TERMS AND CONDITIONS OF HIRE
To download a copy click HERE
Elston Village Hall – Conditions of Hire
(Charity Commission Number 522214)
Please read the following ‘Conditions of Hire’ carefully. When you sign your booking form you agree to abide by all the terms and conditions given below.
If the Hirer is in any doubt as to the meaning of these conditions please consult a member of the committee. For the purposes of these conditions, the HIRER shall mean an individual hirer, or, where the hirer is an organisation, the authorised representative.
SPECIAL CONDITIONS
1. Capacity of Elston Village Hall, as stipulated by the Fire Authority
Dancing only 150
Dining and dancing 100
Closely seated audience 100
2. Alcohol and entertainment license
Elston Village Hall is licensed (Licensing Act 2003) by Newark & Sherwood District Council for entertainment (live and recorded music and dancing) and the supply of alcohol between the following hours:
Monday to Thursday 12 noon to 23.00 hours
Friday and Saturday 12 noon to 12 midnight
Sunday 12 noon to 22.30 hours
New Year’s Eve 12 noon to 01.00 hours
Plus half an hour to clear away at the end of the event.
The serving of alcohol and all music and dancing should therefore cease at the end times given above.
All Hirers must complete the ‘Application for permission to supply alcohol’ form and clearly state, at the time of booking, if they intend to supply any alcohol during their period of hire. The Designated Premises Supervisor will attend any function where alcohol is being supplied.
Any incidents that occur in the hall during a function, where alcohol is being consumed, will be recorded in the incidents register located in the ‘Guidance for Hirers’ handbook in the hall.
Glasses must not be taken out of the hall in case of breakages.
3. Smoking
Elston Village Hall operates a NO SMOKING policy throughout the building. There is a designated smoking area outside the hall.
4. Booking Procedure, Hiring Agreement and Payment
5. Hire Period
The Hirer should include time for preparation and clearing up when establishing the total period of hire required. Preparation and clearing up time will be charged at the usual hourly rate. The hirer is responsible for making sure that the premises are not left unattended and unsecured at any time during the hire period.
6. Removal of rubbish
Hirers must dispose of all rubbish at the end of their booking. Hirers may place their rubbish in the bins provided by the village hall but must not put anything in the bins that belong to the shop. Any rubbish that cannot be contained in the village hall bins must be removed from the premises.
7. Village Hall Property
Hirers may use the equipment, crockery, cutlery, glasses etc. to be found in the kitchen (unless otherwise directed).
Please inform the Committee if you notice any damage or broken items at the start of your hire period. Replace tables and chairs* and clean the Hall to the same standard in which it was found.
Please ensure that, during your use of the hall, the chairs remain clean. If you notice that one is dirty or damaged please put it on one side - away from the rest of the chairs - and, if possible, bring it to the attention of the caretaker. Failure to meet conditions 6 & 7 will result in the trust withholding some or all of the hirer’s deposit.
*When re-stacking the chairs please leave a metre gap between the chairs and the side walls so that visitors to Pentagon meetings, and other functions, can browse the boards.
8. Vandalism
Elston Village Hall operates a zero tolerance policy on vandalism and graffiti. If such damage occurs during your booking you will be responsible for paying the full cost of rectifying all damage.
9. Emergencies
The hirer and/or another responsible adult should be conversant with the location of first aid and fire-fighting equipment and read the Fire Evacuation Procedure notice. The First Aid box is located in the kitchen. All accidents must be recorded on the Accident Form, located near the First Aid box and reported to the committee
10. Purpose of Hire
The Committee reserves the right to refuse any application for hire, without stating their reasons.
11. Right of Entry
The Committee, or persons authorised by them, shall have the right of free and unimpeded entry to the premises at all times
12. Cancellation or Termination of Hire
The Trust reserves the right to cancel the Hiring Agreement at any time, or to prohibit the continuance of an event, if it considers that the hirer has failed to comply with any of the Conditions of Hire. In such circumstances the Hirer shall forfeit the whole of the fees paid for the hire, and the Trust shall not be liable for any payment in respect of any actual or presumed loss of profit or any other cause.
13. Noise
The Hirer is responsible for ensuring that noise is kept to a minimum when guests are arriving at and leaving the building.
14. Parking
Elston Village Hall has limited parking spaces. Parking is at Owners Risk. The Committee take no responsibility for loss or damage to property whilst on Village Hall property. Any cars left overnight must be removed by 3pm the following day.
15. Public Liability Insurance
The insurance held by Elston Village Hall Trust provides limited cover for personal and social users of the Hall. The Hon. Treasurer can provide details on request. We recommend that you check your own insurance cover before organising an event.
16. Promotional Material
Promotional material may not be attached to any part of Elston Village Hall without prior permission of the Committee.
17. Temporary Decorations
The use of sellotape, bluetac, drawing pins and nails on internal walls is forbidden. You will be charged for damage to the walls or décor.
However, there are strategically placed hooks on the walls to which you may attach lightweight decorations.
18. Bouncy Castles
The maximum height for bouncy castles/inflatable toys to be used inside the Hall is 3 metres. Bouncy castles must not exceed this height. Note that Elston Village Hall Trust is not covered for any claims arising from the use of bouncy castles or any other equipment brought into the Village Hall or used on Village Hall property, by the Hirer. It is the responsibility of the Hirer to ensure that the use of such equipment is properly insured.
19. Disco equipment
We regret that the use of ‘bubble or smoke machines’ is not permitted.
20. Personal Property
Elston Village Hall accepts no responsibility for loss or damage to personal property brought onto our premises.
STANDARD CONDITIONS
1. Supervision
The Hirer must be over 18 years old and will, during the period of hire, 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 to the highway. Parties are not permitted in the village hall unless more than 60% of the attendees are either under 11 or over 25 years of age.
2. Use of Premises
The Hirer shall not use the premises for any other purpose other than 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 or bring into the premises anything which may endanger or render invalid any insurance policies in respect thereof, nor allow the consumption of alcohol thereon without written permission.
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. Public Safety Compliance
The Hirer shall comply with all conditions and regulations made in respect of the premises by the Fire Authority, Local Authority, and the Local Magistrates Court or otherwise, particularly in connection with any event, which includes public dancing or music or similar public entertainment. A copy of the Fire Evacuation Procedure is located in the foyer near the front door and also in section 3 in the ‘Guidance for Hirers’ handbook which is in the kitchen.
5. Health and Hygiene
The Hirer shall if preparing, serving or selling food observe all relevant food health and hygiene legislation and regulations (see section 4 of the ‘Guidance for Hirers’ handbook) and record in the Catering Diary (see separate folder) that they have done the opening/closing checks and reported any problems. Elston Village Hall will not be responsible for any health or hygiene problems resulting from use of the kitchen during the period of hire. The Hirer should bring their own tea towels as these are not provided.
6. Electrical Appliance Safety
The Hirer shall ensure that any electrical appliances brought by him to the premises and used there shall be in safe and good working order, and used in a safe manner. Where a residual circuit breaker is provided under terms of the PEL or CPL the hirer must make use of it in the interest of public safety.
7. Indemnity
The Hirer shall indemnify the Elston Village Hall Committee for the cost of repair of any damage done to any part of the property including the curtilage thereof or the contents of the building, which may occur during the period of hire as a result of the hiring. The Hirer shall be responsible for making arrangements to insure against any third party claims which may lie against him (or the organisation if acting as a representative) whilst using the Elston Village Hall. (The Village Hall is insured against claims arising out of its own negligence).
8. Animals
The Hirer shall ensure that no animals (including birds) except Guide Dogs are brought into the Hall, without special permission from the Committee.
9. Compliance with the Children Act
The Hirer shall ensure that any activities for children under eight years of age comply with the provisions of The Children Act 1989 and that only fit and proper persons have access to the children. No person under the age of 16 will be permitted on the premises unless accompanied by an adult. See separate ‘Safeguarding’ policy document Appendix A
10. Fly Posting
The Hirer shall not carry out or permit fly posting or any form of unauthorised advertisements for any event taking place at Elston Village Hall, and shall indemnify the committee accordingly against all action, claims and proceedings arising from any breach of this condition.
11. Cancellation
If the Hirer wishes to cancel the booking before the date of the event and the Committee is unable to conclude a replacement booking, the question of payment or the repayment of the fee shall be at the discretion of the Committee. The Committee reserves the right to cancel the hiring in the event of the hall being required for use as a Polling Station for a Parliamentary or Local Government election or by-election, in which case the Hirer shall be entitled to a refund of any deposit already paid.
12. Unfit for Use
In the event of Elston Village Hall or any part thereof being rendered unfit for the use for which it has been hired, the Committee shall not be liable to the Hirer for any resulting loss or damage whatsoever.
Heavy snow – in the event of heavy snowfall and ice the access to Elston Village Hall may become dangerous and impassable. The Trustees therefore have the right to cancel any booking at short notice, as the VH and car park are unfit for hire. The Hirer will receive a full refund of their deposit.
13. Refusal of Booking
The Committee reserves the right to refuse a booking without notice or to cancel this hiring agreement at any time before or during the term of the agreement upon giving seven days’ notice to the hirer.
14. End of Hire – Leave the Hall in a clean and tidy condition
The Hirer is responsible for leaving the premises and the surrounding area in a clean and tidy condition, properly locked and secured unless directed to do otherwise. Also, any contents temporarily removed from their usual positions must be properly replaced; otherwise the Committee shall be at liberty to make an additional charge
Please check that all toilets are left clean and flushed!
Hirers are expected to clean the floors, kitchen and bar areas
PLEASE REMOVE ALL RUBBISH AT THE END OF YOUR FUNCTION
15. WIFI
The hall has free WIFI access for all Hirers. The password is 12345678vh
16. Environmental policy
See dropdown Appendix B
17. Access statement
See dropdown Appendix C
18. Keys
The caretaker will let you in and make arrangements with you for locking up at the end.
Important Numbers
Village Hall Chairman: Stuart Blair 07809 702204
Caretaker: Tony Aram 07891 954434
17. Privacy policy
In order to comply with General Data Protection Regulation (GDPR), effective from 25th May 2018, Elston Village Hall Trustees require the consent of any potential or actual hirers of the Hall who give personal information in their booking form.
Only relevant information is requested in order to facilitate your hire of the Hall or its equipment, or your participation in Hall events.
Your personal information data will never be shared with a third party.
If you are a hirer and complete a booking form, you are consenting to us holding and using your data in this way. You may request its amendment or deletion at any time.
Any questions, please contact the Chairman Stuart Blair on 07809 702204
NB. There is no telephone in the hall; we therefore recommend Hirers bring a mobile phone.
DIRECTIONS FOR USING THE DISHWASHER/SANITISER
Selector knob On indicator Correct temp. indicator On/off button
Figure 1
3 minute wash symbol
Off symbol
Drain symbol
Figure 2
WASHING
vertical. The bottom end of the pipe must go into the drain
pipe.
hole in the water tank - a bit tricky as the hole is hidden by
the filter. When it goes into the hole the top of the pipe
will be about 1cm above the top of the filter. Press it down
firmly so the top rests on the filter. Figure 4
18. Replace the baskets; close the door - job done. Overflow pipe being
removed
(Charity Commission Number 522214)
Please read the following ‘Conditions of Hire’ carefully. When you sign your booking form you agree to abide by all the terms and conditions given below.
If the Hirer is in any doubt as to the meaning of these conditions please consult a member of the committee. For the purposes of these conditions, the HIRER shall mean an individual hirer, or, where the hirer is an organisation, the authorised representative.
SPECIAL CONDITIONS
1. Capacity of Elston Village Hall, as stipulated by the Fire Authority
Dancing only 150
Dining and dancing 100
Closely seated audience 100
2. Alcohol and entertainment license
Elston Village Hall is licensed (Licensing Act 2003) by Newark & Sherwood District Council for entertainment (live and recorded music and dancing) and the supply of alcohol between the following hours:
Monday to Thursday 12 noon to 23.00 hours
Friday and Saturday 12 noon to 12 midnight
Sunday 12 noon to 22.30 hours
New Year’s Eve 12 noon to 01.00 hours
Plus half an hour to clear away at the end of the event.
The serving of alcohol and all music and dancing should therefore cease at the end times given above.
All Hirers must complete the ‘Application for permission to supply alcohol’ form and clearly state, at the time of booking, if they intend to supply any alcohol during their period of hire. The Designated Premises Supervisor will attend any function where alcohol is being supplied.
Any incidents that occur in the hall during a function, where alcohol is being consumed, will be recorded in the incidents register located in the ‘Guidance for Hirers’ handbook in the hall.
Glasses must not be taken out of the hall in case of breakages.
3. Smoking
Elston Village Hall operates a NO SMOKING policy throughout the building. There is a designated smoking area outside the hall.
4. Booking Procedure, Hiring Agreement and Payment
- To secure your booking a deposit is required. If the cost is less than £150 please pay in full within the next 14 days.
- Where the cost exceeds £150, a deposit of £150 is required and the balance must be
- Cancellations will be accepted up to 30 days before the event.
- If the booking is cancelled the deposit will only be refunded if the hall can be re-let.
- Cheques should be made out to Elston Village Hall and taken, or sent, to Elston
- BACS A/C: 19444141 Sort code: 54-10-23 Elston Village Hall
- If paying by BACS please quote name and date and send confirmation of payment
- By signing the hiring agreement the hirer accepts full responsibility for Elston Village Hall for the duration of the hire period and he/she complies with license conditions, fire and other safety regulations and the hall’s operating schedule and licensing rules. The person signing the agreement undertakes to be present and responsible for these conditions/regulations during the period of hire.
5. Hire Period
The Hirer should include time for preparation and clearing up when establishing the total period of hire required. Preparation and clearing up time will be charged at the usual hourly rate. The hirer is responsible for making sure that the premises are not left unattended and unsecured at any time during the hire period.
6. Removal of rubbish
Hirers must dispose of all rubbish at the end of their booking. Hirers may place their rubbish in the bins provided by the village hall but must not put anything in the bins that belong to the shop. Any rubbish that cannot be contained in the village hall bins must be removed from the premises.
7. Village Hall Property
Hirers may use the equipment, crockery, cutlery, glasses etc. to be found in the kitchen (unless otherwise directed).
Please inform the Committee if you notice any damage or broken items at the start of your hire period. Replace tables and chairs* and clean the Hall to the same standard in which it was found.
Please ensure that, during your use of the hall, the chairs remain clean. If you notice that one is dirty or damaged please put it on one side - away from the rest of the chairs - and, if possible, bring it to the attention of the caretaker. Failure to meet conditions 6 & 7 will result in the trust withholding some or all of the hirer’s deposit.
*When re-stacking the chairs please leave a metre gap between the chairs and the side walls so that visitors to Pentagon meetings, and other functions, can browse the boards.
8. Vandalism
Elston Village Hall operates a zero tolerance policy on vandalism and graffiti. If such damage occurs during your booking you will be responsible for paying the full cost of rectifying all damage.
9. Emergencies
The hirer and/or another responsible adult should be conversant with the location of first aid and fire-fighting equipment and read the Fire Evacuation Procedure notice. The First Aid box is located in the kitchen. All accidents must be recorded on the Accident Form, located near the First Aid box and reported to the committee
10. Purpose of Hire
The Committee reserves the right to refuse any application for hire, without stating their reasons.
11. Right of Entry
The Committee, or persons authorised by them, shall have the right of free and unimpeded entry to the premises at all times
12. Cancellation or Termination of Hire
The Trust reserves the right to cancel the Hiring Agreement at any time, or to prohibit the continuance of an event, if it considers that the hirer has failed to comply with any of the Conditions of Hire. In such circumstances the Hirer shall forfeit the whole of the fees paid for the hire, and the Trust shall not be liable for any payment in respect of any actual or presumed loss of profit or any other cause.
13. Noise
The Hirer is responsible for ensuring that noise is kept to a minimum when guests are arriving at and leaving the building.
14. Parking
Elston Village Hall has limited parking spaces. Parking is at Owners Risk. The Committee take no responsibility for loss or damage to property whilst on Village Hall property. Any cars left overnight must be removed by 3pm the following day.
15. Public Liability Insurance
The insurance held by Elston Village Hall Trust provides limited cover for personal and social users of the Hall. The Hon. Treasurer can provide details on request. We recommend that you check your own insurance cover before organising an event.
16. Promotional Material
Promotional material may not be attached to any part of Elston Village Hall without prior permission of the Committee.
17. Temporary Decorations
The use of sellotape, bluetac, drawing pins and nails on internal walls is forbidden. You will be charged for damage to the walls or décor.
However, there are strategically placed hooks on the walls to which you may attach lightweight decorations.
18. Bouncy Castles
The maximum height for bouncy castles/inflatable toys to be used inside the Hall is 3 metres. Bouncy castles must not exceed this height. Note that Elston Village Hall Trust is not covered for any claims arising from the use of bouncy castles or any other equipment brought into the Village Hall or used on Village Hall property, by the Hirer. It is the responsibility of the Hirer to ensure that the use of such equipment is properly insured.
19. Disco equipment
We regret that the use of ‘bubble or smoke machines’ is not permitted.
20. Personal Property
Elston Village Hall accepts no responsibility for loss or damage to personal property brought onto our premises.
STANDARD CONDITIONS
1. Supervision
The Hirer must be over 18 years old and will, during the period of hire, 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 to the highway. Parties are not permitted in the village hall unless more than 60% of the attendees are either under 11 or over 25 years of age.
2. Use of Premises
The Hirer shall not use the premises for any other purpose other than 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 or bring into the premises anything which may endanger or render invalid any insurance policies in respect thereof, nor allow the consumption of alcohol thereon without written permission.
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. Public Safety Compliance
The Hirer shall comply with all conditions and regulations made in respect of the premises by the Fire Authority, Local Authority, and the Local Magistrates Court or otherwise, particularly in connection with any event, which includes public dancing or music or similar public entertainment. A copy of the Fire Evacuation Procedure is located in the foyer near the front door and also in section 3 in the ‘Guidance for Hirers’ handbook which is in the kitchen.
5. Health and Hygiene
The Hirer shall if preparing, serving or selling food observe all relevant food health and hygiene legislation and regulations (see section 4 of the ‘Guidance for Hirers’ handbook) and record in the Catering Diary (see separate folder) that they have done the opening/closing checks and reported any problems. Elston Village Hall will not be responsible for any health or hygiene problems resulting from use of the kitchen during the period of hire. The Hirer should bring their own tea towels as these are not provided.
6. Electrical Appliance Safety
The Hirer shall ensure that any electrical appliances brought by him to the premises and used there shall be in safe and good working order, and used in a safe manner. Where a residual circuit breaker is provided under terms of the PEL or CPL the hirer must make use of it in the interest of public safety.
7. Indemnity
The Hirer shall indemnify the Elston Village Hall Committee for the cost of repair of any damage done to any part of the property including the curtilage thereof or the contents of the building, which may occur during the period of hire as a result of the hiring. The Hirer shall be responsible for making arrangements to insure against any third party claims which may lie against him (or the organisation if acting as a representative) whilst using the Elston Village Hall. (The Village Hall is insured against claims arising out of its own negligence).
8. Animals
The Hirer shall ensure that no animals (including birds) except Guide Dogs are brought into the Hall, without special permission from the Committee.
9. Compliance with the Children Act
The Hirer shall ensure that any activities for children under eight years of age comply with the provisions of The Children Act 1989 and that only fit and proper persons have access to the children. No person under the age of 16 will be permitted on the premises unless accompanied by an adult. See separate ‘Safeguarding’ policy document Appendix A
10. Fly Posting
The Hirer shall not carry out or permit fly posting or any form of unauthorised advertisements for any event taking place at Elston Village Hall, and shall indemnify the committee accordingly against all action, claims and proceedings arising from any breach of this condition.
11. Cancellation
If the Hirer wishes to cancel the booking before the date of the event and the Committee is unable to conclude a replacement booking, the question of payment or the repayment of the fee shall be at the discretion of the Committee. The Committee reserves the right to cancel the hiring in the event of the hall being required for use as a Polling Station for a Parliamentary or Local Government election or by-election, in which case the Hirer shall be entitled to a refund of any deposit already paid.
12. Unfit for Use
In the event of Elston Village Hall or any part thereof being rendered unfit for the use for which it has been hired, the Committee shall not be liable to the Hirer for any resulting loss or damage whatsoever.
Heavy snow – in the event of heavy snowfall and ice the access to Elston Village Hall may become dangerous and impassable. The Trustees therefore have the right to cancel any booking at short notice, as the VH and car park are unfit for hire. The Hirer will receive a full refund of their deposit.
13. Refusal of Booking
The Committee reserves the right to refuse a booking without notice or to cancel this hiring agreement at any time before or during the term of the agreement upon giving seven days’ notice to the hirer.
14. End of Hire – Leave the Hall in a clean and tidy condition
The Hirer is responsible for leaving the premises and the surrounding area in a clean and tidy condition, properly locked and secured unless directed to do otherwise. Also, any contents temporarily removed from their usual positions must be properly replaced; otherwise the Committee shall be at liberty to make an additional charge
Please check that all toilets are left clean and flushed!
Hirers are expected to clean the floors, kitchen and bar areas
PLEASE REMOVE ALL RUBBISH AT THE END OF YOUR FUNCTION
15. WIFI
The hall has free WIFI access for all Hirers. The password is 12345678vh
16. Environmental policy
See dropdown Appendix B
17. Access statement
See dropdown Appendix C
18. Keys
The caretaker will let you in and make arrangements with you for locking up at the end.
Important Numbers
Village Hall Chairman: Stuart Blair 07809 702204
Caretaker: Tony Aram 07891 954434
17. Privacy policy
In order to comply with General Data Protection Regulation (GDPR), effective from 25th May 2018, Elston Village Hall Trustees require the consent of any potential or actual hirers of the Hall who give personal information in their booking form.
Only relevant information is requested in order to facilitate your hire of the Hall or its equipment, or your participation in Hall events.
Your personal information data will never be shared with a third party.
If you are a hirer and complete a booking form, you are consenting to us holding and using your data in this way. You may request its amendment or deletion at any time.
Any questions, please contact the Chairman Stuart Blair on 07809 702204
NB. There is no telephone in the hall; we therefore recommend Hirers bring a mobile phone.
DIRECTIONS FOR USING THE DISHWASHER/SANITISER
Selector knob On indicator Correct temp. indicator On/off button
Figure 1
3 minute wash symbol
Off symbol
Drain symbol
Figure 2
WASHING
- Turn knob to the 120 seconds symbol.
- The machine will now fill with water and start to heat it.
- Allow 30 minutes for the water to become hot enough..
- The green indicator will come on when the correct temperature has been reached.
- Load the basket(s) and press and hold the On/off for 1.5 seconds button to start the wash.
- After all the washes have been completed the machine must be emptied of water.
- Turn the selector knob to 0 and remove wash baskets
- Identify the filter and overflow pipe (see figure 3 and 4)
- Firmly grasp the top of the overflow pipe; not the filter - that needs to stay in - pull the pipe straight upwards - it needs some force to free it and will come out suddenly. (watch your hand)
- Put the pipe to one side.
- Close the door fully.
- Turn the selector knob to the drain symbol (See figure 2)
- Press the On/off button; the pump will start and the machine will drain.
- This takes about 3 minutes and the machine will switch off automatically. Figure 3
- When drained turn the selector knob to 0. Filter & overflow
- Replace the overflow pipe as follows: -
vertical. The bottom end of the pipe must go into the drain
pipe.
hole in the water tank - a bit tricky as the hole is hidden by
the filter. When it goes into the hole the top of the pipe
will be about 1cm above the top of the filter. Press it down
firmly so the top rests on the filter. Figure 4
18. Replace the baskets; close the door - job done. Overflow pipe being
removed