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 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.
Hirers and guests must ensure that they park with consideration. You must not double park or block any cars in.
Please check that the booking details are correct.
You are required to ensure that no one parks in such a way as to block vehicular access to the driveway by the entrance to the Hall as this provides access to a private residence.
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 or other form of commercial activity is allowed unless sanctioned
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 always be kept clear
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
All fees should be paid in advance. Preferred method of payments is BACS to;
Sort Code: 40-35-21
When making payment please state your name and the purpose of the booking
Cheques should be made payable to Langham Village Hall
Two weeks’ notice must be given of any cancellations otherwise the fee may be payable in full
Access to Wi-Fi is included in the booking fee. The password is on the Village Hall notice board in the corridor. The network is LVHNEW, the password is in the notice board next to the kitchen hatch in the main hall
Every endeavour will be made by the Trustees to fulfil any booking but they 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
Bouncy Castles are not allowed in the Village Hall as they are specifically excluded from our Public Liability insurance policy
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
Leaving the hall and entrance to an acceptable standard of cleanliness constitutes a condition of letting.
Cleaning equipment is in the cupboard in the rear corridor,
Important: all lights, standalone 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 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
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
The dustbin is outside the rear exit. Please recycle rubbish if possible
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 to allow
passage. Do not stack chairs more than 6 high. Tables should be returned to the cupboard adjacent to the Ladies toilets
Special Conditions of Hire during COVID-19
Note: These conditions are supplemental to, not a replacement for, the hall’s ordinary conditions of hire. (See also ACRE’s Model Hiring Agreement)
SC1: You, the hirer, will be responsible for ensuring those attending your activity or event comply with the COVID-19 Secure Guidelines while entering and occupying the hall, as shown on the attached poster which is also displayed at the hall entrance, in particular using the hand sanitiser supplied when entering the hall and after using tissues.
SC2: You undertake to comply with the actions identified in the hall’s risk assessment, of which you have been provided with a copy.
SC3: You will be responsible for cleaning door handles, light switches, window catches, equipment, toilet handles and seats, wash basins and all surfaces likely to be used during your period of hire before other members of your group or organisation arrive and to keep the premises clean through regular cleaning of surfaces during your hire, paying particular attention to wash hand basins and kitchen sinks (if used), using either the products supplied (which will be in a clearly accessible location) or your own ordinary domestic products. You will be required to clean again on leaving. Please take care cleaning electrical equipment. Use cloths – do not spray!
SC4: You will make sure that everyone likely to attend your activity or event understands that they MUST NOT DO SO if they or anyone in their household has had COVID-19 symptoms in the last 7 days, and that if they develop symptoms within 7 days of visiting the premises they MUST use the Test, Track and Trace system to alert others with whom they have been in contact.
SC5: You will keep the premises well ventilated throughout your hire, with windows and doors open as far as convenient. You will be responsible for ensuring they are all securely closed on leaving.
SC6: You will ensure that no more than [insert number] people attend your activity/event, in order that social distancing can be maintained. You will ensure that everyone attending maintains 2m social distancing while waiting to enter the premises, observes the one-way system within the premises, and as far as possible observes social distancing of 1m plus mitigation measures when using more confined areas (e.g. moving and stowing equipment, accessing toilets) which should be kept as brief as possible. You will make sure that no more than two people use each suite of toilets at one time.
SC7: You will take particular care to ensure that social distancing is maintained for any persons aged 70 or over or likely to be clinically more vulnerable to COVID-19, including for example keeping a 2m distance around them when going in and out of rooms and ensuring they can access the toilets, kitchen or other confined areas without others being present. For some people, passing another person in a confined space is less risky, but for older people that should be avoided.
SC8: You are asked to keep a record of the name and contact telephone number or email of all those who attend your event for a period of 3 weeks after the event and provide the record to NHS Track and trace if required.
SC9: You will be responsible for the disposal of all rubbish created during your hire, including tissues and cleaning cloths, [in the rubbish bags provided insert location before you leave the hall] or [taking all rubbish away with you when you leave the hall].
SC10: You will encourage users to bring their own drinks and food. Kitchen facilities will not be available initially.
SC11: We will have the right to close the hall if there are safety concerns relating to COVID-19, for example, if someone who has attended the hall develops symptoms and thorough cleansing is required or if it is reported that the Special Hiring Conditions above are not being complied with, whether by you or by other hirers, or in the event that public buildings are asked or required to close again. If this is necessary, we will do our best to inform you promptly and you will not be charged for this hire.
SC12: In the event of someone becoming unwell with suspected Covid-19 symptoms while at the hall you should remove them to the designated safe area which is at the back of the hall away from the main group.
Provide tissues and a bin or plastic bag, and a bowl of warm soapy water for handwashing. Ask others in your group to provide contact details if you do not have them and then leave the premises, observing the usual hand sanitising and social distancing precautions, and advise them to launder their clothes when they arrive home. Inform the Booking Officer (David Webb on 07765310122) as soon as possible.
SC13: Live performances e.g. drama, music are not permitted at present. This is in order to avoid risk of aerosol or droplet transmission. For the same reason you must take steps to avoid people needing to unduly raise their voices to each other, e.g. refrain from playing music or broadcasts at a volume which makes normal conversation difficult.
SC14: You will ask those attending to bring their own equipment and not share it with other members
Langham Village Hall
Registered charity No: 522341 January 2019