the garden will automatically unlock when the fire alarm is triggered & the hall should be evacuated in an orderly manner using the appropriate exits and the Fire Brigade called by dialling 999.   The meeting point is under the clock tower. 

    25. Accidents

    A First Aid Kit is in the kitchen along with the Accident Book, which must be completed in the event of an accident.

    26. Disabled Access

    Access is available throughout and a toilet for the disabled is provided.

    27. Baby Changing Facility

    This is available in the disabled toilet.

    28. Noise Limitation

    There is a noise limiter operating in the Hall, which cuts off the power to the sockets in the main hall for 10 seconds if the decibel limit is exceeded.  If this should happen, please reduce the volume of your equipment.  If this should happen yet again and there is a noise abatement complaint, the hirer will be permanently banned from hiring the Hall again.

    29. Car Parking

    Please note that there is limited parking near the hall.  The hall is situated on a public road and this must not be obstructed.  Cars must not be parked on the verge opposite; nor in the car park of the Three Horseshoes Public House without the prior consent of the Landlord.

    30. Public Entertainment Licence

    The licence is valid between the hours of 10am and 12 midnight. There is an extension on New Years Eve until 1am on 1st January.

    31. Consideration for others

    Please ask your guests to leave quietly at the close of your event.  Car doors banging and loud talk is disturbing for local residents.  Please leave the hall clean and tidy.

    32. Problems

    In the event of an emergency, contact numbers are on the Notice Board outside the hall.  Any comment or observation that you may have regarding your hire should be addressed to the Hall Management Committee.

    33. Wi-fi

    We have complimentary wi-fi for our guests to use.  If you are under 18, please get adult permission  before logging on.  Parental controls are not managed by the router, but individual devices.  The management committee cannot be held responsible for the information downloaded.

    Router: BTHub5-H7QJ
    Password: 74bc3e4a28

    34. Privacy Policy

    We are committed to protecting your privacy. This policy explains how we collect and use the personal information you provide to us whether via phone, mobile, e-mail, letter or other correspondence. In carrying out our day to day activities we process and store personal information relating to our hirers and we are therefore required to adhere to the requirements of the Data Protection Act 1998. We take our responsibilities under this act very seriously and we ensure the personal information we obtain is held, used, transferred and otherwise processed in accordance with that Act and all other applicable data protection laws and regulations. No data is passed to any third party.

    The Village Hall Bookings and Calendar data is processed by the Memorial Hall Booking Clerk who can be contacted at: suerodwellsmith@gmail.com We will keep your personal information confidential except to the extent that we are compelled to disclose it by law (for example where fraud or other crime is involved) or to comply with an instruction of a regulatory body of competent jurisdiction.

    The personal data required on the hirers form is the contact information necessary to complete the booking: (name, address, telephone and email address);

    When anyone books the Hall, this information has to be provided by the Hirer (or someone acting on their behalf) in order to complete the booking. Therefore processing of the personal data is necessary for the performance of the Contract to Hire Houghton & Wyton Memorial Hall We consider the lawful grounds for processing this data under the Data Protection Regulations to be that Houghton & Wyton Memorial Hall is entering a Contract with the individual (in this case the Hirer).

    The data we retain falls into 2 areas:

    Regular Bookings

    A paper copy of the original booking form filled in by a hirer is kept by the booking clerk and also given to the treasurer. The hirers name is transferred onto an electronic spreadsheet. This spreadsheet is accessed by internal committee members, our cleaner as well as being printed off and displayed on an internal noticeboard in the hall. Contact information is held on a spreadsheet by the bookings clerk & treasurer to allow for monthly invoicing to take place/communication to take place as required. Insurance certificates are also held onto to ensure the necessary insurance is in place.

    Ad hoc Bookings

    A paper copy of the booking form filled in by a hirer is kept by the booking clerk and also given to the treasurer. The hirers name is transferred onto an electronic spreadsheet. This spreadsheet is accessed by internal committee members, our cleaner as well as being printed off and displayed on an internal noticeboard in the hall. We can anonymise the data if requested to do so on the spreadsheet – please advise when booking if this is required. The original hirers forms are destroyed after a year.