ST. EWE VILLAGE HALL

TERMS AND CONDITIONS

Rental Charge:

Please see the document on the website that provides information regarding costs.

There is a non-refundable charge payable before the event and on confirmation of booking.

Full payment is due 14 days before the event.

In addition to these charges, the Hirer shall pay an additional charge of 25% of the total hire cost as a Deposit upon the signing of this agreement to rent. This amount is due before the event and upon signing of the agreement.  

Security Deposit

At the discretion of the Committee an additional security deposit may be required.  After the 

Committee has determined that the Hall, its contents, the building and grounds are free of damage arising from or related to the Hirer’s rental of the Hall this, or a part of this, will be refunded. Upon demand from the Committee the Hirer shall immediately pay the Committee the cost to repair any damage in excess of the Security Deposit. 

Maximum Capacity: 

The Hall’s maximum seated capacity is 70 or for a less formal occasion a 100 with mixed 

seating /standing.

Decorations:

Nothing is to be pinned or stuck to the walls, doors or ceiling without consultation and agreement from a Committee member.  The only additional decorations permitted in the Hall are those which may be placed on the floor or on the tables. Hirers should provide their own ladders for putting up decorations and they will take full responsibility for doing so and know how to use a stepladder safely.  There is a document from the HSE published ‘Safe Use of ladders and stepladders’.

Lighting:

Other than existing available lighting, no additional lights should be used without agreement from the Hall Committee members with electrical expertise. 

Use of the kitchen:

If the Hirer uses the Kitchen, it shall after the rental period:  

  • Clean all counters, work surfaces, tables etc. 
  • Sweep the kitchen floor
  • Turn off all appliances (except the fridges and freezer) 
  • Remove all dishes, glasses, cookware and equipment brought in by the Hirer 
  • Remove any food and drink supplied or prepared by the Hirer or a third party engaged by them and made in the Hall kitchen or in outside the premises

All food is consumed entirely at the Hirer’s own risk. The Committee require anyone preparing food for events in the kitchen, or outside in the case of a barbecue, to adhere to the Health and Safety Guidelines.  A hall representative should have site of any 3rd party public liability documentation and risk assessments.

Alcohol:

The Village Hall does not have a licence for alcohol.  Therefore, any event that involves a licensable activity will require a Temporary Event Notice (TEN).  It is the Hirer’s responsibility to apply at least 10 days prior to event to Cornwall County Council (CCC)

The Committee will need sight of a copy prior to the event.  

Safeguarding children, young people, and adults at risk

You must ensure that any activities for children, young people and adults at risk are only provided by fit and proper persons in accordance with the Children Act 1989 and 2004, the Safeguarding Vulnerable Groups Act 2006 and any subsequent legislation. When requested, you must provide us with a copy of your Safeguarding Policy and evidence that you have carried out relevant checks through the Disclosure and Barring Service (DBS). All reasonable steps must be taken to prevent harm, and to respond appropriately when harm does occur. Relevant concerns must be reported.

Noise levels:

All music must end by midnight. Excessive noise from The Hirer’s Event is not permitted as the Hall is situated within a village neighbourhood. It is the sole responsibility of the Hirer to control the sound level of its event, including, but not limited to, sound from music, audio/visual systems and guests of the Hire Party. Consideration should be made when opening windows and doors or with any outside event in the field. Failure to control the noise level may result in the early closing of the event, and there would be no refund of any rental charge. There are notices displayed in the Hall requesting people to be considerate when leaving the event. The Committee require these instructions to be followed.

Rubbish and Cleaning:

The Hire Party will remove all decorations, boxes, food, hired equipment and all rubbish from the Kitchen, Hall, Toilets and the surrounding grounds at the end of the event.  If you would like to arrange for a cleaner after your function this must be prebooked.  There is an additional charge of £40 for this service, however the building must still be left secure and all equipment must be put away.  All rubbish must be removed from the premises by the Hirer.

Parking

The Hire Party will have use of the car park at the Hall. No vehicles must block the fire exit doors at any time.  

Smoking or Vaping:

Smoking is not permitted in any part of the Village Hall including doorways or inside a marquee.  This includes e-cigarettes/vaping.

General Housekeeping:

The Hire Party are not permitted to:

  • alter any of the Hall heating systems
  • no portable electric fires/heaters are to be brought into the Hall
  • remove any equipment or items from the Hall
  • re-arrange storage areas which including cupboard positions
  • use any chemicals that may cause harm to persons or the hall property
  • store any flammable substances such as, camping gas, fire lighters, matches or fireworks within the Hall premises

Site Security:

The Hire party are reminded that it is their responsibility before leaving the premises to:

  • turn off any kitchen appliances and electrical equipment
  • ensure all windows and doors are locked.
  • to switch off the main lights
  • remove any rubbish
  • report any damage the has occurred during the time of the Rental Period
  • lock away any items that are stored within the Hall premises for the duration of the Hire Period. The Committee cannot be held responsible for any loss or damage incurred to the Hire party’s property that is stored temporarily within the Hall
  • ensure any keys for the Hall are safe. The keys should not be copied or given to any third party without written permission from the Committee. There will be a charge for any keys that are lost.

Force Majeure: (Acts beyond the Committee’s control) 

In the event of the Hall or any part thereof is damaged or destroyed by fire or any other cause, or if any casualty or unforeseen occurrence shall render the Hall Committee’s fulfillment of this agreement impossible, then this Agreement shall terminate and the Committee shall pay the Hire Party the Hire Charge and the Security Deposit. The return of the Hire Charge and the Security Deposit shall be the Renting Party’s sole and exclusive remedy for the termination of this agreement and the Hire Party hereby expressly waives any claims for damages or compensation arising from or related to the termination of this Agreement under this paragraph.

Public Liability:

A copy of the Village Hall’s Public Liability Insurance can be seen on the noticeboard in the hallway.

Indemnity:

The Hire Party shall indemnify, defend and hold harmless the Committee against any and all demands, causes of action, or any other claim of the Hire Party, its members, agents, employees, subcontractors, patrons, guests or invitees arising out of or related to the Hire Party’s Hire of the Hall.

Compliance with Laws:

The Hire Party shall comply with all applicable laws and regulations and shall not use or occupy the Hall for any unlawful purposes or permit others to use or occupy the Hall for any unlawful purpose.

Cancellation:

In addition to any other remedy at law or equity, either Party may cancel this Agreement if the other party fails to comply with any term and condition of this Agreement. In the event that the Hire Party breaches any term of this Agreement the Security Deposit shall be forfeited as liquidated damages.

Health and Safety:

If appropriate, the Hire Party shall carry out a Risk Assessment which they will make available to the Committee on request. The Hire Party are entirely responsible for the Health and Safety of all people and activities in the Hall and outer areas during the event..

Fire Safety:

All Hirers are expected to read the fire notices in the Hall.  All group leaders must keep a record of their members or guests.  Fire equipment must not be moved or used for any other purpose than fire.  All entrances and exits must be kept clear.  All damages will be charged for. 

The assembly point is just inside the field by the gate.