For the purposes of this agreement and the conditions of hire, the term “Hirer” shall mean an individual hirer or, where the “Hirer” is an organisation that organisation. “Premises” means those parts of the Village Hall stated on the Booking Form being those subject to this hire agreement. “Booking” means the contract between the Hirer and Mollington Village Hall Management Committee (MVHMC) as detailed and on the terms of this agreement (“the Booking Form” of which these conditions form part). “Period” means the time or times reserved under these conditions and “the Function” means that described and authorised by the Booking. If the Hirer is in any doubt as to the meaning of any of the conditions, the Village Hall Secretary should immediately be consulted.
In consideration of the Hire Fee detailed on the Booking Form, the MVHMC agrees to permit the Hirer to use the Premises for the Function and for the Period(s) described in the booking form. All details inserted in the booking form are part of this Agreement. This Hiring Agreement includes these Standard Conditions and Special Conditions set out below.
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, under this Agreement, relating to management and supervision of the premises are met.
The Hirer shall, during the period of the hiring, be responsible for: supervision of the premises, 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 premises whatever their capacity, including proper supervision of car parking arrangements so as to avoid obstruction of the highway. As directed by the Village Hall Secretary, the Hirer shall make good or pay for all damage (including accidental damage) to the premises or to the fixtures, fittings or contents and for loss of contents.
The Hirer shall not use the premises (including the car park if any) 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 or unsuitable purpose or in any unlawful way nor do anything or bring onto 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.
Subject to sub-clause (b), the Hirer shall indemnify and keep indemnified accordingly each member of the Village Hall management committee and the Village Hall’s employees, volunteers, agents and invitees against such liabilities.
The Village Hall is insured against any claims arising out of its own negligence.
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 Village Hall holds relevant licences under Performing Right Society (PRS) and the Phonographic Performance Licence (PPL) or, where appropriate, the hirer holds a licence. MVHMC’s licence does not cover performances of theatrical, ballet, opera or choral works, etc. The Hirer is responsible for obtaining the requisite Performing Rights Society licence and any other licence that may be required for their intended purpose. Any such licence must be provided to the MVHMC.
Children shall be restricted from viewing age-restricted films classified according to the recommendations of the British Board of Film Classification. Hirers should ensure that they have the appropriate copyright licences for film.
The Hirer shall ensure that any activities for children under eight years of age comply with the provisions of the Childcare Act 2006 and the Safeguarding Vulnerable groups Act 2006 and only fit and proper persons who have passed the appropriate Criminal Records Bureau checks should 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 management committee with a copy of their CRB check and Child Protection Policy on request.
Hirer shall comply with all conditions and regulations made in respect of the premises by the Local Authority, the Licensing Authority, and the hall’s Fire Risk Assessment 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 shall also comply with the hall’s health and safety policy.
Fire Service shall be called to any outbreak of fire, however slight, and details shall be given to the Village Hall Secretary of the management committee.
The Hirer shall ensure that the minimum of noise is made on arrival and departure, particularly late at night and early in the morning. The Hirer shall, if using sound amplification equipment, make use of any noise limitation device provided at the premises and comply with any other licensing condition for the premises. All music must cease at 11.00 pm and the Village Hall must be vacated by 11.30 pm.
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. No illegal drugs may be brought onto the premises. Drunk and disorderly behaviour shall not be permitted either on the premises or in its immediate vicinity. 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 premises in accordance with the Licensing Act 2003.
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 on the premises must be refrigerated and stored in compliance with the Food Temperature Regulations. The premises are provided with a refrigerator but not a thermometer.
The Hirer shall ensure that any electrical appliances brought by them to the premises and used there shall be safe, in good working order, and used in a safe manner in accordance with the Electricity at Work Regulations 1989. Where a residual circuit breaker is provided the hirer must make use of it in the interests of public safety.
The Village Hall accepts no responsibility for any stored equipment or other property brought on to or left at the premises, 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 may 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, use its discretion in any of the following circumstances:
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. The Hirer shall ensure that anyone wishing to smoke does so outside (and three metres away from the building as it is a wooden structure) and disposes of cigarette ends, matches etc. in a tidy and responsible manner, so as not to cause a fire.
Any failure of equipment belonging to the Village Hall or brought in by the Hirer must also be reported as soon as possible. The Hirer must report all accidents involving injury to the public to a member of the Village Hall management committee as soon as possible and complete the relevant section in the Village Hall’s accident book.
The hirer shall ensure that:
The Hirer shall ensure that no unauthorised heating appliances shall be used on the premises when open to the public without the consent of the management committee. Portable Liquefied Propane Gas (LPG) heating appliances shall not be used.
The Hirer shall ensure that no animals (including birds) except guide dogs are brought into the premises, other than for a special event agreed to by the Village Hall. No animals whatsoever are to enter the kitchen at any time.
The Hirer shall not carry out or permit fly posting or any other form of unauthorised advertisements for any event taking place at the premises, 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.
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 Manufacturers’ Recommended Retail Prices.
When using the WiFi service the Hirer agrees at all times to be bound by the following provisions:
MVHMC have the right to suspend or terminate the WiFi service immediately in the event that there is any breach of any of the provisions of these Standard Conditions including without limitation:
The Village Hall’s WiFi service is owned and funded by Mollington Parish Council. If you would like more information or object to anything in these conditions, you should speak to the Mollington Parish Council.
Full payment is required for a booking to be confirmed. If the Hirer cancels the booking, refunds will be paid according to the following schedule:
Additionally the Village Hall reserves the right to cancel this hiring by written notice to the Hirer in the event of:
In any such case the Hirer shall be entitled to a full refund of any fees already paid, but the Village Hall shall not be liable to the Hirer for any resulting direct or indirect loss to the Hirer.
The Hirer shall be responsible for leaving the premises and surrounding area in a clean and tidy condition, properly locked and secured unless directed otherwise and any contents temporarily removed from their usual positions properly replaced, otherwise the Village Hall shall be at liberty to make an additional charge.
No alterations or additions may be made to the premises nor may any fixtures be installed or placards, decorations or other articles be attached in any way to any part of the premises without the prior written approval of the Village Hall Secretary. Any alteration, fixture or fitting or attachment so approved shall at the discretion of the Village Hall remain in the premises at the end of the hiring. It will become the property of the Village Hall unless removed by the Hirer who must make good to the satisfaction of the Village Hall any damage caused to the premises by such removal.
The Hiring Agreement constitutes permission only to use the premises and confers no tenancy or other right of occupation on the Hirer.
Hirers must ensure that all precautions are taken against risk of fire and damage to the property. Instructions for smoke/heat alarms/exits/equipment, and what to do in the event of a fire, can be found on the notice board inside the hall entrance.
The Hall has no telephone. Please ensure you have a mobile in good working order with you.
All means of EXITS from the premises must be kept free from obstruction and immediately available for instant public exit. The emergency exit illuminated signs remain on permanently.
Arrangements for access to the hall will be notified approximately 24 hours before the booking commences.
Please ensure that any outside caterers, contractors and bar staff are aware of the hire period and that they will not be able to enter before or leave after the hire period.
Guests are expected to vacate the premises by 11.30 pm. After this time, only those helping to clear up the Village Hall should be on the premises.
Please use the trolleys provided for moving chairs and tables in order to avoid injury. Please stack chairs and tables neatly in the storeroom.
A first aid box is located in the kitchen, and an Accident Report book is kept in the drawer next to the cooker. All recorded accidents must be reported to the management as soon as possible. It is the duty of the management to inform the authorities.
The heating will be set and controlled remotely.
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 must be refrigerated. Please request that the hall’s refrigerator be switched on prior to your event if required.
The Hirer must ask their guests to leave quietly at the close of their event. Car doors banging and loud talk in the car park are a disturbance for local residents.
The Hirer must not use drawing pins or tape on the walls or other surfaces, use Blu-Tack or 3M Command hooks if they need to put up notices or decorations. Decorations must not be fitted near light fittings or heaters.
The Hirer must leave the Village Hall clean and tidy. In particular MVHMC asks the Hirer to ensure table tops are wiped clean before being stacked in the storeroom and all rubbish is taken away when the Hirer leaves. Only recyclable items must be placed in the blue bin.
The recreation ground is a public facility managed by Mollington Parish Council and is available for use by the public. The Hirer should be aware that in the event of any accident occurring to themselves or their guests during the period of hire, no claims can be made against MVHMC.
Use of the recreation ground in conjunction with the Village Hall is at the discretion of the Parish Council, and if agreed, all outside activity must cease by 10.30 pm.
Mollington Parish Council has Public Liability Insurance for general public use of the recreation ground through a Specialist National Parish Council Insurance Scheme. This Insurance does not specifically cover Public Liability for Hire of or part of the recreation ground for private events associated with hire of the Village Hall, including the use of equipment e.g. bouncy castles used for private events. The Hirer should ensure they have adequate Public Liability Insurance in place for the use of such equipment.
Hirers should be aware that only the Village Hall and adjoining patio may be reserved exclusively for private use; the recreation ground is a public facility.
Please report any faults or damage to the Village Hall Secretary as soon as possible so that they can be rectified quickly.
The management committee welcome comments or observations that the Hirer may have about their hire of the Village Hall. These can be made via email, or by visiting the Village Hall's Google profile.
Payment is due within the terms specified within the Terms of Payment (see above).
Keys must be placed in the key safe immediately after the event.
The maximum number of persons allowed in the building at any one time is 110, with a maximum of 110 standing/dancing or 100 seated at tables.
Any show involving the use of scenery or the like on stage is subject to inspection and approval 14 days prior to the engagement by the Local Authority and, if appropriate, Fire Brigade. Evidence of such approval must be provided to MVHMC.
No additional lights or extension from the existing electric light fittings shall be used without the previous consent of MVHMC.