STANDARD TERMS AND CONDITION OF HIRE – VILLAGE HALL, EDINGTON
(Revised in October 2023)
(If THE HIRER is in any doubt as to the meaning of the following, the Booking Manager should be consulted.)
AGE
1. You, THE HIRER, not being a person under 18 years of age, hereby accept responsibility for being in charge of
and on the premises at all times during the period of hire when the public are present and for ensuring that all
Standard Conditions under the Agreement between us relating to management and supervision of the premises
are met.
SUPERVISION
2. THE HIRER will, during the period of the hiring be responsible for the care and safety of the premises, the fabric
of the building and its contents and the behaviour and safety of all persons using the premises. Cars should be
parked to avoid obstructing the highway.
3. THE HIRER must be familiar with the Fire Safety Guidance and should inform attendees of the location of the
First Aid Kit, Fire Exits, Escape Routes, and the Fire Assembly Point. THE HIRER must ensure that all fire
escapes are kept clear of clutter and in the event of any fire, no matter how small, call the Fire Service, even if
you think it is out, and inform THE TRUSTEES immediately.
4. Any failure in our equipment or in equipment brought in by you must be reported to us as soon as possible. You
must report all accidents involving injury to the public as soon as possible and record the details in our accident
book.
USE OF PREMISES
5. THE HIRER shall not use the premises for any purpose other than that described in the hiring agreement, nor
shall they sub-let the premises for any purpose whatsoever. The premises may not be used in an unlawful way
or for an unsuitable purpose.
6. THE HIRER shall ensure that no person attending the premises does anything or brings on to the premises
anything which is illegal or might endanger people or the building or render invalid any insurance policies
covering the premises. This includes highly flammable liquids which may not be used in any part of the
premises.
7. THE HIRER shall ensure that any electrical appliances brought to and used in the premises are safe and in
good working order and used in a safe manner in accordance with the Electricity at Work Regulations 1989.
8. THE HIRER shall ensure that no fireworks, pyrotechnics, or Chinese lanterns are let off inside or in the vicinity
of the hall. No candles are to be lit (other than those easily extinguished on a child’s birthday cake). No
projectiles are to be fired within the building unless under direct adult supervision and appropriate safety
equipment and /or clothing is in use or worn by the participants.
9. No bouncy castles are to be put up inside the hall.
10. Smoking in the hall is not permitted under any circumstances. THE HIRER must ensure that if your guests wish
to smoke, they do so outside and that their used cigarette ends are disposed of in a safe and tidy manner
outside the building, so as not to cause a fire. This condition is essential for the health and safety of all who use
the building and insisted upon by our insurers.
11. Under The Deregulation Act 2015 THE HIRER must have our written permission to show a film, particularly to
children who must also be restricted from viewing age-restricted material. THE HIRER must have copyright
licences for the film.
12. Under The Deregulation Act 2015 THE HIRER must have our written permission for performance of live music
and the playing of recorded music.
13. If selling goods on the premises THE HIRER must comply with Fair-Trading Laws or any code of practice used
in connection with such sales. THE HIRER must ensure that the total prices of all goods and services are
prominently displayed as must the organiser’s name and address. Any discounts offered are to be based only
on manufacturer’s recommended retail prices.
14. THE HIRER shall ensure that no animal (including birds), except assistance dogs, is brought into the premises
other than for events previously agreed in writing by the Hall Committee. No animal whatsoever is to enter the
kitchen at any time.
15. Where activities involve children (under the age of 18) or other vulnerable adults THE HIRER shall ensure that
access to such children or vulnerable adults is carried out by fit and proper persons who have successfully
passed DBS checks. Childrens parties are exempt from this condition when children’s parents are present.
(Safeguarding Vulnerable Groups Act 2006)
SUPPLY OF ALCOHOL
16. Where the supply and consumption of alcohol forms part of the purpose of the hire agreement THE HIRER is
responsible for obtaining or planning to obtain a licence to do so. The Village Hall Committee must be informed
of and agree in writing to the licensing arrangements prior to the event taking place.
17. Alcohol may not be sold or supplied on the premises without a licence, and where a licence for the sale and
supply of alcohol exists it remains an offence to supply alcohol to any person who is drunk or under 18 years of
age.
18. No illegal drugs are to be brought onto the premises
19. THE HIRER will be responsible for ensuring that neighbours in the vicinity of the hall are not disturbed by
excessively loud music or the behaviour of guests through the excessive consumption of alcohol.
20. THE HIRER is responsible for ensuring that there is no contravention of the law relating to gaming, betting, and
lotteries where the hire is being used for this purpose.
21. A refundable deposit of £100 is required in respect of events which include the consumption of alcohol, £50 in
respect of all other events This is to be paid together with the balance of payment ten working days prior to the
event. Normally refundable deposits are returned within ten days of the termination of the Agreement subject to
forfeit of any expenses and the account being paid in full.
22. At the end of the hire:
a) THE HIRER is responsible for leaving the premises and surrounding area in a clean and tidy condition.
Any contents temporarily removed from their usual position must be properly replaced, any rubbish
generated during the hiring, including discarded cigarette ends, must be removed from the premises,
all windows must be secured, and doors locked unless otherwise agreed.
b) All equipment and other property must be removed at the end of each hiring or fees will be charged for
each day or part thereof at the hire rate until the items have been removed. Regular users with prior
written agreement by the committee may store equipment or other property at their own risk.
c) Details of any damage, no matter how slight must be reported to the Trustees as soon as possible.
d) THE COMMITTEE reserve the right to make an additional charge more than the deposit paid should it
be necessary to provide additional cleaning or other services to render the hall or its grounds in a
clean and tidy condition.
EVENT
23. THE HIRER shall comply with all conditions and regulations made by the Fire Authority, Local Authority, and Local
Magistrates. This is particularly important where the event includes public dancing, music, stage plays or similar
public entertainment.
24. THE HIRERS require prior written agreement from THE COMMITTEE to add decorations or fixtures to any part
of the building. Unless otherwise agreed in writing they must be removed at the end of the hire and the
premises made good to the satisfaction of THE COMMITTEE.
25. When using the WIFI service THE HIRER always agrees to be bound by the following provisions:
i. Not to use the WIFI service for any if the following purposes
a) Disseminating any unlawful, harassing, libellous, abusive, threatening, harmful, vulgar,
obscene, or otherwise objectionable material or otherwise breaching any laws;
b) Transmitting any material that constitutes a criminal offence, results in civil liability, or
otherwise breaches any applicable laws, regulations, or code of practice;
c) Interfering with any persons use or enjoyment of the WIFI service; or
d) Making, transmitting, or storing electronic copies of material protected by copyright without
permission of the owner;
ii. To keep any username, password, or other information which forms part of the WIFI service security
procedure confidential and not to disclose it to any third party.
26. We have the right to suspend or terminate our WIFI service immediately if there is a breach of any of the
provisions of these Standard Conditions including without limitation:
a) If you use any equipment which is defective or illegal;
b) If you cause any technical or other problems to our WIFI service
c) If you are involved in fraudulent or unauthorised use of our WIFI service;
d) If you resell access to our WIFI service; or
e) If you use our WIFI service in contradiction of the terms of these Standard Conditions.
27. THE HIRER must not carry out or permit “fly posting” or any other form of unauthorised advertisements for any
event taking place at the premises or you will be required to compensate us for all actions, claims and
proceedings arising from any breach of this condition or risk prosecution by the Local Authority.
LIABILITY
28. During the period of hire
i. THE HIRER is liable for:
a) the cost of repair for any damage (including accidental and malicious) done to any part of the
premises including its curtilage or its contents
b) the cost of repair of damage (including accidental and malicious) done to our WIFI service
c) all claims, losses, damages, and costs made against us or incurred by us, our employees, volunteers,
agents, or invitees in respect of damage or loss of property or injury to persons arising because of
your use of the premises (including the storage of equipment) and your use of our WIFI service
d) all claims, losses, damages, and costs made against us or incurred by us because of any nuisance
caused to a third party because of your use of the premises and/or the use of our WIFI service,
subject to sub section (ii) below
ii. THE COMMITTEE will take out adequate insurance to ensure the liabilities described in sub-clauses (i) (a)
and (b) above and may, in our discretion and in the case of non-commercial hirers, insure the liabilities
described in sub-clauses (i) (c) and (d) above. THE COMMITTEE will claim on our insurance for any
liability you incur but you must indemnify us against:
a) any insurance excess incurred and
b) the difference between the amount of the liability and the monies received under the insurance policy.
iii. where we do not insure against the liabilities described in sub-clauses (i) (c) and (d) above, you must take
out adequate insurance to ensure such liability and on demand must produce the policy and current receipt
or other evidence of cover to our Booking Manager. If you fail to produce such policy and evidence of
cover, we will cancel the Agreement and re-hire the premises to another hirer. We are insured against any
claim arising out of our own negligence.
29. In the event of the hall or any part thereof it being rendered unfit for the purpose for which it was hired THE
COMMITTEE shall not be held liable.
30. All property stored, brought into, or left at the premises is done so at the owner's risk. THE COMMITTEE
accepts no responsibility for any loss or damage to any such property
CANCELLATION
31. THE HIRER may cancel the booking at any time prior to the event. A full refund of the deposit will only be given
where notice is given three months or more prior to the event. Notice given between three months and ten days
prior to the event will forfeit half of the deposit. Where notice is given ten days or less in advance of the event
the deposit will be forfeit in full. Where notice to cancel is brought about through exceptional circumstances the
subject of forfeit may be re-considered by the Village Hall Committee.
32. THE COMMITTEE reserve the right to cancel any agreement where the legality of the hire is in question.
33. THE COMMITTEE reserve the right to cancel any agreement in the event of the Hall being required for use as a
Polling Station. In this unlikely event you will receive a full refund of any deposit paid.
DATA PROTECTION
34. Anywhere the village hall uses personal data for the purposes of managing the hall, its bookings, and finances,
running and marketing events at the hall, staff employment and its fund-raising activities, data may be retained
for up to seven years and for longer when required by the hall’s insurers. If you would like to find out more about
how we use personal data or want to see a copy of information that we hold about you, please contact the
Booking Manager.
APPENDIX ONE FOLLOWS
APPENDIX ONE
FIRE SAFETY GUIDANCE FOR HIRERS
The address of Edington Village Hall is
Quarry Ground, Broadway, Edington TA7 9LD - or
‘What3 Words’ Location - downs.curls.acre
A copy of the Fire Risk Assessment Document has been placed in the fire safety file in the kitchen together with the
first aid kit and accident book. In the event of any FIRE call 999 from a mobile telephone or the telephone situated
behind the bar area in the Foyer.
Fire Safety Notes for Hirers and Responsible Persons
Before the event
Before the event or function THE HIRER or responsible person should be aware of:
How a fire will be detected and how people are warned
Existing fire protection systems
What to do if they discover a fire
Evacuation procedures, escape routes, exits and the location of the Assembly Point which is under the
trees between the hall and the road
Who will contact the fire and other emergency services and how this will be done (NB only use a fire
extinguisher if you are trained to do so.) and
What arrangements are needed to make for the safe evacuation of people identified as being especially at
risk, such as those with disabilities, children, visitors, and contractors.
Who will be responsible for calling the fire and rescue service and any other necessary services.
Your plans to deal with people once they have left the premises, especially children
Who will meet the fire and rescue service on their arrival.
At the start of the event or function
THE HIRER or responsible person should
be aware of who has attended and the total number of attendees
notify those present of the location of exits and escape routes and the need to evacuate quickly (should
the need arise) leaving behind anything not immediately to hand. Attendees should not attempt to collect
belongings that they do not have with them.
During the event or function
THE HIRER or responsible person should ensure that:
Escape routes and exits do not become blocked and
Exit doors may be easily opened
No combustible material is placed in the escape routes
Fire doors are not wedged open
No smoking is taking place inside the building and that no naked flames are being used,
Rooms do not become overcrowded - the main hall is limited to 150 people and the Committee Room to
16.
Noise levels do not rise to drown out the sound of the fire alarm.
In the event of a Fire
THE HIRER or Responsible Person must
Set off the fire horn at the entrance to the hall.
Ensure that evacuation takes place to the Assembly Point and that people do not leave the grounds or
block the roads.
Contact the Fire Service and other Emergency Services using 999
Conduct a roll call of attendees at the Assembly Point
Meet the senior Fire Officer at the entrance to the car park or arrange for them to be met
Notify a member of the Village Hall Committee
Only attempt to fight a fire
If the fire is small and not spreading. A fire can double in size in two to three minutes.
You can use the correct extinguisher for the type of fire.
If the fire will not block your exit if you cannot control it. Always keep your back to the exit.
If you know how to use the fire extinguisher. Do not attempt to read the instructions if a fire occurs.
Never fight a fire
If the fire is spreading rapidly - evacuate the building, go to the Fire Assembly Point, and make certain that
the Fire brigade has been called.
If you do not know its cause - you will not know what type of extinguisher to use
Remember if there is a lot of smoke that most fire related deaths occur from breathing the poisonous gases
produced by the fire
Remember - if in doubt get out and wait for the Fire Brigade
