Bookings -Prices and T&C's

Selborne Village Hall is home to many clubs and groups that meet on a regular basis,
we welcome new clubs that would like to use the hall and take advantage of the flexible accommodation, up-to-date facilities and the very latest in I.T technology.

For ‘one-off’ events the hall is hired out in 5 hour blocks

Cost Period	£	Reduction for Residents	Increase for Commercial
Any day   8am – 1pm	75	-1/3	+1/3
Any day   1pm – 6pm	75	-1/3	+1/3
Sunday - Thursday - 6pm – 11pm	75	-1/3	+1/3
Friday & Saturday  - 6pm – 11pm	100	-1/4	+1/4
Special (Residents only) Sunday afternoon kid’s parties(2 hour)	30	n/a	n/a

Special reduced rates for regular activities and societies and an hourly rate can be available in some circumstances, with a minimum slot of 2 hours.

All bookings will be confirmed by a written agreement.  Acceptance of which will also be the acceptance of the following Standard Terms and Conditions of Hire.

These standard conditions apply to all hiring of the hall. If the hirer is in any doubt as to the meaning of the following, the Selborne Village Hall management committee should be consulted immediately.

 

1.   Parties to the Agreement
      1.1       Selborne Village Hall (registered charity number 301941), acting by its management committee                   (“the committee”), whose authorised representative is Hayley Carter, The Selborne Arms, High Street, Selborne, GU34 3JR.
      1.2        The person whose details are included in the booking request form (“the Hirer”).
2.    Supervision
        The Hirer shall, during the period of the hiring, be present and be responsible for:
      2.1        supervision of the premises, the fabric and the contents;
      2.2        their care, safety from damage however slight or change of whatever sort; and
      2.3        the behaviour of all persons using the premises whatever their capacity. As directed by the                     committee, the Hirer shall make good or pay for all damage (including accidental damage) to the                     premises or to the fixtures, fittings or contents and for loss of contents.
3.   Use of Premises
The Hirer shall not use the premises for any purpose other than that described in the booking request form 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 nor bring on to the premises anything which may endanger the same or render invalid any insurance policies in respect thereof nor allow the consumption of alcohol thereon without written permission.
The Hirer shall be responsible for ensuring, by prior inspection, that the Hall and its facilities, as presented for viewing, is suitable for the purpose described in the booking request for.

The Hirer shall ensure that bottles, boxes and large items of rubbish are removed by the from the premises at the end of the hiring.
4.  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.
5.   Licenses
The Hirer shall ensure that the appropriate Premises License is in place if any regulated entertainment and licensable activities will take place. Such activities include the performance of plays; the exhibition of films; indoor sporting events; boxing or wrestling entertainment; the performance of live music; the playing of recorded music; the performance of dance; making music; dancing; entertainment similar to those above; the provision of hot food or drink after 11 pm; the sale of alcohol. The sale of alcoholic liquor can, at the Committee’s discretion, be permitted under the Village Hall’s Premises Licence. If the Hirers wish to offer alcohol for sale, they should obtain prior written permission from the committee.
6.   Public Safety Compliance
The Hirer shall comply with all conditions and regulations made in respect of the premises by the Fire Authority, the Local Authority, the Licensing Authority or otherwise, particularly in relation to any event which constitutes regulated entertainment, at which alcohol is sold or provided or which is attended by children. The Hirer acknowledges that they have received instruction in the following matters:
      6.1     The action to be taken in the event of fire. This includes calling the Fire Brigade and evacuating the                  premises.
      6.2     The location and use of fire equipment.
      6.3     Escape routes and the need to keep them clear.
      6.4     Method of operating escape door fastenings.
      6.5     Appreciation of the importance of any fire doors and of closing all fire doors at the time of a fire.
      In advance of an entertainment or play the Hirer shall check the following items:
      6.6     That all fire exits are unlocked and panic bolts in good order.
      6.7     That all escape routes are free of obstruction and can be used.
      6.8     That any fire doors are not wedged open.
      6.9     That exit signs are visible.
      6.10   That there are no obvious fire hazards on the premises
7.   Means of Escape
      7.1    All means of exit from the premises must be kept free from obstruction and immediately available                for instant free public exit.
      7.2    Any emergency exit signs must be kept visible during the whole of the time the premises are                 occupied.
8.   Outbreaks of Fire
The Fire Brigade shall be called to any outbreak of fire, however slight, and details thereof shall be given to the committee.
9.   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 but not a thermometer.
10. 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 available the Hirer must make use of it in the interests of public safety.
11. Indemnity
The Hirer shall indemnify and shall keep indemnified each member of the committee, those employed by the committee, volunteers, agents and invitees against:
      11.1     the cost of repair of any damage done to any part of the premises, including the curtilage thereof                   or the contents of the premises
      11.2    all claims, losses, damages and costs 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
      11.3    all claims, losses , damages and costs suffered or incurred as a result of any nuisance caused to a                  third party as a result of the use of the premises by the Hirer.
The Hirer shall take out adequate insurance to insure the Hirer and members of the Hirer’s organisation and invitees against the Hirer’s liability under this paragraph and all claims arising as a result of the hire and on demand shall produce the policy and current receipt or other evidence of cover to the committee.
The committee is insured against any claims arising out of its own negligence.

12. Deposit
The committee reserves the right to charge a refundable deposit in respect of any hire, which will be held against any loss or damage arising from the hire.
The committee reserves the right to withhold repayment of all or part of such deposit in case of loss, damage or any other non compliance with these Conditions of Hire.
13  Hire Charges
The committee reserve the right to modify hire charges affecting hirers with continuous weekly/monthly bookings. Four weeks minimum notice will be given. Otherwise charges will be reviewed (but not necessarily changed) annually.

14. Accidents and Dangerous Occurrences
The Hirer must report all accidents involving injury to the public to the committee as soon as possible and complete the relevant section in the accident book kept on the premises for that purpose. Any failure of equipment belonging to the committee or brought in by the Hirer must also be reported as soon as possible. Certain types of accident or injury must be reported on a special form to the local authority. The committee will give assistance in completing this form. This is in accordance with the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995 (RIDDOR).
15. Explosives and Flammable Substances
The Hirer shall ensure that:
      15.1     highly flammable substances are not brought into or used in any part of the premises; and that
      15.2    no internal decorations of a combustible nature (e.g. polystyrene, cotton wool) shall be erected                   without the consent of the committee.
      15.3     no decorations are put up near light fittings or heaters.
      15.4     The use of candles or other naked flames is not normally permitted. Requests to temporarily                   suspend this condition shall be made in writing to the committee at least two weeks in advance of                   the hire and shall be accompanied by full details of the proposal and a risk assessment.
16. Heating and Lighting
The Hirer shall ensure that no unauthorised heating appliances shall be used on the premises without the consent of the committee. Portable Liquefied Propane Gas (LPG) heating appliances shall not be used. The central heating system for the Hall has been set to provide an ideal temperature. In the unlikely event that the temperature fails to reach a comfortable level after a reasonable time or becomes too high, the Hirer may alter the settings. At the conclusion of the hire, the Hirer must restore these to their original position and must ensure that all the lights are switched off.
17. Drunk and Disorderly Behaviour and Supply of Illegal Drugs
The Hirer shall ensure that in order to avoid disturbing neighbouring households and avoid violent or criminal behaviour, care shall be taken to avoid excessive consumption of alcohol. Drunk and disorderly behaviour shall not be permitted either on the premises or in its immediate vicinity. Alcohol shall not be served to any person suspected of being drunk or to any person suspected of being under the age of 18.   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. No illegal drugs may be brought on to the premises.
18. Animals
The Hirer shall ensure that no animals (including birds) except guide dogs shall be brought into the premises, unless agreed in advance by the committee. No animals whatsoever are to enter the kitchen area at any time.
19. Compliance with the Children Act 1989
The Hirer shall ensure that any activities for children under eight years of age comply with the provision of the Children Act 1989 and that only fit and proper persons who have passed the appropriate Criminal Records Bureau checks have access to the children (checks may also apply where children over eight and vulnerable adults are taking part in activities).
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 the committee accordingly against all actions, claims and proceedings arising from any breach of this condition.
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 are prominently displayed, as shall be the organiser’s name and address and that any discounts offered are based only on Manufacturer’s Recommended Retail Prices.
22. Cancellation
If the Hirer wishes to cancel the booking before the date of the event, the question of the payment or repayment of the fee shall be at the discretion of the committee. The committee reserves the right to charge an admission fee with respect to any such cancellation by the Hirer. The committee reserves the right to cancel this hiring by written notice to the Hirer in the event of any of the following.
      22.1     the premises being required for use as a Polling Station for a Parliamentary or Local Government                   election or bye-election:
      22.2    the committee reasonably considers that:
               22.2.1    such Hiring is likely to lead to a breach of these terms and conditions, any relevant                               licensing conditions or other legal or statutory conditions;
               22.2.2    unlawful or unsuitable activities will take place at the premises as a result of this hiring.
      22.3     the premises becoming unfit for the use intended by the Hirer:
      22.4     a) 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.

                 b) where regular weekly bookings are made, to facilitate the Village annual Panto, Beer Fest or                   other Village `one-off’ festivity. In any such case the Hirer shall be entitled to a refund of any fee                   already paid but the committee 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 (including tables and chairs) properly replaced or stored, otherwise the committee shall be at liberty to make an additional charge. All keys must be returned to the key box and the box locked.
24. 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. The Hirer shall, if using sound reproduction equipment, avoid excessive noise after 11 pm, make use of any noise limitation device provided at the premises and comply with any licensing condition for the premises.
25. Stored Equipment
The 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 (other than stored equipment) must be removed at the end of each hiring or fees will be charged for each day at the hire fee for this hiring, until the same is removed. The committee may, at its discretion, in any of the following circumstances, namely:
      25.1     in respect of stored equipment, failure by the Hirer either to pay any storage charges due and                    payable or to remove the same within seven days after the agreed storage period has ended ;
      25.2     in respect of any other property brought on to the premises for the purpose of the hiring, failure                    by the Hirer to remove the same within seven days after the hiring; disposal 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 or selling or otherwise disposing of the same.
26. No Alterations
No alterations or additions may be made to the premises nor may any fixtures be installed or placards, decorations or other articles be attached in any way to any part of the premises without the prior written approval of the committee. Any alteration, fixture or fitting or attachment so approved shall at the discretion of the committee remain in the premises at the end of the hiring. It will become the property of the committee unless removed by the Hirer who must make good to the satisfaction of the committee any damage caused to the premises by such removal.
27. No Rights
The agreement to hire the premises constitutes only the right to use the premises and confers no right of tenancy or other right of occupation on the Hirer. None of the provisions of the agreement to hire the premises is intended to or will operate to confer any benefit pursuant to the Contracts (Rights of Third Parties) Act 1999 on a person other than the committee and the Hirer. Members of the Committee have right of access at all times.

 

 

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