ARNSIDE WI AND VILLAGE HALL
Standard Conditions of Hire
If you are in any doubt as to the meaning of any of the Conditions, you must seek clarification from us without delay.
1. Age
You, not being a person under 18 years of age, hereby accept responsibility for being in charge of and on the premises at all times when the public are present and for ensuring that all Standard Conditions under this Agreement relating to management and supervision of the premises are met.
2. Supervision
During the period of the hiring, you are responsible for:
(i) supervision of the premises, the fabric and the contents;
(ii) care of the premises, safety from damage however slight or change of any sort; and
(iii) 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.
Any accident or damage occurring to the Hall premises, it’s fixtures, fittings or equipment, however small, must be immediately reported to the Booking Secretary or Committee and recorded in the Accident or Maintenance Book (as appropriate) as part of Health & Safety and Insurance Requirements.
As directed by us, you must make good or pay for all damage (including accidental damage) to the premises or to the fixtures, fittings or contents and for loss of contents.
3. Use of premises
You must not use the premises (including the car park), for any purpose other than that described in the Agreement and must 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, nor do anything or bring on to the premises anything which might endanger the premises or render invalid any insurance policies covering the premises nor allow the consumption of alcohol without our written permission.
You must not allow any alcohol (except bottled raffle prizes for fetes, bazaars etc.) to be bought, sold or consumed on any part of the premises without the permission of Arnside WI & Village Hall Committee.
4. Insurance and indemnity
(i) You are liable for:
(a) the cost of repair of any damage (including accidental and malicious damage) done to any part of the premises including its curtilage or its contents ,arising as a result of your use of the premises.
(b) all claims, losses, damages and costs made against or incurred by us, our employees, volunteers, agents or invitees in respect of damage or loss of property or injury to persons arising as a result of your use of the premises (including the storage of equipment).
(c) all claims, losses, damages and costs made against or incurred by us as a result of any nuisance caused to a third party as a result of your use of the premises and subject to sub-clause (ii), you must indemnify us against such liabilities
(ii) We will take out adequate insurance to insure the liabilities described in sub-clauses (i) (a) above and may, in our discretion and in the case of non-commercial hirers, insure the liabilities described in sub-clauses (b) and (c) above. We will claim on our insurance for any liability you incur but you must indemnify us against:
(a) any insurance excess incurred and
(b) the difference between the amount of the liability and the monies we receive under the insurance policy.
(iii) Where we do not insure the liabilities described in sub-clauses (i)(b) and (c) above, you must take out adequate insurance to insure such liability and on demand must produce the policy and current receipt or other evidence of cover to our Booking Secretary. If you fail to produce such policy and evidence of cover, we will cancel this Agreement and re-hire the premises to another hirer.
We are insured against any claims arising out of our own negligence.
(iv) Our Insurance does not provide cover for any third party used to provide services for an event
eg. caterers, entertainers etc. It is the responsibility of the Hirer to ensure all such third parties have their own Public Liability Insurance.
Insurance Exclusions
A list of Insurance Exclusions apply to Arnside WI & Village Hall and any non-commercial hirers to whom, at our discretion the Insurance might be extended as per clause 4
(v) It is therefore very important that when completing the Hiring Application Form you declare a full & detailed description of your purpose for hiring. A variety of sports, games, competitions and other activities are excluded and in particular fireworks, bonfires and Bouncy castles including other inflatable devices. The Booking Secretary will advise you regarding such activities. Fireworks, sparklers, candles or any other items which have a flame must not be brought into the Hall.
All Hall Hirers wishing to Hire or use a Bouncy Castle or similar inflatable device must produce to the Booking Secretary, before using the Hall, evidence of Public Liability Insurance which fully covers its use, either from the Hire Company or through your own household Insurance
5. Gaming, betting and lotteries
You must ensure that nothing is done on or in relation to the premises in contravention of the law relating to gaming, betting and lotteries.
6. Music Copyright licensing
You must ensure that YOU hold relevant licences under Performing Right Society (PRS) and the Phonographic Performance Licence (PPL.)
7. Music
You must have our written permission for performance of live music and the playing of recorded music under the Premises Licence. This Agreement confers that permission.
8. Film
You must restrict children from viewing age-restricted films classified according to the recommendations of the British Board of Film Classification. You must ensure that you have the appropriate copyright licences for film. This Agreement confers the required permission on you. (The Deregulation Act 2015 requires you to have our written permission to show a film).
9. Safeguarding children, young people and vulnerable adults
You must ensure that any activities for children, young people and other vulnerable adults are only provided by fit and proper persons in accordance with the Safeguarding Vulnerable Groups Act 2006 and any subsequent legislation. When requested, you must provide us with a copy of your Safeguarding Policy and evidence that you have carried out relevant checks through the Disclosure and Barring Service (DBS).
10. Public safety compliance
You must comply with all conditions and regulations made in respect of the premises by the Local Authority, the Licensing Authority, and our 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. You must also comply with our health and safety policy.
You must call the Fire Service to any outbreak of fire, however slight, and give details to our Booking Secretary.
(i) You acknowledge that you have received information on the following matters:
• The action to be taken in event of fire. This includes calling the Fire Brigade and evacuating the hall.
• The location of fire 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, the Fire Evacuation Procedure and in the event of a fire, leaving the premises by the nearest available exit, closing all doors behind you.
• Location of the first aid box and Accident Reporting Book in the kitchen.
(ii) In advance of any activity whether regulated entertainment or not you must check the following items:
• That all fire exits are unlocked and panic bolts are 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 exit signs are illuminated.
• That there are no fire-hazards on the premises.
The emergency lighting supply illuminating all exit signs and routes are operated by an automatic mains failure switching device, additionally the fire exit sign in the Main Hall leading to the terrace is continually illuminated.
Please note that the Hall does not have a landline telephone and it is therefore a requirement that you have a fully charged mobile phone available at all times to call the Emergency Services.
11. Noise
You must ensure that the minimum of noise is made on arrival and departure, particularly late at night and early in the morning. You must, if using sound amplification equipment, comply with any other licensing condition for the premises.
12. Drunk and disorderly behaviour and supply of illegal drugs
You must ensure that in order to avoid disturbing neighbours of the hall and avoid violent or criminal behaviour:
(i) no one attending the event consumes excessive amounts of alcohol
(ii) no illegal drugs are brought onto the premises.
Drunk and disorderly behaviour is not permitted either on the premises or in its immediate vicinity. We will ask any person suspected of being drunk, under the influence of drugs or who is behaving in a violent or disorderly way to leave the premises in accordance with the Licensing Act 2003.
13. Food, health and hygiene
You must, if preparing, serving or selling food, observe all relevant food health and hygiene legislation and regulations. In particular 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.
Our Public Liability Insurance includes liability for food and drink sold or supplied in as far as the Arnside WI & Village Hall Management Committee is responsible for this and where at our discretion such cover is extended to non-commercial hirers. Purchase receipts for such food / ingredients & drinks should be retained by the Organisations responsible for such events and made available to the Insurance Company in the event of any later claim for food poisoning.
You must ensure that any electrical appliances brought by you to the premises and used there, are safe, in good working order, have a traceable and current PAT and used in a safe manner in accordance with the Electricity at Work Regulations 1989. Where a residual circuit breaker is provided you must make use of it in the interests of public safety.
15. Stored equipment
We accept no responsibility for any stored equipment or other property brought on to or left at the premises, and all liability for loss or damage is hereby excluded. All equipment and other property (other than stored equipment) must be removed at the end of each hiring or we will charge fees each day or part of a day at the hire fee per hiring until the same is removed.
We may, in our discretion, dispose of any items referred to below by sale or otherwise on such terms and conditions as we think fit, and charge you any costs we incur in storing and selling or otherwise disposing of the same, in any of the following circumstances:
(i) your failure either to pay any charges in respect of stored equipment due and payable or to remove the same within seven days after the agreed storage period has ended
(ii) your failure to dispose of any property brought on to the premises for the purposes of the hiring.
16. Smoking
You must comply with the prohibition of smoking in public places provisions of the Health Act 2006 and regulations made thereunder. Smoking is strictly prohibited anywhere on the Premises. We will ask any person who breaches this provision to leave the premises.
17. Accidents and dangerous occurrences
You must report to us as soon as possible any failure of our equipment or equipment brought in by you. You must report all accidents involving injury to the public to us as soon as possible and complete the relevant section in our accident book located with the First Aid Box in the kitchen. Certain types of accident or injury must be reported on a special form to the Incident Contact Centre it is therefore important that you fully complete all details on the Accident Form as we may need to contact you. This is in accordance with the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013 (RIDDOR).
18. Explosives and flammable substances
You must ensure that
(i) Highly flammable substances are not brought into, or used in any part of the premises.
(ii) No internal decorations of a combustible nature (e.g. polystyrene, cotton wool) are erected without our consent.
19. Heating
You must ensure that no unauthorised heating appliances are used on the premises at any time without our consent. You must not use portable liquefied propane gas (LPG) heating appliances. Our Heating system is programmed and you are therefore requested not to alter the settings.
20. Animals
You must ensure that Guide dogs, Hearing dogs and assistance dog owners are allowed on the premises.
21. Sale of goods
You must, if selling goods on the premises, comply with Fair Trading Laws and any code of practice used in connection with such sales. In particular, you must ensure that the total prices of all goods and services are prominently displayed, as must be the organiser’s name and address and that any discounts offered are based only on Manufacturers’ Recommended Retail Prices.
22. Cancellation
When a deposit has been required and paid to confirm bookings for special events, the deposit will be forfeited in the event of cancellation, or in the case of Terms & Conditions not being met.
A cancellation fee of £10 will be charged unless a minimum of 2 weeks’ notice for regular bookings and 1 week notice for one off events is given.
We reserve the right to cancel this Agreement by giving you written notice in the event of:
- the premises being required for use as a Polling Station for a Parliamentary or Local Government election or by-election;
- our reasonably considering that (a) such hiring will lead to a breach of licensing conditions, if applicable, or other legal or statutory requirements, or (b) unlawful or unsuitable activities will take place at the premises as a result of this hiring;
- the premises becoming unfit for your intended use;
- an emergency requiring use of the premises as a shelter for the victims of flooding, snowstorm, fire, explosion or those at risk of these or similar disasters.
23. End of hire
You are responsible for leaving the premises and surrounding area in a clean and tidy condition, properly locked and secured unless directed otherwise and any contents temporarily removed from their usual positions properly replaced, otherwise we may make an additional charge. All lights must be turned off before leaving the premises.
All kitchen and general waste including bottles and plastic must be completely removed from the premises at the end of Hire. The WI & Village Hall is not included on the Council Waste Removal round.
24. No alterations
You must not make any alterations or additions to the premises nor install or attach any fixtures or placards, decorations or other articles in any way to any part of the premises without our prior written approval. You must not use sellotape, BluTak or similar items on walls or paintwork. In our discretion, any alteration, fixture or fitting or attachment which we have approved may remain in the premises at the end of the hiring. Such items will become our property unless you remove them and you must make good to our satisfaction any damage you cause to the premises by such removal.
25. No rights
This Agreement constitutes permission only to use the premises and confers no tenancy or other right of occupation on you.
20.04.17
