Terms and Conditions of Hire

Responsibilities of the Management Board

The Management Board will ensure that all furniture, fittings, electrical and other equipment are in good and safe working order, that the Hall and its environs are clean and arrangements are made to ensure that Hirers have access to the Hall.

Responsibilities of the Hirer

The period of Hire cannot extend beyond 23.30 hrs, nor should more than 100 persons occupy the Hall at any one time.

The Hirer or their representative is present throughout the event.

Only the activities specified on the Booking Form take place.

The Hirer will ensure that the Hall and all furniture, fittings and equipment are used properly and with care and it shall be the responsibility of the Hirer to compensate the Management Board in respect of any damage caused, accidentally or otherwise, to any item in the Hall and its environs whilst they are under the control of the Hirer.

At the end of any period of hire, which shall include setting up and clearing away time, the Hall must be vacated and its facilities left in the condition in which they were taken over.  Failure to do so will incur reasonable charges to repair any damage caused or provide payment for additional cleaning requirements.

Nothing shall be “fixed” to the Building.  Screws, sellotape and blu-tak all damage paint and plaster and you may be asked to pay for damage repairs.  Decorations should be attached as not to cause damage.

Any electrical appliances brought into the Hall for use by the Hirer are fit for purpose.   They should carry current evidence of professional PAT testing.

Please note:

• The wearing of Stiletto heels is NOT advisable within the Hall

• Our Licence does NOT permit loud music by hirer’s own amplification system

• Fire regulations prohibit the use of naked flames

• A few chairs, identifiable by blue tape, are slightly soiled

• No dedicated car parking facility - please do not park on the pavement

• Pedestrians and nearby residents are not to be inconvenienced - eg by noise.

• Exits are to be kept clear of obstruction in case emergency evacuation is necessary.

• Any accidents, breakages and damage should be reported to the Bookings Manager as soon as practicable.

• Due to the risks associated with bouncy castles we regret we cannot allow these to be used in the hall.

Insurance

The Management Board will ensure that all Hirers and Users of the Hall and its facilities are covered by insurance in respect of their public liability for any claims arising out of the proper and appropriate usage of the Hall and its facilities.  Hirers will be permitted to use their own equipment, such as stage scenery, stage properties and musical instruments, provided that the Hirer has insurance to cover the usage of such items and that it does not contravene any other conditions of hire.  It is emphasised that the Management Board cannot accept responsibility for any claims arising from the use of equipment which is not owned by the Management Board.

Alcoholic Drinks, Smoking (incl Vaping Products) and Illegal Drugs

You may consume alcoholic drinks but they may NOT be supplied for sale within the Hall unless permission is given by the Management Board and the appropriate licences have been obtained by the Hirer and inspected by the Management Board.

The excessive consumption of alcohol at the event, the smoking of tobacco, the use of vaping products and the use of illegal drugs are NOT permitted in the Hall and its environs. 

Tariff

Please refer to current tariff as supplied with Booking Form. 

Please note that all Hirers must pay the charges for the hire of the Hall per hour and part hour.  Hirers requiring additional facilities must add the cost of those facilities to this charge.

It is not possible to hire only the stage or kitchen.

Additional facilities for bona fide stage productions are available by special arrangement.

There is a Public Address system available on application.

Additional Hall heating by overhead infrared is by two £1 coin meters, which will last approximately 30 minutes. There may be unused credit in the meters, so please check before adding any more money. Switch the heaters on first using the eight switches in the top left array inside the electric cupboard to the right of the stage, then enter a £1 coin in one or both if the heaters do not come on immediately.

Fourteen days notice must be given of the cancellation of a period of hire, otherwise the hire charge must be paid.

Daily Hire of tables and chairs, for out of Hall use, £2 per table and £0.25 per chair per day (at Management Board’s discretion).

The Management Board, however, reserve the right to review and amend charges.  Any changes will be notified in writing to the Hirers.

Personal Property

Hirers are requested to ensure that all items of personal or organisational property are safeguarded.  The Management Board cannot accept responsibility for any items of property left in the Hall or its environs.

Performing Rights Society

The Performing Rights Society (PRS) levies a charge upon the owners of premises in respect of each occasion on which music, for which there exists a copyright, is played or performed for the public.  The charge applies to both live and recorded music and thus applies to music, whether songs or instrumental, which is played or performed at concerts, shows, discos, dances and the like and includes incidental music, such as that which is played during the intervals of shows or in a musical quiz.

The PRS charge is calculated according to the capacity of the premises and in the case of the Village Hall, this charge, rounded up to £3.50 for ease of accounting and to cover administrative costs, will be levied upon the hirer.

Public Entertainments, Other Licences and Legislation

The Management Board hold a Public Entertainments Licence issued by Malvern Hills District Council in respect of the Hall.  This authorises public music, dancing and other entertainments.  If a stage play is to be performed, an occasional Theatre Licence is required.  This will need to be obtained from the local authority be the Hirer.  Twenty-eight days notice needs to be given; therefore the Hirer must supply the necessary details to the Management Board at least five weeks prior to the first performance.

The Hirer should ensure that they are aware of and comply with all current legalisation relating to their activity.

Safety and Emergencies

There should be at least two stewards appointed who should be instructed as to their duties in an emergency and available whilst members of the public are on the premises.  Hirers and their stewards should make themselves aware of the location of the First Aid Box, Accident Book, exits, the fire assembly point, the fire alarm points, the fire extinguishers and how to operate them.  The maximum number of persons allowed in the Hall at any one time is 100.  The Exit Lights must be switched on and Fire Exits must be unobstructed during the period of hire.   

Rubbish and Hygiene

Rubbish should be taken home and not left inside or outside of the Hall in bags. 

Any hygiene guidance notes displayed in the Hall and its environs should be adhered too.

No animals - except registered assistance dogs eg guide dogs - are permitted in the Hall and its environs.

Problems

In the event of a breakdown of electrical or other equipment, Hirers are urged NOT to attempt to make repairs but are asked to ring the Buildings Manager, whose contact details will be in the Terms and Conditions provided at the point of hire.

Keys

Keys to the Hall should be collected from and returned to the Bookings Manager.  An emergency set of keys is held at Daniels Garage, diagonally opposite the Hall, and can be collected and returned IMMEDIATELY AFTER USE, if required.

Safeguarding Procedure

The Trustees will ensure that all users of the Hall are advised of their responsibility for ensuring that appropriate safeguarding procedures are observed.

Serious Incident Procedure

Background

The Commission states that it is vital that charities report serious incidents to the regulator to help it better understand risks facing the sector and take appropriate action. Whilst understanding that serious incidents will happen, it is the Commission's role to ensure that Trustees comply with their legal duties and that the charity manages the incident responsibly. The Commission will be looking for assurance that the charity has taken steps to limit the immediate impact of any serious incidents that may occur and, where possible, prevent it from happening again. The Commission acknowledges that many problems can be resolved by Trustees themselves. However, sometimes it needs to use its powers to protect a charity. Reporting also means the Commission can identify whether other charities might be affected and can give better advice to all charities to help them protect themselves.

What is a serious incident? The Commission defines significant as 'significant in the context of your charity, taking account of its staff, operations, finances and / or reputation'; and defines a serious incident as an adverse event, whether actual or alleged, which results in or risks significant: • Harm to the Hall's staff, volunteers, visitors and contractors; • Loss of the Hall's money or assets; • Damage to the Hall's property; • Harm to the Hall's work or reputation.

The main categories of reportable incidents set out by the Commission are:

• Protecting people and safeguarding incidents – incidents that have resulted in or risk significant harm to the people who come into contact with the charity through its work.

• Financial crimes – fraud, theft, cyber-crime and money laundering. • Large donations from an unknown or unverifiable source, or suspicious financial activity using the charity's funds.

• Other significant financial loss.

• Links to terrorism or extremism, including 'proscribed' (or banned) organisations, individuals subject to an asset freeze or kidnapping of staff.

• Other significant incidents, such as – insolvency, forced withdrawal of banking services without an alternative, significant data breaches / losses or incidents involving partners that materially affect the charity.

As a general principle, there are limited circumstances where there is a legal duty on individuals to report an incident or crime. That being said, the Charity Commission expects individuals involved in charities, and in particular trustees, to act in the wider public interest and promptly report any crimes, serious incidents or other types of misconduct (and, in particular abuse, neglect or exploitation) to the relevant bodies. These bodies include the police, social services and the Charity Commission itself.

Charities also have a duty to inform the Commission of ‘serious incidents’, which would include many safeguarding situations. When completing their annual return, any charity with an income of £25,000 or more is required to declare that there are no ‘serious incidents or other matters’ that should have been brought to the Charity Commission’s attention and weren’t.

Procedure

All incidents, whether deemed 'serious' or not are to be reported to the Chair of Trustees or, failing that, any other Trustee, immediately, either in writing or confirmed in writing immediately after notification. Through consultation the Trustees will within 48 hours decide whether the incident constitutes a serious incident and requires reporting to the Charity Commission. The report will then be made to the Commission within 48 hours of the decision to report a serious incident.

All discussions and decisions taken will be formally recorded and then Minuted at the next available Trustee Meeting along with any outcomes and further action taken.

If there is a serious incident the Trustees will:

• As soon as reasonably practicable prevent or minimise any further harm, loss or damage.

• Report it to the Commission as a serious incident.

• Report it to the police (and / or other relevant agencies) if it is suspected a crime may have been committed, and to any other regulators the charity is accountable to.

• Put in place a communication plan for stakeholders, hirers, the public, media, and any other relevant party.

• Review what happened and prevent it from happening again – this may include reviewing internal controls and procedures, internal or external investigation and / or seeking appropriate help from professional advisers.

THIS AGREEMENT GIVES YOU NO RIGHT OF OCCUPANCY BEYOND THAT WHICH IS STATED IN YOUR SIGNED BOOKING FORM.

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