Sedlescombe Village Hall Terms and Conditions
CONDITIONS OF HIRE
The Sedlescombe Village Hall Management Committee's Conditions of Hire appear below. The Committee reserves the right to revise the conditions at any time.
Premises LicenceThe Hall holds a Premises Licence under the 2003 Licensing Act covering the Sale of Alcohol, Theatrical Performances, the Showing of Films and the Public performance of Music, Singing and Dancing. Acopy of the licence is exhibited in the foyer. A person or organisation hiring the Hall is responsible for ensuring that the terms and conditions of the licence are strictly observed.
By signing a booking application, users agree to indemnify members of the Hall's Management Committee against any penalty imposed for any breach of licence conditions by the user.
AlcoholThe hall has a licence to SELL alcohol (if you wish to sell alcohol you will need to pay Sedlescombe village Hall £21 for temporary use of its licence.)
Hours of UseApart from use in accordance with the Public Entertainment’s License or for Elections, the Hall may be used only from:
9.00 am to 11.00 pm Sundays to Fridays
9.00 am to 11.45 pm on Saturdays
For Public Entertainment it may only be used at the following times:
10.30 am to 10.45 pm on Mondays to Fridays
10.30 am to 11.45 pm on Saturdays
It may not be used for these purposes on Sunday, Good Friday or Christmas Day.
The Theatre Licence prohibits performances on Good Friday or Christmas Day or before 2.00 pm on any Sunday.
Smoking
Smoking is not permitted anywhere on the premises. Use of smoke machines is forbidden
INSURANCEThe hirer of the hall shall be responsible for making arrangements to insure against third party claims, which may lie against him/her (or the organisation if acting as a representative) whilst using the hall. (The hall is insured against any claims arising out of its own negligence). Equipment and items belonging to the hirer whilst on the premises of the hall shall be at the hirer’s risk and the Management Committee will not be responsible for damages by any means, or theft of any items belonging to the hirer.
Disclosure & Barring Service (formerly known as CRB) RequirementIn pursuance of current legislation to protect vulnerable persons & children, any person hiring the Hall to run a class, group etc. which involves children and or vulnerable persons must have an up to date DBS certificate.
Hall BookingsThe Hall's Management Committee reserves the right to decline to accept a booking application or to cancel an accepted booking.
PaymentHire charges must be paid in full at the time of booking by cash, bank transfer or cheque made payable to Sedlescombe Village Hall Hall. Credit/debit cards are not accepted.
Cancellation by HirerCancellations of bookings will be accepted subject to 1 month’s notice and a full refund will be made but subject to an administation fee. In very exceptional circumstances, e.g. bad weather conditions, the Management Committee will decide the matter.
All cancellations or alterations to bookings must be notified to the Booking Clerk.
Damage/BreakagesAny accidental damage or breakages caused by hirers must be reported to the Booking Clerk as soon as possible. Where appropriate the hirer will be charged the cost of repairs/replacement.
Use of HallHirers are required to leave rooms used in a clean and tidy state ready for the next user. Hirers will be charged for any abnormal cleaning costs incurred.
Chairs must be re-stacked in groups of no more than 5 against the hall wall. (see notices on wall for where they go). The trolley must be used for moving groups of chairs - they must not be dragged across the floor as this damages the floor surface.
Tables must be returned to storage in a clean state.
Waste must be bagged and removed from the premises.
Please DO NOT use Sellotape or Bluetack on the walls.
Please do not use any type of adhesive tape such as Gaffa tape on the floor – it is a nightmare to remove and the solvents ruin the floor - Hirers will be charged for any abnormal cleaning costs incurred.
Please DO use the hooks provided for putting up decorations
Please DO NOT use Playgroup outside play area Other Users.
Hirers must respect the reasonable needs of others using the Hall's facilities at the same time.
External CaterersHirers should ensure that outside caterers carry adequate public liability insurance. Hirers should check that outside caterers are registered with the local Authority where the caterers are based.
Height Barrier at entrance is 2.1mtr high (please inform at time of booking if required to be open)
Stored Items
Items stored/left at Sedlescombe Village Hall Hall are left at owner's risk.
Accidents and First AidA first aid box is available in the kitchen. Accidents must be recorded in the Accident Book which is also kept in the kitchen. Injuries should also be reported to the hall manager.
Electrical Appliances & EquipmentAll electrical appliances and equipment, including extension leads, used at Sedlescombe Village Hall must have a current PAT test. Extension leads must not be overloaded as this is a potential fire hazard.
Risk AssessmentHirers should carry out a risk assessment in respect of their use of the Hall. The Hall Manager can supply a suitable template.
Barefoot Use
Whilst the floor is a good quality sports floor made of dense hardwood and we clean regularly, the hall is not intended for barefoot use.
If you wish to use it barefoot, you MUST do your own risk assessment for this before each and every use.
FIRE AND SAFETY REGULATIONSFire Regulations, which are displayed in the entrance hall, must be strictly observed. In particular 6ft clearances are to be left at all fire exits. All corridors are to be kept clear.
Hirers must familiarize themselves with extinguisher and fire blanket points.
It is the responsibility of the person hiring the village hall to ensure that the relevant instructions regarding Fire and Emergency procedures are observed by all occupants. The hall is equipped with a fire detection system and alarms will sound if smoke or heat is detected in certain areas. If the alarm sounds when you are in the building, the premises must be evacuated via the nearest emergency exit. (All exits are clearly marked and you should familiarize yourself with the escape routes prior to your function). In the event of someone discovering a fire, the nearest alarm call point should be activated and the building evacuated immediately. Only if it is safe to do so should any attempt be made to fight a fire using only the fire extinguishers in the hall.
The village hall alarm system is not directly linked to the emergency services; therefore it is necessary to make phone calls. The phone inside the hall should only be used if it is safe to do so without putting anyone at risk.
The fire assembly point is at the top of the car park near Red Barn FieldIn the event of a fire, please DO NOT attempt to leave in your car as this could prevent access by the emergency services
No person should be permitted to re-enter the hall until you are sure there is no danger.
If the Fire and Rescue Service is called they will assume responsibility for the area and give the all-clear.
There is a Hall Manager who will let you into the hall on the day of your booking so that you do not have to worry about obtaining any keys.
• In an emergency please call the Hall Manager Simon Lawrence 07484 627 927
The Sedlescombe Village Hall Management Committee's Conditions of Hire appear below. The Committee reserves the right to revise the conditions at any time.
Premises LicenceThe Hall holds a Premises Licence under the 2003 Licensing Act covering the Sale of Alcohol, Theatrical Performances, the Showing of Films and the Public performance of Music, Singing and Dancing. Acopy of the licence is exhibited in the foyer. A person or organisation hiring the Hall is responsible for ensuring that the terms and conditions of the licence are strictly observed.
By signing a booking application, users agree to indemnify members of the Hall's Management Committee against any penalty imposed for any breach of licence conditions by the user.
AlcoholThe hall has a licence to SELL alcohol (if you wish to sell alcohol you will need to pay Sedlescombe village Hall £21 for temporary use of its licence.)
Hours of UseApart from use in accordance with the Public Entertainment’s License or for Elections, the Hall may be used only from:
9.00 am to 11.00 pm Sundays to Fridays
9.00 am to 11.45 pm on Saturdays
For Public Entertainment it may only be used at the following times:
10.30 am to 10.45 pm on Mondays to Fridays
10.30 am to 11.45 pm on Saturdays
It may not be used for these purposes on Sunday, Good Friday or Christmas Day.
The Theatre Licence prohibits performances on Good Friday or Christmas Day or before 2.00 pm on any Sunday.
Smoking
Smoking is not permitted anywhere on the premises. Use of smoke machines is forbidden
INSURANCEThe hirer of the hall shall be responsible for making arrangements to insure against third party claims, which may lie against him/her (or the organisation if acting as a representative) whilst using the hall. (The hall is insured against any claims arising out of its own negligence). Equipment and items belonging to the hirer whilst on the premises of the hall shall be at the hirer’s risk and the Management Committee will not be responsible for damages by any means, or theft of any items belonging to the hirer.
Disclosure & Barring Service (formerly known as CRB) RequirementIn pursuance of current legislation to protect vulnerable persons & children, any person hiring the Hall to run a class, group etc. which involves children and or vulnerable persons must have an up to date DBS certificate.
Hall BookingsThe Hall's Management Committee reserves the right to decline to accept a booking application or to cancel an accepted booking.
PaymentHire charges must be paid in full at the time of booking by cash, bank transfer or cheque made payable to Sedlescombe Village Hall Hall. Credit/debit cards are not accepted.
Cancellation by HirerCancellations of bookings will be accepted subject to 1 month’s notice and a full refund will be made but subject to an administation fee. In very exceptional circumstances, e.g. bad weather conditions, the Management Committee will decide the matter.
All cancellations or alterations to bookings must be notified to the Booking Clerk.
Damage/BreakagesAny accidental damage or breakages caused by hirers must be reported to the Booking Clerk as soon as possible. Where appropriate the hirer will be charged the cost of repairs/replacement.
Use of HallHirers are required to leave rooms used in a clean and tidy state ready for the next user. Hirers will be charged for any abnormal cleaning costs incurred.
Chairs must be re-stacked in groups of no more than 5 against the hall wall. (see notices on wall for where they go). The trolley must be used for moving groups of chairs - they must not be dragged across the floor as this damages the floor surface.
Tables must be returned to storage in a clean state.
Waste must be bagged and removed from the premises.
Please DO NOT use Sellotape or Bluetack on the walls.
Please do not use any type of adhesive tape such as Gaffa tape on the floor – it is a nightmare to remove and the solvents ruin the floor - Hirers will be charged for any abnormal cleaning costs incurred.
Please DO use the hooks provided for putting up decorations
Please DO NOT use Playgroup outside play area Other Users.
Hirers must respect the reasonable needs of others using the Hall's facilities at the same time.
External CaterersHirers should ensure that outside caterers carry adequate public liability insurance. Hirers should check that outside caterers are registered with the local Authority where the caterers are based.
Height Barrier at entrance is 2.1mtr high (please inform at time of booking if required to be open)
Stored Items
Items stored/left at Sedlescombe Village Hall Hall are left at owner's risk.
Accidents and First AidA first aid box is available in the kitchen. Accidents must be recorded in the Accident Book which is also kept in the kitchen. Injuries should also be reported to the hall manager.
Electrical Appliances & EquipmentAll electrical appliances and equipment, including extension leads, used at Sedlescombe Village Hall must have a current PAT test. Extension leads must not be overloaded as this is a potential fire hazard.
Risk AssessmentHirers should carry out a risk assessment in respect of their use of the Hall. The Hall Manager can supply a suitable template.
Barefoot Use
Whilst the floor is a good quality sports floor made of dense hardwood and we clean regularly, the hall is not intended for barefoot use.
If you wish to use it barefoot, you MUST do your own risk assessment for this before each and every use.
FIRE AND SAFETY REGULATIONSFire Regulations, which are displayed in the entrance hall, must be strictly observed. In particular 6ft clearances are to be left at all fire exits. All corridors are to be kept clear.
Hirers must familiarize themselves with extinguisher and fire blanket points.
It is the responsibility of the person hiring the village hall to ensure that the relevant instructions regarding Fire and Emergency procedures are observed by all occupants. The hall is equipped with a fire detection system and alarms will sound if smoke or heat is detected in certain areas. If the alarm sounds when you are in the building, the premises must be evacuated via the nearest emergency exit. (All exits are clearly marked and you should familiarize yourself with the escape routes prior to your function). In the event of someone discovering a fire, the nearest alarm call point should be activated and the building evacuated immediately. Only if it is safe to do so should any attempt be made to fight a fire using only the fire extinguishers in the hall.
The village hall alarm system is not directly linked to the emergency services; therefore it is necessary to make phone calls. The phone inside the hall should only be used if it is safe to do so without putting anyone at risk.
The fire assembly point is at the top of the car park near Red Barn FieldIn the event of a fire, please DO NOT attempt to leave in your car as this could prevent access by the emergency services
No person should be permitted to re-enter the hall until you are sure there is no danger.
If the Fire and Rescue Service is called they will assume responsibility for the area and give the all-clear.
There is a Hall Manager who will let you into the hall on the day of your booking so that you do not have to worry about obtaining any keys.
• In an emergency please call the Hall Manager Simon Lawrence 07484 627 927
