PAYHEMBURY VILLAGE HALL HIRE

Introduction

These Ts & Cs are agreed and published by the Payhembury Village Hall Committee – volunteers who run the Villager Hall as Charitable Trustees.

Ts & Cs are reviewed every year with a view to maintaining and improving the Hall for the benefit of the community of Payhembury Village and nearby residents.

Scope

Bookings are for the use of Payhembury Village Hall only.  Please note that:

1. Car parking is limited so requirements must be clearly communicated, discussed, and agreed, prior to booking; and,
2. Use of the School playing field adjacent to the Hall is not included – use of the School playing field, if required, must be booked direct with Payhembury Primary School.

Definitions

1. The ‘Hirer’ is the person who pays for the hire of the Hall.
2. The default ‘point of contact’ and ‘Responsible Person’ is the Hirer, unless the Hall Committee is formally notified that the Hirer has handed over responsibility of the event to someone else who will be the nominated ‘Responsible Person’ for the duration of the Hire Period.
3. The Responsible Person (default – The Hirer), during the duration of the Hire Period is responsible for:

• the safety of all event attendees, including the provision of safety briefings, clearly marked fire exits, and having a nominated First Aider;
• the security and protection of the Hall building, facilities. equipment and grounds;
• making and managing car parking arrangements;
• meeting all legal requirements for the event, including insurance and licensing); and,
• reading and understanding these Ts & Cs and the Hall Handbook.

NOTE:  The Responsible Person must be present at the event during the duration of the Hire Period; if, for any reason, this is not possible, they must nominate a replacement and fully brief them.

BOOKING

Booking Requirements

For exclusive use, the whole Hall needs to be booked.  Hirers must only use the spaces and facilities or equipment that have been hired.

Hire Session Times

Hire Periods are broken down into Sessions times, which are:

• 8.00am to 1.00pm
• 1.00pm to 6.00pm
• 6.00pm to 11.00pm

NOTE:  All events must cease no later than 11.00pm to prevent disturbance to Hall neighbours.

Prices

See here for private hire prices.

Discounts to hire rates are available to Hirers who live in Payhembury village, and surrounding residencies, but not to addresses in nearby villages/areas which are served by another village hall.

Discounts are available for regular bookings (more than 15 per year). Please email info@payhemburyvillagehall.org.uk to enquire.

Payment & Deposit

After all event details have been disclosed, and Hall Ts & Cs have been agreed, payment must be made in full, prior to any event in order to secure a booking, in accordance with the rates published on the PVH Website.

NOTE:  A ‘damage and cleanliness’ deposit may be required in advance of events, depending on the size and nature of the event planned for the hire period.

Safety

Hirers and Responsible Persons

Hirers of Payhembury Village Hall must nominate a ‘Responsible Person’ (default is ‘The Hirer’) who must be present throughout the whole event, and is responsible for the safety of themselves and event attendees, in the Hall and on its grounds, throughout the duration of the Hire Period.

Hirers and users must pay particular attention to everyday risks and mitigation, including but not limited to:

1. Fire;
2. Injury through slips, trips and falls;
3. Injury from hot surfaces and hot water in the kitchen – no children are to be allowed in the kitchen;
4. Injury from sharp knives or sharp edges on counters in the kitchen – no children are to be allowed in the kitchen; and,
5. Heights – the mezzanine balcony is out of bounds to everyone unless specific permission is granted (normally only to access stored equipment).  No-one is to use ladders or work at height unless they have been both: fully briefed and, and take all normal safety procedures including having someone hold the base of ladders, and wearing appropriate PPE.

The Hall Committee

The Hall Committee must provide the following information, and Hirers, the Responsible Person, and Users must familiarise themselves with the guidance, follow it at all times, and brief event attendees:

1. Fire procedures including:
   • exits, and emergency exits (which must be kept clear at all times, and physically tested prior to any event);
   • fire alarms (location); and,
   • fire-fighting equipment and appropriate use.
2. Lighting (including emergency lighting);
3. First Aid equipment (location & type);
4. Manual handling instructions; and,
5. Operation of the cooker and water boiler.

NOTE:  The Hall Committee does not provide a response to emergencies – Hirers, Responsible Persons, and event attendees, must be clear about what to do in the event of an emergency, accident or injury, and deal with any such emergencies, accidents or injuries appropriately, including calling the emergency services if necessary.  The Hall Committee point of contact (likely to be the Bookings Manager) must be notified of any emergency, incidents, accidents (including injury) within 24 hours.

No Smoking, No Naked Flames, Indoor Fireworks etc

Smoking or vaping is not permitted in any part of the Hall or near any entrances/exits. People wishing to smoke should move well clear of the Hall so that people entering or leaving the building are not affected by the smoke. Cigarette butts are not to be discarded onto the ground – they must be fully extinguished, and placed in an appropriate container where they pose no fire or health risk.

Naked flames and indoor fireworks that have the potential to ignite flammable material, are strictly prohibited, as are indoor marquees, drapes or tents which are not flammable-resistant.

Security

The security of the Hall is the responsibility of the nominated Responsible Person during the period of hire. The main entrance may be locked from the inside if deemed necessary for security of the occupants, provided that: all occupants are made aware of this and alternative (including emergency) exits; and, the safety of the occupants is not compromised.

At the end of the event, the Responsible Person must ensure that all doors and windows are closed and locked, and that the Hall keys are returned securely to the keysafe or a member of the Hall Committee.

Insurance

Hirers of the Hall are responsible for insurance to cover all aspects of their event, e.g. insurance for use of bouncy castles for children’s parties, injury of any kind (or worse) to attendees, or damage to Hall equipment or facilities.

Licences

Hirers must ensure that all activities are legally covered by the appropriate licence, which they may be required to present prior to a booking being confirmed. This may include licence for alcohol, music, etc.  Information for Licence requirements is provided on the Payhembury Village Hall website.

Equipment, Facilities, Fixtures, Fittings and Decoration

Decoration

Equipment belonging to the Hall, or the School (kept in the Hall), if used or hired, whether inside or outside the Hall, shall be returned in the same condition it was hired.

Damage

The Hirer shall be liable to pay for, and rectify in full, any damage to equipment, fixtures, fittings, and decoration (including to floor, walls and ceilings).  Damage or breakages must be rectified as soon as possible (ideally within 24 hours, so other users are not inconvenienced).

Cleanliness

The Hall Committee undertakes to provide the Hall in good and clean condition. Any damage or lack of cleanliness found by the Hirer must be reported to the Hall Committee as soon as it is noticed, and before the event starts.  It is in the interest of the Hirer to inspect the Hall before use.

The Hirer may only take over the part of the Hall hired, and set up equipment, from the start of the hire period.  If a set up or break-down period is required before or after an event, the Hall should be hired for the whole time it is required.

The Hirer undertakes to leave the Hall in reasonable and clean condition after their event. All equipment of any kind (including tables and chairs) must be properly stowed away at the end of the event, and must not be left out after the hire period.

The Hirer undertakes to review the following checklist and clean/tidy any items or areas used;

1. dispose of any waste materials or food;
2. wash all kitchen items either by hand or in the dishwasher and put away;
3. clean all kitchen and small hall counters;
4. sweep all floors (the scissor broom is good for the large hall);
5. clean toilets, basins and changing station;
6. empty all bins incl. the kitchen bins and small bins in the toilets and halls, sort recycling and general waste and put in bins outside.  NOTE: for large events, Hirers are expected to take excess rubbish / recycling with them, especially if there is more than the Hall bin capacity can cope with.
7. put used cloths and tea towels in the laundry bins marked ‘tea towels’ and ‘wet cloths’.  Laundry bins can be found in the kitchen, or in the cupboard at the rear entrance (key hanging above the cupboard door);
8. vacuum the front porch carpets with the Shark vacuum;
9. mop all spills;
10. clean the inside of the microwave and cooker;
11. wipe tables and chairs before stacking or putting away; and,
12. take down and remove any decorations from the Hall.

Cleaning products and equipment can be found under the kitchen counter, in the small hall cupboard, in the entrance cloakroom or in the cupboard at the rear entrance (key hanging above the cupboard door).

Hirers should anticipate what will be left after the event and ensure that sufficient bin liners and appropriate containers (including recycling containers) are brought to fully tidy away and remove all rubbish.  Where possible, plastic use should be reduced by emptying bins into each other and saving the liner if there are only a few, dry items in the bin.

Extra tables can be found in the first shed closest to the hall rear doors. The key is on the hall keychain marked ‘Shed’.

Conserving Energy – Lighting, Heating & Water

The event Responsible Person, prior to vacating the Hall, must ensure that:

1. all lights are turned off;
2. the cooker and any other electrical appliances (except fridge/freezer) are turned off; and,
3. the heating and hot water (if adjusted away from the normal ‘Auto’ settings) are reset to Auto, and a normal temperature.  During cold spells, windows and doors must be kept closed to avoid wasting energy.

Car Parking

Car parking space at the Hall is limited and so the requirement to park cars at an event must be considered and agreed prior to booking the Hall.

Cars parked on the main road anywhere in the Village constitute an inconvenience to other road users, villagers and pedestrians at best and, quite possibly, a serious hazard to safety, even if the parking is legal. The Responsible Person must ensure all attendees of your event use the Hall car park where possible, or make appropriate arrangements with other property or land owners.

There is no car park lighting; therefore, if the car park will be used during darkness, the Responsible Person must advise all event attendees to bring a torch.