Standard Conditions of Hire

1.  Age

2.  Supervision

3.  Use of premises

4.  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, and
(ii) all claims, losses, damages and costs made against or incurred by Heath Village Barn 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 Heath Village Barn 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 Heath Village Barn Committee and the Hall’s employees, volunteers, agents and invitees against such liabilities.

(b) Heath Village Barn Committee shall take out adequate insurance to ensure 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. Heath Village Barn Committee shall claim on its insurance for any liability of the Hirer hereunder but the Hirer shall indemnify and keep indemnified each member of Heath Village Barn 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 Village 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 Bookings Secretary. Failure to produce such policy and evidence of cover will render the hiring void and enable the Bookings Secretary to rehire the premises to another Hirer. The Hall is insured against any claims arising out of its own negligence.

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 to gaming, betting and lotteries.

6.  Music copyright licensing
The Hirer shall ensure that the Hall holds relevant licences under Performing Right Society (PRS) and the Phonographic Performance Licence (PPL) or, where appropriate, the hirer holds a licence for their purposes of hire.

7.  Film
Not permitted at the Hall. The Hall does not hold a MPLC Umbrella Licence for motion pictures.

8.  Childcare Act 2006
The Hirer shall ensure that any activities for children under eight years of age comply with the provisions of the Childcare Act 2006 and the Safeguarding Vulnerable Groups Act 2006 and only fit and proper persons who have passed the Disclosure and Barring Service (DBS) checks should 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 Heath Village Barn Committee with a copy of their DBS check and Child Protection Policy on request. Child Protection Policies are the responsibility of the Hirer.

9.  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, and the Hall’s Fire Safety 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. The Fire Service shall be called to any outbreak of fire, however slight, and details shall be given to the Bookings Secretary.

(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. (Include diagram of location when handing over keys.)
• 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.
• Location of the first aid box.

(b) In advance of any activity whether regulated entertainment or not the Hirer shall check the following items:
• That all fire exits are unlocked and in good working order.
• That all escape routes are free of obstruction and can be safely used for instant free public exit.
• That any fire doors are not wedged open.
• That exit signs are clearly visible.
• That there are no obvious fire hazards on the premises.

10.  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. Music must be kept to a reasonable level with windows and doors closed. Music must be switched off at the agreed time as shown on the Booking Form. All music must be kept to a reasonable level and doors and windows kept closed. The base kept to a minimum. For evening bookings: Music must be turned off by 10pm. The Committee reserve the right to stop an event if there is noise disruption and complaints from neighbours of excessive levels of music or any event going past the agreed music shut off time. Your deposit will be kept in this instance.

11.  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. No illegal drugs may be brought onto the premises. 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 in accordance with the Licensing Act 2003. The Committee reserve the right to stop an event in this instance and your deposit will be kept.

12.  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 freezer. The hirer shall provide any temperature measurement equipment, calibrated as necessary to comply with the Regulations.

13.  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.

14.  Stored equipment
Heath Village Barn 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 must be removed at the end of each hiring. The Hall Management Committee may use its discretion in any of the following circumstances: Vehicles must not be left on the premises after the booking and will incur costs.
(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, dispose 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.

15.  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. The Hirer shall ensure that anyone wishing to smoke does so outside and disposes of cigarette ends, matches etc. in a tidy and responsible manner, so as not to cause a fire or litter. A bin is located on the outside of the building for this purpose.

16.  Accidents and dangerous occurrences
Any failure of equipment belonging to the Hall or brought in by the Hirer must also be reported as soon as possible. The Hirer must report all accidents involving injury to the public to a member of the Bookings Secretary as soon as possible and complete the relevant section in the Hall’s accident book. Certain types of accident or injury must be reported on a special form to the Incident Contact Centre. The Bookings Secretary will give assistance in completing this form and can provide contact details of the Incident Contact Centre. The Bookings Secretary will give assistance in completing these details. This is in accordance with the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013 (RIDDOR).

17.  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, cookers or heaters.

18.  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 Heath Village Barn Committee. Portable Liquefied Propane Gas (LPG) heating appliances shall not be used.

19.  Animals
The Hirer shall ensure that no animals are brought onto the premises, without written agreement between the Heath Village Barn Trustees and the Hirer.

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 Heath Village Barn 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.  Cancellation
If the Hirer wishes to cancel the booking before the date of the event, the following refunds will apply:

• Over 14 days before the start of your booking: Full refund (minus a £10 fee).
• Between 14 and 7 days before the start of your booking: 50% refund.
• Under 7 days before the start of your booking: Sorry–no refunds.
• If your plans change and you request to come on a different date, then we will always try to accommodate your change, but we cannot guarantee that your request can be met.
• If you leave The Barn early due to weather, failure of your equipment, or any reason not within the control and responsibility of The Barn, or if you cancel or change your booking less than 7 days before your date of booking, no refund will be given.
• We will refund the £50 security deposit in full.

Heath Village Barn Committee reserves the right to cancel any 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) Heath Village Barn 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 Village Hall shall not be liable to the Hirer for any resulting direct or indirect loss or damages whatsoever.

23.  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 Heath Village Barn Committee shall be at liberty to make an additional charge.

24.  No alterations
No alterations or additions may be made to the premises, nor may any fixtures be installed. Any decorations or other articles should only be attached according to the guidance in the Information for Hirers. Any requirements outside of this must be agreed in writing prior to the booking date. Any alteration, fixture or fitting or attachment, so approved, must be carefully removed from the premises at the end of the hiring. The Hirer must make good to the satisfaction of Heath Village Barn Committee for any damage caused to the premises by such removal.

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

This statement was last updated on 13th October 2021.