Seagrave War Memorial Hall
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Village Hall Terms & Conditions


Definitions

For the purpose of these conditions, the term Committee shall mean the Seagrave Memorial Hall Committee. The term Hirer refers to an individual hirer or, where an organisation is hiring the Hall, the authorised representative. The Hirer is responsible for ensuring compliance with these terms and conditions.

Hall Hire

These conditions prohibit the hire of the hall to anyone under the age of 18. Anyone making a booking on behalf of someone under 18 must be aware of the responsibilities for which they will be liable.

The Committee reserves the right to refuse any application received for the hire of the Hall if it is thought to be unsuitable for the venue (for example, large parties for teenagers).

The (refundable) deposit for evening parties is £500, and bookings for such parties are only permitted from people living in the village or known to member(s) of the village hall committee.

The access code for the Hall will be given to the Hirer by the Bookings Clerk. This code is for the Hirer’s use only and must not be given out to others, nor used to gain entry to the Hall at any other time. Failure to comply with this condition may result in an additional charge being made to the Hirer by the Committee.

Payment

Bookings will only be confirmed upon receipt of full payment of the hire fee, as specified by the Bookings Clerk, in advance of the proposed booking.

Preferably, payments should be made by BACS transfer using the details on the invoice. If this is not possible, the Committee will accept cheques made payable to ‘Seagrave War Memorial Hall’. The Committee does not accept cash payments. Any queries with regards to charges must be raised within seven days of payment.

In certain cases (eg weddings, 18th and 21st birthday parties), a deposit may be required, a total refund of the deposit will be returned to the hirer once the Hall has been inspected by a member of the Committee and it is deemed that no damage has been done to the premises and that all areas have been left in a clean and tidy condition, no rules of hire broken and no nuisance has been caused.

Cancellation

Cancellation of a booking by a Hirer must be made to the Committee’s Bookings Clerk and will only be effective once confirmed by them. The cancellation will be effective from the day of receipt of such notice. If the Hirer needs to cancel a booking, for whatever reason, they will then become liable to pay the Committee a cancellation fee as follows:

  • 8 weeks prior to event - Full refund
  • 4 weeks prior to event - 50% refund
  • 2 weeks prior to event - 25% refund
  • Less than 2 weeks - no refund

The Committee reserves the right to cancel this hiring by written notice to the Hirer in the event of:

  1. The premises being required for use as a Polling Station for a Parliamentary or Local Government election or by-election.
  2. The Committee reasonably considers that a breach of licensing conditions, legal or statutory requirements or unlawful or unsuitable activities will take place at the premises as a result of this hiring.
  3. The premises becoming unfit for the use intended by the Hirer.
  4. The occasional cancellation of a regular discounted booking

In cases of cancellation by the Committee, the Hirer shall be entitled to reimbursement, by cheque or online transfer, of such monies previously paid by the Hirer. The Committee shall not be liable to meet any other costs or make any further payment to the Hirer.

Supervision

The Hirer must be present during the event. During the period of the hiring, the Hirer is responsible for the supervision of the premises and the care of its fabric and contents, to ensure safety from damage. The Hirer is also responsible for the supervision of the behaviour of all persons using the premises during the event.

Use of Premises

The Hirer is responsible for ensuring that the premises are only used for the purpose described in the booking agreement and may not sub-hire or allow the premises to be used for any unlawful purpose.

Gaming, Betting and Lotteries

The Hirer shall ensure that nothing is done on the premises in contravention of the laws relating to gaming, betting or lotteries.

Food Health and Hygiene

If preparing, serving or selling food, the Hirer should ensure that all relevant Food Health and Hygiene regulations are observed. Children are not permitted in the kitchen and particular care should be taken when using any kitchen or cooking equipment. All food is to be removed at the end of the hire period by the Hirer.

Equipment Brought into the Hall

The Hirer is responsible for ensuring that any electrical, or other equipment brought on to the premises is in good working order and used in a safe manner. The Committee reserves the right to examine the required safety certification of any such electrical appliances or equipment.

Child Protection

The Hirer is responsible for ensuring that any activities that include children comply with the provisions of the Children’s Act 1989 and all subsequent legislation, and that only fit and proper persons have access to the children and that there are appropriate numbers to supervise them.

Animals

No animals, except guide dogs, may be brought into the Hall without the permission of the Committee. No animals are to enter the Kitchen at any time.

Sale of Goods

The Hirer must, if selling goods on the premises, comply with Fair Trading Laws and any Code of Practice used in connection with such sales.

The Right to Enter

The Committee has the right to enter the Hall at any time in order to ensure that the conditions of hire are being met appropriately.

Rights of Hire

The agreement to hire constitutes permission only to use the premises and confers no tenancy or other right of occupation on the Hirer.

End of Hire Period

The Hirer is responsible for leaving the premises and surrounding area in the same clean and tidy condition at the end of their hire as it was at the start. Even if you have paid an additional charge for cleaning (mandatory for wedding receptions and other large parties), please leave the premises tidy. All windows and doors should be properly locked and secured unless directed otherwise and any equipment temporarily removed from its usual storage position should be properly replaced. All surfaces should be cleaned of any spilled liquids and floors should be swept. All rubbish should be put into the appropriate refuse and recycling bins outside the Hall, and any surplus bags of rubbish should be removed from the premises by the Hirer. Failure to comply with these conditions may result in an additional charge being made by the Committee (or retention of the deposit).

Alcohol

If you plan to have alcohol at your event (regardless of whether it is from a bar or ‘bring your own’), you are responsible for ensuring that: a) You have permission from the Memorial Hall Committee (in writing if you are planning to sell it); b) No-one under the age of 18 consumes alcohol; c) Any person(s) becoming unruly or incapable is/are removed from the premises; d) Licensing laws are abided by fully; e) No nuisance or damage is caused to residents or their property. Failure to comply with these conditions can result in immediate cancellation of your event without notice, refund or compensation.

Smoking

This is not permitted in the Hall. Please ensure that smokers attending your event use the external ashtrays provided at the entrance to the Hall.

Noise

Ensure that your music is not loud after 11pm (please keep the Hall doors and windows closed) and ceases by midnight. Please also ensure that people outside are not making excessive noise or causing a nuisance to our neighbours.

Amplified music (including bands) shall not be permitted outside except with prior written permission from the committee.

Fireworks and Chinese Lanterns

These are not permitted in any circumstances as they are a serious nuisance to the local farming community.

Safety

The Hirer must comply with all Health and Safety regulations made in respect of the premises. Nothing should be done that will endanger the safety of people or render invalid the insurance policies relating to the Hall or its contents.

A First Aid kit is situated in the Bar area. The Accident Book kept with it should be completed if any accident occurs, and the Hirer must report any accidents involving serious injury to the public to a member of the Committee as soon as possible. If you need to use the defibrillator, ring 999 and they will give you the code.

Any failure of equipment belonging to the Hall must also be reported immediately.

Ensure that you and your group become familiar with the location of the fire exits, evacuation alarms and fire extinguishers. In the event of a fire, your priority should be to evacuate everybody from the building and to summon the Emergency Services. Only use the fire extinguishers if the fire is small and you are confident in your abilities. Keep the fire exits clear at all times. Do not use candles in the hall without advance permission from the Bookings Clerk.

Please ensure that children are under careful supervision on the stage, in the car park, or in the kitchen

Care for the Hall

No alterations or additions may be made to the premises nor may any fixtures be installed or placards, decorations or other articles be attached to any part of the premises (other than the hooks provided on the walls of the main hall) without the prior approval of the Committee.

Tables and Chairs are available from the storage annex to the left of the stage. Take care moving them as they are quite heavy. Please clean, stack and return all tables and chairs to the store after use. Please put the chairs into high stacks at the back (12 chairs) and low stacks (6 chairs) at the front.

Please do not allow your guests to flush sanitary products and nappies down the toilets (use the sanitary bins provided). Please ensure that the toilets are left in good condition at the end of your event.

PE and Club Equipment: There is a lot of equipment in the Hall belonging to the School and various clubs that use the Hall. Please do not use any of this equipment without prior permission from the Bookings Clerk.

Accidents and Damage

The Committee reserves the right to make an additional charge, or retain any deposit paid, to meet the cost of replacement of any broken items, or reparation of the building. The Hirer must pay for all damage (including accidental damage) to the premises or to the fixtures, fittings or contents and for any loss of contents. Any damage or breakages should be brought to the attention of the Committee as soon as possible.

Personal Belongings

The Committee accepts no responsibility for any equipment or other personal property brought onto or left on the premises by the Hirer, and all liability for loss or damage is hereby excluded. All equipment and other property must be removed at the end of each hiring, or an additional booking fee will be charged to the Hirer. The Committee reserves the right to request the Hirer to remove their equipment at any time.