CONDITIONS OF HIRE OF SIBLE HEDINGHAM VILLAGE HALL
Note. It is important that this document is read and fully understood by the hirer
1. The person by whom the form of application for the hiring is signed, shall be deemed to be the hirer and such person shall be responsible, both personally and as an agent, for the payment of charges in respect of the hiring and for the observance and performance in all respects of the conditions and stipulations herein contained and on the part of the hirer to be observed and performed and in respect thereof the hirer and such organisation shall be jointly and severally liable.
2. The Committee reserve the right to cancel or refuse the hiring on all or any of the dates so hired or applied for, such cancellations or refusals normally being for the following purposes:-
(a) If the Hall be required for use in any national emergency or for any purpose considered by the Committee to be of major importance and this will be deemed to apply to elections or
(b) If the Committee are of the opinion that the hiring would not be in the public interest or because of disorderly conduct at a previous hiring.
In such cases, the Committee shall give the hirer notice thereof as early as possible in the prevailing circumstances and the Committee shall not be held responsible for any loss occasioned to the hirer in consequence thereof. In the event of cancellation by the Committee any sum paid by the hirer will normally be refunded unless appropriated towards meeting any damages or other expenses incurred by the Committee.
The Committee may also cancel a booking without notice if the full amount of the hiring charge has not been paid at least one month before the hiring date.
3. Hirers will be allowed to cancel or postpone a booking on condition that, if 14 or more days notice is given, half fees will be payable and if less than 14 days notice, full fees will be payable unless, in either case, the Hall or room is rebooked or it is otherwise decided.
4. No alcoholic liquor shall be supplied or consumed in contravention of any of the licensing laws and when requisite an appropriate licence shall be obtained and any conditions attached thereto complied with.
5. The hirer will indemnify the Committee in respect of:-
(1) All damage ( which expression includes damage, loss or destruction to their buildings occurring during the period of hire including the whole of any building notwithstanding the hiring may be of part only and damage, loss or destruction to the contents of such building including fittings, furnishings and furniture ) howsoever or by whomsoever caused.
(2) All claims ( which expression includes all actions, claims and demands relating to or arising directly or indirectly as a result of or in consequence of the hiring hereby granted ).
(a) The hirer shall not be liable in respect of damage or claim arising wholly by reason of:-
(i) Fire, lightning or explosion not attributable to the act of any person.
(ii) The negligence of any servant or agent of the Committee or
(iii) Any defects in the building hired or the Committee's property therein of which the hirer was not aware and could not reasonably have been aware.
(b) The hirer shall be liable in respect of acts of himself or any member, servant or agent of the club, society, company or organisation for whom the hirer acts or for whose benefit the hiring is made ( such member, servant or agent being hereinafter referred to as member of the hirer's organisation ).
6. No nails, screws etc. shall be driven into, or adhesive/adhesive tape fixed to any of the walls, floors, ceilings, furniture or fittings during the period of hire. Any alteration or addition to the electrical lighting system is strictly forbidden except with the approval of the Committee's Officers which may be given subject to conditions which the hirer shall be required to observe. Furthermore, any such work, including the fixing of lighting or spotlights shall be carried out by a competent person.
7. The hirer shall not infringe any existing copyright or performing right and shall indemnify the Committee against all sums of money which the Committee have to pay by reason of any infringement or copyright or performing right occurring during the period of hire. (The Committee has executed arrangements for performing right licences, but this does to apply to the playing of commercially recorded music, the playing of which is prohibited unless the hirer has first obtained the necessary licence from Phonographic Performance Limited. The hirer shall be responsible for submitting the necessary returns to the Performing Rights Society showing full details of all music performed at the functions.
The premises hired shall not be used for cinematograph exhibitions, public dancing, singing, music or other public entertainment of the like kind, boxing, wrestling, or the public performance of plays for which permission for the premises is required to be granted, unless such a permission has been so granted. In the case of such hirings where permission has been granted, the hirer shall observe and perform all the rules and regulations current at the time and contained in the permission granted in respect of the hall.
8. The Committee reserves unto themselves and their duly authorised officials the right to enter the premises at all times.
9. The hirer shall vacate the premises at the time stipulated and shall leave the premises, fixtures, furniture, crockery and other property therein, in a reasonably clean and tidy condition. ( Tables and chairs to be packed away ).
The hirer shall ensure that caterers, contractors, or others supplying or serving refreshments or supplying decorations etc. move from the premises all their articles and property by arrangement with the Committee's employee in attendance.
Any articles or property belonging to the hirer or any caterer or contractor or other person left on the premises after a hiring may be removed by the Committee and the cost shall be paid by the hirer. The Committee will not accept liability for any loss or damage to property left at the premises.
In exceptional circumstances and only by prior agreement with the letting agent and caretaker the hirer will be allowed to have clearing up time the following morning. This time is between 8.00am and 10.00am, making sure the main hall is cleared by 9.00am. This will be charged at £10.00 per hour, or for a charge of £30.00 the Committee will arrange the clearance of the hall.
10. All fire and safety regulations must be strictly adhered to by the hirer who shall in no way interfere with fire appliances except in the case of emergencies. The hirer or a member of the hirer's organisation shall carry out an examination of the premises for smouldering matches, tobacco and or other materials at the close of each function and/or each day's activities.
11. It is mandatory that the emergency lights are switched on for all hirings covering the hours of darkness. The switch for these is located just inside the door to the left at the bottom of the stairs. The emergency lights must be switched off at the end of the hiring.
12. The hirer, at public dances and similar functions open to the public, must appoint a responsible person to whom the Committee's employee can refer in case of need. A minimum of six stewards shall be in attendance at public dances and similar public functions.
13. The hirer shall, at all times in respect of his/her hiring, comply with any legislation or regulations made thereunder.
14. The charges for hiring public halls are set out in the attached sheet and are those which are applicable at the time of booking, but the Committee reserve the right to vary such charges from time to time on giving the hirer as much notice as possible of such revised charges and the hirer shall on demand pay the difference or be permitted to cancel the booking.
15. Rummage and Jumble Sales. The removal of left over rubbish from rummage, jumble and like sales is the responsibility of the hirer. All bags, boxes or equivalent containers left following such hirings will incur a charge of £2.00 an item deductable from the deposit.
16. Rubbish. The hirer has to pay £1.50 each for the Braintree District Council Blue Waste Bags and leave them by the Exit door in the bar area or outside the cage under the balcony at the end of every function. Any rubbish left, not in Blue Bags, will be charged at £2.00 per bag filled. Alternatively you can take your rubbish away with you. Please ask for the blue bags when hiring the hall and they will be left at the Hall or given to you by the caretaker.
NOTES ON INSURANCE
The attention of ALL HIRERS is especially drawn to the indemnity given by them to the Committee upon the acceptance of the Conditions of Hire ( see Condition No. 5 ).
Commercial Hirers ( i.e. as defined in Category `A' price structure ) Commercial hirers receive no protection under the Committee's insurances and they are strongly advised to make quite sure that they are fully protected by insurance in respect of fire, property damage and public liability in connection with the hiring. ( The hirer may be required to produce an insurance policy ).
YOU ARE ADVISED TO CHECK WITH YOUR INSURANCE COMPANY THAT YOU ARE ADEQUATELY COVERED FOR THIS HIRING.
Non-Commercial Hirers ( i.e. defined in category `B' and `C' price structure ) In order to assist non-commercial hirers, the Committee's insurance has been extended to cover personal injury.