Church Road, Redhill, North Somerset. BS40 5SG

Terms and Conditions for Booking and Hire

Table of Contents

All hire agreements of Redhill Village Hall Trust (“the Hall”), acting through its management committee, are subject to these Standard Terms and Conditions of Hire and any Special Conditions of Hire that may apply to the purpose of hire (together referred to as “Hall Conditions”). No exclusion or modification of any term is permitted unless specifically granted in writing by the Hall.

1. Responsibilities of the Hirer

The Hirer shall:

  1. Ensure they and any appointed persons understand and comply with these Hall Conditions.
  2. Provide a clear statement of the purpose of hire when booking.
  3. Appoint at least one competent supervisor (aged 21 or over) to oversee the event.
  4. Ensure a fully charged mobile phone is available for emergencies.
  5. Adhere to the maximum occupancy limits for each room (see website or noticeboard).
  6. Supervise the premises to prevent damage or unauthorised use.
  7. Control car parking to avoid obstruction of roads and pathways.
  8. Ensure noise levels remain reasonable, particularly during arrival and departure.
  9. Ensure that any electrical equipment brought in is PAT tested and used safely.

2. Use of the Premises

The Hirer must ensure that:

  1. The premises are not sub-hired or used for any purpose other than stated in the booking.
  2. The premises are not used for unlawful activities.
  3. No excessive noise, fireworks, illegal substances, smoking, or unauthorised animals are allowed.
  4. No highly flammable substances or LPG gas appliances are brought onto the premises.
  5. All users comply with safeguarding policies if children or vulnerable adults are present.

3. End of Hire Responsibilities

At the end of the hire period, the Hirer must:

  1. Leave the premises clean and tidy, removing all rubbish.
  2. Return furniture and equipment to its designated storage positions.
  3. Ensure all windows and doors are secured.
  4. Turn off all lights and taps.
  5. Lock the premises and return the key as instructed.

Failure to comply may result in retention of part or all of the deposit.

4. Fully Licensed Bar and Social Club

The Hall operates a fully licensed bar and social club with specific conditions for use:

  1. The bar is managed and operated under the Premises Licence held by the Hall.
  2. The Hirer must not bring or sell any alcohol onto the premises unless express written permission is granted.
  3. All alcohol sales must be through the Hall’s licensed bar and served by authorised bar staff.
  4. The Hirer and their guests must comply with all licensing laws, including but not limited to:
    • No sale or supply of alcohol to anyone under 18 years old.
    • No serving of alcohol to anyone already intoxicated.
    • Adherence to the Hall’s licensing hours and responsible drinking policies.
  5. The bar may be closed at the discretion of the Hall’s management if the Hirer or guests fail to comply with licensing conditions.
  6. Any misuse of the bar facilities or breach of licensing laws may result in immediate termination of hire and forfeiture of deposits.
  7. The Hall reserves the right to refuse service at its discretion.

5. Kitchen Usage (Optional Extra)

The kitchen area may be hired as an additional facility under the following conditions:

  1. The Hirer must request use of the kitchen in advance and agree to any additional hire fees.
  2. The Hirer is responsible for ensuring all food preparation and handling comply with UK food hygiene regulations.
  3. Any electrical appliances or equipment brought in must be PAT tested and used safely.
  4. The kitchen must be left clean and tidy, with all surfaces wiped, rubbish removed, and all appliances switched off.
  5. Any damage to kitchen equipment will be charged to the Hirer.
  6. The Hall does not provide any catering services or cooking staff—use of the kitchen is entirely at the Hirer’s own risk.

6. Fire Safety and Emergency Procedures

  1. The Hirer and supervisors must familiarise themselves with fire procedures (see posted notices).
  2. Fire exits must be kept clear at all times.
  3. In case of fire, activate the alarm, evacuate the premises, and call emergency services.
  4. Firefighting equipment must only be used if safe to do so.

7. Insurance and Indemnity

  1. The Hall has public liability insurance up to £2 million.
  2. The Hirer must have their own insurance if:
    • They are a commercial entity.
    • They belong to an organisation with existing cover.
    • They are hiring for an event with public attendance.
    • They are using a bouncy castle or similar equipment.
  3. Proof of insurance must be provided at least 21 days before the event, or the hire agreement is void.

8. Accidents and Incidents

  1. Any accidents involving injury must be reported immediately and recorded in the Hall’s accident book.
  2. Any damage to equipment or failure of facilities must be reported.

9. Cancellation Policy

By the Hirer:

  1. Cancellations must be notified as soon as possible.
  2. If a replacement booking cannot be secured, a cancellation charge may apply.
  3. For Saturday or all-day bookings, a minimum charge of £50 or full hire fee may be applied.

By the Hall:

The Hall reserves the right to cancel a booking if:

  1. The premises are required for elections or public emergencies.
  2. The Hirer breaches licensing or legal obligations.
  3. The premises become unfit for use.

In such cases, any hire fees paid will be refunded, but the Hall is not liable for any further loss.

10. CCTV and Data Protection

  1. CCTV is in operation throughout the Hall (except in toilets) for security purposes.
  2. Images are stored for 14 days and may be accessed by authorities in the event of an incident.
  3. The Hall complies with the UK GDPR and Data Protection Act 2018.

 

By signing the hire agreement, the Hirer acknowledges that they have read, understood, and agreed to these Standard Terms and Conditions of Hire.

The Hirer

On behalf of The Redhill Village Hall 

Name:

Name:

Signature:

Signature:

Date:

Date:

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