CONDITIONS OF HIRE

CONDITIONS OF HIRE for 2025/6

Fleckney Village Hall Registered Charity 1194020

bookings@fleckneyvillagehall.org.uk

 To be retained by the Main User

     1.    These Conditions of Hire are available on the Fleckney Village Hall website (www.fleckneyvillage hall.org.uk).

     2.    Fleckney Village Hall [‘the Village Hall’)] reserves the right to refuse applications for hiring, or to cancel an existing booking

            should the Fleckney Village Hall Trustees (‘the Trustees’) deem it necessary.  In the event of the Village Hall or any part of it

            being rendered unfit for the use it was hired for, the Trustees shall not be liable to the Hirer for any resulting loss or damage

            whatsoever.

   3.    The Applicant must be 18 years or over and shall not permit the premises to be used for purposes other than stated on the

          application form.  Activities must be strictly limited to the areas of the premises described in the booking.

     4.    [a]. Applications for hire made more than 12 months in advance may be subject to annual price increases.

[b].Block Bookings:  Applications for regular group hirings for the next calendar year are to be returned to the Booking Secretary

or consideration by the end of August. The Trustees will aim to advise Applicants of acceptance of bookings by the end of September.

[c]. Stage:  If use of the stage and stage lighting is required this must be stated at the time of application.

   5.    Payment may be made (preferably by bank transfer) to:

• Fleckney Village Hall

• Sort Code 08-92-99, account no. 67225572

• Cheques to be made payable to: FLECKNEY VILLAGE HALL.

     6.    If less than one month’s notice of cancellation is given, the booking fee may be retained at the Trustees discretion.

   7.    The number of persons to be allowed on the premises should not exceed:

• 150 seated in the Main Hall

• 60 seated in Meeting Room

• 250 standing in entire premises for dances or discos, at any one time.

   8.    The Hirer (or a representative) must be present during the entire period of hire, ensuring:

• adequate supervision

• exercising their duty of care for all persons under 18 years of age, and vulnerable children and adults

• having due regard for fire safety and

• preventing the consumption of alcohol by minors.

     9.    a). Hirers should conduct any necessary Risk Assessments associated with their activity (including stage performances

            and the use of stage equipment).  These may include (but not be limited to):

• working at height,

• the inherent dangers associated with the raised Stage area,

• working with electrical equipment and

• the use of Village Hall equipment and installations.

  9.      b). All portable electrical equipment brought onto the premises by the Hirer should have a current Portable Appliance Test [PAT]

           and must be removed at the end of each individual booking or performance.

    10.     The Village Hall and environs has a No Smoking and no Vaping Policy.  Any fine incurred through smoking on these premises

              will be the responsibility of the Hirer.

    11.     Alcoholic drinks may not be sold on the premises unless the Hirer has obtained the permission of FVH and the requisite

             Temporary Events Notice.

    12.    The Village Hall holds a PPL Licence.  Hirers must obtain PRS licencing applicable to their event.  (See http://pplprs.co.uk).

  13.    Crockery and cutlery are available for use by Hirers.  Details available on request.

  14.    No BluTack, Sellotape or similar adhesive products are to be used on walls or ceilingsin ANY part of the Hall premises as

           this causes damage.

    15.    The Hirer should arrive promptly to allow for unlocking and any induction to the Hall which may be required.  The Keyholder

             will wait no longer than 10 minutes after the start of the hire period.

    16.    The Hirer shall at all times show consideration to neighbouring residents in terms of noise and general behaviour. 

             Music at any function must end by 11:30pm.

    17.    The Hirer must vacate the premises completely at the stated end of the booking period, inclusive of time, to allow for tidying,

             cleaning, and reinstating the premises.

    18.    The Hirer shall be responsible for leaving the premises in a clean and tidy state and returning the Hall to its original condition

             (including the toilets and kitchen area if used). 

• All internal lights are to be switched off

• All windows and doors properly locked and secured, and

• Tables and chairs neatly stacked in their original positions.

• Please see instructions for where all items are housed around the building – Lists in the main hall and foyer.

Please do not mop the main Hall wooden floor with excessive amounts of water.  Cloths and mops are supplied (in the kitchen

storage cupboard) for small spillages, which should be attended to immediately.

    19.   All bulky rubbish, including soiled nappies, foodstuffs and empty tins and bottles may be placed in the large Trade and Recycling

           Bins by the side of the Hall.  The bins provided inside the Hall are for light rubbish only, and these should be emptied into the

           outside bins should they become full or close to overflowing.

  20.   The Trustees shall not be responsible for damage, loss or injury sustained by persons or

organisations using the premises (including the car park) which is used at the Hirers own risk, and it is the Hirers responsibility

to organise all any Insurance cover appropriate to their activity.

    21.   The Hirer agrees to pay full compensation to FVH for any damage or loss to the building, its contents, or subsequent revenues

            during the use of the premises.

  22.  A deposit (see current Hire Rates on the Village Hall website) is required in addition to the hire fee.

        The deposit will be returned after confirming the satisfactory condition of the premises and its contents following the

        completion of the event in question, and compliance with the conditions set out in this document.  In the event of any

        breach, the Trustees reserve the right to retain all or any part of the deposit

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