Terms and Conditions
for the hire and use of the Alconbury Mermorial Hall
Standard Terms and Conditions of Hire
These standard conditions apply to all hiring of the Memorial Hall. If the Hirer is in any doubt as  to  the  meaning  of  the  following,  the  Hall  Management  should  immediately  be consulted. 

1.  Age
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.

2.  Supervision
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  Hall  Management,  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.

3.  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 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.

4.  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.

5.  Licensable activities
The Hirer shall ensure that the Memorial Hall holds a Performing Society Right Licence which  permits  the  use  of  copyright  music  in  any  form,  e.g.  record,  compact  disc, tapes,  radio,  television  or  by  performers  in  person.    If  other  licences  are  required  in respect of any activity in the Memorial all the Hirer should ensure that they hold the relevant licence or the Memorial Hall holds it. 

6.  Public safety compliance
The  Hirer  shall  comply  with  all  conditions  and  regulations  made  in  respect  of  the premises by the Local Authority, the Licensing Authority, 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.  

(a) The  Hirer  acknowledges  that  they  have  received  instruction  in  the  following matters:
·  The action to be taken in event  of fire.   This  includes calling the Fire Brigade and evacuating the hall
·  The location  and  use of  fire equipment
·  Escape routes and the need to keep them clear
·  Method of operation of escape door fastenings
·  Appreciation of the importance of any fire doors and of closing all fire doors at the time of a fire

(b) In advance of an entertainment or play the Hirer shall check the following items:
·  That all fire exits are unlocked and panic bolts in good working order
·  That all escape routes are free of obstruction and can be safely used
·  That any fire doors are not wedged open
·  That exit signs are illuminated
·  That there are no obvious fire hazards on the premises

7.  Means of escape 
(a)  All  means  of  exit  from  the  premises  must  be  kept  free  from  obstruction  and immediately available for instant free public exit.

(b) The emergency lighting supply illuminating all exit signs and routes must be turned on during the whole of the time the premises are occupied (if not operated by an automatic mains failure switching device).

8.  Outbreaks of fire
The  Fire  Brigade  shall  be  called  to  any  outbreak  of  fire,  however  slight,  and  details thereof shall be given to the Hall Management.

9.  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 on the premises must be refrigerated and stored in compliance with the Food Temperature  Regulations.    The premises  are  provided  with  a  refrigerator  and thermometer. 

10.  Electrical appliance safety
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.

11.  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 premises including the curtilage thereof or the contents of the premises
(ii)  all  claims,  losses,  damages  and  costs  made  against  or  incurred  by  the  Hall Management  Committee,  their  employees,  volunteers,  agents  or  invitees  in respect of damage or loss of property or injury to persons arising as a result of the use of the premises (including the storage of equipment) by the Hirer, and
(iii)  all  claims,  losses,  damages  and  costs  made  against  or  incurred  by  the  Hall Management  Committee,  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 premises by the Hirer, and subject to sub-clause (b), the Hirer shall indemnify and keep  indemnified  accordingly  each  member  of  the  Hall  management Committee and the Memorial Hall’s employees, volunteers, agents and invitees against such liabilities.

(b) The  Memorial  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  (iii) above.  The 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  Hall Management Committee and the 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 Memorial Hall does not insure the liabilities described in sub-clauses (a)(ii) and  (iii)  above,  the  Hirer  shall  take  out  adequate  insurance  to  insure  such  liability and on demand shall produce the policy and current receipt or other evidence of cover  to  the  Hall  Management.    Failure to produce such policy and evidence of cover will render the hiring void and enable the hall secretary to rehire the premises to another hirer.

The village hall is insured against any claims arising out of its own negligence.

12.  Accidents and dangerous occurrences
The Hirer must report all accidents involving injury to the public to  a  member of  the Hall Management Committee as soon as possible and complete the relevant section in  the  Hall’s  accident  book.    Any  failure  of  equipment  belonging  to  the  Hall  or brought in  by the  Hirer must also be  reported  as soon  as possible.   Certain types of accident  or  injury  must  be  reported  on  a  special  form  to  the  Incident  Contact Centre.   The Hall Management will give assistance in completing this form.  This is in accordance with  the  Reporting  of  Injuries,  Diseases  and  Dangerous  Occurrences Regulations 1995 (RIDDOR).  The Incident Contact Centre can be contacted in any of the following ways:
·  Telephone:  0845 3009923
·  Facsimile:  0845 3009924
·  Website: www.riddor.gov.uk or via the HSE website:  www.hse.gov.uk
·  Post: Incident Contact Centre, Caerphilly Business Park, Caerphilly, CF83 3GG

13.  Explosives and flammable substances
The hirer shall ensure that:

(a)  Highly  flammable  substances  are  not  brought  into,  or  used  in  any  part  of  the premises and that

(b) No internal decorations  of a  combustible  nature  (e.g. polystyrene, cotton  wool) shall  be  erected  without  the  consent  of  the  Hall  Management  Committee.    No decorations are to be put up near light fittings or heaters.

14.  Accidents and dangerous occurrences
The Hirer must report  all accidents  involving injury to the  public to  a  member of  the Hall Management Committee as soon as possible and complete the relevant section in  the  Hall’s  accident  book.    Any  failure  of  equipment  belonging  to  the  Hall  or brought in  by the  Hirer must also be  reported  as soon  as possible.   Certain types of accident  or  injury  must  be  reported  on  a  special  form  to  the  Incident  Contact Centre.   The Hall Management will give assistance in completing this form.  This is in accordance  with  the  Reporting  of  Injuries,  Diseases  and  Dangerous  Occurrences Regulations 1995 (RIDDOR).  The Incident Contact Centre can be contacted in any of the following ways:
·  Telephone:  0845 3009923
·  Facsimile:  0845 3009924
·  Website: www.riddor.gov.uk or via the HSE website:  www.hse.gov.uk
·  Post: Incident Contact Centre, Caerphilly Business Park, Caerphilly, CF83 3GG

15.  Explosives and flammable substances
The hirer shall ensure that:

(a)  Highly  flammable  substances  are  not  brought  into,  or  used  in  any  part  of  the premises and that

(b) No internal decorations  of a  combustible  nature  (e.g. polystyrene, cotton  wool) shall  be  erected  without  the  consent  of  the  Hall  Management  Committee.    No decorations are to be put up near light fittings or heaters. 

16.  Heating
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  Hall  Management Committee.  Portable liquefied  Propane  Gas  (LPG)  heating  appliances  shall  not  be used.

17.  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 on the premises or in its immediate vicinity.  Alcohol shall not be served to any person suspected of being drunk nor 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  premises.      No illegal drugs may be brought onto the premises.  

18.     Animals
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 Hall Management Committee.  No animals whatsoever are to enter the kitchen at any time.

19.  Compliance with the Children Act 1989
The Hirer shall ensure that any activities for children under eight years of age comply with  the  provisions  of  The  Children  Act of  1989  and  that  only fit  and  proper  persons who  have  passed  the  appropriate  Disclosure  and  Barring  Service  checks  and,  from 2010,  comply  with  ISA requirements  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  Hall  Management  committee  with  a  copy  of  their  DBS check and Child Protection Policy on request.  

20.     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 premises, and shall indemnify and keep indemnified  each member of the  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.

21.     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 Manufacturers’ Recommended Retail Prices.  
  
22.     Film shows
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.

23.  Cancellation
If  the  Hirer  wishes  to  cancel  the  booking  before  the  date  of  the  event  and  the Memorial  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 Memorial Hall.  The  Hall  reserves  the  right  to  cancel  this  hiring  by  written  notice  to  the  Hirer  in  the event of:

(a) the  premises  being  required  for  use  as  a  Polling  Station  for  a  Parliamentary  or Local   Government election or by-election

(b) the 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 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 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 deposit already paid, but the Memorial Hall shall not be liable to the Hirer for any resulting direct or indirect loss or damages whatsoever.

24.  End of hire
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 Memorial Hall shall be at liberty to make an additional charge.

25.  Noise
 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. 
  
26.  Stored equipment
The  Memorial  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 will be charged for each day or part of a day at the hire fee per hiring until the same is removed. 

The Memorial Hall may, use its discretion in any of the following circumstances: 

(a)  Failure by the Hirer either to pay any charges in respect of stored equipment due and  payable  or  to  remove  the  same  within  7  days  after  the  agreed  storage period has ended

(b)  Failure by the Hirer to dispose of any property brought on to the premises for the purposes of the  hiring.    This may  result  in  the  Hall  Management  Committee disposing 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.

27.  No alterations
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 Hall Management.  Any alteration,  fixture  or fitting or  attachment  so  approved  shall  at the  discretion of  the Memorial  Hall  remain  in  the  premises  at  the  end  of  the  hiring.    It will  become  the property  of  the  Hall  unless  removed  by  the  hirer  who  must  make  good  to  the satisfaction of the hall or, if any damage caused to the premises by such removal.

28.  No rights
The Hiring Agreement constitutes permission only to use the premises and confers no tenancy or other right of occupation on the Hirer.

29.  Dangerous and unsuitable performances
Performances involving danger to the public or of a sexually explicit nature shall not be given.

30.  Smoking
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.