Terms and Conditions

Hall for All

Weston Longville, Morton on the Hill and Attlebridge

Hiring Terms and Conditions.

(The Committee refers to the Hall for All Management Committee. If the Hirer is in any doubt as to the meaning of the following, a member of the Committee should be consulted.)

 Care of the Hall for All  premises.

  • The Hirer shall, during the period of the hire, be responsible for the care of the Hall, its grounds and its contents.
  • The Hirer shall not do anything or bring onto the Premises anything, which may endanger the same or render invalid any relevant 
insurance policies. Any electrical equipment must have a PAC certificate.
  • The Hirer is responsible for making sure that the Hall is not left unattended and unsecured at any time during, or at the end of the hire period.
  • No alterations or additions, including the installation of fixtures, may be made to the Hall. No placards, decorations or other articles may be attached in any way to any part of the Hall unless with the prior consent of the Committee.
  • The Hirer shall make good or pay for all damage (including accidental damage) to the Hall or its fixtures, fittings and contents. See Hiring Charges for details of deposit required at time of hiring.
  • The Hirer is responsible for the replacement of any contents lost or stolen.
  • Bouncy Castles: bouncy castles must not be inflated inside the hall. It may be possible to put one on the playing field but hirers should bear in mind that they will need to take out insurance against accidental injury to users as they would not be covered by the hall’s public liability insurance.

Supervision The Hirer is responsible for the actions of all persons using the Hall during and following the hire period. Orderly behaviour should be maintained, both inside the Hall and in the vicinity.

The Hirer shall ensure that no animals (including birds) except guide dogs are brought into the Hall, other than for a special event agreed by the Committee. No animals whatsoever are to enter the kitchen at any time.

Use of the Hall for All premises.

 The Hiring Agreement allows only the use of the Hall and confers no tenancy or other right of occupation on the Hirer.

  • The Hirer shall not use the Hall for any purpose other than that described in the Hire Agreement.
  • The Hirer shall not sub-let the Hall.
  • The Hirer shall not use the Hall or allow the Hall to be used for any unlawful purpose or in any unlawful way.

Licences and Legislation

There is no licence for the sale of alcohol. The Hirer, with the prior agreement of the Committee, shall be responsible for obtaining such licences as may be needed for the sale, supply or consumption of alcohol.

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, and copyright.

The Hirer shall comply with all conditions and regulations made in respect of the Hall by the Fire Authority and the Broadland District Council, particularly in connection with any event which constitutes regulated entertainment, at which alcohol is provided, or which is attended by children or vulnerable adults.

The Hirer shall, if preparing, serving or selling food, observe all relevant food health and hygiene legislation.

Information for Hirers.

The Hirer must follow any instructions contained in the ‘Information for Hirers’ document (attached) and the Users Note and any instructions displayed in the Hall, including Fire Safety. Should these not be followed the Committee shall be at liberty to retain monies held and may make an additional charge.

Stored Equipment and Other Property

The Committee accepts no responsibility or liability for loss or damage to any stored equipment or other property brought on to or left at the Hall.

All equipment and other property must be removed at the end of each hiring, unless by prior agreement with the Committee. The Committee reserve the right to make additional charges for any property not removed.

Regular Hire

Hirers will be subject to a probationary period, following which the Committee may at its discretion decide to renew or cancel the Hiring Agreement.

Hirers are requested to give the Bookings Officer a minimum of 4 weeks notice of termination of a Regular Hire.

Insurance

During the period of the hire, the Hirer is covered by the Hall’s insurers against any claims arising out of the negligence of the Committee. Any claims made for accidents or injuries arising out of the activities taking place at the Hall are the Hirer’s responsibility, as are any claims from local residents for damage to property, or nuisance caused by persons attending the Hall.

Cancellation

If the Hirer wishes to cancel the booking two weeks or less before the date of the event, and the Committee is unable to secure a replacement booking, the question of the repayment of the booking deposit or any other hire fee paid shall be at the sole discretion of the Committee.There is a cancellation charge of £25 payable in advance for all bookings over £100  (for bookings taken after 1 December 2016).

Deposits A deposit of 50% of the total hire charge is required for any booking of two or more consecutive days. The deposit to be forfeited if the booking is cancelled two months or less from the date booked.

The Committee reserves the right to cancel a hiring, or an occurrence of a Regular Hire, in exceptional circumstances. In any such case the Hirer shall be entitled to a refund of any fee already paid, but the Committee shall not be liable to the Hirer for any resulting direct or indirect loss or damages whatsoever.

Hall for All

Weston Longville, Morton on the Hill and Attlebridge

Information for Hirers

A caretaker is not present on the premises. As the Hirer and responsible person for the event/function, you have legal duties with regard to the safety of those persons assisting or attending the event. Committee contact information is displayed in the hall. There is no telephone in the building.

Before the event you should be aware of the Hiring Terms and Conditions and any Health and Safety, and Fire requirements displayed in the Hall, (and on the Hall website) including:-

  • What fire protection systems are available.
  • How a fire will be detected.
  • How people will be warned if there is a fire.
  • How evacuation of the building, to the Playing Field, should be carried out including arrangements for those identified as being especially at 
risk such as those with disabilities or children.
  • Where people should assemble after they have left the building and procedures agreed for checking everybody has evacuated 
the building.
  • Arrangements for fighting a fire.
  • How fire and rescue, and any other services, will be called. (Post Code for the Hall is NR9 5JU)
  • Procedures for meeting the fire and rescue services on their arrival. One person should take position near the gate to assist the emergency services arrival and to stop other traffic.
  • Limitation on numbers of people. (100 seated/200 standing)
  • Checking all fire escape routes are clear of obstruction.
  • Location of First Aid box and Accident Book in the kitchen.
  • SEE FIRE/EMERGENCY PROCEDURES BOARD IN THE HALL.

At the start of an event you should notify all present about: –

  • The mandatory no smoking policy.
  • The Fire alarm sounds as a continuous bell.
  • Location of exits and escape routes.
  • Taking only valuables immediately to hand and not to go to collect other belongings.
  • Not leaving items on the floor that could cause obstruction e.g. handbags.
  • The location of the Assembly Point, which is the Playing Field.
  • What will happen after an evacuation.

 During an event, you should ensure that:-

  • Escape routes and exits do not become obstructed.
  • The No Smoking policy is adhered to.
  • No naked flames, including candles, are started.  
  • Rooms do not become overcrowded.
  • Permitted numbers are not exceeded.  (100 seated/200 standing)
  • Noise levels cannot drown out the need for emergency announcements.
  • You are aware of the disabled call alarm in the disabled toilet.
  • There is no noise disturbance for neighbours, including during departure.

 AT THE END OF THE HIRING, YOU SHOULD ENSURE THAT:-

  • The Premises are left clean and tidy and equipment is returned to its correct position / storage area.
  • All rubbish and items brought onto the Premises are taken away.
  • All heaters including water heaters and cookers are turned off.
  • All electrical appliances are turned off and unplugged.
  • All lights not required for security reasons are turned out.
  • All internal doors are closed.
  • All exits to the Premises are locked/secured
  • Regular users should keep their entry code secure.

 

Issue 5

November 2015