CONDITIONS OF HIRE
Pett Village Hall - Conditions of hire
1. WELCOME
1.1 Welcome to Pett Village Hall. The Pett Village Hall Management Committee (PVHMC) hopes you enjoy the time you use the Hall. There are a few rules we have drawn up to make it a safe and enjoyable venue and these are set out below. If you have any queries, please contact Clare Walker, the Bookings Manager, at clare.pettvillagehall@gmail.com.
2. SUPERVISION
2.1 During the period of hire, the hirer will be held responsible for the supervision of the premises and its contents, and for the behaviour of all people using the Hall in whatever capacity. This includes proper supervision of car parking arrangements to ensure the approach and road are not obstructed. It also includes proper supervision of the children’s play area at all times.
3. CAPACITY AND TIMES
3.1 The number of people at any one time must not exceed 144 closely seated in the Main Hall or 120 utilising seating at tables or 210 at combined functions of dancing and seating at tables. The maximum number for dances is 300.
3.2 Evening functions must end no later than midnight on all days except Saturdays when the functions must end by 11.45pm. Hirers wishing to extend beyond those times must obtain a Temporary Event Licence from Rother District Council, with the agreement of the Bookings Manager.
4. BOOKINGS
4.1 Applications to book the Hall should be made to the Bookings Manager, who will agree a fee based on the published hire rates. A deposit will be required based on the agreed fee. This deposit should be paid within 7 calendar days of confirmation of the booking. The booking is not valid or confirmed until the deposit is paid and the right is reserved to offer the date and time to another hirer if the deposit is not received within the 7 calendar days. The agreed hire fee should be paid in full 14 calendar days before the booking takes place.
4.2 The hire deposit will be returned in full if the Hall and all facilities, including the toilets are left in the same condition as they were found. After every event, the Hall and its facilities will be inspected by a member of the management team and if the Hall and facilities are not left in a satisfactory condition then a deduction may be made from the deposit. The following may lead to the deposit not being returned in full or a charge being made. a) Breakages, b) Missing Items, c) Rubbish left which needs disposal, d) The Hall and facilities not being left in a clean state necessitating extra cleaning, e) Lights left on, and f) Doors windows and alarms unlocked.
Where a deduction or charge is made, the Bookings Manager will explain why a deduction is being made. In extreme cases, the hirer will be advised they will not be allowed to hire the Hall again.
4.3 Wedding Receptions and Adult Bookings. Items in 4.1 and 4.2 are all applicable but £500 deposit is required.
4.4 Deposits will be returned within seven calendar days after the event
4.5 The Bookings Manager in consultation with the Management Committee, where appropriate, reserves the right to cancel a booking if it is considered advisable to do so. If the fee has been paid it will, along with the deposit, be refunded in full.
4.6 All hirers must be over the age of 21.
4.7 The hire charge is from the time of arrival to the time of departure from the building.
5. CANCELLATIONS
5.1 If the hirer wishes to cancel the booking before the date of the event and the Bookings Manager is unable to conclude a replacement booking, the question of payment or the repayment of the fee paid or payable shall be at the discretion of the Bookings Manager and PVHMC.
6. LOSS OR DAMAGE
6.1 The hirer is responsible for all damages to the fabric of the Hall and any furniture and equipment contained within it. Tables and chairs must not be removed from the premises. The hirer will be required to pay for making good any damage or loss. Damage to equipment and/or malfunctioning of equipment must be reported to the Bookings Manager. PVHMC is not responsible for any loss or damage to the hirers personal or other property brought to the Hall during the hire period.
6.2 In the event of the Hall or any part of it being rendered unsuitable for the use for which it had been hired, PVHMC shall not be liable for any consequential damage.
7. USE OF PREMISES & PLAYGROUND EQUIPMENT
7.1 The hirer shall not sub-hire or allow the premises to be used for any unlawful purpose or in any unlawful way. Nor shall the hirer do anything or bring onto the premises anything which may endanger the Hall and its surroundings, putting at risk the Hall insurance. Playground equipment is only to be used by children under the supervision of a parent or other responsible adult. Any damage to the equipment may result in a charge.
8. INSURANCE
8.1 Pett Village Hall has a public liability insurance policy in force for injury or loss caused by the hall and negligence by its volunteers. Although this provides cover where the hall is at fault any hirers should also have their own public liability insurance cover in place in case of injury or loss caused by their members or those involved with the club. If a hirer is in doubt as to what insurance they should have in place they should contact the Booking Manager.
9. STORAGE FACILITIES
9.1 Pett Village Hall allows clubs and societies to store items on the premises on the understanding the items do not exceed the organisations allocated space.
9.2 No chemicals, flammable or substances hazardous to health and safety may be stored on the premises. Foodstuffs must be in sealed containers.
9.3 Pett Village Hall holds no responsibility for items stored on the premises by hirers.
10. LICENCES
10.1 The Hall holds a Performing Rights Society (PRS) and Phonographic Performance Limited (PPL) Licences for music. Hirers playing music for paid classes are asked to check whether they require a separate licence.
11. ALCOHOLIC DRINK
11.1 The Hall is not licensed for alcoholic drink. But hirers are welcome to bring their own alcohol as long as they do not offer it for sale. If hirers do want alcohol to be sold at events, they must apply for their own Temporary Events Notice (TEN) from Rother District Council, the Licensing Authority.
12. HEALTH & SAFETY
12.1 The hirer must comply with the separate ‘Health & Safety Points for Hirers’ documents which covers fire precautions, hygiene practices and general safety.
13. SMOKING AND VAPING
13.1 Smoking is against the law in any part of the hall premises. The hirer is responsible for enforcing this legal requirement. E-cigarettes and vaping are not permitted. Exterior ashtrays are situated outside the Hall. Then hirer must ensure smokers use them or remove all cigarette stubs.
14. OPENING AND CLOSING THE HALL
14.1 The Bookings Manager will inform the hirer in good time before the booking the code to the key safe which is at the right-hand side of the front door. The key safe contains a key to the front door.
14.2 Once the door has been opened, the alarm needs to be unset. The Bookings Manager will inform the hirer in good time before the booking the code to the alarm. This will unset the alarm. At this stage, the hirer should replace the front door key back into the key safe and lock it by turning the knob to the lock position (see instructions).
14.3 At the end of the booking, the hirer should set the alarm by pressing FULL PRESS on the alarm keypad. The alarm will then bleep. The hirer must then lock the front door and wait until the bleeping stops. The hirer should then return the front door key to the key safe and lock it by turning the knob to the lock position (see instructions).
15. SECURITY AND KEYS
15.1 The hirer must ensure that the Hall is fully locked and that the alarm is set at the end of the hire period. The hirer must also follow the correct procedures for opening and closing the Hall as set out in section 14 above.
15.2 Regular hirers will be given a key to the Hall if they so wish and must inform the Bookings Manager of the designated key holder. The Bookings Manager must be advised if the key holder changes. Lost or stolen keys must be reported to the Bookings Manager immediately and a charge may be made for a replacement. The Bookings Manager is responsible for keys to the Hall.
15.3 Members of the PVHMC reserve the right to enter the building at any time during a hiring for the purpose of inspecting the premises.
16. LOCAL ELECTIONS
16.1 PVHMC reserves the right to cancel a hiring in the event of the Hall being required for use as a Polling Station for a Parliamentary, local or by-election, in which case the hirer shall be entitled to a refund of any fee and/or deposit paid.
17. KITCHEN
17.1 The kitchen is available to all hirers for catering purposes at no extra charge. Rother District Council regulations do not allow children to enter the kitchen.
17.2 Strict hygiene must be practised and all utensils and equipment must be left in a clean and fit condition.
18. FIRE PRECAUTIONS
18.1 The fire regulations affecting the Hall must be strictly followed and, in particular, the emergency exits must not be obstructed. Fire extinguishers which are regularly serviced are available in the building and there is a fire blanket in the kitchen. Any misuse of the fire extinguishers or the fire alarm may incur a charge. ‘Break Glass” fire alarms are located in the building.
18.2 Open flames and candles are not permitted. However, tea lights, provided they are in suitable vessels and attended at all times, are allowed, with the prior permission of the Bookings Manager. We would prefer you to use battery-operated tea lights, likewise with celebrations cake candles.
19. FIREWORKS
19.1 PVHMC’s insurance does not permit the use of fireworks or any other pyrotechnic device in the Hall or its grounds.
20. FOOTWEAR
20.1 The hirer is asked to remind their members and guests that stiletto-heeled shoes, stud boots or marking black soled shoes are not allowed in the main hall.
21. SELLOTAPE
21.1 Please do not use sticky tape of any description to affix notices, decorations etc onto the walls as this can result in paint removal.
22. FIRST AID & ACCIDENTS
22.1 A First Aid Kit is located in the kitchen. Any accidents must be recorded in the Accident Book which is kept in a cupboard in the kitchen and reported to the Bookings Manager at clare.pettvillagehall@gmail.com.
23. RUBBISH
The Hall does not have a waste collection facility. All hirers must provide their own rubbish sacks. All refuse, dirty nappies, collected litter, bottles and recycling MUST be removed at the end of the hire period by the hirer. To avoid doubt, remove means taken away from the hall property altogether. The proper disposal of rubbish is the responsibility of the hirer. This is very important.
24. CLEANING
24.1 PVHMC does not allow contract cleaners in the Hall. All premises must be left clean and tidy in accordance with the provisions in Opening and Closing the Hall in section 14 above. Brooms and mops are provided but the Hirer must not use anything but WATER when cleaning the floors.
24.2 If you wish the Hall to be cleaned after your event our authorised cleaner is available to hire. Please contact Clare Walker clare.pettvillagehall@gmail.com to make the necessary arrangements.
25. DISPOSAL OF OIL AND FATS
25.1 Hirers MUST NOT pour oil or fat down the sinks, basins, WCs or drains. Waste oil and fats must be removed in sealed containers.
26. RESPECT FOR OUR NEIGHBOURS
26.1 Hirers should remember that excessive noise is not appreciated by our neighbours, especially late at night.
27. ESSENTIAL MAINTENANCE AND REPAIRS
27.1 From time to time Pett Village Hall may undergo essential repair and maintenance work which may impair the physical appearance of the building, internally and/or externally, including (but not limited to) the use of scaffolding. The Bookings Manager will try wherever possible to inform the hirer in advance of any such work.
27.2 In extreme cases it may be necessary for the Bookings Manager to cancel a booking to allow necessary emergency work to be undertaken. In such cases, the Bookings Manager will inform the hirer of the situation as soon as possible.
28. BALLOONS
28.1 Please do not bring helium balloons to events in the Hall. If you have ordinary balloons, please take them away with you at the end of the hire and please do not release them in the Hall itself or outside the Hall. Balloons when released indoors can stick to the ceiling and set off the alarm.
29. GLITTER
29.1 We do not allow glitter in the Hall (e.g. at children’s parties) as it is very difficult to clear up and can damage the floor.
30. BOUNCY CASTLES
30.1 Our insurance does not cover the use of bouncy castles or other inflatables. You are welcome to have a bouncy castle or inflatable at your event but will have to ensure that the provider has their own insurance cover. Most will.
31. BBQs
31.1 BBQs and hog roasts are permitted, as long as they are held as far away from the building as possible in the open area at the rear of the Hall. Although the Hall insurance covers these, preferably the provider should have their own public liability insurance.
32. BLINDS AND CURTAINS
32.1 There are blinds and curtains on the windows and doors of the main hall. Please could you be gentle when using the cord to close and open the blinds. The cord is designed (for child safety reasons) and will break if it is tugged on too heavily.
33. Wi-Fi
33.1 Free Wi-Fi is available in the Hall. The log-in details, which are available in the Hall, are currently as follows:
Wireless Network Name: Pett Village Hall
Current password: Welcome2PVH!
33.2 PVHMC bears no responsibility for any misuse of the Wi-Fi system by those using the Hall. The use of the Wi-Fi system is regularly monitored by the PVHMC who will take any necessary action if misuse is discovered.
34. SOUND SYSTEM
34.1 There is a Bluetooth sound system in the main hall that uses the speakers on the walls. You can use a Smartphone, tablet etc to play the system using Spotify, Amazon Music, Apple Music etc. The system will show up as Bluetooth on your device. You unlock the door of the system with the key that is in the lock, switch it on and select Bluetooth Mode. You can also connect with a 3.5mm jack through Aux 1. In the cabinet, there is also a wireless microphone that connects to the system.
35. WHEELCHAIR
35.1 A folding wheelchair for use by visitors to the Village Hall is available in the Disabled Toilet.
36. THANK YOU
36.1 Thank you for hiring and looking after the Hall and we hope you have a very enjoyable time.
Clare Walker
Bookings Manager: clare.pettvillagehall@gmail.com
September 2023