NORTH WEALD BASSETT PARISH COUNCIL

HIRE OF THORNWOOD VILLAGE HALL

AND PLAYING FIELD

BOOKING TERMS AND CONDITIONS

Booking applications will only be accepted on the appropriate form and accompanied by the correct remittance in full. Bookings can only be taken if they do not clash with any meetings already booked and the management committee reserves the right to refuse, change or cancel a booking at its discretion.

The following conditions apply:-

1.            The hirer shall, during the period of hiring, be responsible for the supervision of the premises, adherence to the booking Terms and Conditions by all parties, protection of the fabric and contents from any damage, and the proper behaviour of all persons using the hall. The hirer accepts responsibility for returning furniture and equipment to it's original position. The hirer shall ensure that the hall and surrounds are left in a clean and tidy condition, including the removal of all rubbish.

2.            A Good Conduct deposit of £150.00 (or £250.00 when alcohol is consumed) must be made in addition to the hire charge, and when the Thornwood Village Hall and Playing Field Management Committee (hereafter called 'management committee) or their representative is satisfied that the hirer has met this condition, the deposit will be returned. If, however, it is considered that the hirer has not left the hall in a clean state, or if any damage has occurred as a direct result of the hire, or through negligence or carelessness on the part of the hirer, the Good Conduct deposit will be forfeit, to offset any costs of cleaning, repairs, etc. This clause is without prejudice to any claim which may be made against the hirer by the management committee in the event of damage, etc. which may cost more than the amount of the deposit to repair.

3.            The hirer shall be responsible for the observance of all regulations appertaining to the hall stipulated by the District Council Licence Agreement, the Licensing Justices, the Fire Authority or otherwise and is also responsible for ensuring that any electrical equipment brought into the hall is safe and in good order. The management committee is insured against any claims arising out of its own negligence, but the hirer is advised to take out insurance cover to indemnify the management committee against any claims relating to the cost of repair or any damage done to the building, its surrounds and contents as a result of the booking.

4.            The hirer shall not sublet or use the premises for any unlawful purpose or in any unlawful way, nor do anything or bring onto the premises anything which may endanger the premises, or other users, or any insurance policies relating thereto. Any sale of goods on the premises must comply with Fair Trading Laws and any local code of practice issued in connection with sales. In particular the hirer shall ensure that the prices of all goods and services are prominently displayed, as shall be the name and address of the organiser.

5.            The hirer agrees to arrive at the hall promptly at the time designated as the commencement of the hire period, and to vacate the hall promptly at the time indicated as the completion of the hire period. Failure to vacate the hall at the time so designated may result in the forfeit of the Good Conduct deposit, if delay means that the hire has lasted a longer time than specified. Therefore, when calculating hire times, please allow time for preparation of your event and clearing up afterwards.

6.            Glassware, tablecloths and tea towels are not provided by the hall. There is a strict No Smoking ban on the premises, and no children are allowed in the kitchen for safety reasons.

7.            The hirer must pay the appropriate hire cost, plus the Good Conduct deposit to the Booking's Secretary before the date of the hire. If booking by post please enclose a s.a.e. for the return of a receipt, if required.

8.            Smoking is strictly prohibited on the premises. 

9.            To avoid damage to the walls, please do not affix any posters, etc. to the walls by use of sellotape, blutack or similar fixative.

10.          In the event of an emergency, injury or damage to the hall, please contact a representative of the management committee listed below as soon as possible. 

11.          All hirer's must be over 21 year's old. The hall cannot be hired for events or parties for individuals aged between 10 and 20 years.   All events held in the hall must be supervised by the named hirer.

12.          The hirer agrees that upon entering the building the FIRE EXIT illuminated signs are switched on (even during daylight hours).  This is for Health and Safety Reasons.  Switches are located at the base of each FIRE EXIT sign.  These should be turned OFF upon leaving the building at the end of hire period.

13.          Due to the high definition polish used on the hall floor, some shoes (such as those with stiletto heels) are not recommended for use on the hall floor.

14.          The hirer agrees to ensure all fire exits and gang ways are kept clear of any obstructions (including tables, chairs, etc) for the duration of hire.

15.          The use of any inflatable's is not permitted on the premises.

16.          All appliances must be used in accordance with the guidelines given, and turned off at the end of the hire period (unless otherwise stated in the hall).  PLEASE NOTE:  THE COOKER MUST NOT BE TURNED OFF BY THE MAIN SWITCH ON THE WALL AT ANY TIME

17.          Hirers are asked to note that an Awning is available for use just over the entrance to the hall.  This can be extended in wet weather to provide additional protection from rain users enter the hall.  The Awning is operated by a large turning handle that is located on the shelf in the kitchen.  PLEASE NOTE:  IF YOU USE THIS AWNING, GREAT CARE SHOULD BE TAKEN WHEN EXTENDING IT, ESPECIALLY IN COLD, WINDY OR ICY WEATHER, AND THE AWNING SHOULD BE REWOUND AT THE END OF ANY HIRE PERIOD.

18.          In case of Fire, or an emergency evacuation of the building, all hall users should assemble at the 'Fire Assembly Point' which is located at the far end of the hall car park.

Notices detailing the Evacuation Routes are located within each area of the hall.  All hall users should familiarise themselves with their nearest exits and fire exits, and suggested evacuation routes.

It is the responsibility of the hall hirer to ensure all users of the hall are aware of the location of the fire assembly point and the location of the fire exits.

Should there be a fire, nobody should re-enter the building after evacuating until told to do so by a member of the Fire or Police Service.

            Fire Call Points and Fire Alarm

The Hall is fitted with a fire alarm which can be activated by pushing one of the 8 Fire Call Points which are located by the entrances to all fire exits.  The fire alarm does NOT link directly to a fire station, so in case of a fire 999 should be dialled to alert the authorities.  In case of the fire alarm being activated (either due to a fire or in error), all occupants of the hall should evacuate by the nearest fire exit, and remain outside the hall until such time as it has been cleared safe to return. 

In cases of the alarm being activated by misuse or without genuine cause, the caretaker should be contacted on the number listed below, who will attend site and reset the alarm.  Please note that in these cases, a cost of £50.00 will be taken from any returnable deposit given for each false alarm.

Please complete the Booking Application form and return it, together with a signed copy of the Booking Terms and Conditions, and the appropriate hire amount to the Booking Secretary:-

Mrs J Abbott, 31 Upland Road, Thornwood, 01992 571128

Thornwood Village Hall management committee representatives -

Mrs J Abbott               01992 571128 Booking Secretary

Mr C Hawkins             01992 577100 Committee Member

Mrs S Hebden             01992 576476 Caretaker

Mrs S De Luca            01992 523825 Clerk to the Council

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I, .............................................................(insert name), confirm I have read, understood, and hereby agree to adhere to the terms and conditions of booking for the hire of the Thornwood Village Hall and Playing Field.

Signed:..........................................................................

Date:   ...........................................................................

Date of Hire:..................................................................