HIRING AGREEMENT FOR TANSLEY VILLAGE HALL
Please fill in all sections

AGREED as follows:

This Hire Agreement includes the annexed Standard Conditions of Hire set out in the attached Schedule.

Date(s) required (D/M/Y):

Time required from Time required to   plus setting up time (number of hours)

Premises required (scroll down for options)

Hall and Kitchen Kitchen only Upstairs Room <\SELECT> (charges as below)

Hall & Kitchen @ £8 (Tansley Resident) or £11/hr (Non-resident) plus Setting Up Time (@ £2/hour)

Kitchen only @ £5/hr

Upstairs room @£4/hr

Total cost of hiring (please calculate)

PLEASE NOTE DAMAGE DEPOSIT OF £50 WILL BE REQUIRED FOR PRIVATE PARTIES, RETURNABLE IF NO DAMAGE ARISES.

Hirer's full name

Hirer's e-mail address

Hirer's full address including postcode

Hirer's telephone number with STD code

Hirer's mobile number

Purpose/description of hiring:

Is food, other than light refreshments, e.g. biscuits/cakes, to be provided at the event?

Commercial Use?

The Village Hall has a Premises Licence authorising the following regulated entertainment and licensable activities ‘a’ to ‘i’ only, between 9a.m. and 12.30a.m. (with some variation by day of week). Please indicate which licensable activities will take place at your event.

ACTIVITIES Please tick the activities that are applicaable and leave the other boxes blank.

a. The performance of plays b. The exhibition of films c. Indoor sporting events d. The performance of live music e. The playing of recorded music f. The performance of dance g. Making music h. Dancing i. The provision of hot food/drink after 11pm j. The sale of alcohol*

*If you answer yes to question ‘j’ you will need to apply for a Temporary Event Notice (TEN) to be given for the event. At least 10 working days before the event contact DDDC (01629761115) or the website ... www.derbyshiredales.gov.uk/business/businessstreettrading/entertainmentlicences

The Hirer agrees with the Village Hall Committee to be present (by its authorised representative, if appropriate) during the hiring and to comply fully with this Hire Agreement.

It is hereby agreed that the Standard Conditions of Hire, posted in and outside the Village Hall shall form the terms of this Hiring Agreement unless specifically excluded by agreement in writing between the Village Hall Committee and the Hirer.

None of the provisions of this Agreement are intended to or will operate to confer any benefit pursuant to the Contracts (Rights of Third Parties) Act 1999 on a person who is not named as a party to this Agreement.

I have read and accept the STANDARD CONDITIONS OF HIRE FOR TANSLEY VILLAGE HALL SET OUT BELOW

Today's date (D/M/Y)

WHEN YOU HAVE COMPLETED THE FORM PLEASE SCROLL DOWN TO THE BOTTOM OF THE PAGE TO SUBMIT YOUR REQUEST

STANDARD CONDITIONS OF HIRE FOR TANSLEY VILLAGE HALL

with effect from  21st January 2012

These standard conditions apply to all hiring of Tansley Village Hall. If the Hirer is in any doubt as to the meaning of the following, the Village Hall Bookings Manager should be consulted immediately.

1.  Supervision

The Hirer shall, during the period of the hiring, be responsible for: 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 so as to avoid obstruction of the highway. As directed by the Village Hall 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.

2.  Use of Premises

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 alcohol thereon without written permission. Maximum capacity for the premises: main hall 140 persons, small hall 50.

3.  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.

4.  Licences

        The Village Hall has a PRS For Music Licence. This covers the playing of live music (not recordings). If other licences are required in respect of any activity in the Village Hall (e.g. TV licence, Phonographic Performance Ltd - for playing recorded music) the Hirer must ensure that they hold the relevant licence.

5.  Public Safety Compliance

The Hirer shall comply with all conditions and regulations made in respect of the premises by the Fire Authority, Local Authority, and the Licensing Authority 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.

(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. (Include diagram of location when handing over keys.)

· Escape routes and the need to keep them clear.

· Method of operation of escape door fastenings.

(b) In advance of an entertainment or play 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.

· That there are no obvious fire hazards on the premises.

6 . Means of Escape

(a) All means of exit from the premises must be kept free from obstruction and immediately available for instant free public exit.

(b) The emergency lighting supply illuminating all exit signs and routes must be turned on during the whole of the time the premises are occupied (if not operated by an automatic mains failure switching device).

7.  Outbreaks of Fire

The Fire Brigade shall be called to any outbreak of fire, however slight, and details thereof shall be given to the Village Hall Bookings Manager. The nearest public telephone is located outside the front of the hall 50 yards on the left on Church Street.

8.  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.

9.  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.

10.  Indemnity

(a) The Hirer shall indemnify and keep indemnified each member of the Village Hall Committee and the Village Hall’s employees, volunteers, agents and invitees against (a) the cost of repair of any damage done to any part of the premises including the curtilage thereof or the contents of the premises (b) all claims, losses, damages and costs 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 (c) all claims, losses, damages and costs suffered or incurred as a result of any nuisance caused to a third party as a result of the use of the premises by the Hirer.

(b) The Hirer shall take out adequate insurance to insure the Hirer and members of the Hirer’s organisation and invitees against the Hirer’s liability under paragraph 10(a) and all claims arising as a result of the hire 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 Village Hall Bookings Manager to rehire the premises to another hirer.

The Village Hall Committee is insured against any claims arising out of its own negligence.

11 .  Accidents and Dangerous Occurrences

The Hirer must report all accidents involving injury to the public to a member of the Village Hall Committee as soon as possible and complete the relevant section in the Village Hall’s accident book. Any failure of equipment belonging to the Village Hall or brought in by the Hirer must also be reported as soon as possible. Certain types of accident or injury must be reported on a special form to the local authority. The Village Hall Bookings Manager will give assistance in completing this form. This is in accordance with the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995 (RIDDOR).

12.   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 Village Hall Committee. No decorations are to be put up near light fittings or heaters.

13.  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 Village Hall Committee. Portable Liquefied Propane Gas (LPG) heating appliances shall not be used.

14.  Drunk and Disorderly Behaviour, Supply of Illegal Drugs and Prevention of Crime and Disorder

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. Drunk and disorderly behaviour shall not be permitted either on the premises or in its immediate vicinity. Alcohol shall not be served to any person suspected of being drunk nor to any person suspected of being under the age of 18. 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. No illegal drugs may be brought onto the premises.

15.  Animals

The Hirer shall ensure that no animals (including birds) except guide dogs are brought into the premises, other than for a special event agreed to by the Village Hall Committee. No animals whatsoever are to enter the kitchen at any time.

16.  Compliance with The Children Act 1989 and 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 who have passed the appropriate Criminal Records Bureau checks have access to the children (checks may also apply where children over eight and vulnerable adults are taking part in activities). The Hirer shall provide the Village Hall Committee with a copy of their Child Protection Policy on request.

17.  Cancellation

If the Hirer wishes to cancel the booking before the date of the event and the Village Hall Bookings Manager is unable to conclude a replacement booking, the question of the payment or the repayment of the fee shall be at the discretion of the Village Hall Committee. They reserve 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) the Village Hall Committee 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 the Village Hall Committee shall not be liable to the Hirer for any resulting direct or indirect loss or damages whatsoever.

20.  End of Hire

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 the Village Hall Committee shall be at liberty to make an additional charge.

A ‘close-down’ procedure is posted on the notice board in the main hall.

Clearing up must be completed at the end of the event or, with prior arrangement with the Village Hall Bookings Manager, by 12 noon the following day.

The dustbins at the front of the hall should only be filled with waste packed in black plastic bags (bags available under the sink in the kitchen). If there are two bags of rubbish awaiting collection, in addition to filled dustbins, all further waste must be removed by the hirer.Glass and plastic bottles, cans and cardboard should be taken away by the Hirer, as the Hall has no waste recycling collection service.

21.  Noise and Prevention of Public Nuisance

       The Hirer shall ensure that the minimum of noise is made on arrival and departure, particularly late at night and early in the morning. The Hirer shall, if using music amplification equipment (e.g. for live music or a disco), ensure that the sound volume is kept at a moderate level, e.g. such that people can talk to each other without needing to shout. The Hirer shall ensure that while music is being played, all external doors and windows are closed and that the rear door is used only for escape in an emergency. The Hirer shall ensure that their event is kept inside the building, except for adults to smoke in the car-park or by prior agreement with the Village Hall's Bookings Manager.

22.  Stored Equipment

The Village Hall Committee accepts no responsibility for any stored equipment or 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 stored equipment) 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.

23.  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 written approval of the Village Hall Bookings Manager, except small notices or decorations which must be attached using Blu-Tack. Do not fix decorations near light fittings or heaters. Any alteration, fixture or fitting or attachment so approved shall at the discretion of the Village Hall Committee remain in the premises at the end of the hiring. It will become the property of the Village Hall Committee unless removed by the hirer who must make good to the satisfaction of the hall or, if any damage caused to the premises by such removal.

24.  No Rights

The Hiring Agreement constitutes permission only to use the premises and confers no tenancy or other right of occupation on the Hirer.

25.  Hire Charges per Hour

With effect from 1st April 2007: Main Hall & Kitchen Tansley resident £8.00 Non-resident £11.00

Kitchen only £5.00

Upstairs room £4.00

Setting up time £2.00

Tansley Village Hall Committee

(Form version 5 as at 10/10/2009)