Bookings

PLEASE ENSURE THAT TABLES ARE NOT DRAGGED ACROSS THE HALL FLOOR 

Damage to the floor is expensive to repair and will ultimately lead to increases in hire charges.   Please consider all users. 

STANDARD TERMS & CONDITIONS OF HIRE 

Definitions: within these Terms and Conditions the following definitions shall apply:  

HIRER: 

“Hirer” shall mean an individual hirer, or where the “Hirer” is an organisation (whether profit making or otherwise) the authorised representative thereof. 

HALL 

“Hall” shall mean the premises commonly known as The Village Hall in Sherborne St John, including the main hall, meeting room, Doctor’s suite, kitchen, bar, storage areas (internal and external), parking area and enclosed paved patio area together with all gates, fences bollards and other constructions on or enclosing the Hall site. 

HIRE  

“Hire” shall mean all that time, including provision for setting up and clearing and cleaning, allocated to the Hirer for the use of the Hall or any part thereof to carry out such activities as outlined in the Booking Form on condition of payment of Hiring Charges. 

Village Hall Management Committee 

The Village Hall Management Committee (“VHMC”) comprises the Trustees charged with the day to day administration of the Hall, and hold the positions of Chairperson, Secretary, Treasurer, and other Committee Members as required by the Hall Trust deed.    

DEPOSIT 

The amount required to be paid in advance by the Hirer to secure the booking for a given event 

SECURITY (INDEMNITY) DEPOSIT 

A specific sum of money which may be required to be paid by the Hirer as surety against last minute cancellation and/or damage or the requirement for cleaning caused by the hire. 

1. HIRE 

1.1 The Hirer will, during the entire period of the hiring, be responsible for the supervision of the Hall, the fabric and the contents, their care, safety from damage and the behaviour and safety of all persons using the Hall whatever their capacity, including proper supervision of car parking arrangements to ensure access to highway and emergency access at all times.

   1.2 The Hirer shall not use the Hall for any purpose other than that described in the hire agreement and shall not sub hire or use or allow the Hall to be used for any unlawful purpose. 

   1.3 No bookings will be accepted for functions extending beyond 12 midnight: THE HALL MUST BE COMPLETELY VACATED BY MIDNIGHT.   (Note: for functions held on the evening of 31st December in any year, special terms may be agreed to extend a booking past midnight at the sole discretion of the VHMC). 

1.4 The right to refuse any application received for the hire of the hall, without assigning any reason, is reserved to the VHMC or the Booking Secretary acting on their behalf, provided that the Booking Secretary will report their action to the next meeting of the VHMC. 

1.5 The payment of Hiring Charges, Deposit and the Security (Indemnity) Deposit (referred to in Clause 3.1) is required at the time of making the booking except under certain long-let conditions agreed by the VHMC.  In the case of payment by cheque, these should be made payable to the “Sherborne St John Village Hall”.  Cheques should be presented with the Booking form to the Booking Secretary, post-dated cheques will not be accepted.    All payments in respect of Hiring Charges and Deposits will be banked as soon as possible after receipt. 

1.6 30 clear days notice of cancellation of a booking or any part of a booking must be given, otherwise the full charges as booked will be payable. 

2. CONDITIONS OF USE & TERMINATION OF HIRE 

2.1 The Hirer is responsible for leaving the Hall in the condition in which it was found when the hire commenced. In particular, they are responsible for the removal of any and all materials, supplies, goods and/or equipment brought onto the premises;  the floors to be swept and if necessary swabbed, the kitchen (including all counters and worktops) cleaned throughout (if used) and any rubbish created by the Hirer removed from the Hall by the Hirer.  Any Hall contents temporarily removed from their usual positions shall be properly replaced. UNUSED FOOD MUST BE TAKEN AWAY FROM THE SITE – it must not be left in the kitchen or outside sacks. 

2.2 The use of any decorative fixings is strictly restricted to the use of loose, removable hooks on the picture rail in the main hall.  The use of drawing pins, “blue tak” or other adhesive fixings is expressly prohibited other than on the fixed notice boards or movable display boards as appropriate. 

2.3 Heating in the Hall is controlled automatically by the controller on the wall, it can be readily adjusted to increase or decrease the temperature. ON NO ACCOUNT MUST ANY ATTEMPT BE MADE TO ADJUST ANY SETTINGS OF INDIVIDUAL RADIATORS – this can result in damage to the fittings and result in a forfeit of any deposit or an additional charge (see 3 below). If the temperature controller is adjusted by the Hirer, it must be reset to its original value at the end of the hire.

3 .SECURITY (INDEMNITY) DEPOSIT AGAINST DAMAGE OR ADDITIONAL CLEANING

3.1 Persons hiring the Hall for Weddings, Dances, Parties, Discos and any other ‘one off’ event shall lodge with the booking secretary at the time of the booking a Security (Indemnity) Deposit as surety against breakage, damage, the need for additional cleaning or late cancellation (“Security (Indemnity) Deposit”); In the event of breakage or failure to leave the Hall in the condition described in 2.1 above, all or part of the Special Deposit shall be retained as compensation.  ALL DAMAGE MUST BE REPORTED IMMEDIATELY TO THE BOOKING SECRETARY OR AUTHORISED REPRESENTATIVE OF THE VHMC. 

3.2 Any damage to the electrical equipment caused by overloads from external equipment is the responsibility of the hirer and will be recovered from the deposit paid or by additional charge if the deposit is insufficient to meet the costs of repair or replacement of the equipment. 

3.3 The heating in the hall is controlled centrally. INDIVIDUAL RADIATORS CANNOT BE ADJUSTED AND TO ATTEMPT TO DO SO MAY CAUSE THEM PERMANENT DAMAGE. Users may adjust the temperature of the hall within strict limits (+2degC or -1Deg C from the set temperature) by adjusting the NEST controller mounted on the wall to the right inside the main hall entrance doors. NO OTHER ADJUSTMENTS ARE POSSIBLE. In the event of heating or other services failure, users must contact the Hall Caretaker in the first instance.

4. SECURITY 

4.1 Keys are obtainable from the Caretaker or other person nominated by the VHMC from time to time. 

4.2 The Hirer will secure the premises as instructed on leaving and return the keys immediately. 

5. LICENSING ACT 2003 – Provision and Consumption of Alcohol on the Premises

When alcohol is supplied (whether by sale or otherwise) or consumed on the premises, the hire Deposit shall be increased to £250. The deposit will be lost in the circumstances shown on the booking form. This condition and the provisions of this clause apply to all functions where alcohol is available including:

o where a licensed bar is provided

o where users are provided with alcohol as part of the function, either free or as part of a ticket price

o where users bring their own alcohol

Sherborne St John Village Hall has a Premises Licence (Number 16/00047/PREMV) issued by Basingstoke & Deane Borough Council for Music and Dancing and for the Sale of Alcohol between the hours of 0830 and 22.30 each day. The Licence is kept on the premises under the control of the Committee. 

The Committee requires that alcohol can only be sold, provided or consumed on the premises under the supervision of a person over the age of 25 authorised by the Management Committee under the terms of the licence as a Responsible Person.

During the period of hire and to the extent applicable, The Hirer, or their nominee, shall be the delegated Responsible Person and is required to ensure compliance with the Premises Licence, with the Management Committee Policy on the provision and consumption of alcohol and with the requirements of the Licencing Act 2003. If nominating another as the Responsible Person, the Hirer must inform the Bookings Secretary of the name and address of the person nominated at least two weeks before the hire commences. Failure to do so will result in the hire being deemed to have been terminated with loss of deposit if appropriate. The Responsible Person is, in particular, responsible for:

a) the behaviour of all persons on the premises, including when arriving or leaving, and for the observance by them of public order, noise, decency, and the avoidance of drunken or disorderly conduct, including ensuring that drunken or disorderly persons are not admitted to the premises.

b) Ensuring that the permitted time for carrying out the licensable activities is not breached.

c) Ensuring that the sale or other provision of alcohol is made only by an individual or individuals over the age of 18yrs authorised and supervised by the Responsible Person.

d) Ensuring compliance with the Sherborne St John Village Hall Age Verification Policy (available separately) aimed at ensuring that no alcohol is sold to anyone under 18 years of age.

e) Ensuring that if alcohol is refused to any person because of age, drunkenness or for any other reason the incident is recorded in the Refusal/incident Log kept in the bar area. 

f) Leaving the premises, its contents and the whole site in a clean and tidy condition and vacating the site at the agreed time. 

g) Obtaining a Temporary Event Notice (TEN) where one is required.

A TEN may only be obtained by a Hirer, or a person associated with, employed by or contracted with the Hirer, if written permission has been given by the Committee at the time the booking is made. A copy of the TEN must be provided to the Bookings Secretary at the time such Notice is granted by the Licensing Authority. The Hirer is responsible for all aspects of obtaining a TEN but the Committee will use its best endeavours to advise the Hirer of the number of TENs issued or outstanding in respect of the Premises. The Committee will not guarantee or otherwise certify the accuracy of any such figure and no liability will be accepted by the Committee for any consequences if the figure is incorrect.

h) Conditions applying where a Temporary Event Notice is issued

The Hirer must fully comply with all of the Conditions of Hire of the Sherborne St John Village Hall and the Premises Licence where a TEN is given except to the extent that the TEN allows variation concerning the sale or supply of alcohol. For clarity, Hirers should note that this means that the conditions concerning availability of alcohol (increased deposit, guarantors, and circumstances of loss of deposit) still apply, as do the provisions concerning behaviour, and the avoidance of noise and nuisance.

6. GAMING, BETTING AND LOTTERIES 

6.1 Nothing shall be done on or in relation to the Hall in contravention of the law relating to gaming, betting and lotteries, and the Hirer shall be responsible for seeing that the requirements of the relevant legislation are strictly observed. 

7. MUSICAL COPYRIGHT and TV LICENCE

7.1 The Hall holds a Local Authority Licence for music and dancing but is not permanently licenced by the Performing Rights Society for Music or PPL for the playing of copyright recorded or live music. Organisers of events at which copyright music is performed in public (N.B. this does not include private parties or weddings) shall be responsible for obtaining the appropriate combined PRS for Music and PPL Licence from the Performing Rights Society (www.prsformusic.com.)

7.2 TV facilities are NOT provided as part of the hire. If the Hirer or any person using the hall as a part of the hire uses the Hall broadband facility to watch live TV whether on a mobile or a fixed receiving device, they are liable for acquiring and for the cost of the required TV licence or for any fine levied by the licencing authorities if no licence has been obtained.

8 .STAGE PLAYS 

8.1 If the purpose of the Hire is to stage a play, the Hirer must give notice of this to the Booking Secretary and advise the relevant licences are in place. 

9 HEALTH & SAFETY REGULATIONS 

9.1 The Hirer must ensure that the safety and evacuation requirements are understood and complied with by those present and must ensure all users are aware of the location of the exits and fire-fighting equipment.

9.2 The Hirer shall ensure that any electrical appliances brought to the Hall and used there shall be safe and in good working order, and used in a safe manner. 

9.3 Nothing shall be done that will endanger the policies of insurance relating to the Hall or contents and in particular: 

9.3.1 No obstruction may be placed in gangways or exits 

9.3.2 Fire appliances must be kept in their proper places and used for no other purpose than extinguishing fire. 

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

9.3.4 Explosive or highly flammable material including fireworks of any type shall not be brought onto or used on the premises. 

9.3.5The use of naked flames shall not generally be permitted. 

9.3.6 All means of escape routes must be kept free from obstruction at all times. 

9.3.7 The maximum number of persons to be admitted at any one time shall not exceed the following numbers: Main Hall - 200; Doctors’ Room – 4; Meeting Room – 20; Bar  - 3; Kitchen - 6; whether seated or standing. TOTAL OCCUPANCY - 233 persons

9.4  The Hirer must record in the Accident Book provided and report to a member of the VHMC as soon as possible, any accidents involving injury to the public Failure to do so may result in loss of insurance cover with liability then resting on the Hirer. Any failure of Hall equipment must also be reported as soon as possible to the VHMC.

10. CAR PARKING 

10.1 Cars must be parked within the designated parking bays and may not be parked so as to cause obstruction at the entrance or exits from the Hall.   

10.2 The VHMC accept no responsibility for any loss or damage to any vehicle parked or property left in the car park area of the Hall. 

10.3 Parking designated for Disabled and “setting down only” should be observed at all times. 

11 .NUISANCES 

11.1 Litter shall not be left in or about the Hall premises. 

11.2 Dogs, save for guide or other aid dogs, shall not be brought into the Hall. 

11.3 The Hirer shall be responsible for ensuring that no intrusive, externally audible noise is made on arrival, during the period of the hire and on departure. 

11.4 The Hall is a designated no smoking premises and this condition must be observed at all times.  

12. INSURANCE 

12.1 To comply with the conditions of the Hall's public liability insurance: 

a) all profit making organisations must have their own public liability insurance effective for the duration of the hire period and must declare this on the booking form. 

b) non-profit making organisations must declare if they have their own public liability insurance and, if so, the cover thereon. If suitable cover applies, the hiring organisation's public liability insurance will apply for the duration of the hire period. 

c) non-profit organisations with no public liability insurance and private hirers will be insured under the village halls public liability insurance, details of which are displayed on the notice board in the hall entrance. 

12.2 The Hirer shall indemnify the VHMC against any uninsured costs or claims in respect of personal injury and repair or replacement of any loss from, or damage done to, any part of the Hall including the curtilage thereof or the content of the Hall which may occur during the period of the hire or as a result of the hire. The VHMC reserves the right to deduct the cost of minor repairs arising in this way from any deposit paid by the Hirer. 

12.3 Any property brought into, or left at the Hall shall be entirely at the owner’s risk.    

13. CHILDREN AND VULNERABLE PERSONS 

13.1 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 Adoption & Children Act 2002 and that only fit and proper persons have access to the children. The Hirer shall understand and comply with the Management Committee’s Children and Vulnerable Persons Policy. In particular, hirers running or organising events to which members of the general public of any age are admitted (whether by virtue of tickets purchased or fees paid) must comply with any applicable requirements of OFSTED and for the need for those in charge of children to be DBS (formerly CRB) checked. Where these requirements apply, the Hirer must present copies of the relevant certification at the time their booking is made. {Note that these requirements do not apply to private parties or events to which admission is by invitation only.}

14. CANCELLATION – BY VHMC 

14.1 The VHMC reserves the right to cancel this hiring in the event of the Hall being required for use as a Polling Station for a Parliamentary or Local Government election or bye-election, or for reasons of force majeure, in which case the Hirer shall be entitled to a refund of any monies already paid. 

14.2 The VHMC reserves the right to refuse a booking without notice or to cancel a hire agreement at any time either before or at any time during the term of the agreement upon giving seven days’ notice in writing to the Hirer.   The Hirer shall be entitled to a refund of monies already paid. 

15. ALTERATIONS OF THESE TERMS AND CONDITIONS 

These Terms and conditions may at any time be altered with the consent of a two-thirds majority of the members of the VHMC present at a duly convened meeting provided the terms of the Trust Deed and of any statutory provisions are observed.