CHELMERS VILLAGE HALL
VILLAGE SQUARE CM2 6RF
TERMS AND CONDITIONS OF HIRE
The Hirer must occupy the Hall(s) from the time stated on their booking form and must not leave the hall unoccupied at any time during the hire period. Any expense incurred as a result of the Hirer not complying with any of the terms and conditions may be charged directly and in full to the Hirer. The Hiring Agreement constitutes permission only to use the premises and confers no tenancy or other right of occupation on the Hirer.
1. ALL BOOKINGS of the Chelmers Village Hall will only be accepted by person(s) of 21 years of age or over.
2. THE HIRER will, during the period, be responsible for the supervision of premises, the fabric and contents, their care, safety from damage however slight or change of any sort. The tampering with any electrical equipment within and belonging to the Hall is strictly forbidden.
3. IN ACCORDANCE WITH THE BOOKING FORM THE NAMED PERSON responsible on the day of the hall hire shall have access during the times as specified on the agreement only. All Hirers must vacate the premises by the time stated on the agreement. Failure to do so will result in additional charges being incurred by the Hirer. Use of facilities other than that stated on the hire agreement will also incur additional charges. The additional charges as mentioned above will be deducted from any damage deposit lodged. For all party bookings, a damage deposit is required in case of any damages, £50 cash returnable damage deposit is due for childrens parties up to the age of 14 and a £200 cash returnable damage deposit is due for anything else this must be provided at least a week before your event. The damage deposit will be given back to you the following week – you must book an appt to pick it up providing that no loss, damage, extra cleaning or extra caretaking duties have been incurred.
4. THE HIRER is responsible for the behaviour of all persons present at their event/class and whilst using the premises in their capacity. As directed by the Management Committee, 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.
5. THE HIRER shall not use the premises for any purpose other than that described in the Hire Agreement and shall not sub-let or use the premises 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.
6. AT THE END of the hire, the hirer shall be responsible for leaving the premises and surrounds in clean and tidy condition and properly secured unless otherwise instructed. You will need to remove any rubbish from the premises and that you bring along sufficient rubbish sacks as well as any cleaning cloths/material required. Any item temporarily removed from their usual positions should be replaced otherwise the Committee shall be at liberty to make an additional charge. In some cases the Committee shall levy a returnable deposit on the hiring fee for which a separate guaranteed cheque will be required. This money will be returned after the hiring subject to the Hall(s) being left in a satisfactory condition. The willful non-compliance of Conditions of Hire and Hall Rules and Regulations may result in the aforementioned cheque being retained.
7. Persons attending the Village Hall are not permitted to congregate outside the Village Hall.
8. ALCOHOL ON THE PREMISES – If you wish to provide alcohol during your period of hire you must read, sign and agree to abide by the attached conditions for the provision of alcohol during your function. Please note you are not permitted to sell alcohol at any time during your function. If alcohol is won as a raffle prize then this must be distributed at the end of the evening and alcohol cannot be included in the price of an entry ticket.
9. ALL HIRERS AND THEIR GUESTS must vacate the premises in an orderly, quiet manner so as not to cause nuisance to surrounding residents.
10. IN THE EVENT of the Hall(s) or any part thereof being rendered unfit for the use which it has been hired, the Committee shall not be liable to the Hirer for any resulting loss or damage whatsoever.
11. When cancelling a booking the hirer must give a minimum of 1 months notice to receive a refund of 50% of their booking cost. Failure to give such notice to cancel may result in the full balance being retained. In the case of annual hirers all holiday dates must be supplied at the start of the booking period and in any case must reach the management before the time of invoicing for any one period. Should these dates not be supplied on time the Management Committee reserves the right to charge for the full period.
12. THE COMMITTEE RESERVES the right to cancel a hire and shall not be liable to the Hirer for any resulting direct or indirect loss or damage whatsoever:
a) in the event of the premises being required for use as a Polling Station for a Parliamentary/ Local Government Election/ Bye Election in which the case the Hirer shall be entitled to a refund of any hiring fee and/or deposit already paid.
b) should it be found that the Hall(s) have been hired by person(s) misrepresenting the purpose of hiring and description thereof. In this instance the right to cancel will be given at any time, up to and including the date of the hire, and the Hirer will forfeit the right to refund.
c) in the event of 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 which the case the Hirer shall be entitled to a refund of any hiring fee and/or deposit already paid.
Chelmers Village Hall Management Committee reserves the right to cancel any bookings in the event of the Hall(s) being required for repair works or for the use of the Committee. Any regular customers so affected will be given a minimum of a month’ notice prior to the date in question and a refund of any hiring fee and/or deposit already paid.
13. The Committee reserve the right to suspend/terminate this agreement, giving due notice, with any hirer at any time should the Management Committee feel it is in the best interests or needs of the Management Committee to do so.
14. The Hirer shall be liable for:
a) the cost of repair of any damage (including accidental and malicious damage) done to any part of the premises including the cartilage thereof or the contents of the premises which may occur during the period of the hiring as a result of the hiring.
b) 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 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
c) all claims, losses, damages and costs made against or incurred by the village 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 clause 6, the HIRER shall indemnify and keep indemnified accordingly each member of the Management Committee and the village hall’s employees, volunteers, agents and invitees against such liabilities.
15. The village hall shall take out adequate insurance to insure the liabilities described in clause 14 above and may, in its discretion and in the case of non-commercial hirers, insure the liabilities described in clause 14 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 committee 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.
16. Where the village hall does not insure the liabilities described in clause 14 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 village hall secretary. Failure to produce such policy and evidence of cover will render the hiring void and enable the Management Committee to rehire the premises to another hirer.
17. The village hall is insured against any claims arising out of its own negligence.
18. PROOF OF PUBLIC LIABILITY INSURANCE, membership of professional/teaching associations, qualifications, etc., as well as proof of membership of Phonographic Performance Limited (P.P.L.) and the Performing Rights Society (P.R.S.) will also be required with bookings where applicable.
The HIRER must report all accidents involving injury to the public to a member of the village hall management committee as soon as possible so that the relevant section in the village hall’s accident book can be completed. Any failure of equipment belonging to the village hall or brought in by the Hirer must also be reported as soon as possible.
19. 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 Management Committee. No decorations are to be put up near light fittings or heaters.
20. 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.
21. DECORATIONS are not permitted to be attached to the fabric of the building. No sellotape, blue tack, drawing pins or fixings of any kind for decoration or notices can be used without prior consultation with the Management Committee. Repairs required for any damage caused by disregarding this condition will be charged to the Hirer.
22. 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 management committee. Any alteration, fixture or fitting or attachment so approved shall at the discretion of the village hall management committee 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 hall or, if any damage caused to the premises by such removal.
23. FIRE FIGHTING EQUIPMENT is situated throughout the premises and hirers should familiarize themselves with the whereabouts and the use thereof. Fire fighting equipment should not be deployed without due cause. Hirers should not allow others in their class/event to abuse this equipment. The repair or replacement of this equipment if abused or misused will be charged in full to the hirer. All Hirers should read and familiarize themselves with the emergency “In Case Of Fire” procedure.
24. ALL HIRERS MUST FAMILIARISE themselves with the whereabouts of emergency exits and under no circumstance what so ever should these be permitted to be obstructed or blocked but must be kept free with adequate room in all directions for their use in case of emergency.
25. THE FIRE BRIGADE shall be called to any outbreaks of fire, however slight, and details thereof shall be given to the Management Committee.
26. 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 current regulations. Where a residual circuit breaker is provided the hirer must make use of it in the interests of public safety.
27. 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.
28. ALL HIRERS are responsible for ensuring that the facilities being hired are suitable for their requirements and agree to immediately report any health and safety risks/concerns to the Management Committee. All regular hirers will be required to complete a risk assessment form.
29. 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.
30. The MANAGEMENT COMMITTEE 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 Management Committee 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 remove property brought on to the premises after the period of hire may result in the 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.
31. The HIRER shall ensure that any activities for children and vulnerable persons shall be organized in accordance with the correct legislation and legal checks. Where required/requested an individual’s DBS reference number will be provided to the management committee.
32. FOR CHILDREN’S PARTIES, i.e. those under twelve years old
a) The hirer agrees to provide one adult approx. per 5 or 6 children as supervision. The Hirer agrees to monitor all children throughout the Village Hall including in the toilet area(s).
b) Bouncy castles/inflatables are only permitted with prior consultation and consent of the Centre Management. The inflatable company must hold a ‘PIPA’ certificate (Inflatable Play Inspection for bouncy castle hire) confirming that they meet the required standards for supplying inflatable play equipment. The bouncy castle should be delivered at the time the hall is booked so that it can be checked for safety and cleanliness. The use of bouncy castles must be controlled in accordance with age and number limits with adequate supervision provided. The customer must also satisfy themselves that the equipment is in good order to use. By signing the terms and conditions of hire the customer indemnifies the parish council against accidents caused by the use of a bouncy castle.
33. 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 management committee. No animals whatsoever are to enter the kitchen at any time.
34. ALL OUTSIDE DOORS must be kept closed whilst disco music or any other noise generating activity is in progress. Volume should be kept down to a reasonable level. Windows will remain closed during private functions.
35. NO ALCOHOL whatsoever is permitted to be brought into the Hall without the written prior consent of the management and licensee. Hirer’s own wine/champagne may be served with the prior consent of the management committee and in this event a corkage fee will be levied per opened bottle. No alcohol is to be sold on the premises by any person nor under any circumstance what so ever other than that which is sold from the premises own licensed bar. Persons disregarding the above may be ejected immediately and in addition may be liable to prosecution.
36. The BAR is available for function bookings only and will not be open at other times. All Hirers who require the bar should be aware that whilst ample supplies of bottled beers (lager & bitter) will be available there will not be draught lager/bitter available.
37. The MANAGEMENT COMMITTEE and/or its authorized representative(s) reserve the right to decide whether (additional) security personnel will be required for a function/event. In the case it is so decided, the cost will be charged to the hirer, payable at time of balance by separate cheque made payable to the Security Company. Only authorised personnel, who carry a current Securities Industry Door Supervisor’s Licence, may be used for this purpose. (Replaces ‘Chelmsford City Council License)
38. 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. 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.
39. The HIRER shall ensure that alcohol shall not be served to any person suspected of being drunk nor any person suspected of being under the age of 18. The Management Committee will require individuals who appear to the duty personnel to be under 18 years of age to produce on request, before being served alcohol, identification bearing their photograph, date of birth and a holographic mark. This proof of age will be required in the form of Passport, Photo driving licence, or accredited pass scheme.
40. NO DRINKS shall be carried outside for consumption or off the premises for any reason what so ever.
41. SMOKING IS NOT ALLOWED anywhere in the building. 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 there under. Any person who breaches this provision shall be asked to leave the premises.
42. Smoke machines are not permitted to be used anywhere throughout the Hall. For customer’s own safety smoke and heat detectors are fitted throughout, smoke machine will set off the fire alarm (the fire brigade will automatically attend). Please do not permit your DJ to use a smoke machine. In the event of a fire alarm activation, the call out fee from the Key holding Security Company and any other costs incurred will be charged to the customer.
43. A HIRER that is using the hall for commercial purposes and earning an income from providing any activity such as aerobics or slimming classes where music is played at those classes shall provide a copy of its PPL Licence to the management committee.
The Chelmers Village Hall Management Committee reserves the right to make amendments to these Terms and Conditions of Hire and impose special conditions as required. Eg. Covid 19, in which case you wil be provided with a copy of these.
44. Under no circumstances will rudeness, abuse or defamatory statements towards Chelmer Village Hall or Hall staff be tolerated, either in person or on Social Platforms. The CVH operates a vexatious complaints policy, customers should be mindful of the policy which is available to view on the Chelmer Village Hall website. The policy will be implemented if deemed necessary.