Terms and Conditions of Hire of The Victory Hall. (updated 2011)
1. The Hirer will, 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 behaviours of all persons using the premises whatever their capacity, including proper supervision of car parking arrangements so as to avoid obstruction of the highway. It is also the responsibility of the hirer to make sure that laws related to drinking and smoking are adhered to i.e. no person under the age of 18 shall be allowed to drink or serve alcohol, and that alcohol shall only be served during the permitted hours. The hirer shall also make sure that everyone knows that it is illegal to smoke on the premises.
2 The Hirer 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 premises or any insurance policies held by the Management Committee.
3. The Hirer shall comply with all the conditions and regulations made in respect of the premises by the Fire Authority, Local Authority, the Local Magistrates’ Court or otherwise, particularly in connection with any event which includes public dancing, music, or other public entertainment. The Hirer shall give full consideration to local residents by reducing the volume of music after 11pm, and leaving the hall with a minimum of noise.
4. The Hirer shall indemnify the Committee for the cost of repair of any damage to any part of the property including the hall, the car park, the play area and the green, or to the contents of the building which may occur during the period of the hiring as a result of the hiring.
5. The Hirer shall pay the full hire charge no later than one week before the date of the hire. If the hirer wishes to cancel the booking before the date of the event, and the Committee are unable to get a replacement booking, the question of the payment or the repayment of the fee shall be at the discretion of the Committee.
6. The Hirer shall be responsible for leaving the premises and surrounds in a clean and tidy condition, properly locked and secured, unless directed otherwise. Any contents removed from their usual positions must be properly replaced; otherwise the Committee shall be at liberty to make an additional charge. At no time may any ‘Chinese Lanterns’ be lit and let off on the hall field or car park. All rubbish must be taken homeand not left on the premises.
7. The Committee reserve the right to cancel the booking in the event of the hall being required for use as a polling station, or for health and safety reasons, in which case the hirer shall be entitled to a full refund of any payment already made. Block bookings may also be asked to alter their bookings if the hall is needed for a wedding reception or a funeral tea.
8. In the event of the hall or any part of it being rendered unfit for the use for which it has been hired, the Committee shall not be liable to the Hirer for any resulting loss or damage. No responsibility is held by the Committee for articles or clothing left in the hall, play area, the car park or on the green.
9. Parking, please note that two parking places must be kept clear at all times, in front of the surgery, in case of emergency.
10. Electrical Items – all portable electrical items brought into the hall for public use must be (PAT) –Portable Appliance Tested by a qualified electrician and carry a label from the electrician.
11. Concerns- if you have any concerns please put them in writing to our Secretary:
Mrs P M Allen, 5, Dukes Meadow, Hamstreet, Ashford, Kent. TN26 2HD
Special conditions of hire to comply with the Licensing Act 2003.
For the purposes of these conditions, the term Hirer shall mean an individual hirer or, where the hirer is an organisation, the authorised representative.
1. The Hirer hereby acknowledges the conditions of the licensing act, as stated below.
2. The Hirer , not being a person under 18 years of age, hereby accepts responsibility for being in charge of the premises at all times when the public are present and for ensuring that all the conditions of the Licence are met. The sale of alcohol to persons under 18 is a criminal offence, as is smoking on the premises.
3. The number of people on the premises shall not exceed the number permitted under the licence granted in respect of the premises, that is:
C: Functions utilising seating at tables 84 persons
D: Functions combining A & C 112 persons
4. The Hirer shall ensure that there shall be a minimum of two (2) persons, neither of whom shall be less that 18 years old, on duty in the premises when they are being used for public entertainment, this includes the person in charge. All persons on duty shall have been informed of the procedure to be adopted in case of evacuation, and shall also be familiar with the whereabouts of the fire fighting equipment.
5. All emergency exits shall be kept clear of obstructions, at all times, so as to be immediately available for free public egress.
6. The Fire Brigade shall be called to any outbreak of fire, however slight, and details shall be given to the Secretary of the Hall Management Committee.
7. Performances involving danger to the public shall not be given. Highly flammable substances shall not be brought into, or used, in any area of the premises. No internal decorations of a combustible nature shall be erected in the premises. No attachments for holding decorations, notices or the like, shall be made to any part of the building except where special provision has been made, or without prior permission from the Committee.
8. The Hirer shall ensure that no unauthorised heating appliances are used in the hall. The hirer will also ensure that the hall heating thermostat is returned to 10 degrees before leaving the hall.
9. Permitted hours. Music and dancing are only permitted during the following hours to comply with the terms of the hall’s Entertainments Licence:
Sunday to Thursday 00.09 to 00.00 Friday and Saturday 09.00 to 01.00 It is the responsibility of the hirer to ensure that National and Local laws concerning disturbance of neighbours caused by noise are adhered to, it is also the hirer’s responsibility to make sure that any disco equipment is fitted with properly operating noise limiters. Alcohol may only be sold during the hours stated on the appropriate licence.
10. The Management Committee reserves the right to terminate any long term agreement where it is believed that there have been repeated occurrences of bad behaviour on the part of persons under the control of the hirer.
11. The Management Committee will not allow any activity which presents a danger, for health and safety reasons; nor will it allow football boots or roller boots in the hall. The Management Committee will levy a charge of £30 if the hall and its surroundings are left in a dirty condition, or if rubbish is not taken away at the end of the hiring and if the lights, fans or heating are left on or water is left running.
Thank you for your co-operation, The Committee hope that you enjoy your use of the hall.
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