Terms and Conditions

Standard Terms and Conditions of hire

These standard conditions apply to all hiring’s of Dunholme Village Hall. If the hirer is in any doubt as to the meaning any of the following, the Hall Chairman or Booking Secretary should immediately be consulted via info@dunholmevillagehall.org.

1.0 Supervision

The hirer shall, during the period of the hiring, 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 premises whatever their capacity.

The hirer is responsible for ensuring all emergency exits are kept clear and that the emergency exit lights are switched on at all times during the period of hire. The Hirer is responsible for ensuring that discipline and upholding the rules and regulations sated in these conditions of hire. They must be acquainted with the position and use of fire extinguishers and fire exits. Admission of unauthorised or uninvited persons is prohibited.

As directed by the Hall management committee, the hirer will be required to pay a refundable deposit of £100 when hiring for a 18th or 21st celebration to 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 if they occur during the period of hire.

2.0 Use of Premises

The hirer shall not use the premises for any purpose other than that described in thehiring agreement and shall not sub-hire 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.

3.0 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 or lotteries.

4.0 Public Safety Compliance

The hirer shall comply with all conditions and regulations made in respect of the premises. Copies of these conditions and regulations are on display at the Hall and are also available upon request.

5.0 Health & Hygiene

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

6.0 Electrical Appliance Safety

The hirer shall ensure that any electrical appliances brought by them onto the premises and used there shall be in a safe and in good working order, PAT tested and useful in a safe manner.

7.0 Indemnity

The hirer at their own discretion, may or may not take the necessary steps to provide adequate indemnity insurance of their invitees against 

(a) the cost of repair of any damage done to any part of the premises including the cartilage thereof or the contents of the premises 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 premises (including the storage of equipment) by the hirer. If the hirer does not take the necessary steps then they do so at their own risk

The Halls management committee will take no responsibility for any accident or injury caused by the hirer’s negligence or for any articles left in the building. The hall is insured against any claim arising out of its own negligence. Persons using the Parish Council car park do so at their own risk.

8.0 Accidents and Dangerous Occurrences

The hirer must report all accidents involving injury to the public to a member of the Village Management committee as soon as possible and complete the relevant section in the Village Hall’s accident book. Any failure of equipment belonging to the Village Hall must also be reported as soon as possible. Certain types of accident or injury must be reported on a special form to the local authority. The Hall Secretary will give assistance in completing this form. This is in accordance with the Reporting of Injuries, Diseases and Dangerous Occurrences Regulation 1995.

9.0 Animals

The hirer shall ensure that no animals (including birds) except guide dogs are brought into the premises other than for a special event or prior arrangement as agreed by the Village Hall management committee. No animals whatsoever are to enter the kitchen at any time.

10.0 Compliance with the Children’s Act 1989

The hirer shall ensure that any activities for children under 8 years of age comply with the provisions of The Children Act of 1989 and that only fit and proper persons have access to the children.

11.0 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 is responsible for all actions, claims and proceedings arising from a breach of this condition. Failure to observe this condition may lead to prosecution by the local authority.

12.0 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 goods and services are prominently displayed, as shall be the organiser’s name and address and that any discounts offered are based on Manufacturer’s Recommended Retail Prices.

13.0 Cancellation

All deposits are non refundable. If the event is cancelled less than one month prior to the event taking place then the full balance is payable. If the hirer wishes to cancel the booking before the date of the event and the Village Hall is unable to conclude a replacement booking, the question of the payment or the repayment of the fee shall be at the discretion of the Village Hall management committee. The village Hall reserves the right to cancel a hiring by verbal or written notice to the hirer in the event of:

(a) The premises being required for the use as a Polling Station for a Parliamentary or Local government election or bye-election.

(b) The village Hall management committee reasonably considering that such a hiring may lead to a breach of licensing conditions, if applicable, or other legal statutory requirement or 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) The village hall management committee decide to allow a booking to take over a existing weekly event.

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

14.0 Licensing Laws

Copies of the Village Hall Premises Licence are on display within the hall. Should a contravention of the licensing laws occur and the premises licence withdrawn then compensation will be sought by the Village Hall management committee from the hirer/organisation who perpetrated the contravention. No alcoholic drinks are to be sold by the hirer. The hirer may have outside bar companies if they have their own license to sell alcohol. Hirers are permitted to bring their own alcoholic drinks if they are for their own consumption and not for resale.

15.0 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.

16.0 Stored Equipment

The Village Hall accepts no responsibility for any stored equipment or other property brought onto or left on the premises, and all liability for loss or damage is hereby excluded. All equipment and other property (other than stored equipment) must be removed at the end of each hiring or fees will be charged for each day or part day at the hire fee per hiring until the same removed. The Village Hall may, in its discretion in any of the following circumstances, namely: 

(a) In respect of stored equipment, failure by the hirer to pay any storage charges due and payable or to remove the same within 7 days after the agreed storage period has ended.

(b) In respect of any other property brought onto the premises for the purposes of the hiring, failure by the hirer to remove the same within 7 days after the hiring.

Dispose of any such items by sale or otherwise on such terms and conditions as it thinks fit and charge the hirer any costs incurred in storing and selling or otherwise disposing of the same.

17.0 End of Hire

The hirer shall be responsible for leaving the premises and surroundings in a clean and tidy condition, properly locked and secured unless directed otherwise and any contents temporarily removed from their usual positions are properly replaced, otherwise the Village Hall shall be at liberty to make an additional charge. All heating and electrical appliances shall be turned off and left in a safe condition. All tables and chairs must be returned to their usual storage positions in a clean condition. It is also the hirer’s responsibility to ensure the premises are cleaned at the end of the function unless otherwise agreed and instructed by the Booking Secretary. In the event of two functions being held on the same day it is expected that the two parties will co operate with each other regarding the change over period, including the cleaning and putting away of equipment and facilities by the first party unless the two parties can agree mutually on other arrangements.

18.0 No Alterations

No alterations or additions may be made to the premises nor any fixtures or fittings be installed or placards, decorations or other articles be attached in any way to any part of the premises without prior approval of the Village Hall management committee. Any alteration, fixture or fitting or attachment so approved shall at the discretion of the Village Hall remain in the premises at the end of the hiring and become the property of the Village Hall or be removed by the hirer who must make good to the satisfaction of the Village Hall management committee any damage caused to the premises by such removal.

19.0 No Rights

The hiring agreement constitutes permission only to use the premises as detailed on the booking form and confers no tenancy or other right of occupation to the hirer. 

Document dated 9th May 2022

Dunholme Village Hall Fire Safety Information

In advance of use the hirer shall check the following items:

- all fire exits are unlocked and panic bolts in good working order

- all escape routes and gangways are free of obstruction and can be safely used

- any fire doors are not wedged open

- exit signs are illuminated

- there are no obvious fire hazards on the premises.

Smoke machines are not permissible in the hall at any time

The HIRER must ensure that any electrical equipment brought into the hall is in good and safe working order and PAT tested when applicable.

Means of escape

- All means of exit from the premises must be kept free from obstruction and immediately available for instant free public exit.

Outbreaks of fire

- The Fire Service shall be called to any outbreak of fire, however slight, and details thereof shall be given by the HIRER to a member of the MANAGEMENT COMMITTEE.

If a fire is discovered

- You must operate the fire alarm system in order to warn others of danger

- You must stop any machinery and processes, and isolate power supplies where appropriate and if safe to do so.

Evacuation of premises

In the event of a fire or other life-threatening incident, occupants will evacuate via the nearest available exit. Particular attention must be given to the safe evacuation of anyone with disabilities or specific needs, and who may require varying degrees of assistance. Evacuation should take place in an urgent but orderly manner, and those leaving the building should report to the assembly point i.e. the car park, where a roll call will be carried out to ensure that everyone has evacuated the building safely.

- It will be the responsibility of the person responsible for the hall at the time, where safe to do so, to ensure that the premises are checked as thoroughly as possible to ensure that no-one is left inside the building, special attention being given to toilets.

Calling and liaising with the Fire Service

Upon hearing the fire alarm, the responsible person will alert the Fire Service by calling 999 by mobile phone. Upon arrival of the Fire Service, the responsible person will meet the officer in charge and relay as much information about the incident as possible, including:

* persons missing or trapped in the building, where and when they were last seen

* where the fire is, what it involves and how big it is

* where the building services (gas, electricity, water) are, if known

* any other information that may be considered useful.

Once evacuation has taken place, the senior fire officer will be the person who decides whether or when it is safe for people to re-enter the building

Fire fighting

If a fire is discovered in its early stages, it may be appropriate to tackle it with the nearest suitable fire extinguisher, only if it is considered safe to do so and only after the alarm has been raised. If it is not possible to extinguish the fire, every effort should be made to contain it in the room or area of origin. Regardless of whether the fire is successfully extinguished, the Fire Service must still be called.

No one must not be allowed to re-enter the building until the fire officer has deemed it safe to do so.