Terms and Conditions
Agreements with the Trustees of Grewelthorpe Village Hall (“the Village Hall”) for the hire of Grewelthorpe Village Hall or part thereof (“the premises”) are subject to these terms and conditions of hire (“the hire conditions”) the “hirer” refers to the person named on the booking form.
1. Booking
The hirer must be over 21 years of age (25 years of age in cases where the event serves/sells alcohol).
All bookings shall be made via the online booking system. In exceptional circumstances bookings can be made by emailing GVHCC2021@gmail.com. Hours booked must include periods for setting up before an event and taking down after the event.
The hirer will be the named person responsible for the event and ensuring that these conditions are complied with and shall not assign the hiring of the premises to any other person.
There is no restriction on how far in advance a booking can be made for a one-off event i.e. Party, reception etc. However, bookings for regular events e.g. weekly/monthly etc. may only be made up to 12 months in advance and may be subject to negotiation, to ensure it is not at detriment to the running of the village hall.
2. Payment
Payment must be made within 14 days of receipt of invoice. Normally bookings will be invoiced at the end of each month. The preferred method of payment is via BACS to Sort Code: 08 92 99; Acc No: 65419128; Ref: name, and invoice number.
Whilst every attempt is made to hold hire prices it is inevitable that from time to time it will be necessary to increase the charges. Consequently, invoices will be based on the relevant hire charge on the day of use, irrespective of price shown when booked.
3. Access
Details for access to the premises will be advised within 7 days of the booking start date.
4. Responsibility of the hirer
To ensure that the event finishes at the appropriate time.
Leave the premises clean, tidy and secure at the end of the hire period. Hirers will be responsible for cleaning of equipment they use and the area utilised, in compliance with any Government guidelines. A charge may be levied/deposits forfeited if items have to be cleared away or premises have to be cleaned after an event.
Ensure that all equipment, chairs, tables etc are returned to their original storage place and secured as required; people have left the building; lights and heating is switched off.
Ensure that all participants behave in a safe manner at all times and in compliance with safety notices in the premises. Attention is drawn to food hygiene, electrical safety, handling and stacking of heavy and bulky objects (including the chairs in the main hall), COSHH regulations and fire safety.
Ensure that ‘purpose of the hire’ minimises any disruption to other rooms being used at the same time.
Where a licensable activity takes place, the hirer agrees to operate under the conditions of the Premises licence (See para 8). Alcoholic drinks cannot be taken outside the premises.
Ensure that the maximum number of people permitted within the Village Hall under this contract are not exceeded. Capacity will be determined by the size and circumstance of the premises, with strict adherence to Government guidelines and fire regulations.
Dimensions of the room to be used are available on the website and hirers can calculate its capacity as part of their risk assessment appropriate to the nature and conduct of the event/activity to ensure compliance with current guidelines.
When different parts of the hall are booked at the same time by different hirers, each hirer is responsible for the parts they have hired and the people attending their event.
The hall is located in a residential area and due consideration should be given to noise and parking. Care should be taken not to disturb the residents when leaving late at night, playing music at inappropriate levels and parking should not take place on the village greens.
5. Use of Premises
The hirer shall not
Sub-let the premises or use the premises for any other purpose other than described on the booking sheet.
Allow the premises to be used for any unlawful purposes or in an unlawful way.
Do anything or bring onto the premises anything which may endanger the premises or render invalid any insurance policies.
6. Restrictions
No ‘Blu Tac’, drawing pins, adhesive tape or similar may be used on walls or surfaces. However, hirers are allowed to decorate the hall, so long as no damage is caused and no marks left when removed.
Should damage occur the hirer must make good any damage caused by the use of decorations/alterations.
Equipment and electrical appliances brought onto the premises must be safe and in good working order and used appropriately.
No alterations, fixtures or placards, etc may be attached to the building or outside premises without prior written approval from the Village Hall.
Other than in the café area where dogs are permitted during café hours, animals and birds, with the exception of assistance dogs, are not allowed in the premises unless prior written approval has been obtained from the Village Hall.
Assistance dogs and children are not allowed into the kitchen.
Explosive or flammable substances may not be brought onto the premises.
Candles with naked flames are not permitted. Only led type candles can be used.
No gaming, betting or lotteries may be organised which contravene the relevant law.
Collections, games of chance, sweepstakes or lotteries can only be conducted on the premises as a fund-raising activity with prior written approval from the Village Hall.
7. Insurance/Indemnity
The Village Hall’s Public Liability Insurance, includes a ‘Hirers’ Public Liability Extension’ which can be can be viewed on our website. It is the hirer’s responsibility to determine whether any further insurance is required and to ensure that this is in place prior to the event.
8. Premises licence.
The Village Hall holds a premises licence, issued under the Licensing Act 2003, that allows the sale of alcohol, the provision of regulated entertainment including dancing and the serving of late-night refreshments.
The supply or sale of any alcohol shall be by or under the authority of the hirer, in compliance with the Licensing Act 2003.
In particular the hirer shall ensure that:
No alcohol is sold to or consumed by children under the age of 18 and no one under the age of 18 to sell or supply alcohol.
There is no disorderly behaviour and no drinking contests. No alcohol is sold to or obtained for a person who is drunk.
No children under the age of 16 are allowed to be present unless they are accompanied by an adult.
Alcohol is only sold for consumption on the premises, being the part(s) of the Village Hall which they have hired. It is only to be sold between the hours of 12 noon and 23:00. Exceptionally, on Fridays and Saturdays in November and December, New Year’s Eve and Burns Night, sale may continue until later, if prior written approval has been agreed by the Village Hall and a temporary events notice has been obtained.
9. Children and Vulnerable Adults
Any activities in the premises for children and/or vulnerable adults should comply with current legislation. It is the responsibility of the hirer to ensure that fit and proper persons have access to children and vulnerable adults. The policies for this are the responsibility of the hirer.
10. Health & Safety
Risk Assessments
It is the hirers responsibility to undertake their own risk assessments and put in place any additional measures required to ensure the safety and wellbeing of any visitors to their event/activity.
Accidents & Damage
The hirer must report all accidents or damage in accordance with the process detailed on the booking confirmation as soon as possible and complete the details in the accident book which is located in the small alcove opposite the kitchen door where the H&S poster is displayed.
First aid boxes are located in the Café area, the Kitchen and in the Main Hall and the hirer must notify the bookings clerk using the village hall email address of any items used from a first aid box as soon as possible after the event.
The hirer is responsible for any financial recompense to repair damage caused by anyone present as part of the event. The Village Hall reserves the right to withhold the security bond, paid in advance by the hirer, until such matters are resolved.
11. Smoking
No smoking including e-cigarettes is allowed in the building and smoking is not allowed in the entrance vestibule to the building.
12. Fire regulations
The hirer shall make themself familiar with the fire procedures in the Hall and:
Comply with all instructions in the premises in relation to emergency exits and fire doors (a copy of the fire regulations can be found on the Village Hall Website at https://www.grewelthorpevillagehall.co.uk/ )
Ensure that the fire brigade is called to any fire within the premises.
Familiarise themselves with fire exits and evacuation meeting place and bring this to the attention to all persons attending the event. Note the evacuation meeting place is on the grassed area to the right of the premises as viewed from the front of the building; persons should not cross the main street. No persons shall re-enter the premises in the event of a fire without the permission of the Fire Brigade.
13. Equipment
Some equipment is available for hire for an additional charge and whilst the Village Hall will make every effort to ensure it is in full working order, it is the responsibility of the hirer to ensure compatibility with any systems they may wish to connect. This is particularly relevant if the audio and/or projector are hired, and details of their set up are provided on the web site under “Booking”.
14. Cancellation:
By the Hirer
Charges may be due if the event is cancelled with less than 48 hrs notice.
By the Village Hall
The Village Hall reserves the right to cancel a booking if the premises are required for use as a Polling station for a Parliamentary election, Local Government election, bye election or Referendum.
The Village Hall also reserves the right to cancel a booking if they consider that:
The booking breaches legal or licensing conditions.
Unlawful or unsuitable activities are due to take place.
The premises are no longer suitable for hire.
Changes to regulations have come into force.
In such cases the hirer will be entitled to a full refund of fees. The Village Hall will not be liable for any subsequent loss or damages whatsoever as a result of the cancellation.
15. Acceptance
By proceeding with the booking process, the hirer is deemed to have read and accepted these terms and conditions and associated documents/policies.
Updated March 2023