Terms and Conditions of Booking- Milton under Wychwood Village Hall March 2024
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Definitions:
a. the organisation or individual hiring the Milton under Wychwood Village Hall – the Hirer
b. Milton under Wychwood Village Hall Trustees – the Trustees.
It is a condition of hiring that these terms are accepted by the hirer at the time of booking. If any clarification is needed contact the Secretary of the Milton under Wychwood Village Hall committee on [email protected].
1. Capacity. The Hall accommodates 150 people, 120 seated in rows (meeting-style) or 80 around tables (catering-style). These numbers should not be exceeded.
2. Payment. For provisional individual bookings, an invoice will be sent and immediate payment of the full amount (including a damage deposit if necessary) will be required to confirm and secure the booking. If payment is not made within 14 days of receipt of the invoice, then the booking may be cancelled. (See 3. below for details concerning refunds) For regular bookings, an invoice will be sent monthly (or as agreed) for immediate payment. For large events for which a damage deposit has been agreed, this will be returned in full subject to hire conditions being met.
3. Cancellation. The hirer will notify the Bookings Clerk should they wish to cancel their booking. Booking fees will only be refunded if a notice of cancellation is received at least 14 days before the date of booking the Hall.
The Trustees reserve the right to cancel the hiring by written notice to the hirer in the event of ;
a) the premises being required for use as a Polling Station for an election .
b) the Trustees reasonably considering that (i) such hiring will lead to a breach of licensing conditions, if applicable, or other legal or statutory requirements, or (ii) unlawful or unsuitable activities will take place at the premises as a result of this hiring.
c) the premises becoming unfit for the use intended by the Hirer.
d) an emergency requiring use of the premises as per the Milton under Wychwood Village Emergency Plan .
e) the need to carry out maintenance and/or repairs.
In all such cases the Hirer shall be entitled to a full refund but the Trustees shall not be liable to the Hirer for any resulting direct or indirect loss or damages whatsoever.
4. Insurance/Indemnity. The Hall has public liability cover as a property owner. Hirers should obtain their own insurance for the activities they undertake in the Hall. The hirer shall indemnify the Trustees for the cost of repair of any damage done to any part of the property or contents which may occur during the period of hiring as a result of the hiring.
5. Damage. A refundable damage deposit may be required at the time of paying the hire fee. The hirer shall be liable for the cost of repair of any damage (including accidental and malicious damage) done to any part of the premises including the curtilage and contents.
Any damage should be reported to the Bookings Clerk as soon as possible.
Particular care should be taken to avoid damage to walls/paintwork from using Blu Tak, Sellotape etc .
6. No Rights. The Hiring Agreement constitutes permission only to use the premises and confers no tenancy or other right of occupation on the Hirer.
7. Use of Premises. The hirer must not use the premises ( including the car park and garden) for any purpose other than that described in the hiring agreement and shall not sub-hire, use the premises or allow the premises to be used for any unlawful purpose .
No smoking, vaping or e cigarettes are permitted in the Hall.
No animals except assistance dogs are allowed on the premises unless agreed by the Trustees.
8. Supervision. The hirer must be over 18 years of age and will be responsible for the supervision of the premises during the hire period , the care of the fabric and the contents of the Hall and ensuring safety from damage , including the car park and garden and for the behaviour of all persons using the premises during the period of the hiring. The hirer is responsible for appropriate access to the internet via the Hall’s wifi system.
The person signing the hiring form for an event at which there will be young persons under 18 or vulnerable adults is responsible for ensuring all legal checks (e.g. DBS/Safeguarding) have been done (if applicable to their hire).
9. Licences. These conditions must be complied with by all persons using the Hall.
If alcohol is sold and a profit is made the Hirer is responsible for obtaining a TENS ( Temporary Event Notice) from West Oxfordshire District Council .
Under no circumstances should alcohol be served or consumed by those under 18. No drugs should be used in or around the Hall.
The Hirer shall ensure that nothing is done on or in relation to the premises in contravention of the law relating to gaming, betting and lotteries.
The Hirer shall ensure that the Trustees hold relevant licences under Performing Right Society (PRS) and the Phonographic Performance Licence (PPL) or, where appropriate, the Hirer holds a licence for their planned activity.
The Hirers shall ensure that they have the appropriate copyright licences for film. Children shall be restricted from viewing age restricted films classified according to the recommendations of the British Board of Film Classification.
10. Emergency Procedures. The hirer must ensure that all means of exit from the hall are kept clear and unlocked at all times during the hire and that all fire doors are kept closed. The exit signs should be kept illuminated whilst the Hall is occupied.
The hirer must have a mobile phone for use during an emergency.
The hirer must note the ” in the case of fire” procedures displayed in the Hall as well as the position and use of all fire fighting equipment in the Hall.
A first aid box is provided in the kitchen. Any accidents or use of the first aid box must be reported to the Bookings Clerk and recorded in the accident book ( in the first aid box).
11. Cleanliness. The hirer shall be responsible for ensuring that the premises are left in a clean, safe and tidy condition at the end of the hiring. Tables and chairs should be stacked away, all waste disposed of in the Green Council Waste Bin outside the Hall and kitchen equipment wiped down with all crockery washed and put away. The floor should be swept. If the Hall is left in an unfit condition a cleaning charge of will be levied.
12. Items. The hirer shall ensure that any electrical appliance brought by them to the premises and used there shall be safe and used safely. No portable heating appliances or naked flames e.g. candles are to be used.
Bouncy Castles (or similar) should be sited at the opposite end of the Hall to the stage.
Ensure that all activities/items do not interfere with the overhead projector.
The Trustees accept no responsibility for items left on the premises before or after an event. This includes stored items .
13. Health and Hygiene The Hirer shall, if preparing, serving or selling food, observe all relevant food health and hygiene legislation and regulations. The Hall provides a refrigerator and freezer.
14. Sale of Goods The Hirer shall, if selling goods on the premises, comply with Fair Trading Laws and any code of practice used in connection with such sales.
15. Leaving the Premises . The hirer shall be responsible for ensuring that all persons vacate the premises quietly, that doors and windows are secured and lights/electrical appliances switched off. The key should be returned to the key safe outside the front entrance. If additional cleaning is required as a result of the hirer leaving the premises in an unclean/untidy state the right to make an additional charge is reserved..
16. Good Neighbour Policy. Users of the Hall are asked to respect the fact that the Hall is in a residential area and noise/music volumes should be kept to a reasonable level and must cease by midnight.