GUARLFORD VILLAGE HALL

Penny Lane, Guarlford Worcestershire

Registered Charity number  523145

Guarlford village hall

CONDITIONS OF HIRE AND INFORMATION FOR HIRERS

Bookings can be made by contacting the secretary  :-

 07816 533251 or  guarlfordvillagehall@gmail.com

Guarlford Village Hall Trustees :- 

              Phil Thomas         Chairman                                     Jenny Cameron

              Gill Hollick            Secretary                                      Andrea Candlish             

              Heather Clarke    Treasurer                                      Mr Roy Hollick

              Judith Knott                                                                 Richard Edwards

BY SIGNING THE BOOKING CONFIRMATION FORM, ALL HIRERS AGREE TO THE TERMS AND CONDITIONS SET OUT IN THESE TERMS.

  • The Hall may be booked for single or recurring lettings, see charges below.  The rates cover use of the main hall upstairs, the kitchen and use of the lavatories downstairs.
  • Hirers must be aged 18 years or over.  If the event is to involve persons under the age of 18 years, the Hirer must give assurances that children under 18 will be supervised by signing the relevant section on the Booking Agreement Form.
  • Hirers with regular bookings who charge a fee to event participants/Commercial Hirers, must provide a copy of their relevant Public Liability Insurance Certificate to validate the booking.
  • No responsibility can be taken for any ‘personal’ items left on the premises or any damage caused to them through misuse by others.
  • No charge will be made for cleaning provided that all facilities are left clean, tidy and in good repair, including lavatories, kitchen and equipment, at the end of the hire period.  Any charges incurred due to breakages, poor cleaning, failure to replace furniture etc, will be passed onto the Hirer or deducted from the deposit. 
  • No apparatus or equipment can be left on the premises without the prior consent of the Management Committee.
  • Access may be available prior to the hire period by prior arrangement with the Booking Secretary.

Licensible Activities

Licence number 05/0046/LSAPRE

  • A performance of a Play, or a Performance of Live Music, or a Performance of Recorded Music, may be held on weekdays and Saturdays between 10am and 11pm. Music should be kept to a suitable level to avoid disturbance of neighbours.
  • Children shall be restricted from viewing age-restricted films classified according to the recommendations of the British Board of Film Classification. Performances involving danger to the public or of a sexually explicit nature shall not be given.
  • The Village Hall must not be used for licensed activities on any part of Christmas Day or Good Friday.
  • Permitted numbers must not exceed 100 and two stewards must be provided at all times. 
  • The Village Hall is not licensed for the supply of alcohol. If Hirers wish to supply alcohol for sale during an event they must apply to MHDC for a Temporary Event Notice together with the relevant fee (contact MHDC for rates)  The Village Hall is restricted to 12 Temporary Event Notices in any one calendar year. 

Hire Charges.

Booking fees:-

  • For casual hire for occasional users a deposit of 10% of the booking fee is required to secure the booking.  The balance will be payable on the day of the booking. 

 

  • For one  hour                                                              £13

 

  • For a three hour booking                                          £30

 

  • For a half day or evening 5 hour booking               £50

 

  • For a full day 8am – 6pm                                          £100

 

  • For a full day and evening 6.30am – 10.30pm      £200

 

  • The deposit must be paid at the time of booking and sent to the Secretary with the completed Booking Form

 

  • Regular users of the village hall may choose to be invoiced monthly

 

Cancellations

  • Hirers may cancel bookings by providing 2 weeks notice, when the deposit will be refunded. Where notice of cancellation is given with less than 2 weeks notice the trustees reserve the right to retain the deposit.
  • The Trustees reserve the right to cancel any booking by giving notice in writing and returning the deposit, should the purpose of hiring the Hall be in any way improper or unauthorised, or should the building be required as a Polling Station, or in a case of force majeure. In this instance the Trustees shall not be liable to pay to the Hirer any money/loss incurred by the cancellation. 

 

General Hiring Conditions

  • Responsibility for the premises rests with the Hirer as on the Booking Form during the period of access to the Hall.
  • The hire period includes set-up and clear-up times.
  • The Hall must not be accessed outside of the agreed hire period unless by prior arrangement with the Secretary or a member of the Trustees.
  • The Trustees reserve the right to enter the Hall at any time during an event if they have reason to believe there may be a problem which may affect the health and safety of guests, the safety of the building or impropriety of use.  In the event of any of these situations the Trustees reserve the right to curtail such event.
  • For commercial hirers/regular bookings with fees, hirers should ensure that they have proper insurance for any equipment used in the Hall, to include any damage caused by them to the Hall and its users.
  • Responsibility for the use and safety of any equipment, including electrical equipment, brought into the Hall by the Hirer, rests entirely with the Hirer.  Any such electrical equipment must have passed the necessary P.A.T.tests and certificates produced upon request.  

Access

The Hirer should contact the Secretary one week before the event to discuss access arrangements  The key must be returned to the agreed collection point immediately after the hire.

Health and Safety

  • It is the responsibility of individual Hirers to ensure that activities are carried out in a responsible way.
  • Hirers should ensure that they always have a fully charged mobile phone with them while present at the hall should they need to call for assistance in an emergency. 
  • Hirers must familiarise themselves with the Hall risk assessment and act accordingly to minimise risks. Hirers should ensure that participants at their events take care when using the stairs and offer appropriate support to any vulnerable event participants.
  • Children must be supervised at all times and should not be allowed to enter the kitchen.
  • Any accidents/incidents should be reported to the Secretary or other Trustee of the Hall and recorded in the accident/incident book located in the kitchen. 

Fire Precautions

Hirers must make themselves familiar with the location of the fire extinguishers and emergency exits.  Hirers will be responsible for informing all those using the Hall of the position of the emergency exits and must ensure that these exits do not become blocked by furniture or other items. Hirers must familiarise themselves with the instructions on what to do in case of a fire.  Regular users must carry out practice emergency evacuation procedures periodically. 

Hirers should take note that in the event of a fire the chair lift may not be usable and they should plan how to safely evacuate any participants with mobility difficulties. 

 

Car parking

There is very limited space for parking at the Hall. Hirers are advised to recommend to participants that they car share where possible.  There is usually space to park nearby on the side of the road.  The two parking spaces immediately outside the hall entrance door are for less able visitors or for loading/unloading.

Food Safety

Under the Food Safety Act 1990, it is the responsibility of persons providing food for any event held in the Hall to ensure they are aware of and abide by the legal requirements.  The Trustees are not responsible for any food brought into the Hall

 

CHECKLIST FOR HIRERS OF GUARLFORD VILLAGE HALL

In order that the Hall can be kept in good condition please use the following check list at the end of each hire:

  1.  Sweep the floor (mop if necessary)
  2. Make sure tables and chairs are wiped down and put away where you found them
  3. Check all taps in the lavatories and kitchen are turned off, make sure the lavatories are clean.
  4. Close the kitchen hatch.
  5. Check that the refrigerator is empty and clean if you have used it.  Wash up and dry any crockery and cutlery that you have used and put it away.
  6. Turn off the hot water urn in the kitchen and ensure the cooker and all electrical sockets have been turned off with the exception of the refrigerator which should be left on. 
  7. Empty the bins and take all rubbish away with you. – The hall does not have any waste disposal service.
  8. Check the fire doors and windows are closed and secure
  9. Switch off all heaters and the lights. 
  10. Lock the outer door and return the key.

 

Thank you for your co-operation

Guarlford Village Hall Trustees.

September 2024