TERMS AND CONDITIONS OF HIRE OF ST JOHN VILLAGE HALL
To be read and retained by the Hirer.
Throughout these Regulations “The Committee” shall mean the St John Village Hall Committee or the representative thereof.
2. Conditions of Hire
a. Applicants for the hiring of the Hall must state the purpose for which it is required.
b. Applicants must be over 18 years of age.
c. The Hall shall not be used for any other purpose than that stated in the application without the consent of the Committee.
d. No explosives, inflammable, toxic, hazardous or infectious materials are to be brought onto the premises.
e. Whilst on the premises children are to be fully supervised by an adult at all times. The Hirer shall ensure any activity for children under the age of eight years of age complies with the provision of the Children Act of 1989 and that only fit and proper persons have access to the children.
f. The Hirer shall ensure that nothing is done or in relation to the premises in contravention of the law relating to gaming, betting and lotteries.
g. The Hirer shall, if preparing, serving or selling food, observe all relevant food health and hygiene legislation and regulations.
h. The Hirer shall ensure that no animals except for guide dogs are brought into the hall, other than for a special event agreed by The Community Hall Management Committee. No animals whatsoever are to enter the kitchen at any time.
In the event of the hall or any part thereof being rendered unfit for the use for which it has been hired the Management of the Committee shall not be liable to the hirer for any resulting loss or damage. The Hirer shall not sub-let the Hall.
The Committee reserves the right to refuse to accept any booking without having to state the reason for so doing.
4. Permitted numbers
No more than 100 persons may be admitted to the Hall for any function.
The hiring charge for private parties will include Insurance arranged by the Committee to cover the
Hirer’s liability endorsement under Section 6201.0 of the Insurance Policy and also the Hirer’s liability for injury to persons. Other Hirer’s must make his or her own insurance provisions.
6. Emergency Precautions
a. All exits, together with the Fire-Fighting Equipment, must be kept clear of all obstructions at all times. All doors are to be kept unlocked and unbolted.
b. In the event of fire the Hirer or his or her appointed stewards should immediately evacuate all persons throughout the fire exits. When evacuation is complete they should muster all evacuated persons to the rear Patio and ensure all persons are accounted for. The adjacent road must be kept clear for Emergency Vehicles.
c. The Hirer or his or her appointed stewards shall acquaint themselves with the attached “Fire Routine”
7. Use of the Hall
The Hirer shall conform to the requirements of the Committee with regard to the use of the Hall. Setting up chairs and tables and clearing them away afterwards is the responsibility of the Applicant.
PLEASE DO NOT DRAG ACROSS FLOOR. Items left at the Hall premises overnight or unsupervised by day, remain the responsibility of the Applicant and not the Committee. Stiletto heels are not permitted they damage the wooden floor.
The Hall may not be decorated in any way without prior consent of the Committee.
It is the responsibility of the Hirer to ensure that all equipment, utensils, crockery or fixtures used are left in a thoroughly clean and working condition – to the satisfaction of the Committee. It is the responsibility of the Hirer to ensure the immediately disposal or destruction of any unconsumed food or debris and litter resulting from the hiring. It is the Hirer’s responsibility to remove all such debris from the Hall site.
All loses from and damage to the Hall or its contents shall be assessed by the Committee and charged to the Hirer.
11. Additional furniture etc.
Additional furniture or equipment shall not be bought into the Hall without the consent of the Committee.
12. Licensing and Intoxicants
a. It is the Hirer’s responsibility to obtain a Temporary Entertainment Notice (TEN) from the licensing Authority (Cornwall Council). No intoxicating liquor may be sold or supplied without a Temporary Entertainment Notice having been obtained. If a licensed bar is required this must be arranged by the Hirer of the Hall or with a nominated Licensee. The bar must close one hour before the function is due to cease, i.e. at 1045pm. Immediately the bar is closed the Hirer is responsible for seeing that the bar area is cleaned and all glasses washed. All barrels, crates and boxes are to be removed from the site and that the Hall is left in a clean and tidy condition.
b. Intoxicating liquor shall only be supplied or sold by a Licensee previously approved by the Committee.
The hirer of the Hall is responsible for good behaviour in the Hall and the Committee retains the right to stop any function at which unseemly behaviour takes place.
14. Access by the Committee
The Committee shall retain right of access to all areas of the Hall at all times.
15. General Indemnity
The Committee accepts no responsibility for any accident, injury or loss of personal effects that may occur to users of the Hall.
The Hirer shall use his or her best endeavour to ensure no nuisance by noise is made to neighbouring persons or premises from the use of the Hall. Those attending events at the Hall are required to arrive and depart quietly, showing due respect for the Hall’s neighbours.
17. Grass cutting
The Hall Committee has no responsibility for grass cutting in the field adjoining the Hall. Hirer’s wishing to use the field should make their own arrangements for its preparation. Any such arrangement must be agreed by the Committee.
Smoking is not permitted in the Hall under any circumstances.
Music and dancing is not permitted in the Hall on Sundays.
Please ensure that the Hall is fully secured and windows and doors are secure at the end of your function.
21. Cessation of functions: ALL FUNCTIONS ARE TO CEASE AT 12 pm (Midnight)
22. At the end of the event of activity the applicant is to:
a. Return the Hall to the condition in which it was received.
b. Secure all doors and windows and close fire exits.
c. Check that all water taps are turned off and the water supply.
d. Check that the heating is turned off.
e. Turn of all lights.
f. Unplug electrical appliances.
g. Complete the Accident Book if necessary.
h. Report any damage, breakages or losses to the Booking Secretary.
i. Return the keys as per agreed arrangement.
23. HOT WATER, HEATING AND LIGHTING.
Lighting is included in the Booking Fee. Please ensure that all lights and appliances are turned off at the end of your event. A £1.00 slot meter, located in the Kitchen, operates the Hot Water and Central Heating System. Instructions for use are displayed above the boiler. Electric sockets will require a £1.00 coin in the meter
located in the Committee Room. Electric kettles are available in the Kitchen.
24. HIRE CHARGES
Hire of the St John Village Hall (including Kitchen). The St John Village Hall can be hired by the following:
a. Activity Clubs & Groups.
I. Activity Clubs and Groups based in the village and parish of St John wishing to hire the St John Village Hall for their activities may do so through the St John Village Hall Secretary.
II. Attendees at the various activities will pay an attendance charge which will be the effective hire of the St John Village Hall for that activity1 2 3.
III. Activity Clubs and Groups not based in the parish of St John may hire the St John Village
Hall (subject to availability) for their activity at x2 the normal attendance charge.
b. St John Parish Residents.
I. The St John Village Hall can be hired for private functions by St John Parish residents at a cost of £50 per day (0830-2330hrs) (plus a returnable deposit of £50 against damage).
II. The hire of the St John Village Hall is made by contacting the St John Village Hall Secretary.
c. St John Parish Non-Residents.
I. The St John Village Hall can be hired for private functions by those who do not live in the parish of St John at a cost of £150 per day (0830-2330hrs) (plus a returnable deposit of £50 against damage).
II. The hire of the St John Village Hall is made by contacting the St John Village Hall Secretary. Important Notes. Deposit will be retained in the event of the above Terms and Conditions are contravened. To qualify for Members Rates the Hirer must have been a fully paid up member for at least six months prior to the booking.
Any cutlery and crockery stored in the Kitchen may be used by the Hirer. The Committee, however, does not hire any other items of equipment.
25. FIRE ROUTINE
In the event of fire in the Village Hall the Committee or Hirer should immediately take the following actions.
1. Raise the Alarm.
2. Commence the evacuation of all persons through the most convenient exits.
3. Alert the Fire Brigade (Hall Post Code: PL11 3AW)
4. Committee Members or Hirer’s should take measures to contain the fire using Hall extinguishers’ (Personal safety must remain paramount at all times)
5. A reliable person should be ready to brief the Fire Service upon their arrival.
6. All persons evacuated should be accounted for as soon as possible and must remain in the “Muster Area” until they are told that they can leave. A report is to be made to the Fire Service as soon as is convenient.
7. Should the fire get out of control ALL persons should leave the Hall immediately.
8. A plan of the Village Hall and location of fire extinguishers’ and exits is displayed by the Main Entrance
(Hirers and Stewards must acquaint themselves with this plan on entering the Hall.)