These standard terms and conditions apply to all hiring of Old Hunstanton Village Hall CIO (OHVH). If the Hirer is in any doubt as to the meaning of the following, OHVH should immediately be consulted.
The Hirer, not being a person under 18 years of age, hereby accepts responsibility on and off the Premises, when the public are present and for ensuring that all conditions, under this Agreement, relating to management and supervision of the premises, are met.
The Hirer shall, during the period of the hiring, be responsible for supervision of the premises, the building, and the contents. The Hirer shall be responsible for their care, safety from damage, however slight, or change of any sort, and the behaviour of all persons using the premises, whatever their capacity. The Hirer shall ensure proper supervision of car parking arrangements to avoid obstruction of the highway and hazardous situations.
Use of Premises
The Hirer shall not use the Premises for any purpose other than that described in the Hiring Agreement. The Hirer shall not sub-hire or use the premises or allow the Premises to be used for any unlawful or unsuitable purpose or in any unlawful way. The Hirer shall not do anything or bring onto the Premises anything which may endanger the same or render invalid any insurance policies in respect thereof nor allow the consumption of alcohol therein without the permission of the Trustees.
Insurance and Indemnity
The Hirer shall be liable for:
- The cost of repair of any damage (including accidental or malicious damage) done to any part of the Premises including the curtilage thereof or the contents of the Premises.
- All claims, losses, damages, and costs made against or incurred by Old Hunstanton Village Hall (OHVH), its Trustees, their employees, volunteers, agents, or invitees in respect of damage or loss of property or injury to persons arising from the use of the Premises (including the storage of equipment) by the Hirer.
- All claims, losses, damages, and costs made against or incurred by OHVH, its Trustees, their employees, volunteers, agents, and invitees due to any nuisance caused by third party the use of the Premises by the Hirer as set out below, the Hirer shall indemnify and keep indemnified accordingly OHVH, its Trustees, employees, volunteers, agents, and invitees against such liabilities.
- Any loss damage or theft of any equipment or goods brought into Old Hunstanton Village Hall or left in Old Hunstanton Village Hall overnight. OHVH insurance does not cover such claims.
- OHVH has insurance to cover the liabilities described above and may, at its discretion, in the case of non-commercial hirers, insure the liabilities described above. OHVH shall claim on its insurance for any liability of the Hirer hereunder but the Hirer shall indemnify and keep indemnified OHVH, its Trustees, employees, volunteers, agents, and invitees against (a) any insurance excess incurred and (b) the difference between the amount of the liability and the monies received under the insurance policy.
- If the hirer of a non-commercial event engages the services of a person or persons who operate on a commercial basis, then the Hirer must ensure the provider has their own public liability cover as OHVH’s insurance does not insure their liabilities.
- In cases of commercial hire, where OHVH does not cover the liabilities described above, the Hirer shall take out adequate insurance to cover such liability and on demand shall produce the policy and current receipt or other evidence to the nominated person. Failure to produce such policy and evidence of cover will render the hiring void.
- OHVH is insured against any claims arising out of its own negligence.
Betting, Gaming and Lotteries
The Hirer shall ensure that no gaming takes place on the premises.
Music Copyright Licensing
The Premises holds the relevant licences with the Performing Rights Society (PRS) for public performances of musical compositions and the Phonographic Performance Licence (PPL) for the public performances of recorded music. All Commercial Hirers who use recorded music, such as aerobics instructors, shall hold their own PPL licence.
Children shall be restricted from viewing age-restricted films classified according to the recommendations of the British Board of Film Classification. The Hirer shall ensure that they have the appropriate copyright licences for film.
Childcare Act 2006
The Hirer shall ensure that any activities for children under eight years of age comply with the provisions of the Childcare Act 2006 and the Safeguarding of Vulnerable Groups Act 2006 and only fit and proper persons who have passed the appropriate Disclosure and Barring Service checks should have access to the children. Checks may also apply where children over the age of eight and vulnerable adults are taking part in activities. The Hirer shall provide the Trustees with a copy of their DBS check and Child Protection Policy on request.
The use of Bouncy Castles is permitted, however, there is no cover provided under the Village Hall’s Public Liability Cover and therefore, the Village Hall cannot accept any liability for any claims arising from the use of any such equipment. Any reputable company who hires out inflatables should have their own Public Liability Insurance cover for any events they supply equipment for. A copy of this Certificate must be provided to the Village Hall prior to the date of the booking. This should clearly state the Company’s name, the Insurer and the Issue and Expiry dates of the policy.
Public Safety Compliance
The Hirer shall comply with all conditions and regulations made in respect of the Premises by the Local Authority, the Licensing Authority, and the Trustees’ Fire Risk Assessment or otherwise, particularly in connection with any event which constitutes regulated entertainment, at which alcohol is sold or provided, or which is attended by children. The Hirer shall also comply with the Trustees’ Health & Safety Policy which is available to Hirers on request from the Trustees.
The Fire Service shall be called to any outbreak of fire, however slight, and details shall be given to the OHVH.
- The Hirer acknowledges that they received instruction in the following matters:
- The action to be taken in the event of a fire. This included calling the Fire Service and evacuating the Hall.
- The location and use of fire- fighting equipment.
- Escape routes and the need to keep them clear.
- Method of operation of escape door fastenings.
- Appreciation of the importance of any fire doors and of closing all fire doors at the time of a fire.
- Location of First Aid boxes
- In advance of any activity whether regulated entertainment or not the Hirer shall check the following items
- That all fire exits are unlocked and panic bolts in good working order.
- That all escape routes are free of obstruction and can be safely used for instant free public exit.
- That any fire doors are not wedged open.
- That all exit signs are illuminated.
- That there are no obvious fire hazards on the Premises
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 conditions for the Premises.
Licenses for the Sale or Consumption of Alcohol
As the Premises does not have the benefit of a Premises Licence permitting the sale of alcohol, all Hirers wishing to sell alcohol must do so via the services of a Licensed Bar Provider. Details of the Bar Provider and evidence of such licence must be provided to OHVH at the time of booking. Hirers who wish to provide alcohol free of charge shall obtain permission from the Trustees.
Drunk & Disorderly Behaviour and Supply of Illegal Drugs
The Hirer shall ensure that, to avoid disturbing neighbours to the Premises and avoid violent or criminal behaviour, care is taken to avoid excessive consumption of alcohol. No illegal drugs may be brought onto the premises. Drunk and disorderly behaviour shall not be permitted either on the premises or in its immediate vicinity. Any person suspected of being drunk, under the influence of drugs or who is behaving in a violent or disorderly way shall be asked to leave the premises in accordance with the Licensing Act 2003.
Health & Hygiene
The Hirer shall, if preparing or selling food, observe all relevant food health and hygiene legislation and regulations. Any dairy products, vegetables and meat on the Premises must be refrigerated and stored in compliance with the Food Temperature Regulations. The Premises are provided with a refrigerator and thermometer. It is the Hirer’s responsibility to ensure that the facilities provided are adequate for the purpose of hire.
Electrical Appliance Safety
The Hirer shall ensure that any electrical appliances brought by them to the Premises and used there shall be safe, in good working order and used in a safe manner in accordance with the Electricity at Work Regulations 1989. All trailing leads and extensions should be covered in a safety trunking or covered with a safety mat. Trailing leads must not be taped to the floor.
The Trustees accept no responsibility for any stored equipment or other property brought onto, or left at, the Premises and all liability for loss or damage is hereby excluded.
The Hirer shall ensure that the Hirer’s invitees, comply with the prohibition of smoking in public places provisions of the Health Act 2006 and regulations made thereunder. Any person who breaches this provision shall be asked to leave the building. The Hirer shall ensure that anyone wishing to smoke does so outside and disposes of cigarette ends, matches etc. in the receptacles provided in a tidy and responsible manner, so as not to cause a fire.
Accidents and Dangerous Occurrences
The Hirer must report all accidents involving injury to the public to the OHVH as soon as possible and complete the relevant section in the Premises’ accident book. Any failure of equipment belonging to the Premises or brought in by the Hirer must also be reported as soon as possible. Certain types of accident or injury may need to be reported in accordance with the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995 (RIDDOR). OHVH will advise.
Explosives and Flammable Substances
The Hirer shall ensure that:
- Highly flammable substances are not brought into or used on any part of the Premises.
- Smoke generating machines are not brought into or used on any part of the Premises.
- No internal decorations of a combustible nature shall be erected without the consent of OHVH. No decorations are to be put up near light fittings.
- For the avoidance of doubt, the Trustees deem Chinese Lanterns to be Flammable Substances.
- No naked flames, imitation candles are permitted.
The Hirer shall ensure that no unauthorised heating appliances shall be used on the Premises. Portable Liquefied Propane Gas (LPG) heating appliances shall not be used.
The Hirer shall ensure that no animals (including birds) except guide dogs are brought onto the Premises, other than for a special event agreed to by OHVH. No animals whatsoever are to enter the kitchen at any time.
Sale of Goods
The Hirer shall, if selling goods on the Premises, comply with the current Fair-Trading Laws and any code of practice used in connection with such sales. In particular, the Hirer shall ensure that the total prices of all goods and services are prominently displayed, as shall be the organiser’s name and address and that any discounts offered are based on Manufacturers’ Recommended Retail Prices.
Payment of Hire Fees
The Hirer shall pay the full agreed hire fee plus any security deposit prior to the event.
End of Hire
The Hirer shall be responsible for leaving the Premises and surrounding area in a clean and tidy condition and made secure unless directed otherwise. All damage and breakages will be charged to the Hirer. Any contents including furniture and equipment (included that provided in the kitchen) temporarily removed from their usual positions should be properly replaced, otherwise the Trustees shall be at liberty to make an additional charge. All equipment, appliances and other items brought into the Premises shall be removed at the end of the hiring.
No alterations or additions may be made to the Premises nor may any fixtures be installed, or placards, decorations or other articles be attached in any way to any part of the Premises without the prior written approval of OHVH.
The Hiring Agreement constitutes permission only to use the Premises and confers no tenancy or other right of occupation to the Hirer.
The Hirer shall comply with the Trustees’ policy on Equal Opportunities which is available on request from the Events OHVH.
OHVH may, as a condition of hire, specify additional conditions. These (if any) will be notified to the Hirer in writing and agreed before the booking is confirmed.
The following clause is a Special Condition of Hire for all regular Hirers:
The Hirer shall, when requested to do so by OHVH, and subject to the sub clauses below, make way for other Hirers on an occasional basis:
- The request to accommodate a special booking will be conveyed to the Hirer by OHVH. Such a request shall normally only be made if it is considered by OHVH to be in the wider interest of the community and/or Hall and after due consultation with the Chairman or other Trustees,
- Notice of not less than 30 days shall be given for any such request,
- OHVH shall endeavour to ensure that requests to give up bookings are not made on consecutive booking dates,
- The Hirer shall not be required to give up a booking for more than 10% of the bookings (rounded up to the nearest whole number) in any calendar year,
- OHVH shall take account of the effect of a Public Holiday on such requests,
- Where the Hirer can identify commitments to booked speakers, published league fixtures, performance dates etc., it is accepted that these will be amongst the dates the Hirer will not be able to meet any “special” request to give up their reservation.
- The Parish Council is exempt from these arrangements due to the statutory need to publish their meeting dates with other agencies,
- Use of the kitchen for provision of beverages is included in hall hire,
- Use of kitchen for food preparation incurs a charge of £50.
- There will be a charge of £60 for the cleaning of the main hall and kitchen.
- Adult parties will be charged a damages deposit of £350, children’s parties £100, which will be refunded when the hall committee are satisfied with the condition in which the facilities have been left.
- Deposits for custom events are available on application.
- Similarly, exhibitions and conferences will be charged a damages deposit of £100.
- There is no extra charge for other facilities such as heating or lighting.
- Hire of the hall includes tables and chairs.
- A notice period of three full months prior to the event date is required to cancel a booking and be eligible to receive the deposit refund, any notifications received after the agreed time frame will not be eligible for a refund.
- Full instructions will be given to the hirer on securing the venue and setting the alarms, however, in the event of an activation that is not a system error and is caused by the hirer, a charge of £50.00 will be deducted from the deposit to cover the engineer’s call out fee.
The Hirer agrees not to exceed the maximum permitted number of people including the organisers/performers:
Main hall seated at tables 100. Main hall seated in Rows 120. main hall standing 250.
Meeting Room seated at tables 24.
Supply or Sale of Alcohol
Licenses for the Sale or Consumption of Alcohol
As the Premises does not have the benefit of a Premises Licence permitting the sale of alcohol, all Hirers wishing to sell alcohol must do so via the services of a Licensed Bar Provider. The details of the Bar Provider and evidence of such licence must be notified to OHVH on booking. Hirers who wish to provide alcohol free of charge shall obtain permission from the Trustees.
Whether or not a security deposit has been paid, the ultimate responsibility for any damage to the Premises, fixtures or fittings rests with the Hirer who is also responsible for ensuring that all equipment is turned off at the conclusion of the event, including equipment used by caterers or bar staff, and accepts responsibility for the security of the Premises during, and at the conclusion of the event.
OHVH always strive to work with their clients to ensure that every event runs as smoothly as possible but accepts that there could be occasions when conflict could arise. There is a clearly defined complaints procedure which is detailed on our website.
General Data Protection Regulations (2018) Policy
UK data protection law, The Data Protection Act 1998 applies to every business including Charities that collects, stores, and uses personal data relating to customers, employees, or other individuals. Failing to follow the rules could mean a fine of up to £500,000.
The Trustees of OHVH have a clear data protection policy which makes sure everyone understands why data protection is important. Our Policy also describes procedures for collecting, working with, and storing data.
What kinds of information do we collect?
we collect information about the hire transaction. This includes your payment information, such as your credit or debit card number and other card information, and other account and authentication information, as well as billing and contact details.
How do we use this information?
This information is collected purely to allow OHVH Trustees to provide hire services to you as set out in your hire agreement, take payment and to communicate with you and to respond to you when you contact us.
How is this information shared?
We do not share information that personally identifies you (personally identifiable information is information such as a name or email address that can by itself be used to contact you or identify who you are) with advertising or any other partners unless and would only do so if you give us permission.
How can I manage or delete information about me?
We store data for as long as it is necessary to provide hire services to you. Information associated with your hire account will be kept electronically for up to three years unless we no longer need the data to provide hire services to you. You can ask us to delete your information any time. When you delete your account information, we delete things that you have provided, such as your contact details, email details and bank details.
How do we respond to legal requests or prevent harm?
We may access, preserve, and share your information in response to a legal request (a warrant or court order) if the law requires us to do so.
What do I do If I have a complaint about your processing of my information?
If you feel we have breached the Data Protection requirements you can make a complaint to the Information Commissioners Office (https://ico.org.uk) who can assist you and investigate your complaint.