Hire Rates

Agreement

1. (a) In this agreement the expression “the Premises” means the parts of the Stoke D’Abernon Village Hall which the Hirer has agreed to hire (i.e., as the case may be, the Main Hall and/or Kitchen and/or Elmbridge Room). (b) In consideration of the Hirer’s agreement to pay the hiring fees  set out in the table below the Trustees agree to permit the Hirer to use the Premises on the dates and between the times and for the purposes set out in the table. (c) Payment is due 7 days after the date of the invoice. The Trustees reserve the right to terminate the contract and all further hirings under it if invoices remain unpaid after they have become due
2. The Standard Conditions of Hire set out on pages 4 and 5 form part of this agreement and it is the Hirer’s responsibility to ensure that they are complied with. The Hirer confirms that he or she has read them
3. Cancellations for booked dates must be notified by email or by telephone 7 days before the hiring.   When cancellation is confirmed by the Administrator the fee will be refunded. For cancellation later than this the full agreed hiring fee must be paid unless the Trustees are able to find another hirer. The Trustees may waive the fees if the cancellation has taken place due to circumstances beyond the Hirer’s control
4. The Hirer must pay a separate deposit of £20 to use the kitchen. This to cover any breakages and the cost of any additional cleaning or administration required if the kitchen and its equipment is not left clean and tidy, with everything replaced in its original location. Provided that there is no reason to withhold the deposit, the cheque or cash will be returned as soon as possible after hiring
5. The Hirer may be permitted to borrow keys to the Premises for payment of a deposit of £20, repayable when the keys are returned
6. The Hirer must be present in person for the entirety of the hiring and is responsible for any cleaning necessary and ensuring any equipment, such as tables and chairs used are replaced in its original location
7. The Trustees do not accept any responsibility for any loss of or damage to:
(a) personal property of visitors to the Premises such as coats, hats handbags;
(b) any other property which may be brought into the Premises by individuals or organisations;
(c) vehicles or their contents parked at or adjacent to the Premises
8. The Trustees shall not be liable to compensate the Hirer for any consequential financial loss or damage or to compensate the Hirer for annoyance, inconvenience, loss of enjoyment or disappointment if the Premises are unable to be used on the date of a hiring through circumstances beyond the control of the Trustees rendering the Premises unfit to be used for the purposes for which they have agreed to hire them. The Hirer’s entitlement will be limited to a refund for a particular hiring
9. The Hirer states that he or she is at least 18 years of age and understands that: (a) personal contractual liability is undertaken for all of the terms of this agreement and that (b) in addition, where a hiring is entered into on behalf of an organisation of any sort, the Hirer is duly authorised to bind the officers of that organisation who will also be contractually liable to the Trustees.

CONDITIONS OF HIRE
2012 STOKE D’ABERNON VILLAGE HALL STANDARD CONDITIONS OF HIRE
1. FIRE PRECAUTIONS
The Hirer must ensure that:
(1) everyone using the Premises is aware of the location of the exits and fire extinguishers;
(2) clear access is maintained to all doors and emergency exits, with a minimum of 3’6” gangways;
(3) the Fire Brigade is called if there is a fire or fire alarms are activated. Printed instructions on how to call the Fire Brigade are posted in all parts of the Hall. Use a mobile or phones at the Pub or railway station;
(4) the Administrator or a Trustee are telephoned immediately if there is a fire or the fire alarm sounds.
2. PERFORMANCES & SALE OF ALCOHOL
The Hall has a PRS for Music licence and a PPL licence.  However, if the Hirer’s function will involve the sale of alcohol or the performance of entertainment or music or dancing these activities will need authorising under the Temporary Event Notice (TEN) procedure under licensing legislation. The Hirer must apply to Elmbridge Council at least 6 weeks in advance. 10 working days is too late.  See:  http://www.elmbridge.gov.uk/atoz/detail.htm?pk_services=991
The Hirer must ensure compliance with the conditions imposed by Elmbridge Council under any licence or authority granted by it
3. AT THE END OF THE HIRING the Hirer is responsible for:
(1) leaving the Premises and surrounds in a clean and tidy condition (failing which the Trustees are entitled to make an additional charge for any work required);
(2) leaving the Premises properly locked, unless directed otherwise; N.B. The Hirer must ensure that the Premises are vacated and locked by midnight.
(3) replacing any contents temporarily removed from their usual positions;
(4) taking away any large quantities of litter, waste and any arising nappies placed in the Nappy Bin;
(5) putting other rubbish in the Elmbridge BC bins at the back of the hall;
(6) cleaning anything spilt on the floors with warm water and washing up liquid. No scourers, bleach or abrasive cleaners are to be used;
(7) removing any decorations put up.  If the Hirer fails to do this the Trustees may have to hire equipment and/or engage a contractor.  The Hirer will be responsible for this cost plus an administration fee of £20.
NOTE: Cleaning materials are in the kitchen, brooms etc in the entrance hall cupboard.  A vacuum cleaner is also available.
. DECORATIONS
The Notice Boards in the Main Hall can be used for decorations. But the Hirer must prevent:
(1)  decorations being fixed on or attached to the lights or beams;
(2)  nails or drawing pins being inserted into the plaster of the walls or woodwork;
(3)  sticky tape or labels being attached to any articles of hall furniture, plaster or woodwork
5. SUPERVISION
During the period of hire the Hirer is responsible for:
(1) the Premises, the fabric and contents, their care and safety from damage, however slight;
(2) the behaviour of everyone using the Premises;
(3) ensuring that the Hirer event is not a nuisance or annoyance to the residents of properties nearby;
(4) car parking, to avoid obstruction of the pavement, driveway or highway;
(5) ensuring that a minimum of noise is made on arrival and departure;
(6) the safe use of any electrical appliances brought to the Premises and ensuring they are in good working order
6. THINGS THE HIRER CAN’T DO OR PERMIT
The following are not permitted in any part of the Premises or the grounds:
(1) smoking;
(2) the use of dry-ice smoke making machines or other smoke generating equipment of any sort;
(3) playing ball-games;
(4) holding discos;
(5) letting children use the kitchen;
(6) using electric heaters without advance written permission from the Trustees;
(7) using the Premises for any purpose other than that described in the hiring agreement;
(8) sub-hiring the Premises;
(9) allowing the Premises to be used for any unlawful purpose or in any unlawful way;
(10) bringing onto or doing anything to the Premises which may endanger them or invalidate insurance policies
7. ACCIDENTS, BREAKAGES OR EQUIPMENT FAILURE  
The Hirer must report to the Administrator as soon as possible:
(1) any accidents involving injury to the public. Please complete the Accident Book in the First Aid cupboard in the kitchen (between the oven and the refrigerator);
(2)  any failure of equipment at the Premises or brought in by the Hirer;
(3)  the breakage of any equipment on the Premises, including kitchen crockery.
8. OBEYING THE LAW
The Hirer will ensure that:
(1) the Hirer complies with the law on gaming, betting and lotteries;
(2) any activities for children under 8 years of age comply with the provisions of the Children Act 1989; (including any requirement of registration) and that only fit and proper persons have access to the children;  
(3) if preparing, serving or selling food, all relevant food health and hygiene legislation and Regulations are met
9. HEAT AND HOT WATER
These should be working, if needed.  Instructions for boosting heat or hot water are on the wall near the boiler in the storage room. The Hirer must ensure that:
(1) permanent boiler settings are not altered;
(2) the immersion heater is not to be used without the authority of the Administrator or a Trustee;
(3) if radiator thermostats are altered they must be re-set as they were found.  
An administration fee of £20 will be charged in the case of any contravention of this clause
10. DOGS AND OTHER ANIMALS
Dog training classes can be held in the Main Hall where the trainers are affiliated to the British Institute of Professional Dog Trainers.  Otherwise the Hirer will ensure that no dogs or other animals (including birds), except guide dogs, are brought onto the Premises without permission of the Administrator or a Trustee
11. POLLING STATION
The Hirer accepts that if the Main Hall is required for use as a Polling Station for a Parliamentary, European or Local Government election or by-election any other hirings will be cancelled and a full refund of any payment will be made
12. DISRUPTIVE BEHAVIOUR
The Trustees reserve the right to refuse or withdraw all rights of admission from any person(s) whose behaviour is clearly disruptive of the running of the Premises, or to the enjoyment of other users or of residents of the nearby properties
13. OBLIGATION TO  INDEMNIFY THE TRUSTEES FOR DAMAGE CAUSED OR IN CASE TRUSTEES ARE SUED BY NEIGHBOURS BECAUSE OF NOISE  NUISANCE ETC
(a)     The Hirer shall indemnify the Trustees for:
(1)    the cost of repairs needed on account of any damage caused to any part of the Stoke D’Abernon Village Hall or its surroundings or to the contents of the buildings which may occur during the period of the hiring (or as a result of the hiring);and
(2)   all damages and costs which the Trustees may become liable to pay to a third party (such as a neighbour) as a result of the Hirer failing to comply with the Hirer’s obligations hereunder (e.g. nuisance by noise).
(b)     The Hirer undertakes to pay the Trustees’ costs incurred in connection with any legal proceedings relevant to this clause, and (subject to any order to the contrary by the Court) such costs are to be assessed by detailed assessment on the indemnity basis if not agreed
14. SUITABILITY OF PREMISES The Trustees do not promise that the Premises or adjacent land are suitable for any particular use or activity (including, for example, use for day care or supervised activity facilities for children) and the Hirer must satisfy himself or herself in this regard

Amended:     July 2012