PETT VILLAGE HALL – CONDITIONS OF HIRE
Welcome to Pett Village Hall. The Pett Village Hall Management Committee (PVHMC) hope you enjoy the time you use the Hall. There are a few rules we have to have to make it a safe and enjoyable venue and these are set out below. If you have any queries, please contact Tim Rothwell, the Bookings Manager, at email@example.com 07850 469314.
During the period of hire, the Hirer will be held responsible for the supervision of the premises and contents, and for the behaviour of all persons using the premises in whatever capacity. This includes proper supervision of car parking arrangements to ensure the approach and road are not obstructed.
CAPACITY and TIMES
The number of people 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. The maximum number for dances is 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 the Bookings Manager.
Applications to book the Hall should be made to the Bookings Manager (Tim Rothwell: firstname.lastname@example.org 07850 469314) who will agree a fully returnable deposit which is in addition to the full hire fee. The deposit is normally £50, £200 for an adult party or wedding reception. The deposit should be paid within 7 days of the bookings being made. No booking is final until the deposit has been paid and if the deposit is not paid within seven days the booking may be cancelled if another hirer wants that day/time – the Booking Manager will contact the hirer before cancelling the booking. Cheques that are submitted for the deposit will be cashed. The total hire 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 deposit will be returned within five working days of the event. The Booking Manager in consultation with the PVHMC where appropriate reserves the right to cancel a booking if it is considered advisable to do so. If the fee has been paid it will be returned in full. 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 Bookings Manager 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 Bookings Manager and 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 Bookings Manager to be displayed in the main Hall. If you are in doubt about then need for separate insurance cover, please contact the Bookings Manager.
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. If they want to sell alcohol, hirers must apply for their own Temporary Events Notice (TEN) from the Licensing Authority (Rother District Council). But hirers are welcome to bring their own alcoholic drinks, so long as they are not sold.
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 or the code for the key safe by the front door. Regular hirers must inform the Bookings Manager of the designated key holder. The Bookings Manager must be advised if the key holder changes. Lost or stolen keys must be reported to the Bookings Manager immediately and a charge will be made for a replacement. The Bookings Manager is responsible for keys. The Committee reserves 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 is available for all hirers may for catering purposes. Rother District Council regulations forbid children to enter the kitchen. Strict hygiene must be practised. 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 with the Bookings Manager. We would prefer you use battery operated tea lights. 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.
Please do 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 the Bookings Manager 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 Bookings Manager will try wherever possible to inform the Hirer of any such planned work.
Please do not to bring helium balloons to events in the Hall. If you have ordinary balloons, please take them away with you and do not release them in the Hall itself or outside of the Hall. Balloons can stick to the ceiling in the Hall and set off the alarm.
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.
Our insurance does not cover the use of bouncy castles. You are welcome to have a bouncy castle at your event but you will have to ensure that the provider has their own insurance cover. It would be helpful if you were able to provide evidence of such cover when the booking is made.
BBQs and hog roasts are permitted, so long as they are held as far away from the building as possible in the open area at the rear of the Hall. The Village Hall insurance does not cover their use and so you or the provider will need public liability insurance as a condition of having them.
Free WiFi is available in the Hall. The login details, which are shown in the Hall, are as follows:
Wireless Network Name:
We hope you enjoy using the Hall.
Tim.email@example.com 07850 469314
4 June 2019