HIRING THE HALL
How To Book: Please phone Jane 07914 361 255 or email your enquiry to janebache@btinternet.com
CONDITIONS OF HIRE AND INFORMATION FOR HIRERS
Cutnall Green Memorial Hall
Registered Charity Number: 523130
BY SIGNING THE BOOKING CONFIRMATION FORM, ALL HIRERS AGREE TO THE TERMS AND CONDITIONS SET OUT IN THESE TERMS.
PLEASE BE AWARE THAT THE ENTIRE BUILDING IS A NON-SMOKING AREA.
BOOKINGS
The Hall may be booked for recurring or single lettings. Hall hire is charged by the hour or session (see separate sheet for charges). The 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 Regular Bookings with Fees/Commercial Hirers: Please include copies of your relevant Public Liability Insurance Certificate to validate No responsibility whatsoever can be taken for any ‘personal’ items left on the premises or any damage caused by them to the premises No charge is made for cleaning, provided that all facilities are left clean, tidy and in good repair, including the lavatories (as well as cooker No apparatus or equipment of any description can be left on the premises without the prior consent of the Management Committee.
The Hall is bookable by the hour.
The keys will be available 1 hour before the hiring time, unless extra time is agreed by prior arrangement with the Bookings Secretary.
DEPOSITS & CHARGES
For ‘one-off’ events a deposit of £100 is required. This is in addition to the Hire charge. Both the deposit and the hire charge must be paid at the time of booking and sent to the Bookings Secretary with the completed Booking Regular Hirers will be invoiced monthly in arrears and payment terms are strictly 14 days from the date of invoice. For wedding receptions and evening parties, the deposit and rate are to be agreed separately with the Bookings Secretary. The Hirer The deposit will be refunded after the event subject to a satisfactory inspection and return of the key (where applicable). Should a call-out to the Village Hall be required as a result of a fault caused by the Hirer, a call-out charge will be deducted from the Hirer’s deposit
CANCELLATIONS
Hirers may cancel bookings by giving at least 2 weeks notice. If a Hirer cancels a booking with at least 14 days notice being given, the deposit will be retained but the hiring charge will be refunded. Cancellations made with less than 2 weeks notice are liable to a payment of the whole hiring charge. The Management Committee reserves the right to cancel any booking by giving notice in writing and returning the hiring charge and deposit.
GENERAL HIRING CONDITIONS
Responsibility for the premises and the key rests with the Hirer during the period of access to the Hall. The hire period must include set-Heating is provided by a ir-source heat pump. Special heating conditions (i.e. warmer or cooler) can be requested in advance. The controls The Village Hall Management Committee reserves the right to enter the Hall at any time during an event if it has reason to believe there KEY Hirers must contact the Bookings Secretary at least one week before the date of hire. The Bookings Secretary will make arrangements
MUSIC & ENTERTAINMENT
The Hall holds the appropriate licences for Public Entertainment. Music must cease by 11:00 pm and all music must kept to a suitable level Responsibility for the use and safety of electrical equipment (and/or other equipment specified at the time of booking) brought on to Public Liability insurance cover must exist for such equipment. Copies of certificates of insurance are required before a booking can be Children shall be restricted from viewing age-restricted films classified according to the recommendations of the British Board of Film The Hall holds a public entertainment licence. The current capacity of the main Hall is as follows:
Theatre Style Seated 200
Seated at tables 100
Dancing – no tables 130
Seated at tables with dancing 100
HEALTH & SAFETY
It is the responsibility of the individual Hirers to ensure that they are aware of the Health & Safety at Work Act 1974 and to take reasonable A copy of the Village Hall Health & Safety Policy is kept in a cupboard in the entrance hall (near the toilets). Contact details of the delegated Any accidents should be reported to a delegated member and an Accident Report Form completed. Accident Report Forms are kept in Hirers need to be aware that the Village Hall site is shared with the Ryedale Society of Model Engineers Limited (RSME). Hirers should FIRE PRECAUTIONS Hirers must make themselves familiar with the location of the fire extinguishers and the instructions for use, ‘break-glass’ fire alarms, Fireworks, party poppers and candles are not allowed, either for internal or external use with the exception of birthday cake candles.
ACCESS FOR ALL
There is access into the building for wheelchair users into the building and a designated lavatory inside. Assistance dogs are welcome CAR PARKING Visitors to the Memorial Hall are asked to follow the parking recommendation in force at the time.
ALCOHOL LICENCE
Licensed bars may be arranged by the Hirer in accordance with the Licensing Regulations. It is the Hirer’s responsibility to ensure that The Management Committee and Hirer can be held legally responsible for criminal offences carried out at the Hall and as a result the No licence is needed for free alcohol.
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 that they are SUPERVISION Hirers are held responsible for adequate supervision of the premises and for use of the grounds by their own party during the period of Child Protection It is the responsibility of the Hirer (under the Children Act 2004) to ensure the safety of all children at all times at any Hirers are responsible for the observance of the law regarding child protection, in particular that adults having continuing and close contact Any incidents should be reported to the Child Protection Officer (see external notice board for contact details).
CHECKLIST FOR HIRERS OF CUTNALL GREEN VILLAGE HALL
In order that the Hall can be kept in good condition for all, would Hirers please do the following at the end of each hire:
1. Please ensure that the Hall floor is left in good condition (ready for the next user). Sweep or mop the floor to remove any crumbs etc.
2. Make sure tables are clean before being put away, and put away tables and chairs where you found them.
3. Check that all taps in the toilets and kitchen are turned off, make sure the lavatories are clean, that the refrigerator is empty and clean
4. Use the bin bags provided to dispose of rubbish in the outside bin and of recycling in the appropriate containers. Any rubbish that exceeds
5. Please note any comments you may have in the visitors’ book in the kitchen.
6. When you leave, check that all fire doors and kitchen hatch fire shutter are closed.
7. Switch off all the lights you have put on.
8. Lock the outer doors.
9. Leave the key in the post box by the main entranceYour deposit will be forfeited if the Conditions of Hire have not been met. Thank you for your cooperation.