1) I am the ‘responsible person’ for the hall booking.
2) I understand the standard conditions of hire, together with any special condition of hire will form part of the terms of this hire agreement, unless specifically excluded by agreement in writing between the Village Hall Trustees and myself.
3) I understand none of the provisions of this agreement confer any benefit pursuant to the Contracts (Rights of Third Parties) Act 1999 on any person not named as a party to this agreement.
4) I have read the standard conditions of hire of Shustoke Village Hall and, if this application is granted, I agree to abide by all those conditions, together with any special condition imposed by the Hall Trustees, unless specifically excluded by agreement in writing between the Hall Trustees and myself.
5) I understand the condition that no person under 21 years may hire any part of the Village Hall.
6) I agree that once the deposit is received by the Trustees and an email / letter of confirmation sent by the Trustees, a legal contract will exist between the Trustees of Shustoke Village Hall and myself.
CONDITIONS OF HIRE
Please note that the Village Hall is managed by the Trustees of Village Shustoke Hall. The Trustees have delegated day to day responsibility to the Clerk of Shustoke Parish Council, the Hall Booking Clerk and the Caretaker, each of whom act on behalf of the Trustees.
1 Hire Charges
1.1 The Hall hire charges are laid out in a separate document. They will be subject to annual review with any changes implemented on the 1stJanuary.
1.2 The minimum hall hire period is 1.5 hours and bookings are available in units of 30 minutes.
1.3 The hiring period must include time required for setting-up and any clearing up / cleaning required.
1.4 Access to the Hall is restricted to the period set out on the booking form.
1.5 Occupation of the Hall outside the agreed period will attract an additional charge at double the agreed rate with a minimum of one hour charged.
1.6 A deposit of £20 will be required prior to confirmation of the booking. Such confirmation will be provided by email.
1.7 For certain events, the Trustees will require a security deposit, payable on booking and returnable after the event once the Hall has been confirmed to be in satisfactory condition, and will be subject to any reasonable deductions for damage or loss.
1.8 The full hire charge should be received at least 14 days before the event unless written agreement has been provided by the Trustees. Where the outstanding charges are not
received by the due date, the Trustees reserve the right to cancel the booking and retain the deposit.
2 Cancellation Charges
2.1 Cancellations should be registered with the Hall Managerby telephone or email.
2.2 Should the booking be cancelled more than 28 days prior to the event, 50% of the deposit shall be forfeited.
2.3 Should the booking be cancelled between 28 and 14 days prior to the event, 100% of the deposit shall be forfeited.
2.4 Should the booking be cancelled within 14 days of the event, the full hire charge shall be forfeited.
3 Cancellation by Trustees
3.1 The Trustees reserve the right to cancel the hiring by written notice (email or letter) in the event that:-
3.1.1 The intended hiring is likely to lead to a breach of licencing conditions or unlawful or unsuitable activities in the opinion of the Trustees;
3.1.2 The premises become unfit for the use intended by the hirer;
3.1.3 A local emergency occurs requiring the use of the Hall for the shelter of victims of flood, fire, explosion etc.
3.2 In any such case, the Hirer shall be entitled to a refund of any fee already paid but the Trustees shall not be liable for any consequential direct or indirect loss to the Hirer.
4 Use of the Village Hall
4.1 The Hirer agrees to comply fully with the general conditions in this document and any special conditions advised in writing by the Trustees.
4.2 The Hirer will not use the Hall for any purpose other than that described on the booking form.
4.3 The Hirer will take responsibility for the supervision of the Hall, its fabric and contents, and for the behaviour of all persons using the Hall, whatever their capacity.
4.4 The Hirer will report any damage (accidental or intentional), any injury and any incident to the Trustees within 24 hours.
4.5 All fire exits must be kept totally clear of obstructions.
4.6 Access to the Hall is restricted to the period agreed on the booking form. Additional charges will be accrued for occupation outside the agreed period. (See 1.5 above.)
4.7 It is the responsibility of the Hirer to leave the Hall in a clean and tidy condition. All furniture must be stacked and returned to its original position. All rubbish must be disposed of in the outside dustbin and new swing bin liners should be inserted in the emptied bin. If the outside bins are full, rubbish must be removed from the site.
4.8 The Hall floor and other areas should be swept clean and mopped at the end of the event.
4.9 There is no telephone at the hall and Hirers should ensure a mobile telephone is available in case of emergency.
4.10 The Hirer will not sub-hire the use of the Hall nor allow the Hall to be used for any unlawful or unsuitable purpose
4.11 The Hirer shall ensure that the minimum of noise is made on arrival and departure, particularly late at night and early in the morning. The Hirer shall, if using sound amplification equipment, make use of any noise limitation device provided at the premises and comply with any other licensing condition for the premises. All doors and windows to be closed after 10pm with music turned off at 11pm.
5 Public Safety
5.1 The Hirer shall comply with all conditions and regulations made in respect of Shustoke Village Hall. All policies and procedures are contained within the Operations Manual to be found in the village hall kitchen. It is a condition of hire that the Hirer makes him/herself conversant with the Operations Manual.
5.2 If appropriate, hirers will ensure they have adequate policies and procedures to safeguardchildren using the hall.
5.3 Any electrical equipment brought into the hall should be in good order and have been subject to a PAT test within the previous 12 months.
6 Insurance and Indemnity
6.1 The Hirer shall be liable for the cost of any damage to any part of the hall and its surrounds which occurs during the period of hire.
6.2 The Hirer shall be liable for all claims, losses, damages and costs in respect of damage or loss of property or injury to persons arising as a result of the use of the premises by the Hirer.
Rebecca Pugh of Shustoke Village Hall:- Rebecca Pugh 07752547573