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Biddenham Village Hall

Conditions Of Hire

Home Conditions Of Hire

Biddenham Village Hall Special Conditions of Hire during COVID-19

Note: These conditions are supplemental to, not a replacement for, the hall’s ordinary conditions of hire.
V7 updated 30 Dec 2021 after ACRE update 19 Dec 2021. Affects points 6, 7, 8, 9, 14, 15, 16, 17.
V8 updated 26 Jan 2022 after Lifting of Plan B restrictions. Affects point 14.
V9 updated 27 Feb 2022 affects points 3, 4, 7, 9, 16.
While the Government has signalled the ending of Covid restrictions from 24th February you are asked to observe the following requirements in order that more vulnerable people feel safe using this hall.

1: You, the hirer, will be responsible for ensuring those attending your activity or event comply with the COVID-19 Secure Guidelines while entering and occupying the hall, as shown on the poster ‘Please help keep vulnerable users if this hall safe from Covid’ below, which is also displayed at the hall entrance, in particular using the hand sanitiser supplied when entering the hall and after using tissues.

2: You undertake to comply with the actions identified in the hall’s risk assessment, of which you will be provided with a copy.

3: You will make sure that everyone likely to attend your activity or event understands that they MUST NOT DO SO if they are unwell or anyone in their household has had COVID-19 symptoms in the last 48 hours, or if still in their self-isolation period following a positive test. If they develop symptoms within 5 days of visiting the premises they should be encouraged to carry out a COVID-19 test and notify NHS test and trace if the result is positive.

4: You will be responsible for cleaning door handles, light switches, window catches, equipment, toilet handles and seats, wash basins and all surfaces likely to be used during your period of hire before other members of your group or organisation arrive and to keep the premises clean through regular cleaning of surfaces during your hire, paying particular attention to wash hand basins and kitchen sinks (if used), using either the products supplied (which will be in a clearly accessible location) or ordinary domestic products. You will be required to clean again on leaving. Please take care cleaning electrical equipment. Use cloths – do not spray!

5: You will keep the premises well ventilated throughout your hire, with windows and doors open as far as convenient. Internal doors should be held open using the hooks so that they are not touched frequently. You will be responsible for ensuring they are all securely closed on leaving.

6: You will ensure that no more than 80 people attend your activity/event in the Main Hall (with 2m social distancing this number is 30), in order that social distancing can be maintained. You will encourage people to avoid close contact with those they do not regularly see as far as possible, that they observe any one-way system within the premises, and as far as possible observe measures such as face coverings when using more confined areas e.g., moving and stowing equipment, accessing toilets. You will ask people to make sure that no more than two persons use each suite of toilets at one time.] You should use the fire exit as an exit to create a one-way system if appropriate. You will make sure that no more than two people use each suite of toilets at one time.

7: You will encourage mitigation measures such as face coverings if your event is likely to be busy or crowded and when using confined areas such as toilets and corridors, for the safety of others.

8: You will take particular care to ensure that social distancing (or mitigation such as face coverings) is maintained with any persons likely to be more vulnerable to COVID-19, including for example ensuring they can access the toilets or other confined areas without compromising social distancing.

9: You will arrange the room as far as possible to facilitate social distancing, for example: Seating side by side rather than face-to-face, at least one empty chair between each person or household group. If tables are being used by people from different households a wide U-shape is advisable.

10: THIS IS INCONSISTENT WITH OTHER GUIDANCE AND IS BEING CHECKED. Please keep a record of the name and contact telephone number or email of all those who attend your event (or at least one member of any group who attend together) or to ask those attending to use the NHS QR poster at the hall entrance. Records should be kept securely, for 3 weeks.

11: You will encourage users to bring their own drinks and food or you will be responsible, if drinks or food are made, for ensuring that all crockery and cutlery is washed in hot soapy water, dried and stowed away. You will bring your own clean tea towels, so as to reduce risk of contamination between hirers, and take them away. We will provide washing up liquid and washing up cloths.

12: If possible, food or drink should be consumed whilst seated.

13: We will have the right to close the hall if there are safety concerns relating to Covid-19, for example, if someone who has attended the hall develops symptoms and thorough cleansing is required or if it is reported that the Special Hiring Conditions above are not being complied with, whether by you or by other hirers, or in the event that public buildings are asked or required to close again. If this is necessary, we will do our best to inform you promptly and you will not be charged for this hire.

14: For events which are likely to be more busy or crowded you will take additional steps for Covid security. For example, operating a booking or queuing system, providing attendants or stewards who seat people, inviting people to use toilets in the interval row by row.

15: In order to avoid risk of aerosol or droplet transmission please take steps to avoid people needing to unduly raise their voices to each other, e.g. refrain from playing music or broadcasts at a volume which makes normal conversation difficult.

16: If someone becomes unwell with suspected Covid-19 symptoms, arrange for them to go home or move them to the designated safe area which is the car park. Provide tissues and a bin or plastic bag, and a bowl of warm soapy water for handwashing. Make sure you have contact details for others in your group and then ask them to leave the premises. Advise them to launder their clothes when they arrive home.  Inform the maintenance officer on 07771 971303.

17: For a sports, exercise or performing arts activity takes place, you will organise your activity in accordance with guidance issued by the relevant body for your sport/activity. You will ask those attending to bring their own equipment and not share it with other members. You will ensure that any equipment you provide is cleaned before and after being stored in the hall’s store room.

 

POSTER:PLEASE HELP KEEP VULNERABLE USERS of THIS HALL SAFE from COVID

  1. Please do not enter if you or anyone in your household is unwell or has COVID-19 symptoms, or have tested positive and their recommended self -isolation is not complete.
  2. Maintain social distancing as far as possible from anyone you do not have regular contact with. Respect those who may be cautious.
  3. Use hand sanitiser or soap. Clean your hands often. Keep surfaces clean.
  4. Please wear face coverings in confined areas (eg toilets, corridors) and at a busy or crowded event.
  5. “Catch it, Bin it, Kill it”. Avoid touching your face, nose, or eyes. Put tissues into one of the bins or rubbish bags provided, then wash your hands.
  6. Open windows for ventilation. Close doors and windows on leaving.
  7. If you develop COVID-19 symptoms within 48 hours of visiting these premises please take a COVID-19 test and inform NHS if positive.

Biddenham Village Hall – Conditions of Hire

  • These conditions apply to all hiring of the Village Hall and Car Park. If the Hirer is in any doubt as to the meaning of the following, the Booking Officer should immediately be consulted.
  • The Hirer is reponsible for adhering to the General Instructions, Operating Instructions and Emergency Procedures (collectively referred to as the “Instructions”).
  • It is the Hirer’s responsibility to ensure that copies of the Instructions are obtained and understood.  If the Hirer is in any doubt about any of the Instructions, the Booking Officer should be consulted.
  • By going ahead with the hiring of the Village Hall, the Hirer is agreeing to these Conditions of Hire and complying with the Instructions.
  1. Supervision
    The Hirer shall, during the period of the hiring, be responsible for: supervision of the Village Hall, the fabric and the contents; their care, safety from damage however slight or change of any sort; and the behaviour of all persons using the Village Hall whatever their capacity. As directed by the Booking Officer, the Hirer shall make good or pay for all damage (including accidental damage) to the Village Hall or to the fixtures, fittings or contents and for loss of contents.
  1. Car Park
    The hirer is responsible for ensuring that vehicles are parked in an orderly way so as to avoid obstruction of the highway and that any parking requirements in the Instructions are followed. Alcohol must not be consumed in the the car park.
  1. Use of Village Hall
    The Hirer shall not use the Village Hall for any purpose other than that described in the Hiring Agreement and shall not sub-hire or use the Village Hall or allow the Village Hall to be used for any unlawful purpose or in any unlawful way nor do anything or bring onto the Village Hall anything which may endanger the same or render invalid any insurance policies in respect thereof.
  1. Gaming, Betting and Lotteries
    The Hirer shall ensure that nothing is done on or in relation to the Village Hall in contravention of the law relating to gaming, betting and lotteries.
  1. Licences
    The Hirer shall be responsible for obtaining such licences as may be needed, whether for the sale or supply of intoxicating liquor, and for the observance of the same.
  1. Public Safety Compliance
    The Hirer shall comply with all conditions and regulations made in respect of the Village Hall by the Fire Authority, Local Authority, the Licensing Authority 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. The Hirer must ensure that the Village Hall is not ocuupied by more than 120 people at any time.
  1. Fire Precautions, Use of Flammable & Explosive Substances, and Emergency Procedures
    These form part of the Instructions and users must make themselves familiar with and adhere to them in particular the emergency procedures for fires and gas leaks.
  1. Health and Hygiene
    The Hirer shall, if preparing, serving or selling food, observe all relevant food health and hygiene legislation and regulations. In particular dairy products, vegetables and meat in the Village Hall must be refrigerated and stored in compliance with the Food Temperature Regulations. The Village Hall is provided with two refrigerators.
  1. Gas and Electrical Appliance Safety
    The Hirer shall ensure that all gas appliances and electrical equipment belonging to the Village Hall and any electrical equipment brought in by the Hirer are used safely in accordance with the Instructions.
  1. Accidents and Dangerous Occurrences
    The Hirer must report all accidents involving injury to the public to a member of the Maintenance Officer as soon as possible and complete the relevant section in the Village Hall’s accident book.  Any damage to Village Hall property or failure of equipment belonging to the Village Hall or brought in by the Hirer must be reported to the Maintenace Officer as soon as possible.  Certain types of accident or injury must be reported on a special form to the local authority.  The Maintenance Officer will give assistance in completing this form.  This is in accordance with the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995 (RIDDOR).
  1. Drunk and Disorderly Behaviour and Supply of Illegal Drugs
    The Hirer shall ensure that in order to avoid disturbing neighbours to the Hall and avoid violent or criminal behaviour, care shall be taken to avoid excessive consumption of alcohol. Drunk and disorderly behaviour shall not be permitted either in the Village Hall or in its immediate vicinity. Alcohol shall not be served to any person suspected of being drunk nor sold to any person suspected of being under the age of 18. Any person suspected of being drunk, under the influence of drugs or who is behaving in a violent or disorderly way shall be asked to leave the Village Hall. No illegal drugs may be brought into the Village Hall.
  1. Animals
    The Hirer shall ensure that no animals (including birds) except guide dogs are brought into the Village Hall, other than for a special event agreed to by the Village Hall. No animals whatsoever are to enter the kitchen at any time.
  1. Compliance with The Children Act 1989
    The Hirer shall ensure that any activities for children under eight years of age, that are not private functions, comply with the provisions of The Children Act of 1989 and that only fit and proper persons who have passed the appropriate Criminal Records Bureau checks have access to the children (checks may also apply where children over eight and vulnerable adults are taking part in activities). The Hirer shall provide the Village Hall committee with a copy of their Child Protection Policy on request.
  1. Fly Posting
    The Hirer shall not carry out or permit fly posting or any other form of unauthorised advertisements for any event taking place at the Village Hall, and shall indemnify and keep indemnified each member of the Village Hall’s management 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.
  1. Sale of Goods
    The Hirer shall, if selling goods in the Village Hall, 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 Manufacturers’ Recommended Retail Prices.
  1. End of Hire
    The Hirer must follow the Instructions with regard to the End of Hire. Should these not be followed the Village Hall shall be at liberty to make an additional charge.
  1. Noise
    The Hirer shall ensure that their use of the Hall avoids inconvenience to adjoining residential properties. The Hirer must follow the requirements of the Instructions.
  1. Use of Bouncy Castles
    The Hirer shall ensure that all safety instructions given by the supplier of the bouncy castle are complied with and that the supplier has adequate insurance cover. Biddenham Village Hall has no insurance cover for Hirers using bouncy castles.
  1. Stored Equipment
    The Village Hall accepts no responsibility for any stored equipment or other property brought on to or left at the Village Hall, 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 fees will be charged for each day or part of a day at the hire fee per hiring until the same is removed.
    The Village Hall may at its discretion, in respect of any equipment or property brought in to the Village Hall and not removed by the Hirer within 7 days after the hiring, dispose of any such items by sale or otherwise on such terms and conditions as it thinks fit, and charge the Hirer any costs incurred in storing and selling or otherwise disposing of the same.
  1. No Alterations
    No alterations or additions may be made to the Village Hall nor may any fixtures be installed or placards, decorations or other articles be attached in any way to any part of the Village Hall
  1. No Rights
    The Hiring Agreement constitutes permission only to use the Village Hall and confers no tenancy or other right of occupation on the Hirer.
  1. Booking Administration
    (a) Payment for Hire
    Once a Booking Request form has been approved by the Booking Officer, the booking fee must be received by a Bank transfer or personal cheque in the name of the Hirer for full payment of the hire fee. The sum will be returned in full in the event of cancellation by the Hirer if made more than six weeks before the date of the planned event.  Instructions on obtaining keys etc are given in the Confirmation of Booking Form sent by return from the Booking Officer to the Hirer.  Non-Residents of Biddenham must also pay the Booking Officer a deposit of £100 cash on receipt of the keys.  This deposit will be returned in full if the keys are returned as arranged and all Terms and Conditions of Hire have been adhered to.

    (b) Regular Hire
    Regular hirers will be subject to a 2 month probationary period, following which the Village Hall may at its discretion decide to renew or cancel the Hiring Agreement. During any regular hire period the Village Hall may, subject to 2 months notice to the Hirer, suspend the hire on an occasional basis on order to allow other organisations, who might otherwise be prohibited from using the Hall, to hire the Hall for a specific event.  In any of the circumstances described above, the Village Hall undertakes to refund to the regular hirer any hire fees relating to the cancelled period(s) of hire, but no further monies will be paid for any actual or presumed loss of profit or for any other cause.  Hirers are required to give the Booking Officer a minimum of 6 weeks notice either of occasional cancellation, or termination of the Hiring Agreement.
    (c) Hire Period
    The hiring period shall be between the times specified in the Confirmation of Booking document.  The Hirer should include time needed for preparation and clearing up in establishing the total period of hire required. The hirer is responsible for making sure that the Village Hall is not left unattended and/or unsecured at any time during, or at the end of the hire period.  Hirers will not be allowed access to the Hall before the hire start unless with the approval of the Booking Officer.  Adequate time should be allowed at the end of events to ensure that the Village Hall is vacated at or before the end of the hire period, so as not to interfere with the needs of other users and to observe the Public Entertainment Licence Conditions for hours of use.  Any additional time outside the specified period required for preparation and/or clearing up shall only be permitted with the confirmation of the Bookings Officer

  1. Insurance and Indemnity
    (a) The Hirer shall be liable for
    (i)          The cost of repair of any damage (including accidental and malicious damage) done to any part of the Village Hall including the curtilage thereof or the contents of the Village Hall.
    (ii)      All claims, losses, damages and costs made against or incurred by the Village Hall management committee, their employees, volunteers, agents or invitees in respect of the damage or loss of property or injury to persons arising as a result of the use of the Village Hall (including the storage of equipment) by the Hirer and
    (iii)     All claims, losses, damages and costs made against or incurred by the Village Hall management committtee, their employees, volunteers, agents or invitees as a result of any nuisance caused to a third party as a result of the use of the Village Hall by the Hirer, and subject to sub-clause (b), the Hirer shall indemnify and keep idemnified accordingly each member of the Village Hall management committee and the Village Hall’s employees, volunteers, agents and invitees against such liabilities.

    (b) The Village Hall shall take out adequate insurance to insure the liabilities described in sub-clauses (a) (i) above and may, in its discretion and in the case of non-commercial hirers, insure the liabilities described in sub-clauses (a) (ii) and (Iiii) above. The Village Hall shall claim on its insurance for any liability of the Hirer hereunder but the Hirer shall indemnify and keep indemnified each member of the Village Hall management committeee and the Village Hall’s employees, volunteers, agents and invitees against (a) any insurance excess incurred and (b) the difference between the amount of the liability and the monies received under the insurance policy.
    (c) Where the Village Hall does not insure the liabillities described in sub-clause (a) (ii) and (iii) above, the Hirer shall take out adequate insurance to insure such liability and on demand shall produce the policy and currrent receipt or other evidence of cover to the Village Hall Booking Officer. Failure to produce such policy and evidence of cover will render the hiring void and enable the Hall Booking Officer to rehire the Village Hall to another hirer.
    The Village Hall is insured against any claims arising out of its own negligence.

  1. Cancellation (see also 21 Boooking Administration)
    If the Hirer wishes to cancel the booking 6 weeks or less before the date of the event and the Village Hall is unable to conclude a replacement booking, the question of the payment or the repayment of the fee shall be at the discretion of the Village Hall. The Village Hall reserves the right to cancel this hiring by written notice to the Hirer in the event of:
    (a)       the Village Hall being required for use as a Polling Station for a Parliamentary or Local  Government election or by-election
    (b)       the Village Hall management committee 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 Village Hall as a result of this hiring
    (c)        the Village Hall becoming unfit or unsafe for the use intended by the Hirer
    d)       an emergency requiring use of the Village Hall as a shelter for the victims of flooding, snowstorm, fire, explosion or those at risk of these or similar disasters.
    In any such case the Hirer shall be entitled to a refund of any fee already paid, but the Village Hall shall not be liable to the Hirer for any resulting direct or indirect loss or damages whatsoever.
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