Booking Conditions

Langham Village Hall- Additional Terms of Hire

(To be read in conjunction with Booking Form)

Condition of Hire and Responsibilities of Hirer

The Hall is let subject to the these terms and at the discretion of the Trustees. The Trustees decision is final in every application for hire. a booking form is issued to confirm each hire
If the hirer (the person who signs the booking form) is not going to be present during the hire, s/he must appoint a representative person, over the age of 21, who will be present throughout the period of hire and give them a copy of these Terms to read and to take responsibility compliance with them.

Nature of Hire

The purpose of the hire shall be notified to the Booking Secretary when the hire is arranged. The hirer should advise whether they intend to make use of the kitchen facility
No Auction, sale of other form of commercial activity is allowed unless sanctioned

Hire Restrictions

The Maximum number of persons present at any one time in the building shall not exceed 140. The maximum number of persons to be seated at any event in the main hall is 100. The maximum capacity of the Ruddle Room is 40.
Fire exits must be kept clear at all times
All music must end by 11.30pm and the hall must be vacated by 12am.
Alcoholic drinks may be consumed on the premises, but the hirer may not make any changes for providing alcohol unless they have obtained a licence from Rutland County Council
Ensure that the hall’s no smoking policy (including e-cigarettes) is adhered to

Booking Charges

All fees should be paid in advance. Preferred method of payments is BACS to;
HSBC
Sort Code: 40-35-21
Account: 71056093
Cheques should be made payable to Langham Village Hall
Two weeks’ notice must be given of any cancellations otherwise the fee is payable in full
Access to Wi-Fi is included in the booking fee. No password is required. The network is LVHNEW

Trustees disclaimer

Every endeavour will be made by the Trustees to fulfil any booking but they retain the retain the right to cancel any booking should the need arise. In such cases the Trustee’s liability will be limited to the refund of monies paid in respect of the booking
The Trustees will not accept liability for any injury, loss or damage incurred by hirers or any person whilst using the hall, including loss or damage to goods or property left in the hall
Safety of persons using the hall – As a minimum the hirer should take the following safety precautions
Consider risk issues to ensure safety of the hall users. Identify any specific precautions/actions that are required to ensure the safety of visitors to hall. Specific requirements may be needed for disabled persons, children etc. In particular the hirer should consider how s/he will evacuate the building in the event of a fire or other emergency
Locate the 3 fire exits from the building and check they are unobstructed and remain so
Locate the first aid box in the corridor
Check the position of fire extinguishers/fire blanket and their modes of operation
Ensure that no alterations are made to electrical circuits
Ensure that all portable electrical appliances brought in and used or stored in the hall are PAT tested and labelled as having been tested.
Record any accident that occurs in the Accident report book located in the corridor next to the first aid box
Hirers should not use any step ladders kept in the building
Report any defective or damaged equipment or facilities to the Booking Secretary so repairs can be actioned. Where possible a notice should be attached to the defective equipment warning that it is not to be used
All items brought into the hall by the hirer should be removed at the end of the period of hire unless agreed by The Trustees/Booking Secretary

Insurance

Langham Village Hall holds Public Liability Insurance. The insurance does not cover the Hirer for loss as a result of his/her own actions or inaction
It is recommended that the hirer has adequate insurance in force for all legal liabilities which could arise, including death or personal injury to third parties, damage to hall property or the property of others, arising out of occupation and activities whilst at the Hall premises.
Condition and Security of the hall
The hirer must ensure that the hall is left secure and undamaged
Important: all lights, stand alone electric heaters boilers/urn must be switched off before leaving the hall
The main heating system should not be touched as heating is controlled remotely by the Trustees
Any spillages should be dealt with promptly; mops, brooms, dustpans and brushes stored in the cleaner’s cupboard which is located in the corridor next to the Disabled toilet
All door and windows must be closed and locked securely after hire
Bagged rubbish, and/or recyclable waste, must be placed in the outside bins provided or removed from the premises. Failure to comply may incur an additional cleaning charge
The key must be returned at the agreed time to the Booking Secretary
To avoid causing damage, adhesive tape, drawing pins, nails, etc must not be used as fixings in the Hall: Blu-tack may be used on doors, windows and woodwork only. Notices may be placed by regular users only on the notice board provided
A charge may be made to cover the repair of any damage or breakages arising during a hire

Kitchen

Communal china/glassware/cutlery and some cookware is provided for use by all hirers. Please ensure this is washed and replaced in the cupboards after use
Tables and chairs
Tables and chairs must not be taken outside the hall
Tables and chairs should be moved with care, so as not to damage the walls, woodwork or the floor, using the trolleys provided for the chairs
Table and chairs used must be returned to the store area and stacked neatly so as to allow passage. Do not stack chairs more than 6 high. Tables should be returned to the cupboard adjacent to the Ladies toilets

Langham Village Hall
Church Street
Langham
LE15 7JE

Registered charity No: 522341 October 2017