BREDFIELD VILLAGE HALL HIRING AGREEMENT
STANDARD TERMS AND CONDITIONS FOR HIRE

 

For a summary of the condition Click Here

To view the Hall's Special Conditions of Hire During Covid -19  Click Here 

 

These standard conditions apply to all hiring of the Village Hall. If the Hirer is in any doubt as to the meaning of the following, the Booking Secretary should immediately be consulted.


1. Age
The Hirer, not being a person under 18 years of age, hereby accepts responsibility for being
in charge of and on the premises at all times when the public are present and for ensuring
that all conditions, under this Agreement, relating to management and supervision of the
premises are met.
2. Supervision
The Hirer shall, 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 obstruction of the highway. As
directed by the Booking Secretary, the Hirer shall make good or pay for all damage (including
accidental damage) to the premises or to the fixtures, fittings or contents and for loss of
contents.
3. Use of premises
The Hirer shall not use the premises for any purpose other than that declared at the time of
hiring and shall not sub-hire 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 nor
allow the consumption of alcohol thereon without written permission.
4. 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.
5. Licensable activities
The Hall holds a Performing Right Society Licence which permits the use of copyright music in
any form, e.g. record, compact disc, tapes, radio, television or by performers in person. The
Hall does not hold a Television Licence to permit watching or recording programmes as they
are being shown on TV on any channel, live on an online TV service, downloading or watching
BBC programmes on iPlayer. Some devices can be powered solely by their own internal
batteries and a home TV Licence will usually cover use of these devices away from home. It is
the responsibility of the Hirer to ensure that they comply with the regulations on watching
television programmes away from a user’s home.
The Hall holds a Premises Licence PREM 2120 that covers the sale or supply of alcohol
provided that one of the Hall’s Management Committee is present and acting as the Licensee.
Otherwise the hirer will need to apply for a Temporary Event Notice (TEN) to be able to sell
alcohol. If other licences are required in respect of any activity in the Village Hall the Hirer
should ensure that they hold the relevant licence.38
Version Number 7 15 May 2020, revised 10 August 2020
6. Public safety compliance
The Hirer shall comply with all conditions and regulations made in respect of the premises by
the Local Authority, the Licensing Authority, and the Hall’s Fire Risk Assessment or otherwise,
particularly in connection with any event which constitutes regulated entertainment, at which
alcohol is sold or provided or which is attended by children.
(a) The Hirer acknowledges that they have received advice or instruction in the following
matters:
• The action to be taken in event of fire. This includes calling the Fire Brigade and
evacuating the Hall.
• The location and use of fire equipment.
• Escape routes and the need to keep them clear.
• Method of operation of escape door fastenings.
• Appreciation of the importance of any fire doors and of closing all fire doors at the
time of a fire.
(b) In advance of an entertainment or play the Hirer shall check the following items:
• That all fire exits are unlocked and panic bolts in good working order.
• That all escape routes are free of obstruction and can be safely used.
• That any fire doors are not wedged open.
• That exit signs are illuminated.
• That there are no obvious fire hazards on the premises.
(c) Competent attendants or stewards shall be on designated to ensure that safe conditions are
maintained in the premises. These attendants or stewards shall be specifically instructed
as to their responsibilities in the event of fire and other emergency. The minimum number
of stewards present when members of the public are present shall be:
Up to 100 persons 2 stewards
For each addition 50 persons 1 steward
Stewards are to be responsible for taking action on discovering a fire, by:
i. raising the alarm and calling the Fire Brigade
ii. operation of fire-fighting equipment
iii. evacuation of the public
7. Means of escape
(a) All means of exit from the premises must be kept free from obstruction and immediately
available for instant free public exit.
(b) The emergency lighting supply illuminating all exit signs and routes must be turned on
during the whole of the time the premises are occupied (if not operated by an automatic
mains failure switching device).
8. Outbreaks of fire
The Fire Brigade shall be called to any outbreak of fire, however slight, and details shall be
given to Secretary of the Management Committee.
9. Health and hygiene
The Hirershall, if preparing, serving or selling food, observe all relevant food health and hygiene
legislation and regulations. In particular any dairy products, vegetables and meat on the 39
Version Number 7 15 May 2020, revised 10 August 2020
premises must be refrigerated, handled and stored in compliance with the Food Safety and
Hygiene Regulations (England) 2013 and EC Regulation 852/2004. The premises are provided
with a refrigerator and freezer.
10. Electrical appliance safety
The Hirer shall ensure that any electrical appliances brought by them to the premises and
used there shall be safe, in good working order, and used in a safe manner in accordance with
the Electricity at Work Regulations 1989. Where a residual circuit breaker is provided the hirer
must make use of it in the interests of public safety.
11. Insurance and indemnity
The Hirer shall be liable for:
(i) the cost of repair of any damage (including accidental and malicious damage) done to
any part of the premises including the curtilage thereof or the contents of the premises
(ii) all claims, losses, damages and costs in respect of damage or loss of property arising as a
result of the use of the premises (including the storage of equipment) by the Hirer, and
(iii) all claims, losses, damages and costs made against or incurred as a result of any nuisance
caused to a third party as a result of the use of the premises by the Hirer.
(iv) the cost of cleaning due to the failure of the Hirer to adequately clean and restore the
Hall to an acceptable condition
The Village Hall takes out adequate insurance to insure the liabilities for damages to the
Premises or its Contents to £1,000,000 for any one claim described in sub-clauses (i) above
and may, in its discretion and in the case of non-commercial hirers, insure the liabilities
described in sub-clauses (ii) and (iii) above. The Village Hall shall claim on its insurance for any
liability of the Hirer hereunder but the Hirer shall indemnify and keep indemnified each
member of the Village Hall Management Committee and the Village Hall’s employees,
volunteers, agents and invitees against (a) any insurance excess incurred and (b) the difference
between the amount of the liability and the monies received under the insurance policy. There
is no cover for the Hirer’s liabilities arising from bouncy castles, inflatables or contact sports.
Where the Village Hall does not insure the liabilities described in sub-clauses (ii) and (iii) above,
the Hirer shall take out adequate insurance to insure such liability and on demand shall
provide a copy of their insurance policy or other evidence of cover to the Village Hall Booking
Secretary. Failure to produce such policy and evidence of cover will render the hiring void and
enable the Village Hall Booking Secretary to rehire the premises to another Hirer.
The Village Hall is insured against any claims arising out of its own negligence.
12. Accidents and dangerous occurrences
The Hirer must report all accidents involving injury to the public to a member of the Village
Hall Management Committee via the Secretary as soon as possible and complete an Accident
Report Form to be found in the rack in the foyer.. Any failure of equipment belonging to the
Village Hall or brought in by the Hirer must also be reported in the Hall’s Accident Report
Form. Certain types of accident or injury must be reported on a special form to the local
authority. The Village Hall Secretary will give assistance in completing this form. This is in
accordance with the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations
1995 (RIDDOR).40
Version Number 7 15 May 2020, revised 10 August 2020
13. Explosives and flammable substances
The hirer shall ensure that:
(a) Highly flammable substances are not brought into, or used in any part of the premises and
that
(b) No internal decorations of a combustible nature (e.g. polystyrene, cotton wool) shall be
erected without the consent of the management committee. No decorations are to be
put up near light fittings or heaters.
14. Heating
The Hirer shall ensure that no unauthorised heating appliances shall be used on the premises
when open to the public without the consent of the management committee, Portable
Liquefied Petroleum Gas (LPG) heating appliances shall not be used.
15. Drunk and disorderly behaviour and supply of illegal drugs
The Hirer shall ensure that in order to avoid disturbing neighbours to the Hall and avoid violent
or criminal behaviour care shall be taken to avoid excessive consumption of alcohol. Drunk
and disorderly behaviour shall not be permitted either on the premises or in its immediate
vicinity. Alcohol shall not be served to any person suspected of being drunk nor to any person
suspected of being under the age of 18. Any person suspected of being drunk, under the
influence of drugs or who is behaving in a violent or disorderly way shall be asked to leave the
premises. No illegal drugs may be brought onto the premises. The Hall supports the Challenge
25 Scheme and there is a Challenge 25 Record of Refusals sheet available in the bar.
16. Animals
The Hirer shall ensure that no animals except guide dogs are brought into the premises, other
than for a special event agreed to by the management committee. No animals whatsoever are
to enter the kitchen at any time.
17. Compliance with the Children Act and Vulnerable Persons 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 Safeguarding Vulnerable Groups Act 2006 that only
fit and proper persons who have passed the appropriate Disclosure and Barring Service Checks
have access to the children. Checks may also apply where children over eight and vulnerable
adults are taking part in activities. The Hirer shall provide the Village Hall committee with a
copy of their DBS check and Child Protection Policy on request.
18, 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 premises, and shall indemnify and keep
indemnified each member of the Village Hall Management Committee accordingly against all
actions, claims and proceedings arising from any breach of this condition. Failure to observe
this condition may lead to prosecution by the local authority.41
Version Number 7 15 May 2020, revised 10 August 2020
19. Sale of goods
The Hirer shall, if selling goods on the premises, 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 and that any discounts offered are based only on Manufacturers’
Recommended Retail Prices. Further detail can be obtained from the Village Hall Secretary on
application.
20. Cancellation
If the Hirer wishes to cancel the booking before the date of the event and the Village Hall is
unable to conclude a replacement booking, the question of the payment or the repayment of
the fee shall be at the discretion of the Village Hall Management Committee. The
Management Committee reserves the right to cancel this hiring by written notice to the Hirer
in the event of:
(a) the premises being required for use as a Polling Station for a Parliamentary or Local
Government election or by-election
(b) the premises being required by a resident of Bredfield or its environs for use after a
funeral.
(c) the Village Hall Management Committee reasonably considering that:
(i) such hiring will lead to a breach of licensing conditions, if applicable, or other legal or
statutory requirements, or
(ii) unlawful or unsuitable activities will take place at the premises as a result of this hiring
(d) the premises becoming unfit for the use intended by the Hirer
(e) an emergency requiring use of the premises as a shelter for the victims of flooding,
snowstorm, fire, explosion or those at risk of these or similar disasters.
In any such case the Hirer shall be entitled to a refund of any deposit already paid, but the Village
Hall shall not be liable to the Hirer for any resulting direct or indirect loss or damages
whatsoever.
21. 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 Village Hall shall be at
liberty to make an additional charge.
The Hirer may request contact details for the Hall’s Cleaner and arrange with them direct for
cleaning after an event. Payment should be made direct to the Cleaner with a minimum charge
for 2 hours work.
22. Noise
The Hirer shall ensure that the minimum of noise is made on arrival and departure, particularly
late at night and early in the morning.
The Hirer should consider the noise level from playing loud live or disco music in the Hall in
nearby homes to avoid nuisance to them. The statutory permitted noise levels reduce after
11 p.m. at night.42
Version Number 7 15 May 2020, revised 10 August 2020
23. Stored equipment
The Village Hall accepts no responsibility for any stored equipment or other property brought
on to or left at the premises, and all liability for loss or damage is hereby excluded. All
equipment and other property (other than stored equipment) must be removed at the end of
each hiring or fees will be charged for each day or part of a day at the hire fee per hiring until
the same is removed.
The Village Hall may use its discretion in any of the following circumstances:
(a) In respect of any stored equipment, failure by the Hirer either to pay any storage charge
due or to remove the same within 7 days after the agreed storage period has ended.
(b) In respect of any other property brought on to the premises for the purpose of the hiring,
failure by the Hirer to remove the same within 7 days after the hiring, dispose of any such
items by sale or otherwise on terms and conditions as it thinks fit, and charge the Hirer
any costs incurred in storing and selling or otherwise disposing of the same.
24. Play Area and Tennis Courts
The Play Area equipment is available for use by Hirers without charge. The Hirer should
respect its use by other members of the public and the need to minimise disturbance to the
residents of the adjoining houses.
The Tennis Courts may only be used by payment of an annual household fee or hourly charge
to the Village Hall. Details for using them are displayed on the notice board by the courts. The
charges for 2018/19 are £30 for the use of one court from April to March and £5/hour for the
use of one court. The use of one court is reserved on Tuesday mornings and Thursday
afternoons.
25. No alterations
No alterations or additions may be made to the premises nor may any fixtures be installed or
placards, decorations or other articles be attached in any way to any part of the premises
without the prior written approval of the Booking Secretary. Any alteration, fixture or fitting
or attachment so approved shall at the discretion of the Village Hall Management Committee
remain in the premises at the end of the hiring. It will become the property of the Village Hall
unless removed by the Hirer who must make good to the satisfaction of the Hall or, if any
damage caused to the premises by such removal.
26. No rights
The Hiring Agreement constitutes permission only to use the premises and confers no tenancy
or other right of occupation on the Hirer.
27. Smoking
The Hirer shall, and shall ensure that the Hirer’s invitees comply with the prohibition of smoking
in public places provisions of the Health Act 2006 and regulations made thereunder. Any person
who breaches this provision shall be asked to leave the premises.
28. Wireless Internet Access
The hirer and those attending any event are required to accept the following terms and
conditions before accessing the Wireless Internet Access (“the Service”) provided at the
premises.

BREDFIELD VILLAGE HALL TERMS AND CONDITIONS FOR WIRELESS INTERNET ACCESS
1. Extent of the Service
1.1 We do not recommend in particular the use of any websites (or other internet related services) (“Internet Services”) and your use of Internet Services is carried out entirely at your own risk.
1.2 We have no responsibility for, or control over, the Internet Services you access and do not
guarantee that any services are error or virus free.
1.3 We have no responsibility for, or control over, the information you transmit or receive via the
Service.
1.4 Save for the purposes of network diagnostics we do not examine the use to which you put the Service or the nature of the information you send or receive.
1.5 We do not guarantee:
1.5.1 the availability of the Service;
1.5.2 the speed at which information may be transmitted or received via the Service; or
1.5.3 that the Service will be compatible with your equipment or any software which you use.
1.6 Whilst we take reasonable steps to ensure the security of the Service and to prevent unlawful access to information transmitted or received using the Service, we do not guarantee the security of the information which you may transmit or receive using the Service or located on any equipment utilising the Service and you accept that it is your responsibility to protect your information and have adequate security (in terms of equipment and procedures) to ensure the security, integrity and confidentiality of your information and data.
1.7 We reserve the right at all times to withdraw the Service, change the specifications or manner of use of the Service, to change access codes, usernames, passwords or other security information necessary to access the service.
2. Your Use of the Service
2.1 You must not use the Service to access Internet Services, or send or receive e-mails, which:
2.1.1 are defamatory, threatening, intimidatory or which could be classed as harassment;
2.1.2 contain obscene, profane or abusive language or material;
2.1.3 contain pornographic material (that is text, pictures, films, video clips of a sexually explicit or arousing nature);
2.1.4 contain offensive or derogatory images regarding sex, race, religion, colour, origin, age, physical or mental disability, medical condition or sexual orientation;
2.1.5 contain material which infringe third party’s rights (including intellectual property rights);
2.1.6 in our reasonable opinion may adversely affect the manner in which we carry out our business;
or
2.1.7 are otherwise unlawful or inappropriate;
2.2 Music, video, pictures, text and other content on the internet are copyright works and you should not download, alter, e-mail or otherwise use such content unless certain that the owner of such works has authorised its use by you.44
2.3 We may terminate or temporarily suspend the Service if we reasonably believe that you are in breach of any provisions of this agreement including but not limited to clauses 2.1 to 2.2 above.
2.4 We recommend that you do not use the service to transmit or receive any confidential information or data and should you choose to do so you do so at your own risk.
2.5 The Service is intended for consumer use only. In the event that you use the Service for commercial purposes we would specifically refer you to clause 5.2 below.
3. Criminal Activity
3.1 You must not use the Service to engage in any activity which constitutes or is capable of
constituting a criminal offence, either in the United Kingdom or in any state throughout the world.
3.2 You agree and acknowledge that we may be required to provide assistance and information to law
enforcement, governmental agencies and other authorities.
3.3 You agree and acknowledge that we may keep a log of any devices which access the Service, the times when they have accessed the Service and the activity associated with that device.
3.4 You further agree we are entitled to co-operate with law enforcement authorities and rightsholders in the investigation of any suspected or alleged illegal activity by you which may include, but is not limited to, disclosure of such information as we have (whether pursuant to clause 3.3 or otherwise), and are entitled to provide by law, to law enforcement authorities or rights-holders.
4. Our Use of your Information
4.1 Subject to clauses 3.3 and 3.4 above we confirm that we shall use the contact details you provide to us solely for the purposes of contacting you regarding the use of the hall.
5. Other Terms
5.1 You agree to compensate us fully for any claims or legal action made or threatened against us by someone else because you have used the service in breach of these terms and conditions, and in particular clause 2.1 to 2.3 and 3.1 above.
5.2 Whilst we do not seek to limit our responsibility for fraudulent misrepresentation or if you are
injured or die as a result of our negligence we have no responsibility (to the extent permitted by law) to compensate you (whether or not we are negligent) for any direct financial loss, loss of profit, revenue, time, anticipated savings or profit or revenue, opportunity, data, use, business, wasted expenditure, business interruption, loss arising from disclosure of confidential information, loss arising from or in connection with use of the service or inability to use or access the service or a failure, suspension or withdrawal of all or part of the service at any time or damage to physical property or for any other similar direct loss that may arise in relation to this agreement whether or not we were advised in advance of the possibility of such loss or damage.
5.3 We agree that neither this agreement does not allow either party to act as, or hold themselves out as, acting as an agent of the other party and that that the terms of this agreement are not enforceable by a third party under the Contracts (Rights of Third Parties) Act 1999.
5.4 This agreement is governed by the law of England and Wales and is subject to the non-exclusive jurisdiction of the English courts. By using the Service you are confirming that you accept the terms and conditions as the basis of your use of the wireless internet access provided.
29. Maximum numbers
The number of people that can be accommodated on the premises is:
Main Hall
Seated at tables 110
Dancing and tables 100
Standing / Dancing only 240
Closely seated 120
Field Room
Seated at tables 20
Standing 30
Closely seated 24
30. Permitted Hours
The Village Hall has a Premises Licence for Licensable Activities of the indoors
performance of a play, live music, recorded music, dance or a holding an indoors
sporting event from:
Monday to Friday 10.00am until 12.00 midnight
Saturdays 10.00am until 11.45pm
Sundays 12.00 noon until 10.30pm
New Year’s Eve 10.00am until 00.30 am
Alcohol may be supplied for consumption on the premises on Monday to Sunday
from 12.00 noon to 12.00 midnight and until 00.30am on New Year’s Eve
31. Supplementary Special Conditions of Hire
The hirer is required to accept any Special Conditions of Hire that have been drawn
up to meet legislative requirements. These will be given to the hirer for their acceptance by return.

 

Version Number 7                                                                                15 May 2020, revised 10 August 2020