Conditions of Hire for Sutton Valence Village Hall (the hall)

 

General Terms & Conditions

For the Hire of Sutton Valence Village Hall

(Please read carefully – these GT&C’s are part of your hire agreement)

+ + IMPORTANT NOTICES + +

THE SUTTON VALENCE VILLAGE HALL COMMITTEE
DOES NOT OWN/OPERATE OR HAVE ANY AUTHORITY RELATING TO : - 

 THE USE OF THE PLAYING FIELDS ADJOINING THE VILLAGE HALL. 
THE CAR PARK ADJOINING THE HALL AND PLAYING FIELDS

WE CANNOT GUARANTEE AVAILABILITY OF PARKING AT ANY TIME.
ANY VEHICLE IN THE CAR PARK IS ENTIRELY AT ITS OWNER’S RISK.

NO FIRES OR BBQ’S ALLOWED


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1.     The Hirer is responsible for any damage to any part of the village hall (The Hall), its contents, the adjoining car park or surrounding area, arising from or in any way related to the Hiring. The Hirer hereby indemnifies  the SVVH Committee against any damage or additional cleaning whatsoever resulting from the Hire and against all costs of making good the damage or cleaning. The Hirer agrees to pay a Refundable Deposit which will be used for meeting the costs of making good any such damage or additional cleaning. Should the cost of making good any such damage and additional cleaning exceed the amount of the Refundable Deposit the Hirer will be held responsible for the payment of such excess and payment must be made within 14 days of receipt of an invoice from the SVVH Committee. Any part of the Refundable Deposit not used in making good any damage or additional cleaning shall be repaid on the later of 14 days after the Hiring or the time of determination that no further costs arise from the hiring.

2.     The Hirer must supervise parking so that there is no overflow onto the playing fields or the road. Please note that the car park is not exclusively for The Hall’s users. All vehicles parked in the car park are entirely at their owners’ risk and the SVVH Committee does not accept any liability for any damage to or loss of such vehicles. Parking must be such as to ensure quick and easy access and exit to and from the car park by emergency vehicles such as Fire Brigade, Ambulance and Police.

3.     The Hirer is responsible for the actions and safety of all persons using, or in any way involved in the use of The Hall in connection with the Hiring. The SVVH Committee  does not accept any responsibility for any harm, injury or damage to any person(s) using the hall nor for any harm damage or loss to, or of, any property of any such person(s).

4.      Please avoid annoyance to local residents at all times. All persons leaving The Hall must do so quietly and in an orderly manner. Any complaint involving any person relating to the Hiring will be referred to and is the  sole responsibility of The Hirer.

5.     The SVVH Committee is licensed for performing rights, but not otherwise. It is The Hirer’s responsibility to obtain other necessary licences which may be required for their purposes e.g. liquor licence, copyright etc. Irrespective of the terms of any liquor licence, no liquor shall be served after 11pm regardless of the finish time of the Hiring.

6.     In the interest of safety and to comply with The Hall’s Public Entertainment Licence the number of persons using The Hall (which includes the adjoining Side Hall) at any one time must not exceed:


    Closely seated audience 215 persons
    Dancing 290 persons
    Exhibitions 107 persons
    Seated at tables 146 persons
    Seated at tables & dancing combined 178 persons


 

7.     Hiring Times

7.1   The Hirer must adhere to their booked time.

   No setting up time prior to the agreed Start Time is allowed. If needed it must be booked and shown on
 the booking form otherwise you may be denied entry prior to the agreed Start Time.   A maximum of 30
 minutes after the agreed End Time shown on the booking form is allowed for
  clearing up.

·         Before leaving The Hall the Hirer is responsible for:

Ensuring that The Hall and all other rooms or areas used are left clean and tidy
Cleaning and replacing all chairs and tables
Washing and replacing all crockery and cutlery
Mopping up all spillages
Mopping the kitchen floor
Removing all rubbish, glass bottles, cans etc from the site.

7.4      Should The Hall not be vacated within 30 minutes after the agreed End Time the SVVH Committee
           reserves the right to deduct an additional hire fee from the refundable deposit such amount to be
           at the discretion of The Committee.                   
 
7.5      In the event that The Hall or any rooms (including the kitchen) or any of its contents are not
           left in a clean and tidy condition a sum of an amount at the discretion of the Committee will be
           deducted from the refundable deposit.

8.     The Hiring is personal to the person(s) named in the Hiring Agreement and is not transferable to any other person or body unless specifically agreed by and authorised representative of the SVVH Committee who shall have absolute discretion whether or not to agree a transfer.

9.     A booking deposit is required to secure hire and is payable on the due date indicated on the booking form..  Non receipt of the booking deposit by the required date will result in cancellation of the booking and of this agreement.  

10. Cancellation of a single use booking may be made up to 30 days prior to the booked date. The   
 booking deposit will be returned in full. For cancellation within 30 days of the booked date the Hirer will forfeit the booking deposit which will the no longer be returnable.

11. Cancellation of a multi use booking may be made up to 90 days prior to commencement of the booked term. The booking deposit will be returned in full. For cancellation within 90 days of the booked term the Hirer will forfeit the booking deposit which will the no longer be returnable.

12.  Payment for each hire must be paid in full 28 days prior to the booked date or first booking date if multi hire.

13. The SVVH Committee reserves the right to amend hire fees at any time and this will be applicable to advance bookings for which a deposit has been received. However, no increase will be applied to any hiring for which payment in full has been received.

14. No variation to these conditions shall be valid unless agreed in writing and signed by the booking secretary or other authorised representative of the SVVH Committee.

15. The SVVH Committee reserves the right to cancel or amend bookings at any time due to unforeseen circumstances affecting use of The Hall. 

16. Reference in these GT&Cs to the Hall refer to any part of it where the context so requires.

Sutton Valence Village Hall Committee reserve the right to update and or amend these terms and conditions at any time.



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