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Hiring Agreement for Ramsden Heath Village Hall

1. In consideration of the hire fee the Village Hall agrees to permit the Hirer to use the premises for the purpose and period described in the Booking Form.

2. The Village hall has a Premises Licence authorising the following regulated entertainment and licensable activities at the times indicated.

2.1 The hirer agrees not to exceed the maximum permitted number of people per room, Main hall – 150 person’s maximum, small hall – 50 person’s maximum.

2.2 The hall has a licence with the Performing Rights Society for the performance of copyright music, and a PPL.

2.3. If alcohol will be available for sale at your event, the management committee will need to consider the application before consent is given.

2.4 In order to hold a licensable activity not covered by the Village Hall’s Premises Licence a Temporary Event Notice (TEN) will need to be given to the licensing authority.
The Hirer shall obtain the written consent of the management committee before giving the licensing authority a TEN. Failure to do so will result in cancellation of the hiring without compensation. The Hirer must provide a copy of the TEN to the management Committee. The TEN can be obtained from http://www.chelmsford.gov.uk/temporary-event-notice

3. The Hirer agrees with the Village Hall to be present (by its authorised representative, if appropriate) during the hiring and to comply fully with this Hire Agreement. Hirers will be issued with a set of keys and will be made aware of the entry and exit procedures. Keys must be returned at the end of the hire period.  If keys are not returned, an invoice for replacement keys will be issued.

4. It is hereby agreed that the Standard Conditions of Hire together with any Special Conditions of Hire shall form part of the terms of this Hiring Agreement unless specifically excluded by agreement in writing between the Village Hall and the Hirer.

5. None of the provisions of this Agreement are intended to or will operate to confer any benefit pursuant to the Contracts (Rights of Third Parties) Act 1999 on a person who is not named as a party to this Agreement.

6. The hire of the main hall includes the use of the kitchen and its equipment including cooker, microwave, kettles and fridge/freezer. Use of tables and chairs is also included. All areas of the premises are to be left clean and tidy.

7. All food, empty cans, bottles and other refuse is to be removed from the premises including the grounds outside. Rubbish must be bagged and placed in the bins by the gate. Recyclable rubbish should be taken away where possible and disposed of correctly.

8. Smoke Machines / Re-lighting Candles – The use of smoke machines and re-lighting candles is not permitted. These will trigger the fire-alarm.

9. Fireworks – The setting off of fireworks is not permitted within the hall or grounds of the hall.

10. The time for which the hall is booked must be strictly adhered to and music stopped at the designated time. The fire doors are alarmed so that if they are opened after 19:00 an alarm will sound and flash in the main hall and power to all sockets will be stopped. Once the doors are closed power will resume. The car parking area must be vacated within half an hour of the end of the hire period. Please leave quietly with consideration for local residents.

11. Equipment belonging to the hall must not be removed from the premises or interfered with in any way.

12. The village hall is a No Smoking area, please ensure all your guests comply.

13. Chelmsford City Council has instructed Ramsden Heath Village Hall to remind hirers of their responsibility to ensure that the equipment belonging to any disco or entertainer employed by the hirer must be suitably constructed and maintained. Chelmsford City Council also state that the use of an RCD must not be relied upon as the sole means of protection. RHVH has an integrated RCD which is tested regularly. The leaflet “Electrical Safety for Entertainers” which gives further guidance is displayed on the main RHVH notice board in the foyer.

14. Disability Discrimination Act – In order to comply with this act, and for the convenience of hirers, wheel chair access is available through the main front doors and also via a ramp located at the rear fire exit doors. These doors can only be opened from inside the hall.
A hearing loop is available for the use of hirers on payment of a deposit. Please contact the Letting Secretary for more information.

15. Stage Hire – A demountable stage in 1.2m² modules is available for hire. A member of the committee or caretaker are authorised to assemble/remove. Prior arrangements must be made.

Standard Conditions of Hire

These standard conditions apply to all hiring of the village hall. If the Hirer is in any doubt as to the meaning of the following the Booking Secretary should immediately be consulted.

1. Supervision
The Hirer shall, during the period of the hiring, be responsible for: supervision of the premises, the fabric and the contents; their care, safety from damage however slight or change of any sort; and the behaviour of all persons using the premises whatever their capacity, including proper supervision of car parking arrangements so as to avoid obstruction of the highway. As directed by the Letting Secretary, 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.

2. Use of Premises
The Hirer shall not use the premises for any purpose other than that described in the Hiring Agreement 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 or bring onto the premises anything which may endanger the same or render invalid any insurance policies in respect thereof.  We do not allow the hall to be hired for raves or mass gatherings of teenagers.

3. 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

4. Licences
The Village Hall holds:
(i) a Performing Rights Society Licence which permits the use of copyright music in any form e.g. record, compact disc, tapes, radio and television or by performers in person, and
(ii) a PPL Licence which covers activities such as playing music in an exercise class.

5. Public Safety Compliance
The Hirer shall comply with all conditions and regulations made in respect of the premises by the Fire Authority, Local Authority, the Licensing Authority 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.

6. Means of Escape
All means of exit from the premises must be kept free from obstruction and immediately available for instant free public exit.

7. Outbreaks of Fire
In the event of FIRE the hirer is responsible for the safe evacuation of all persons within the building and must call the emergency services. If the hirer is a members club or society, a responsible member in attendance must be appointed to ensure the safe evacuation of all persons within the building and must call the emergency services. The nearest payphone is in the entrance foyer of the hall.

8. 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 fridge/freezer.

9. Electrical Appliance Safety
Electrical equipment within the hall is maintained in a safe manner and is tested in compliance with current guidelines. Users however should insure before use that there is no obvious visual defect with equipment such as cracked plugs or damaged cables. If any such defect is observed then the equipment should not be used and the defect reported to the Letting Secretary. 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 if in the interests of public safety.

10. Indemnity
(a) The Hirer shall consider indemnifying against (i) the cost of repair of any damage done to any part of the premises including the curtilage thereof or the contents of the premises (ii) 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, and (iii) 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.
(b) The Hirer shall consider taking out adequate insurance to insure the Hirer and members of the Hirer’s organisation and invitees against the Hirer’s liability under paragraph (10a) 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 Letting Secretary. The Village Hall is insured against any claims arising out of its own negligence.

11. Accidents and Dangerous Occurrences
The Hirer must report all accidents involving injury to the public to a member of the Village Hall management committee as soon as possible and complete the relevant section in the Village Hall’s accident book. Please report any breakages or any problems to the Letting Secretary as soon as possible. Any failure of equipment belonging to the Village Hall 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 Letting Secretary will give assistance in completing this form. This is in accordance with the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995 (RIDDOR). First aid boxes can be found in the kitchen.

12. 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 management committee. No decorations are to be put up near light fittings or heaters.

13. Heating / Air-conditioning
The Hirer shall ensure that no unauthorised heating / cooling appliances shall be used on the premises. The hall is fitted with heating and air-conditioning.

14. 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. 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. No illegal drugs may be brought onto the premises.

15. Animals
The Hirer shall ensure that no animals (Including birds) except guide dogs are brought into the premises, other than for a special event agreed to by the Village Hall. No animals whatsoever are to enter the kitchen at any time.

16. Compliance with The Children Act 1989
The Hirer shall ensure that any activities for children under eight years of age comply with the provisions of The Children Act of 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). The Hirer shall provide the Village Hall committee with a copy of their Child Protection Policy on request.
The hirer will ensure that any public activities at which any children under the age of 18 are present will be suitable for their attendance, and will monitor all public attendance by ticket. In the event of films being shown, the hirer will ensure that children will only be in attendance at films for their appropriate age group.
The committee reserve the right to attend or delegate a representative to attend any event without hindrance, whether public or private, in order to monitor any activity that may be taking place.

17. 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 Village Hall’s management 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.

18. 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.

19. Deposits and Cancellation
Bookings will be deemed to be provisional until full payment is received.
The Village Hall reserves the right to cancel this 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) the Village Hall management 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 fee paid, but the Village Hall shall not be liable to the Hirer for any resulting direct or indirect loss or damages whatsoever.

20. 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 the Village Hall shall be at liberty to make an additional charge. Please check that all kitchen equipment, lights and heating/air-conditioning is turned off properly.

21. 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 amplification equipment, make use of any noise limitation device provided at the premises and comply with any other
licensing condition for the premises. To eliminate the risk of noise nuisance to neighbours outside doors must be kept closed when music is playing and children must not be allowed to congregate in the car park in the evenings. The fire doors are alarmed and must only be used as an emergency exit. If these doors are opened after 19:00 an alarm will sound and all power sockets will not work. As soon as the doors are closed the power will resume. Failure to comply with noise reduction measures may result in the forfeit of any deposit paid.

22. Stored Equipment
The Village Hall 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 or part of a day at the hire fee per hiring until the same is removed.

23. No Alterations
Balloons and banners may be attached to the wooden batten which is permanently fixed to the walls of the main hall. No other alterations or additions may be made to the premises nor may any fixtures be installed or other articles be attached in any way to any part of the premises without the prior approval of the Booking Secretary. Any damage caused to the building or its contents will be made good at the hirer’s expense.

24. No Rights
The Hiring Agreement constitutes permission only to use the premises and confers no tenancy or other right of occupation on the Hirer. Note this agreement was based on the ACRE Model Hiring Agreement.