BICTON HEATH HALL ASSOCIATION

STANDARD CONDITIONS OF HIRE - BICTON HEATH COMMUNITY HALL

The HIRER is the person who has booked the use of the hall and will pay a HIRE fee to the BHHA for the period agreed. (If the Hirer is in any doubt as to the meaning of the following, then please contact the BHHA Booking Secretary.)

For the purposes of these conditions, the term HIRER shall mean an individual hirer or, where the hirer is an organisation, the authorised representative of that organisation, chairman, Director, Proprietor or Trustee.

1. THE HIRER will complete the form for session checks and during the hire period shall be responsible for the supervision and care of the premises, the toilet and kitchen facilities, the fabric, doors, windows, furniture, furnishings, crockery, cutlery and other contents; and in regard to the hire period shall be liable for any damage caused to these.
   
2. THE HIRER will be responsible for the safety, well-being and behaviour of all persons using the premises whatever their capacity, and in the case of young children shall be especially diligent in regard to child protection, marshalling of entry and exit and shall determine and implement procedures to ensure safe movement and activities within the hall.
   The HIRER must provide their own door marshals or security arrangements/policing for late-night or adult events.
   
3. THE HIRER will be responsible for the safety and supervision of associated car-parking arrangements so as to avoid obstruction of the highway, or danger to third parties. THE HIRER shall ensure that due regard is given to neighbouring dwellings and shall seek to minimise the noise from vehicles and people during arrival and departure.
   
4. 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 nor allow the consumption of alcoholic liquor thereon without written permission, Licences or Permits as may be applicable.
   
5. THE HIRER shall be responsible for obtaining such Licences or Permits as may be needed whether for the sale or supply of intoxicating liquor (an application for which licence cannot be made if the hall deed prohibits the consumption of alcoholic liquor), or licenses in regard to Performances, or Public broadcasting or viewing.
   
6. THE HIRER shall ensure that the laws relating to entertainments, gaming, betting and lotteries are not contravened.
   
7. THE HIRER shall familiarise themselves with the location and use of fire extinguishers and 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 other similar public entertainment or stage plays. THE HIRER shall be responsible for their safe evacuation procedure.
   
8. THE HIRER shall, if preparing, serving or selling food observe all relevant food health and hygiene legislation and regulations and shall be mindful of food sell-by dates, cleanliness as well as issues regarding nuts and food allergies.
   
9. THE HIRER shall ensure that any electrical appliances brought by them into the premises and used there shall be safe and in good working order, and used in a safe manner. Equipment or items that emit smoke or fog are not permitted.
   
10. THE HIRER shall ensure that activities are ethical and legal and that noise and flashing lights do not cause nuisance.
    
11. If THE HIRER wishes to cancel the booking before the date of the event and the Committee is unable to conclude a replacement booking, then the HIRER shall be liable for full payment.
    
12. THE HIRER shall ensure that no dogs (except guide dogs), cats, pets or other animals are brought into the hall.
    
13. AT THE END of the hiring, the HIRER shall be responsible for leaving the premises in a clean and tidy condition, with all internal bins emptied into the external wheeled bin or rubbish taken away. The Hall must be properly locked and secured unless directed otherwise.  Tables, chairs, equipment and kitchen items must be returned to their usual storage positions. 
    
14. THE COMMITTEE reserves the right to cancel the hiring in the event of the premises being required for use as a Polling Station for a Parliamentary or Local Government election or by-election. Prepaid Deposits will be refunded.
    
15. IN THE EVENT of the 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.
    
16. 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.
    
17. THE COMMITTEE reserves the right to refuse a booking or to cancel the hiring agreement at any time either before or during the term of the agreement upon giving 28 days notice in writing to the hirer. The hirer shall be entitled upon such notice to reimbursement of monies pre-paid in regard to such agreement. The Committee shall not be liable to make any further payment to the hirer in regard to any loss of use of the Hall or loss of revenues so caused.
    
18. THE HIRER shall restrict access to the kitchen and ensure that they and other relevant responsible persons present are familiar with the Risk Assessments, the risk mitigation measures and the session check-list.
    
19. If the HIRER fails to comply with these conditions in full or in part then the HIRER must accept the committee reserve the right to retain the deposit, and any costs of remedy or repair for damage will re-charged to the HIRER.
    
20. A penalty of £35 shall be payable if there is excess rubbish left at the hall. Please take excess rubbish away with you.
    
21. The utilisation of the hall by the HIRER under a pre-arranged booking shall be deemed to mark the acceptance of these conditions. Where a variation of these conditions is required, then a prior written and signed agreement shall be required.