For purposes of these conditions, the term ‘Hirer’ means an individual hirer or the authorised representative of an organisation in charge of the Hall. Premises means all the areas and facilities within the boundaries of the Hall property.

1. Supervision & Behaviour

The hirer will, during the period of the hire or use of the Hall, be responsible for supervision of the premises, the fabric and the contents and the care and safety of those using the Hall. The hirer will be responsible for the behaviour of all persons using the premises, including supervision of the car parking to avoid obstructing the highway.

The hirer will ensure consideration for the neighbours before, during, and after the hire. We do not tolerate intimidatory, aggressive, or threatening behaviour before, during, or after the hire—either towards members of the trustee committee, booking clerk, cleaner or workmen, local residents, or businesses. Any unacceptable behaviour could mean refusal of a booking, forfeit of deposit or prohibition of a future booking. 

2. Purpose of the use of premises

The hirer will not use the premises except for the purpose described in the hiring letter which should be disclosed at the time of enquiry, along with the number of people at the event. They shall not subhire or use the premises for any unlawful purpose or operate the hire in an unlawful way. Nothing shall be brought onto the premises that might endanger them or individuals using the Hall.

3. Licensing

If alcoholic liquor is to be sold in any fashion the hirer is responsible for obtaining the relevant licence and showing it to the booking clerk before the hire.

Nothing shall be done on the premises in contravention of the law relating to gambling, betting and lotteries.

4. General use of the Hall

The hirer shall, if preparing, selling or serving food observe all relevant food health and hygiene legislation and regulations.

The hirer will observe all conditions and regulations made in respect of the premises by the Fire Authority, the Local Authority and any Magistrates court.

Specifically:

– emergency exits must not be blocked nor kept open during the hire, except the door to the patio which may be opened for ventilation. The swing doors at the entrance are part of the fire door arrangement and should be kept closed.

• • • –  fire extinguishers must not be moved nor discharged without cause and the fire alarm must remain live.
  • • –  windows may be opened for ventilation during the hire period but must be left closed when the hirer leaves.
  • • –  no tampering with the noise level equipment may take place.
  • • –  any large amplified music (eg disco or instruments) must be sited at the end of the hall nearest the fireplace and toilets.
  • –  no animals (except guide dogs) may be brought into the Hall except with committee approval.

5. Equipment brought in

Any equipment brought by the hirer for use in the hire must be safe and in good working order and used in a safe manner without causing any damage to the Hall. This includes flammable substances or decorations which are combustible. For children’s birthday parties, we allow soft play, but not bouncy castles. Activities cannot be taken outside unless it has prior permission by the Committee. 

6. Age of Hirer

Any person hiring the Hall must be at least 21 years of age.

7. Hirer’s Indemnity

The hirer will indemnify the committee for the cost of the repair of any damage done to any part of the property or its contents which may occur during the period of the hiring as a result of the hiring.

8. Committee Indemnity

The Hall Management Committee are unable to accept any liability for loss or damage to any vehicles or equipment brought onto the property, however caused.

9. Maximum numbers

We don’t accept bookings for more than 60 people, as we have limited car parking space. The committee may allow exceptions for this to be exceeded by Bourne End residents and community events.

10. Viewing

Prior to booking, we welcome you to view the hall first. Generally, this will take place between 8-9am on weekday mornings, or a Friday afternoon. Other times may be available depending on the availability of the hall. In the event of not meeting at the agreed time, we charge £15 for a second viewing time. These should be agreed with the booking clerk beforehand.

The Committee are also unable to accept any liability for losses or damage to individuals or their property caused by the Hire or being brought onto the property for the Hire.

Hirers are advised to consider obtaining insurance as befits their function. 

11. Bookings

Bookings are made online via our website, www.bourneendvillagehall.co.uk. You will need to create a profile through our technology partner’s booking system, Hallmaster, and select the date and time you require. This will be reviewed by our booking clerk who will email you to confirm the booking. All bookings are at the discretion of the Bourne End Village Hall Trustee Committee, and the booking clerk has the right to refer any request to use the hall to the Committee for their approval. We reserve the right to not inform the proposed hirer of a review, and we don’t have to provide a reason if declined. 

The Committee will consider evening bookings at weekends; however, they will generally be limited to Bourne End residents only, with additional terms agreed.

We don’t normally accept weddings, large family gatherings or similar.

12. Payment

The rates charged are for the sole use of the hall – to include the main hall, kitchen and car park. An additional fee is payable for the use of the overhead projector and audio equipment, cleaning if necessary and any additional hours.

Singular Hire
Once The hirer has agreed with the Terms of Hire and has ticked the box through hallmaster (or has asked the clerk to do it for them), an invoice for the booking will be raised. The invoice will detail the date and time booked, along with any additional services such as cleaning or the overhead projector.

We ask for a security deposit of £150, which is payable at the same time. The deposit will be refunded, at the discretion of the management committee within 28 days of the hire date as long as guidelines are followed.

Invoices must be paid in full within 28 days of issue and before the hire commences, unless a specific arrangement has been made with the booking clerk, otherwise we retain the right to cancel the booking. We prefer invoices to be paid by bank transfer, the details of which are on the invoice provided.

Regular Hire
Once The hirer has agreed with the Terms of Hire, and ticked to confirm this on Hallmaster, an initial invoice will be raised, which will confirm the date and times booked, along with any other additional services.

Subsequent invoices will be raised at the end of the calendar month for the following month, of which we ask to be paid within 28 days of issue. If invoices remain unpaid, we retain the right to cancel the booking. The booking clerk will ask on a quarterly basis for the next quarter/term dates.

Any alternative arrangements should be directed to the booking clerk, and if necessary, referred to The Committee for consideration.

13. Deposit

A deposit of £150 will be charged against breakages, loss or damage for weekend, evening and larger events. The Committee reserves the right to amend the deposit amount depending on the nature of the event.

If guidelines have not been followed, the committee will be notified and reserves the right to retain some or all of the original deposit. This could include (and not exclusively) additional cleaning, broken or damaged appliances, noise or nuisance complaints by local residents or businesses, damage to the hall including broken lights / damaged floor / or misuse of audio and visual equipment or leaving sellotape on the walls or beams. 

Should this occur, we may also prohibit the use of the hall in the future including to family members, and those living at the same address or organisation. 

14. Cancellation

Cancellation by you:
Single Hirers: If the hirer wishes to cancel the booking before the date of the event and a replacement booking cannot be obtained, the question of the payment or repayment of fee and deposit shall be at the discretion of the committee. If this falls within 28 days of the hire, we will charge 25% of the hire fee.

Regular Hirers: If the hirer wishes to cancel their regular booking, we ask for a minimum of 28 days’ notice before their final hire date. All invoices must be paid up to date, and any queries must be directed to the booking Clerk.

Cancellation by us:
Exceptionally, the Hall may be required for a polling station, or by the church at short notice on a Sunday morning if their premises become unavailable. The Committee reserves the right to cancel any hire for any reason and refund your fees and deposits.

15. Arrival and Departure

An information sheet detailing how to access the hall, and any other relevant information to the hire, will be sent to the hirer no more than a week before hire unless other arrangements have been made with the booking clerk. Regular hirers will be informed if any changes are made to hall access, which may include emergency repairs and access if needed.

An access code will be provided. For single hires, these codes are valid only for the exact duration of your hire, and if requested additional time can be provided for supplement. For regular hirers, a code will be produced exclusively for you which will work during your time slot booked. 

The hirer shall ensure that minimum noise is made on arrival and departure of those involved in the hiring.

16. End of Hire

The hirer shall leave the Hall and surrounds in a clean and tidy condition, removing all rubbish (including any decorations, sellotape, blu-tak) to the relevant container. All lights, heating and equipment shall be turned off (except water, heating gas and electric supply and fire alarms). The premises shall be locked, and the door lock closed. A checklist will be supplied to ensure these conditions have been met. The heating should be turned down to 15 Deg C at the thermostat on the wall.

17. Safeguarding

You must ensure that any activities for children, young people and adults at risk are only provided by fit and proper persons in accordance with the Children Act 1989 and 2004, the Safeguarding Vulnerable Groups Act 2006 and any subsequent legislation.

When requested, you must provide us with a copy of your Safeguarding Policy and evidence that you have carried out relevant checks through the Disclosure and Barring Service (DBS). All reasonable steps must be taken to prevent harm, and to respond appropriately when harm does occur.  Relevant concerns must be reported.