Terms & Conditions

Claverley Village Hall Terms and Conditions

Please note the following:

The Hirer(s) should familiarise themselves with the Schedule of Special Conditions as displayed on the notice board.

Smoking is not permitted anywhere in the premises at any time.
No ball games are permitted in any part of the premises.
Please leave the hall clean and tidy. In particular, we ask you to ensure that all tables are wiped clean before being stacked or put away.
All rubbish must be removed by 10.00 am on the day after the event.

To protect the fabric of the building and fittings, the following items are prohibited in the hall:

Blu-Tak
Drawing pins
Chewing gum
Sellotape

Claverley Village Hall Schedule of Special Conditions

For the purposes of these conditions, the term Hirer, shall mean an individual hirer or, where, the Hirer is an organisation, the authorised representative of that organisation.

The Hirer, not being a person under 18 years of age, hereby accepts responsibility for being in charge of and on the premises at all times when the public are present, and for ensuring that all conditions of Public Entertainment / Stage Play Licence relating to the management and supervision of the premises are met.

The Hirer must familiarise him/ herself with the following matters:

The Fire evacuation procedure displayed on the notice board
The location and use of firefighting equipment
Escape routes and the need to keep them clear
The method of operating escape door fastenings
In advance of the entertainment or play the Hirer should check:
that all escape routes are free of obstruction and can be safely used
that the fire exit signs are illuminated
that there are no obvious fire hazards on the premises
There shall, addition to the Hirer, be a minimum of one competent attendant, none of whom shall be less that 18 years of age, on duty on the premises to assist people entering or leaving. If most of the attendees are under 16 years of age, the number of attendants shall be not less than two. All persons on duty shall have been instructed as to their responsibilities in the event of fire or other emergencies. This must include attention to disabled persons, the location and use of firefighting equipment, how to call the emergency services and the evacuation procedure.
The maximum number of people on the premises at any one time shall not exceed 150.
All means of escape from the premises must be kept free from obstruction and immediately available for instant free public exit.
The fire brigade must be called to any outbreak of fire, however minor, and details thereof must be given to the Village Hall Authorised Representative.
Performances involving danger to the public shall not be given.
Explosive and flammable substances or items shall not be brought into or used in any part of the premises.
No internal decorations of a combustible nature (e.g. polystyrene, cotton wool or the like) shall be erected without the consent of the Committee.
No unauthorised heating appliances shall be used on the premises when open to the public without the consent of the Committee. Portable Liquid Propane Gas (LPG) heating appliances shall not be used at any time.
Smoking is not permitted anywhere in the premises at any time.

Claverley Village Hall Standard Conditions of Hire

If the Hirer is in any doubt as the meaning of the following please contact the Authorised Representative of the Committee immediately.

For the purpose of these conditions the term Hirer shall mean an individual Hirer or, where the Hirer is an organisation, the authorised representative of that organisation.

Supervision:

During the period of hire the Hirer will be responsible for the supervision of the fabric and contents of the premises; safety from damage however slight and 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.

Use of Premises:

The Hirer shall not use the premises for any purpose other than that described in the Hiring Agreement and shall not sub-hire or use the premises or allow the premises to be used for any unlawful purpose or in any unlawful way nor do anything or bring on the premises anything which may endanger the same or render invalid any insurance policies in respect thereof nor allow the consumption of alcohol, thereon without written permission.

Licences:

The Hirer shall be responsible for obtaining such licences as may be needed for the sale or supply of intoxicating liquor, and for music if the entry ticket price exceeds £20-00, in which case payment must be made direct to the Performing Rights Society.

Gaming, Betting and Lotteries:

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.

Public Safety Compliance:

The Hirer shall comply with all conditions and regulations made in respect of the premises by the Fire Authority, the Local Magistrates Court or otherwise, particularly in connection with any event which includes public dancing or music or other similar entertainment or stage plays.

Health and Hygiene:

The Hirer shall, if preparing, serving or selling food, observe all relevant food health and hygiene legislation and regulations.

Electrical Appliance Safety:

The Hirer shall ensure that any electrical appliances brought to the premises and used therein shall be safe, in good working order and used in a safe manner. Where a residual circuit breaker is provided under the terms of the PEL or CPL the Hirer must make use of it in the interests of public safety.

Indemnity:

The Hirer shall indemnify the Committee for the cost of repair of any damage done to any part of the property including the curtilage thereof or the contents of the buildings, which may occur during the period of hire and as a result of the hire.

The Hirer shall be responsible for making arrangements to insure against any third party claims which may lie against him or her (or the organisation if acting as a representative) whilst using the premises.

Accident and Dangerous Occurrences:

The Hirer must report all accidents involving injury to any person to the Authorised Representative as soon as possible. Any failure of equipment either belonging to the hall or brought to the hall by the Hirer must also be reported to the Authorised Representative as soon as possible.

Compliance with the Children Act:

It is the responsibility of the Hirer to ensure that during the hiring, any activities for children and vulnerable adults comply with the Children Act 1989 and the Children Act 2004. In addition the Hirer must also comply with Shropshire County Council's safeguarding requirements, details of which can be found at: http;//www.shropshire.gov.uk. The Hirer is also responsible for ensuring that all Criminal Records Bureau (CRB) or other appropriate checks are carried out and kept up to date.

Animals:

The Hirer shall ensure that no animals (including birds) except guide dogs are brought into the hall, other than of a special event agreed by the Committee. No animals whatsoever are permitted in the kitchen area at any time.

Fly Posting:

The Hirer shall not carry out or permit fly posting or any other form of unauthorised advertisements of any event taking place in the hall and shall indemnify 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.

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. In particular, the Hirer shall ensure that the total prices of all goods and services are prominently displayed, as shall be the organiser's name and address and that any discounts offered are based only on the manufacturer's recommended retail process.

Cancellation by Hirer:

If the Hirer wishes to cancel the booking and the Committee is unable to arrange a replacement booking, the question of the cancellation fee shall be at the discretion of the Committee.

Cancellation by the Committee:

The Committee reserves the right to cancel this Hire in the event of the hall being required for use a s a polling station for a parliamentary or local government election or by-election, in which case the Hirer shall be entitled to a refund of any deposit already paid.

Unfit for use:

In the event of the hall or any part thereof being rendered unfit for the use for which it has been hired, the Committee shall not be liable to the Hirer for any resulting loss or damage whatsoever.

Refusal of Booking:

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 seven days’ notice in writing to the Hirer.

The Hirer shall be entitled upon such notice to reimbursement of such monies which has been paid by the Hirer to the Committee. The Committee shall not be liable to make any further payments to the Hirer.

End of Hire:

The Hirer shall be responsible for leaving the premises and the surrounding area in a clean and tidy condition , properly locked and secured unless directed otherwise and any contents temporarily removed from their usual position properly replaced, otherwise the Committee shall be at livery to make an additional charge. All rubbish must be removed by 10.00am on the day after the event.

Noise:

The Hirer shall ensure that the minimum of noise is made on arrival and departure.