Conditions of Hire
Standard Terms and Conditions
The ‘Committee’ referred to below means The Chilcompton Village Hall Management Committee.
The ‘Hall’ referred to below means The Village Hall, Wells Road, Chilcompton, Radstock, Somerset, BA3 4EX.
The ‘Hirer’ referred to below means you.
The Hirer shall indemnify the Committee against any third party claim which may lie against him or her (or the organisation as a representative) which using the Hall. The Committee is insured against any claim arising out of its own negligence.
The Hirer is responsible for insuring his/her own activities against any third party claim. (The Committee or its representative may request a copy of this insurance certificate).
The Hirer is responsible for the behaviour of all persons using the premises, including proper supervision of the car parking facilities in order to minimise obstruction of the highway.
The Hirer will notify the Committee or its representative of any accident to the public or any damage done to any part of the Hall’s facilities at the end of each session. All damage rectification work will be carried out by the Committee.
The Hirer will ensure that any electrical appliance or equipment brought into the hall and used there is in good working order and used in a safe manner.
The Hirer will not permit the consumption of alcohol on the premises without the knowledge and permission of the Village Hall Management Committee or their alcohol control representative.
The Hirer agrees to take such steps as are necessary to comply with the relevant sections of the Children’s Act 1989 as they may apply in respect of the hiring – and that the ratio of 1 adult supervisor per 10 children or better is maintained when multiple activities are involved.
The Hirer will ensure that no skates, rollerblades, skateboards, cycles or scooters are brought inside the building or used on the car park as part of the hiring.
The Hirer will ensure that only soft balls are used inside the Hall – plastic and other forms of hard ball are not permitted.
The Hirer shall, if preparing, serving or selling food observe all relevant food health and hygiene legislation and regulations.
The Hirer shall ensure that no animals (including birds), except guide dogs are brought into the Hall, other than for special events agreed by the Committee. No animals whatsoever are to enter the kitchen at any time.
The Hirer shall ensure that minimal noise is made on arrival and departure.
The Committee reserves the right to cancel this hiring in the event of the Hall being required for use as a Polling Station for a Parliamentary or Local Government or By-Election. In which case the Hirer, will be entitled to a refund or any monies already paid for the hire of the Hall. In this case the Committee shall not be liable to the hirer for any resulting loss or damage whatsoever.
In the event of the Hall, or any part thereof, being rendered unfit for the use for which is has been hired, the Committee shall not be liable to the hirer for any resulting loss or damage whatsoever.
The Hirer will leave the hall in a clean and tidy condition, taking away any waste resulting from their activities.
The Committee reserves the right to refuse a booking without notice or to cancel this hiring agreement at any time either before or during the term of the agreement upon giving 7 days notice in writing to the Hirer. The Hirer shall be entitled upon such notice to reimbursement of such monies including any portion of the same as have been paid by the Hirer to the Committee. The Committee shall not be liable to make any further payment to the Hirer.
The Hall will be opened and locked after you leave by the caretaker or other representative of the Committee (see note 21)
A phonographic licence is necessary for all recorded music played in public. It is the responsibility of the Hirer to comply if using CDs, tapes, records, videos or DVDs.
The Hirer is responsible for ensuring that all the Fire Exits are not blocked at any time.
The Hirer shall not carry out nor permit fly posting or any form of unauthorised advertising for any event taking place at the premises, and shall indemnify and keep indemnified each member of the Committee accordingly against all actions, claims and proceedings arising from any breach of this condition. Failure to observe this condition may lead to prosecution by the local authority.
The Hirer is responsible for locking up and securing the premises after late night events.
Smoking is not allowed on the premises.
Hire Bond fees are only refunded if all the above conditions are met.
The Hirer accepts responsibility for breakages and damage to the premises and contents during the period of hire. The Hirer is also responsible for the function and must be on the premises at all times.
There is no pay phone available.
Full payment must be made to confirm your booking. This is not refundable on cancellation if the hall is not re-let, or conditions of the hire are not met.
Tables should not have staples affixed. Tables and chairs should not suffer any damage.
The electrical supplies to the stage area (for discos etc) automaticall cut off at 11.45pm.
Please do the following:-
Vacate the hall by the time stated on the booking form or by 12 midnight whichever is earlier.
Leave the hall in a reasonable condition.
Remove vehicles from the car park by the end of the evening.
Keep music at a reasonable level and doors and windows shut.
The Committee has Public Liability cover to the value of £5,000,000.