Hall Bookings - Terms and Conditions

Wallington Village Hall - Standard Terms & Conditions for Bookings

1. Definitions

a) Hirer: the person or organisation booking irrespective of whether any charge is made for the booking or services provided.

b) Premises: The Wallington Village Hall, Broadcut, Fareham.

c) WVCA: The Wallington Village Community Association.

2. Liability

a) The WVCA does not exclude or restrict its liability in respect of death or personal injury resulting from its own negligence.

b) The WVCA shall not be liable for any breach of the Terms &  Conditions or delay in failure in providing its services as a result of causes beyond reasonable control, including, but not limited to, fire, adverse weather, strikes, embargos, delays in transportation, failure of utility services or liability to obtain information or regulations of any authority.

3. General Conditions

a) The WVCA reserves the right to amend these conditions of hire at any time.

b) The WVCA reserves the right to cancel the hiring agreement in the event that the Hall is required in the case of Emergency or as a Polling Station for Parliamentary, EU or Local Government election or by-election, in which case the Hirer shall be entitled to a full refund of any deposit already paid.

c) As a “Village” Hall there will be occasions when “Village” activities take priority over Hirers, including Regular Users. The WVCA will always aim to give good notice.

d) The Hirer will during the period will be responsible for the supervision of the hired room and any other areas being used  including  kitchen, toilets and corridors, 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, including proper supervision of car parking arrangements so as to avoid obstruction of the Highway and access to disabled parking spaces for disabled users .The adjoining car park is controlled by the local council , parking spaces in the working week are very limited, the hall has only eight allocated spaces and three disabled spaces. All day users can use Lyses car park which is off the High Street and a good five minute walk away.

e) The Hirer shall not use the premises for any purpose other than that described in the Hiring 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 the insurance policies in respect of the premises nor allow the sale of alcoholic liquor thereon without written permission.

f) The Hirer must be aware that if alcohol is to be sold as part of the Hire Agreement the Hirer must strictly comply with the timed allowances for alcohol sales.

The Hirer will also need to ensure that all persons involved with the selling of alcohol adhere to the Licensing Law which includes the following:
i) Not selling alcohol to persons under the age of 18 by checking the ID of any person who visually looks under 21 and seeks to purchase alcohol.
ii) Not serving any person who is considered to be drunk.
iii) Not allowing drunk persons to remain at the premises.
iv) Ensuring that persons do not buy alcohol for others who are considered to be under the age 18.

g) On completion of the hire period The Hirer shall be responsible for leaving the premises and surrounds in a clean and tidy condition, with lights and heating turned off and all external doors and windows properly locked and secured unless directed otherwise by the authorised representative of the WVCA.  All equipment and contents temporarily moved during the period of hire is to be returned to their usual positions.

h) The Hirer must remove all property or goods whatsoever belonging to the Hirer at the end of the hire period.  The WVCA accepts no responsibility whatsoever for property or goods left on the premises.

i) The Hirer shall ensure nothing is done on or in relation to the premises in contravention of the law relating to gaming, betting and lotteries.

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

k) The Hirer shall comply with all conditions and regulations made in respect of the premises by the Hampshire Fire and Rescue Service, Local Authority, the Local Magistrates Court or otherwise, particularly in connection with events which include public dancing or music or similar public entertainment or stage plays.

l) The Hirer shall, if preparing, serving or selling food observe all relevant food health and hygiene legislation CMD regulations.

m) The Hirer shall ensure that all electrical appliances brought onto the premises including any items in use by caterers and entertainment providers are safe and in good working order, and used in a safe manner.

n) The Hirer shall not affix notices, posters, pictures, plans or decorations in or out of the premises without permission of the WVCA's authorised representative.

o) The Hirer shall report any damage, however small, which occurs during the hire period. Such damage to be recorded in the Defect Folder, kept in the kitchen, and in person to the Hall Manager, as soon as possible after the event.

p) The Hirer shall ensure that noise levels are kept below nuisance levels at all times and that the minimum of noise is made on arrival and departure.  During events that feature live or recorded music, the windows over-looking the car park must be kept closed.

q) The Hirer will ensure that no form of incendiary device is brought onto the premises and that fireworks are not used on the car park or hall surrounds in compliance with the Explosives Act and Fire Precautions.

r) The Hirer must comply with all relevant sections of the Hall Health & Safety Policy, paying particular attention to the procedures in the event of a fire.

4. Finance

a) The WVCA will levy a booking deposit of £30 for private bookings and possibly an security bond at the time of booking which is only refundable after the full hiring fee has been paid and the premises left in a clean and tidy condition after the hire period.  The full hiring fee must be paid at least 28 days prior to the hire date. The security bond may be used fully or partly towards the cost of cleaning or repairs that arise.

b) In the event that the Hirer cancels the hire agreement the booking deposit will be forfeited.

c) When the Hirer has contracted for the use of the kitchen by external caterers the caterer shall be legally qualified in all aspects of food handling , food safety, and hold the appropriate catering insurance.

d) The Hirer may wish to consider taking out insurance to cover cancellation, damage, third party liability and other eventualities beyond their control.

e) If the Hirer gives more than one calendar month's notice of cancellation of a booking then a £10 charge is applied.  If the Hirer gives less than one calendar month's notice or no notice of cancellation then the Hirer is liable for the entire amount due for that booking.

5. Right of Access

a) The WVCA Committee shall have right of access at all times without notice.

6. Complaints

a) Complaints arising as a result of this agreement and the hire period must be represented in writing to the Hall Manager within 7 days of the hire period.  Complaints raised after this time cannot be considered.

October 2015