CONDITIONS OF HIRE
REGISTERED CHARITY NUMBER 301782
Chilworth Parish Hall – Conditions of Hire
Reg. Charity No. 301782
If the Hirer is in any doubt as to the meaning of these conditions the Letting Secretary should be consulted as representative of the Chilworth Hall Management Committee (CHMC). For the purposes of these conditions, the term HIRER shall mean an individual hirer or, where the hirer is an organisation, the authorised representative.
- Supervision
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 behaviour of all persons using the premises whatever their capacity: including proper supervision of car parking arrangements so as to avoid an obstruction. The lane leading to the hall is a shared access and occupants of other dwellings have a right of way over it: the HIRER shall ensure that vehicles pass slowly and carefully along this lane.
- Use of Premises
Chilworth Parish Hall is available for hire for up to a maximum of 120 persons; this number must never be exceeded. The HIRER shall not use the premises for any purpose other than that described in the hiring agreement and shall not sublet 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 same or render invalid any insurance policies in respect thereof. Smoking is prohibited on the premises. It is not permitted for hirers or caterers to use bottled gas (LPG), barbeques or other open flame heating or cooking appliances in the hall or in the grounds. The Hirer is held responsible for any irresponsible actions.
- Licences
The Hall DOES NOT hold a premises licence for music, dancing, plays and also a Performing Rights Society Licence. The HIRER shall be responsible for obtaining such licences and for the sale or supply of intoxicating liquor.
- Gaming, Betting and Lotteries
The HIRER shall ensure that nothing is done on or in relation to the premises in contravention of the law relating to gaming, betting and lotteries.
- Public Safety Compliance
The HIRER shall comply with all conditions and regulations made in respect of the premises by the Fire Authority, Local Authority, Local Magistrates’ Court or otherwise, particularly in connection with any event which includes public dancing or music or other similar public entertainment or stage plays.
- Health and Hygiene
The HIRER, if preparing, serving or selling food, shall observe all relevant food health and hygiene legislation and regulations.
- Electrical Appliance Safety
The HIRER shall ensure that any electrical appliances brought by them to the premises and used there shall be safe and in good working order, and used in a safe manner.
- Indemnity
The HIRER shall indemnify the CHMC for the cost of repair of any damage done to any part of the property including the curtilage thereof or the contents of the buildings which may occur during the period of the hiring and as a result of the hiring. The HIRER shall be responsible for making arrangements to insure against any third party claims which may lie against the Hirer (or the organisation if acting as a representative) whilst using the Parish Hall. The Parish Hall is insured against any claims arising out of its own negligence.
- Accidents and Dangerous Occurrences
The HIRER must report all accidents involving injury to the public to a member of the CHMC as soon as possible. Any failure of equipment, either that belonging to the hall or brought in by the hirer, must also be reported as soon as possible. Certain types of accident or injury must be reported on a special form to the local authority. The CHMC will give assistance in completing this form. This is in accordance with The Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995.
- Animals
The HIRER shall ensure that no animals (including birds), except working dogs, are brought into the hall other than for a particular special event agreed to by the CHMC. No animals whatsoever are to enter the kitchen at any time.
- Compliance with The Children Act
The HIRER shall ensure that any activities for children under eight years of age comply with the provisions of The Children Act of 1989, and that only fit and proper persons have access to the children.
- Fly Posting
The HIRER shall not carry out or permit fly posting or any other form of unauthorised advertisements for any event taking place at the Hall, and shall indemnify the Committee accordingly against all action, claims and proceedings arising from any breach of this condition. Failure to observe this condition may lead to prosecution by the local authority.
- Sale of Goods
The HIRER, if selling goods on the premises, shall comply with Fair Trading Laws and any code of practice used in connection with such sales. In particular, the HIRER shall ensure that the total prices of all goods and services are prominently displayed, as shall be the organiser’s name and address.
- Deposits
14.1 For single “occasional” bookings, a “one off” deposit of £225 is payable at the time of booking, together with the full hire payment. Following the function the deposit will normally be returned within 10 working days, subject to the confirmation by the CHMC that the condition of the Hall is satisfactory and entirely clean and tidy.
14.2 At the inception of a “regular” booking the Hirer will pay an amount equal to one months Hire Charge. Any deposits held will be returned at the end of the letting period, less any costs in the event of the hall condition being unsatisfactory or damaged.
- Cancellation
If the HIRER cancels the booking one month or less before the booking date, the full charge will be made. The CHMC reserves the right to cancel this hiring in the event of the hall being required for use as a Polling Station for a Parliamentary or Local Government election or by-election, in which case the HIRER shall be entitled to a refund of any deposit already paid.
- Unfit for Use
In the event of the hall or any part thereof being unfit for the use for which it has been hired, the CHMC shall not be liable to the hirer for any resulting loss or damage whatsoever.
- Refusal of Booking
The CHMC reserves the right to refuse a booking without notice, or to cancel the hiring agreement at any time, either before or during the term of the agreement, upon giving seven days notice in writing to the hirer. The HIRER shall be entitled upon such notice to reimbursement of such monies, including the deposit or a proportion of the same as has been paid by the hirer to the CHMC. The CHMC shall not be liable to make any further payment to the hirer.
- End of Hire
The HIRER shall be responsible for leaving the premises and surrounding area in a clean and tidy condition, properly locked and secured, unless directed otherwise, and any contents temporarily removed from their usual positions properly replaced, otherwise the CHMC shall be at liberty to make an additional charge and/or to retain whole or part of the deposit not to be refunded. The HIRER must remove speedily all rubbish, bottles and the like resulting from the hiring. Unsold items from sales must be removed.
- Noise
The Chilworth Parish Hall is located in a residential area. THE HIRER shall ensure that noise is kept to a reasonable and considerate level throughout the hiring period, on arrival and on departure.
Issued July 2022