Sherford Village Community Association (SVCA)
Hire Agreement – General Conditions of Hire

If the Hirer is in any doubt as to the meaning of any of these conditions, the Bookings Manager should be consulted immediately.

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1.    Responsibility of Hirer and minimum age
The Hirer, not being a person under 18 years of age, hereby accepts responsibility for being in charge of and on the premises at all times when the public are present and for ensuring that all conditions under this Agreement relating to management and supervision of the premises are met.
2.    Supervision

The Hirer shall, during the period of the hiring, be responsible for -
a. supervision of the premises and the event itself
b. the fabric and the contents of the hall 
c. the care and safety of those attending the event
d. the limits of noise generated by the event
e. any damage caused
f. the behaviour of any persons using the premises, whatever their capacity, both within the Hall and its immediate vicinity 
g. proper supervision of car parking arrangements so as to avoid obstruction of the highway. 

As directed by the Bookings Manager, 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. At the discretion of SVCA, a returnable deposit may be required (See also clause 25. No Alterations.)
3.    Use of premises
The Hirer shall not use the premises for any purpose other than that previously agreed and shall not sub-hire or use the premises or allow the premises to be used for any unlawful or unsuitable 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 alcohol thereon without prior permission. Hire charges and, if applicable, any special conditions, will be notified to the Hirer and agreed with the Bookings Manager in advance of the hiring.
4.    SALE OF ALCOHOL - PREMISES LICENSE
Sherford Village Hall has a full Premises License for both regulated entertainment and for the sale of alcohol.
This Agreement gives permission to the Hirer for a performance of live music and/or the playing of recording music but only within the terms of the License. With the prior agreement of the Bookings Manager/Dedicated Premises Supervisor (DPS), the sale of Alcohol may be provided by the DPS and his staff but only within the terms and limitations of the License.  With prior agreement by the DPS, the provision of Alcohol by the hirer may be permitted but only within the terms of the Licensing Acts.   In such circumstances, the SALE of any alcohol, directly or indirectly, is strictly prohibited.
5.    Maximum permitted number of people per room
The Hirer agrees not to exceed the following maximum permitted number of people (including the organisers/performers) per room:

6.    Music copyright licensing
The Village Hall has a joint license from the Performing Rights Society (PRS) and Phonographic Performance Limited (PPL) for the performance of live or recorded copyright material.
7.    Attendance
The Hirer agrees with SVCA to be present throughout entire period of the hiring and to comply fully with this Hire Agreement.
8.    Insurance and indemnity
(a)    The Hirer shall be liable for:
(i)    the cost of repair of any damage (including accidental and malicious 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 made against or incurred by SVCA, their employees, volunteers, agents or invitees 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 made against or incurred by SVCA, their employees, volunteers, agents or invitees as a result of any nuisance caused to a third party as a result of the use of the premises by the Hirer;
and, subject to sub-clause (b) below, the Hirer shall indemnify and keep indemnified accordingly each member of SVCA and the Village Hall’s employees, volunteers, agents and invitees against such liabilities.
(b)    The Village Hall shall take out adequate insurance to insure the liabilities described in sub-clauses (a)(i) above and may, in its discretion and in the case of non-commercial hirers, insure the liabilities described in sub-clauses (a)(ii) and (iii) above.   The Village Hall shall claim on its insurance for any liability of the Hirer hereunder but the Hirer shall indemnify and keep indemnified each member of SVCA and the Village Hall’s employees, volunteers, agents and invitees against (i) any insurance excess incurred and (ii) the difference between the amount of the liability and the monies received under the insurance policy.
(c)    Where the Village Hall does not insure the liabilities described in sub-clauses (a)(ii) and (iii) above, the Hirer shall take out adequate insurance to insure such liability and on demand shall produce the policy and current receipt or other evidence of cover to the Village Hall Bookings Manager. Failure to produce such policy and evidence of cover will render the hiring void and enable the Hall Bookings manager to rehire the premises to another Hirer.
All incidents likely to be the subject of an Insurance claim, or details of any damage whatsoever caused whilst the Hall is subject to a hire agreement, MUST be reported promptly by the hirer to the Bookings Manager, or any member of the Village Hall Committee.
9.    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.
10.    Public safety compliance
The Hirer shall comply with all conditions and regulations made in respect of the premises by the Local Authority, the Licensing Authority, and the hall’s Fire Risk Assessment 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. The Hirer shall also comply with the hall’s health and safety policy. The Fire Service shall be called to any outbreak of fire, however slight, and details shall be given to the Bookings Manager.
(a)    The Hirer acknowledges that they have received instruction in the following matters:
•    The action to be taken in event of fire. This includes calling the Fire Brigade and evacuating the hall.
•    The location and use of fire equipment.
•    Escape routes and the need to keep them clear.
•    Method of operation of escape door fastenings.
•    Appreciation of the importance of any fire doors and of closing all fire doors in the event of a fire.
•    Location of the first aid box.
(b)    In advance of any activity, whether regulated entertainment or not, the Hirer shall check the following items:
•    That all fire exits are unlocked and panic bolts in good working order.
•    That all escape routes are free of obstruction and can be safely used for instant free public exit.
•    That any fire doors are not wedged open.
•    That exit signs are illuminated.
•    That there are no obvious fire hazards on the premises.
•    That emergency lighting supply illuminating all exit signs and routes are turned on during the whole of the time the premises are occupied (if not operated by an automatic mains failure switching device).
11.    Noise and Smoke
The Hirer shall ensure that the minimum of noise is made on arrival and departure, particularly late at night. All activity to end by 12 midnight on the day of the hiring. 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.
No hiring may use any smoke effects in their event as the alarm will be activated.
12.    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. No illegal drugs may be brought onto the premises or used by any person within the Hall itself, or its curtilage, during the period of hire. 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 in accordance with the Licensing Act 2003.
13.    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 and thermometer.
14.    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 provided the Hirer must make use of it in the interests of public safety. All sound or music equipment used in the Main Hall shall only be connected to the designated power sockets. The Hirer will not alter or interfere with any electrical system on the premises
15.    Stored equipment
SVCA accepts no responsibility for any equipment permitted to be stored on the premises, or for any 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 equipment permitted to be stored) 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. In the event of either:
(a)    the failure by the Hirer either to pay any charges due and payable in respect of stored equipment, or to remove the same within 7 days after the agreed storage period has ended; or
(b)    the failure by the Hirer to dispose of any property brought on to the premises for the purposes of the hiring, SVCA may at its absolute discretion dispose 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 and selling or otherwise disposing of the same.
16.    Smoking
The Hirer shall, and shall ensure that the Hirer’s invitees, comply with the prohibition of smoking in public places provisions of the Health Act 2006 and regulations made thereunder. Any person who breaches this provision shall be asked to leave the premises. The Hirer shall ensure that anyone wishing to smoke does so outside and disposes of cigarette ends, matches etc. in a tidy and responsible manner, and so as not to cause a fire.
17.    Accidents and dangerous occurrences
Any failure of equipment belonging to the Village Hall or brought in by the Hirer must be reported as soon as possible. The Hirer must report all accidents involving injury to the public to a representative of SVCA as soon as possible.
18.    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 committee. No decorations are to be put up near light fittings or heaters.
19.    Heating
The Hirer shall ensure that no unauthorised heating appliances shall be used on the premises when open to the public without the consent of the committee. Portable Liquefied Propane Gas (LPG) heating appliances shall not be used.
20.    Animals
The Hirer shall ensure that no animals (including birds), except guide dogs, are brought into the premises, other than for hirings agreed to by the Village Hall. No animals whatsoever are to enter the kitchen at any time.
21.    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 SVCA 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.
22.    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.
23.    Cancellation
If the Hirer wishes to cancel the booking before the date of the event and the Village Hall is unable to conclude a replacement booking, the question of the payment or the repayment of the fee shall be at the discretion of SVCA.   SVCA 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)    SVCA 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 deposit already paid, but SVCA shall not be liable to the Hirer for any resulting direct or indirect loss or damages whatsoever.SVCA may also cancel any hiring, including during the hire itself, at its discretion upon any breach of the hire conditions especially Clause 12 above.
24.    End of hire
The hirer shall vacate the premises promptly at the end of the hire period. 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, SVCA shall be at liberty to make an additional charge.  By prior agreement, arrangements for the Hall to be returned to its pre-hiring condition, can be implemented after the event ends.
25.    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 agreement  of the Village Hall Bookings Manager. Any alteration, fixture or fitting or attachment so approved shall at the discretion of SVCA remain in the premises at the end of the hiring. It will become the property of SVCA unless removed by the Hirer who must make good to the satisfaction of SVCA any damage caused to the premises by such removal. No item may be affixed to any part of the building, with the exception of the pin rail provided in the Main Hall, with screws, pins, nails, Sellotape, Blue Tack, or any other method
26.    No rights
The Hiring Agreement constitutes permission only to use the premises and confers no tenancy or other right of occupation on the Hirer.