PETT VILLAGE HALL – CONDITIONS OF HIRE
During the period of hire, the Hirer will be held responsible for the supervision of the premises and contents, also for the behaviour of all persons using the premises in whatever capacity, including proper supervision of car parking arrangements to ensure the approach and road are not obstructed.
CAPACITY and TIMES:
The number of persons on the premises at any one time must not exceed 144 closely seated in the Main Hall or 120 utilising seating at tables or 210 at combined functions of dancing and seating at tables. Dancing only 300. Evening events must end not later than midnight on all days except Saturdays, when the time limit is 11.45pm. Hirers wishing to extend beyond these times must obtain at Temporary Event Licence (TEN) from Rother District Council with the agreement of PVHMC.
Applications to book the Hall should be made to the Bookings Manager (Tim Rothwell: firstname.lastname@example.org 07850 469314) who will agree a deposit which is in addition to the full hire fee. No booking is final until the deposit has been paid. Cheques that are submitted for the deposit will be cashed. The total fee as confirmed by the Bookings Manager must be paid in full 14 days prior to the booking. The deposit will be returned once it has been confirmed that the Hall is in a satisfactory condition after the event. The PVHMC reserves the right to cancel a booking if it considers it advisable to do so, in which case if the fee has been paid it will be returned in full and the Committee shall be under no further obligation. All Hirers must be over the age of 21.
If the Hirer wishes to cancel the booking before the date of the event and the Committee is unable to conclude a replacement booking, the question of payment or the repayment of the fee paid or payable shall be at the discretion of the PVHMC.
LOSS OR DAMAGE:
The Hirer is responsible for all damage to the fabric of the Hall and any furniture and equipment contained therein. TABLES AND CHAIRS MUST NOT BE REMOVED FROM THE PREMISES. The Hirer will be required to pay for making good any damage or loss. Prior damage to equipment and/or malfunctioning of equipment etc. must be noted in the Maintenance Book and reported to Tim Rothwell (see above). PVHMC is not responsible for any loss or damage to the Hirer’s personal or other property brought to the Hall during the hire period. In the event of the Hall or any part thereof being rendered unfit for the use for which it had been hired, the Committee shall not be liable to the Hirer for any resulting loss or damage whatsoever.
USE OF PREMISES & PLAYGROUND EQUIPMENT:
The Hirer shall not sub-hire or allow the premises to be used for any unlawful purpose or in any unlawful way. Nor shall the Hirer do anything or bring onto the premises anything which may endanger the Hall and the surrounds, putting at risk any insurance in respect of it. Playground equipment is only to be used by children under parental supervision. Any damage to the equipment will result in a charge.
Pett Village Hall has a policy for public liability. Hirers must hold the appropriate insurance for their activities if required (e.g. sporting activities) and supply an up to date copy to the Management Committee to be displayed in the main Hall.
Pett Village Hall allows clubs and societies to store items on the premises on the understanding the items do not exceed the organisation’s allocated space. Items must be stored safely. No chemicals, flammables or substances hazardous to health and safety are to be stored on the premises. Foodstuffs must be in sealed containers. Pett Village Hall holds no responsibility for loss or damage
The Hall holds a Performing Rights Society (PRS) and Phonographic Performance Limited (PPL) Licences for music. Hirers playing music for paid classes are asked to check if they require a licence.
The Hall is not licensed for the sale of alcoholic drink. Hirers must apply for their own Temporary Events Notice (TEN) from the Licensing Authority (Rother District Council). But hirers may bring their own alcoholic drinks, so long as they are not sold.
The Hirer agrees not to publicise their event on internet social networking sites or similar without prior agreement with the Committee.
HEALTH and SAFETY:
The Hirer must comply with the “Health &Safety Points for Hirers” document which covers, fire precautions, hygiene practises and general safety.
SMOKING & VAPING:
Smoking is against the law in any part of the Hall premises. The Hirer is responsible for enforcing this legal requirement. E cigarettes are not permitted.Exterior ashtrays are situated outside the Hall. The Hirer must ensure smokers use them or remove all cigarette stubs.
SECURITY and KEYS:
The Hirer must be certain the Hall is fully locked and alarm is set at the finish of the hire period. The Hirer must also follow the correct procedures for opening and closing the Hall as laid down in the “Opening and Closing Procedures” checklist. Occasional hirers will be advised of the arrangements for collecting and returning keys. Regular hirers must inform the PVHMC of the designated key holder. PVHMC must be advised if the key holder changes. Lost or stolen keys must be reported to PVHMC immediately and a charge will be made for a replacement. The Committee Member responsible for keys is P Button, The Butchers Shop, Pett Road, Pett TN35 4EX. Phone 01424 812148. The Committee reserve the right to enter the building at any time during a hiring for the purpose of inspecting the premises
GENERAL OR LOCAL ELECTIONS:
The Committee reserves the right to cancel a hiring in the event of the Hall being required for use as a Polling Station for a Parliamentary, Local election or by-election, in which case the Hirer shall be entitled to a refund of any fee and/or deposit paid
The Kitchen may be used only for catering purposes. Rother District Council regulations forbid children to enter the kitchen. Strict hygiene must be practiced. The Kitchen and all utensils must be left in a clean and fit condition.
The fire regulations affecting the Hall must be strictly adhered to and, in particular, the emergency exits must not be obstructed. Fire extinguishers are available in the Hall and a Fire Blanket in the Kitchen. “Break Glass” fire alarms are located on the premises. Open flames and candles are not permitted. However tea-lights, provided they are in suitable vessels and attended at all times, can be permitted by prior arrangement. Likewise in the case of celebration cake candles. ANY MISUSE OF EXTINGUISHERS OR THE ALARM WILL INCUR A CHARGE..
PVHMC’s insurance does not permit fireworks or any other pyro-technic device in the Hall or its grounds.
The Hirer is asked to remind their members and guests that STILETTO HEELED SHOES, STUD BOOTS or MARKING BLACK RUBBER SOLED SHOES ARE NOT PERMITTED IN THE MAIN HALL.
Hirers shall not use sticky tape of any description to affix things to the walls as this can result in paint removal.
FIRST AID & ACCIDENTS:
A First Aid kit is located in the Kitchen. Any accidents must be recorded in the Accident Book and verbally reported to PVHMC on 07850 469314.
The Hall does not have a waste collection facility. All Hirers must provide their own rubbish sacks. All refuse, dirty nappies, collected litter, and recycling MUST be removed at the end of the hire period by the Hirer. The proper disposal is the responsibility of the Hirer.
PVHMC does not allow contract cleaners in the Hall. All premises must be left clean and tidy in accordance with the “Opening & Closing Procedures”. Brooms and mops are provided but the Hirer must not use anything other than WATER when cleaning the floors. If you wish the Hall to be cleaned after your event our authorised cleaner is available to hire. Please contact Tim Rothwell, the Bookings Manager to make the necessary arrangements
DISPOSAL OF OIL & FATS:
Hirers MUST NOT pour oil or fat down the sinks, basins, WCs or drains. Waste oil and fats must be removed in sealed containers
RESPECT TO OUR NEIGHBOURS:
Hirers must be aware that excessive noise is not appreciated by local residents particularly late at night.
MAINTENANCE AND REPAIR:
From time to time Pett Village Hall may undergo repair and maintenance work which may impair the physical appearance of the premises, internally and/or externally, including (but not limited to) the use of scaffolding. The Committee will endeavour, but does not undertake, to inform the Hirer of any such planned work but this will not permit the Hirer to cancel the booking, other than in accordance with these conditions, or entitle the Hirer to any reduction in the fee payable.
We would prefer you not to bring helium balloons to events in the Hall. But if you do, please take them away with you and do not release them in the Hall itself or outside of the Hall.
We do not allow glitter in the Hall (e.g. at children’s parties) as it is very difficult to clear up and can damage the floor.
We do not allow bouncy castles as our insurance policy does not cover their use.
We hope you enjoy using the Hall.
Tim.email@example.com 07850 469314
4 October 2018