General Conditions of Hire
For the purposes of these conditions, the term HIRER shall mean an individual hirer or, where the hirer is an organisation, its authorised representative.
The COMMITTEE shall mean the Cerne Abbas Village Hall Management Committee.
The HALL shall mean the whole building or any part of it agreed for hire in the hiring agreement.
All applications for hiring the HALL are to be in writing on the form provided and forwarded on completion to the Booking Secretary. The person by whom the application is signed shall be considered the HIRER.
The HIRER shall be personally responsible for complying with these conditions and with the associated Village Hall Operating Guidance
The HIRER is to ensure that the application accurately reflects the total period of hire, including any time deemed necessary by the HIRER in preparing the HALL for an event and clearing up afterwards.
Use of the kitchen and its equipment is included in the stated hire charges.
The HIRER is expected to leave the HALL, including the Kitchen/Serving Room clean and tidy. The COMMITTEE may make an extra charge for the use of the caretaker where they deem that this is necessary. A wheelie bin is provided outside the hall for rubbish that cannot be disposed of for re-cycling. The HIRER should arrange to remove material that can be re-cycled, for example food, cardboard and bottles, after an event. The local authority makes a charge for bags left outside the wheelie bin and the COMMITTEE reserves the right to pass this onto the HIRER if the COMMITTEE considers the number of bags left behind is excessive.
The HALL holds a Premises Licence under the provisions of the Licensing Act 2003, as amended by the Mandatory Licensing Conditions Order 2010. In general, it permits licensable activities in the HALL between the hours of 0900 and 2359 daily. The HIRER shall observe the permitted licensable activities. A copy of the HALL Premises Licence and Mandatory Licensing Conditions Order 2010 may be viewed if required and the HIRER shall be deemed to have had notice of the permitted licensable activities.
If the HIRER wishes to operate an event outside these licenced activities the HIRER may, with the prior agreement of the COMMITTEE, apply for a Temporary Event Notice (TEN) for the event from Dorset Council Licencing Authority. If a TEN is approved by Dorset Council Licencing Authority, the HIRER must inform the Booking Secretary of the details. The Conditions of Hire for the HALL will continue to apply for the period of a TEN.
The HIRER shall not use the HALL for any purposes other than that described in the hiring agreement.
The HIRER shall only use that part of the HALL and its facilities for which they have booked and paid.
The HIRER shall not sub-let the HALL or any part thereof.
In the event that the HIRER cancels a booked hiring, the COMMITTEE may require a Cancellation Charge in addition to any deposit forfeited. The amount of this charge will be determined by the COMMITTEE having regard to the particular circumstances and the period of notice.
The COMMITTEE reserves the right to cancel a 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.
The COMMITTEE reserves the right to put an immediate stop to any entertainment or meeting which in their opinion is in breach of these Conditions of Hire.
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.
The COMMITTEE reserves the right to amend the conditions of hire at any time and will give one month’s notice of any such amendment.
General Data Protection Regulations (GDPR) May 2nd
Who holds your personal data?
The Cerne Abbas Village Hall is the “Controller”, for the purposes of the General Data Protection Regulations, of the personal data you provide to us.
What personal data is held and for what purposes?
For Village Hall Committee members, including Trustees, the only personal data that will be held is their name and email address. It will be held only for the legitimate interest in the management of the Village Hall. For HIRERS of the HALL, the only personal data that will be held is that contained in correspondence to make and confirm a booking, and for accounting purposes.
How will the data be stored and held, for how long, and who accesses it?
All data will be held securely electronically and will only be used for the stated purposes above. It will not be passed onto to anyone else without an individual’s express permission. Data will only be held for as long as necessary to meet the stated purposes.
What are your rights?
You have the right to request from us access to, and rectification or erasure of, any of your personal data that we hold and also to request restriction of our use of that data. You also have the right to complain about how we have handled your personal data. If you wish to make such a request or raise a complaint please contact us via the contact details set out below. If you are not satisfied with our response or believe we are processing your data contrary to the law, you can raise the matter with the Information Commissioner’s Office.
Contact can be made using the General Enquiry form to be found on the Cerne Abbas website at https://cerneabbasvillagehall.org.uk/make-general-enquiry/
The HIRER is to inform the COMMITTEE if it is proposed that alcoholic drinks are to be available at the event. No retail sale of alcohol may be undertaken by the HIRER except with the permission of the COMMITTEE, the arrangements to be discussed and agreed by the COMMITTEE.
Only the HIRER is permitted to provide alcohol for the event, as agreed with the COMMITTEE. The HIRER is not to allow the provision of alcohol to be provided from any other source. No individuals are to be allowed to bring their own alcohol to the HALL.
The HIRER is to ensure that, where alcohol is available, it is not served to anyone under the age of eighteen. Any breach of this regulation will result in forfeiture of the full deposit. In particular, as required by the Mandatory Conditions Order 2010, the COMMITTEE operates an age verification policy. This policy requires that the HIRER as the ‘responsible person’ must take certain measures as detailed in these Conditions to prevent the serving of alcohol to anyone under the age of eighteen.
Guidance on the conditions concerning alcohol in the HALL, as required by the Licensing Act 2003 and amended by the Mandatory Licensing Conditions Order 2010, is available on request.
The Hall is insured for legal liability for accidental injury to third parties or for damage to their property arising from use by the HIRER of the HALL where the COMMITTEE is deemed to be at fault and the use of the HALL by the HIRER is for non-commercial purposes.
The HIRER is specifically advised that this insurance does not cover accident to or loss of property of the HIRER or third parties resulting from causes not under the control of the COMMITTEE. The HIRER should consider whether other insurance is necessary and in any case must ensure that any commercial organisation engaged by them (for example, a caterer) or any person or persons or organisations providing services or facilities or equipment to the HIRER has suitable public liability cover.
The fact that the Committee or its servants recommends any third party to the HIRER does not mean that the Committee in any way endorses or guarantees the competence or performance of the third party and the Committee is not responsible for any loss or damage suffered by the HIRER arising as a result of any action or lack of action by the third party or of any equipment supplied by the third party.
If the HIRER is a commercial enterprise or government body it is mandatory that the HIRER has both public and employee liability cover covering their activities as the HIRER.
ANY HIRER who for the period of hire is engaged in active or contact sports, time trials, endurance trials, model aircraft flying, bouncy castles, etc. is advised that they must provide proof of adequate cover to the COMMITTEE prior to the event taking place.
In all of the conditions under the sub heading “Insurance” no verbal or written statement, action, lack of action or any apparent waiver by any of the COMMITTEE members can override these conditions and requirements and the onus is on the HIRER to ensure compliance.
The HIRER shall indemnify the COMMITTEE for the cost of repair of any damage done to any part of the HALL and surrounding grounds or the contents of the buildings which may occur during the period of the hiring as a result of the hiring.
The HIRER shall, if selling goods in the HALL, comply with the Fair Trading Laws and any code of practice used connection with such sales. The HIRER shall be responsible for any risks associated with their goods whilst in the HALL.
No Smoking Policy
The HIRER must ensure that the national laws relating to smoking in public places are enforced and the HIRER will be liable for any infringement during the period of hiring. In particular, THE HIRER SHALL ENSURE THAT A STRICT ‘NO SMOKING POLICY’ INSIDE THE HALL IS ENFORCED. Any smoking outside and in the immediate vicinity of the HALL is to be controlled by the HIRER, having regard to pollution and fire risks, and any smoking debris cleared away by the HIRER on completion of the period of the hiring. Smoking debris bins are provided outside the front entrance and patio areas of the HALL.
The HIRER shall be responsible for ensuring that emergency exits are kept clear of obstructions. Car parking spaces for the disabled are available immediately adjacent to the Main Entrance to the HALL. Otherwise, the approach to the Main Entrance should be kept clear for emergency vehicles.
The HIRER shall be responsible for the necessary actions to be taken in the event of fire, including calling the Emergency Services as appropriate to the emergency. A telephone is sited in the Entrance Lobby for use in an emergency. If evacuation is necessary, the public mustering point is in the Cerne Valley Parish Council car park opposite the HALL and is clearly marked.
The HIRER shall also be aware of the location of the fire equipment supplied. The COMMITTEE on its part shall brief the HIRER on the location of fire equipment and ensure that all emergency exits and fire equipment are clearly marked in accordance with the latest requirements of the Fire Service and the Licensing Authority. A plan of emergency exits and the location of fire equipment will be prominently displayed in the Entrance Lobby, as will a procedure for Actions in the Event of an Emergency.
. The COMMITTEE does not wish to spoil children’s fun when given a gas filled inflatable balloon, but if released they may rise up to the Main Hall ceiling. The ceiling fittings include overhead lighting units and heater panels. There is therefore a potential fire hazard and retrieving a balloon may require assembling tower scaffolding. Parents are earnestly requested to ensure that gas filled inflatable balloons are securely attached to the children to prevent a balloon’s inadvertent release. At the discretion of the COMMITTEE, the HIRER may be charged extra for any costs involved in retrieving balloons.
The HIRER is to ensure that NO fireworks are discharged in the Hall at any time or within the grounds of the Hall except with the prior permission of the COMMITTEE.
. The HALL portable electrical equipment is subject to annual safety checks. The HIRER shall ensure that no additional lights or extension from the electrical distribution system shall be used without the previous permission of the COMMITTEE. The HIRER shall ensure that any electrical appliances brought by him, or anyone acting on the HIRER’s behalf, to the HALL are tested and in date to the required regulations and be safe and in good working order. Any electrical appliances not meeting the required regulations are not to be used in the Hall. Where a residual circuit breaker is provided with such appliances the HIRER must make use of it in the interests of public safety.
. The HIRER shall ensure that no animals (including birds) except guide dogs are brought into the HALL other than for a special event agreed by the COMMITTEE. No animals whatsoever are to enter the kitchen at any time.
The maximum occupancy of rooms within the HALL is as allowed by the Local Authority and the HIRER undertakes that these limits shall not be exceeded. These limits are quoted where appropriate on this website.
Prevention of Public Nuisance
The HIRER shall, during the period of the hiring, be responsible for the 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.
The HIRER is to ensure that car parking does not create a nuisance to the residents immediate to the HALL or cause any obstruction to the roads. Car parking spaces for the disabled are available immediately adjacent to the Main Entrance to the HALL. The approach to these and the path at the side are to be kept clear of all other vehicles. The remaining areas are free to use, but considerate parking will obviously maximise the number of cars that can be fitted in. The Cerne Valley Parish Council car park is immediately across the lane from the HALL. It can take 40 cars and should be used in preference. The COMMITTEE cannot be held liable for any loss or damage to cars.
The HIRER is to ensure that music of any sort is played only inside the HALL. The volume of any music is to be kept at a reasonable level to avoid public nuisance, having particular regard to the welfare of neighbouring residents to the HALL.
The HIRER shall ensure that the minimum of noise is made on arrival and departure at the HALL.
Protection of Children from Harm
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 that only fit and proper persons have access to the children.
The HIRER shall abide by the British Board of Film Classification (BBFC) when any films are shown. If any ‘adult entertainment’ is to take place, the HIRER is to ensure that this does not take place in front of minors.
The HIRER is to ensure that, where alcohol is available, it is not to be served to children under the age of eighteen. The requirements of The Licensing Act 2003 as amended by the Mandatory Licensing Conditions Order 2010 are to be applied strictly.
VILLAGE HALL OPERATING GUIDANCE FOR THE HIRER
Disability Discrimination Act
The HALL is DDA compliant to the standards applying when the HALL was built in 2006. A Health and Safety Risk Assessment is conducted by the HALL on a regular basis to ensure that any emerging identified risks are corrected.
Crockery, Cutlery and Glasses
The HALL is equipped with basic crockery, cutlery and wine and water glasses for up to 120 place settings. The HIRER is advised to confirm with the COMMITTEE what is available and to make their own arrangements to supplement this as they consider necessary.
Tables and Chairs
The HALL is equipped with sixteen lightweight rectangular tables (6 feet by 3 feet) and fourteen lightweight square tables (3 feet by 3 feet). There are also two hundred upholstered chairs, plus ten with arms.
Audio Visual Equipment
The HALL is equipped with modern audio-visual equipment and has broadband connection. Details of this equipment and its capabilities are available on this website. The HALL is also provided with sound loop systems in the Main Hall and Jubilee Meeting Room. Fixed and remote microphones are available. Use of equipment is included in the hire charges and the HIRER will be briefed in its use at the time of hire.
Hirers must ensure that their Guests be made aware of the importance of restrictions and of correct use of the AV system and that the Hirer will become liable for any damage howsoever caused, by the Hirer or by Guests thereof.
The HALL is fitted with an intruder alarm connected to Central Southern Security Ltd. The HIRER may be provided by the COMMITTEE with a key to the Main Door of the HALL and an alarm fob for the period of the hire and their operation explained. Alternatively, other arrangements for opening and closing may be made with the agreement of the COMMITTEE. Other doors to the outside of the HALL may be opened by prior arrangement with the COMMITTEE. Loss of a key and/or alarm fob is to be reported to the COMMITTEE immediately. The HIRER will be liable for a charge for the replacement of each key and alarm fob lost.
The HALL employs a caretaker. If the requirements of the HIRER are stated prior to an event, the caretaker will assist in arranging these if requested to do so.
The HIRER shall ensure that no bolts, nails, tacks, screws, bits, pins, Sellotape or other like materials are driven or fixed into any part of the HALL, nor shall any placards or any other articles be fixed thereto without the previous permission of the COMMITTEE. A wooden rail has been provided around the Main Hall for hanging decorations across the room.
The HIRER shall be aware of the location of first aid kits. The general first aid kit and a burns aid kit are located in the Kitchen. Please note that these kits do not contain drugs.
The HIRER must report all accidents involving injury to a member of the Management Committee and complete the relevant section in the HALL’s Accident Book, kept in the Kitchen, as soon as possible. Any failure of equipment, either that belonging to the HALL or brought in by the HIRER, must also be reported as soon as possible. Certain types of accident or injury may have to be reported on a special form to the appropriate local authority. The COMMITTEE will give assistance in completing this form.
The HIRER shall be aware of the caution to be exercised when moving furniture and equipment.
The HIRER shall be aware of the caution to be exercised in using the stage. Further, any event involving the use of scenery or costumes or the like must be fireproofed and may be subject to inspection in this respect by the local Fire Authorities if required by the COMMITTEE.
The HIRER shall take responsibility for the responsible and legal disposal of any rubbish accumulating from activities during the period of hire. A refuse trolley bin is sited outside the HALL, but must not be used for glass bottles or cardboard. Bottles and cardboard are to be removed by the HIRER. Any confetti or similar materials used at events are to be bio-degradable.
The HIRER shall ensure that no flags, emblems or any other decorations are displayed outside any part of the HALL without the previous permission of the COMMITTEE. Proposals for any internal decoration of the HALL for an event are to be agreed with the COMMITTEE prior to the event.
Actions Prior to Hire
The HIRER shall, prior to the period of hire:
Confirm with the COMMITTEE when access to the HALL is required.
Let the COMMITTEE know of any requirements for equipment. For routine events, such as meetings, the caretaker will normally arrange the setting up of tables and chairs and their clearing away, according to the requirements of the HIRER.
However, the COMMITTEE may make an extra charge for the use of the caretaker where these requirements are deemed by the COMMITTEE to be more complicated and time consuming.
Inform the COMMITTEE if use is required of any part of the audio-visual equipment. The COMMITTEE will arrange for the HIRER to be properly briefed in its use.
Actions on Commencement of Hire
The HIRER shall, on commencing their period of hire, ensure that:
Floor coverings are in place for floor protection, where appropriate
They have noted the condition of HALL and any problems, advising the COMMITTEE if necessary
Brief those for whom they are responsible of the fire and emergency arrangements and ensure these are carried out in the event of an emergency.
Actions on Completion of Hire
The HIRER shall, on completing their period of hire, ensure that:
The heating is OFF
All equipment used, including tables and chairs, are properly stowed away; alternatively, arrangements can be made with the Caretaker to stow equipment away later
Any breakages are reported to the COMMITTEE
Any audio-visual equipment is switched off and locked away as briefed by the COMMITTEE
Taps are OFF in Kitchen and Toilets
The cooker and all other kitchen appliances, including the Hot Water Urn, are OFF and kettles and other portable appliances disconnected from mains sockets. The exceptions are the refrigerators and the wine cooler which should be left ON.
All lights, except emergency and security lights, are OUT. Note that the lights in the Toilets and Entrance Hall are operated by ceiling sensors and will switch off after a time delay
Any internal doors and cupboards requiring locking are locked
Everything is tidy and clean
All rooms, including Toilets, have nobody left inside
All exterior doors and windows are confirmed shut
The intruder alarm is set as briefed by the COMMITTEE
The ‘Last Person Out’ switch by the Main Door has been switched OFF
The Main Door is confirmed locked on leaving the site
Any defects or potential hazards are reported to the COMMITTEE
Actions on a Succession of Hiring Periods
If, on completion of a hiring period, the outgoing HIRER finds that an incoming HIRER is waiting to commence their period of hire in the HALL or any part of it in succession, the outgoing HIRER is to ensure that the incoming HIRER is ready and prepared to assume responsibility for the HALL. The last HIRER using the HALL at any time shall be responsible for the Actions on Completion of Hire as described above.
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