Lettings Policy: Standard Conditions of Hire

If the Hirer is in any doubt as to the meaning of the following, the Lettings Manager should be consulted.

PLEASE NOTE: Rolleston Village Hall has a NO SMOKING POLICY.  Smoking is not permitted in any part of the building.  Also, no Candles, Tea Lights or naked flames are permitted in any part of the building.

For the purpose of these conditions, the term Hirer shall mean an individual or, where the Hirer is an organisation, the authorised representative.

1 Supervision: The Hirer must be over eighteen years of age unless supported by adult guarantor and will during the period of the hiring be responsible for the supervision of the premises, the fabric and contents, their care, safety from damage however slight 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.

2 Use of Premises:  The Hirer shall not use the premises for any purpose other that 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 alcoholic liquor thereon without written permission.

3 Licenses:  Please note that from November 2005 the hall has had a Premises Licence to cover regulated entertainment and the sale of alcohol.  The Hirer may not bring alcohol for sale onto the premises.  Sale of alcohol is only permitted from the Bar, which is available at hiring if required. If Bar is hired, cancelation of the Bar is not permitted within 15 days of the event date.

4 Cancelation of Bookings: Bookings cancelled within 30 days of the event date will not be eligible for a refund.

5 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 gaming, betting and lotteries.

6 Public Safety Compliance:  The Hirer shall comply with all the conditions made in respect of the premises by the Fire Authority, Local Authority, the Local Magistrates Court or otherwise, particularly in connection with any event which includes public dancing or music or other similar public entertainment or stage plays.

7 Health and Hygiene:  The Hirer shall, if preparing, serving or selling food observe all the relevant health and hygiene legislation and regulations.  Changing facilities for children are provided in the Unisex Accessible WC.  The Hirer shall ensure that all soiled items are removed from the premises at the end of each hiring.

8 Rubbish:  All rubbish resulting from the Event is the Hirers responsibility. Any rubbish that does not fit into the Green Bin provided outside (lid must be able to be closed), must be taken away by the Hirer at the end of the event.  No black bin bags, boxes, etc are to be left on the floor around the bin as these will not be collected.

9 Electrical Appliance Safety:  The Hirer shall ensure that any electrical appliances brought by him/her to the premises and used there shall be safe and in good working order and used in a safe manner.

10 Damage to Property:  The Hirer shall indemnify the committee for the cost of repair or replacement due to any damage done to any part of the property including the curtilage thereof or the contents of the buildings, furniture, fittings and equipment which may occur during the period of the hiring or as a result of the hiring.

11 Noise:  The Hirer shall ensure that the minimum amount of noise is made on arrival and departure.

12 Animals:  The Hirer shall ensure that no dogs except guide dogs are brought into the Hall.

13 End of Hire:  The Hall must be Cleared, Cleaned and Swept before the Hirer leaves that evening.  The Hirer, shall at the end of the hiring period, be responsible for leaving the premises and surrounds in a clean and tidy condition, properly locked and secured unless directed otherwise and any contents removed from their usual positions properly replaced, otherwise the Committee shall be at liberty to not return the Booking Bond and may make an additional charge.  If the Hirer has been issued with an Alarm FOB this must be returned no later than 24 hours after the end of the event to the issuing person.  Lost or damaged FOBS will be charged at £60 per FOB.  Failure by the Hirer to set the alarm may result in charges being made, if the security of the building is affected.

14 No Alterations:  The Hirer shall not make any alterations or additions to the Stage, Lighting or Public Address System without written permission and shall pay for any missing parts, breakages and damage.

15 Stored Equipment:  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 must be removed at the end of each hiring.

16 In the event of the Hall or any part thereof being rendered unfit for the use for which it has been hired, the Committee shall not be liable to the Hirer for any resulting loss or damage.

17 Compliance with The Children Act 1989:  The Hirer shall ensure that any activities for children under eight years of age will comply with the provisions of The Children Act 1989 and that only fit and proper persons have access to the children.

18 Capacity:  The Hirer shall ensure that the maximum number of persons present in the Hall at any one time shall not exceed 300 people standing (Main Hall maximum 190, Committee Room maximum 60 and Foyer maximum 50)

19 The Hirer is advised that the use of “smoke/dry ice” machines which are sometimes used in conjunction with discos is prohibited on the Village Hall premises as this activates the fire alarm systems.

20 The Hirer will be responsible for setting up and clearing away chairs and tables as required.  The Village Hall Manager will arrange the setting up of the stage, light and sound systems if they are needed.

Rolleston Village Hall Management Committee reserves the right to amend or add to these Conditions of Let at any time.

For further information please contact:  Rolleston Village Hall, The Greenaway, Staythorpe Road, Rolleston, Nottingham  NG23 5SG Telephone Number: 07398670139