Hiring terms

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LETTING CONDITIONS FOR HIRING HARPSDEN VILLAGE HALL & GROUNDS

Charges

Applications for use of Harpsden Hall & Grounds should be made in writing to the Caretaker not less than fourteen days prior to the date required, stating the intended use, date and hours of hiring.

CANCELLATION CHARGES

Less than 14 days before Hire Date:  Hire charge is payable in full

Less than 28 days before Hire Date:  50% of hire fee payable

More than 28 days before Hire Date: 10% of hire fee payable

In the event of cancellation of a booking by Harpsden Hall due to unforeseen circumstances, reasonable compensation will be considered at the discretion of the Trustees.

All fees shall be fully payable 14 days prior to the date of hire.

The Trustees reserve the right to refuse to accept any booking if considered inappropriate.

Special booking conditions may apply in the case of some events, such as junior discos, and are subject to approval by the Trustees, and under the terms of the Trust Deed bookings for political meetings cannot be accepted.

Any damage is to be reported to The Caretaker. The Hall Management Committee reserves the right to charge for any damages caused by Hall hirer during a hirer’s event.

Fire and Safety

NO SMOKING IS ALLOWED. THE HIRER SHALL, AND 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 PREMISES AND ANY BREACH BE RECORDED AS SUCH IN WRITING AND SUBMITTED TO THE HALL MANAGEMENT COMMITTEE.

Where necessary the Hirer must nominate competent person(s) to act as fire marshals to assist with evacuation. These person(s) must know what their roles and responsibilities are in the event of a fire alarm activation by reading the displayed advice or, if necessary, by requesting training at the time of booking.

It is imperative that if the Hall & Grounds is to be used as a place of entertainment, a  risk assessment is conducted by the hirer/ responsible person, to ensure that the entertainment does not compromise the existing health and safety precautions.

The Hirer must acquaint themselves with the location of all fire extinguishers, be aware of how to use them and have a mobile phone to summon the emergency services if necessary.

All Hirers must conduct a fire drill once they have read the Emergency Evacuation Plan. These must be recorded. Regular Hall Hirers must conduct fire drills on a regular basis.

The maximum number of persons permitted under the Fire Regulations is 120.

The Hirer must ensure that they provide competent person(s) to assist with the evacuation of the building in the case of a fire depending on the numbers of the general public present.

It is the Hall hirer’s responsibility to use electrical equipment safely and any portable electrical equipment and appliances that are brought into the Hall must have been regularly tested for safety. Sockets must not be overloaded with hirers’ electrical equipment.

No untested electrical equipment may be brought into the kitchen. Deep-fat frying in the kitchen is strictly forbidden.

All Hirers using the kitchen must be aware of their responsibilities and actions in the event of a fire. In addition, the gas range and toaster must not be left unattended when in use.

Hall hirers may only use a ladder with an assistant steadying the bottom of it.

Children are not allowed on the stage unless supervised by an adult.

Licenses

20.     No alcohol is to be sold unless the Hirer provides evidence that an appropriate TEN (Temporary Event Notice) has been obtained from SODC: see http://www.southoxon.gov.uk/ccm/navigation/business-and-economic-development/licensing/temporary-event-notices for details or phone 01491 823209.

The Hirer shall ensure that all necessary licensing or other legal formalities concerned with any activity undertaken in the course of the letting eg concert, play, film, dance, music, video etc, are complied with and that copyrights are not infringed.

Noise

The use of any musical instrument or apparatus is strictly forbidden in the grounds without prior permission.

Noise levels must avoid being anti-social or illegal, with no music after 11.30 pm. Where applicable, alcohol should be consumed responsibly.

Hirers must respect the residential nature of the area and must not disturb neighbours, particularly if leaving the Hall late at night.

The hall must be left as found and vacated by midnight at the latest. The deposit of £150 will be retained by the Hall Management Committee if the Hall is not vacated by midnight and/or the hall is not left as found.

Cars

CAR PARKING:  Persons bringing or parking cars in the Hall car park do so at their own risk and the hirer is responsible for the proper supervision of car-parking arrangements so as to avoid obstruction to fire exits or blocking exit to the highway.  The Trustees accept no responsibility for loss or damage caused to or by vehicles or persons using the car park or field.  Use of the field will be restricted in the case of severe wet weather.

Any hirer using the hall, field or car park shall be entirely responsible for the safety of themselves and their guests.

Letting Conditions

The setting up of the room and the restoration as found, together with removal of all rubbish after the event, is the responsibility of the Hirer.

The Hall will not be re-let to persons who leave the premises in an undesirable condition.

The Hall may not be used for indoor sports without the Trustees’ prior consent.

Hall hirers may only use a ladder with an assistant steadying the bottom of it.

No children under the age of 8 are allowed in the kitchen unless accompanied by an adult.

Hall users are advised to appoint a qualified first aider.

To avoid damage to the floor no stiletto heels or other footwear likely to cause damage may be worn.  The Hirer is responsible for any damage caused by breach of this condition.

It is the responsibility of the hirer of the hall and grounds to check that all equipment (e.g. bouncy castles and marquees), which is hired for an event from a third party has its own insurance/public liability cover.

The Caretaker keeps an Accident Book. It is the duty of the Hirer to report to the Caretaker any significant accidents so they can be recorded in the Accident Book.

The person or persons signing the Hire Application form is responsible for compliance with these Conditions and to control the access of guests to the Hall.  Such responsibility cannot be passed on to other persons and sub-letting is forbidden.