Agreement and Terms & Conditions of Hire
Standard Conditions of Hire
These Standard Conditions apply to all hiring of any or all the Village Hall rooms. lf the Hirer is in any doubt as to the meaning of any of the following conditions, the GVH Bookings Secretary should be consulted immediately. The Hirer is advised to print and carry a copy of these conditions during the event so that they can check any condition should the need arise.
A plan of the halls can be found at
http://www.goringvillagehall.co.uk/hall-plans.html
1. Supervision
The Hirer shall, during the period of the hiring, be responsible for: supervision of the premises; the fabric and the contents; their care, safety from damage however slight or change of any sort; and the behaviour of all persons using the premises whatever their capacity, including proper supervision of car parking arrangements so as to avoid obstruction of the highway or means of escape. As directed by the GVH Bookings Secretary, the Hirer shall make good or pay for all damage (including accidental damage) to the premises or to the fixtures, fittings or contents and for loss of contents. The decision as to any reasonable costs for repair of damages are solely at the discretion of the Goring Village Hall Committee and are final.
2. Use of Premises
The Hirer shall not use the premises for any purpose other than that described in this Hiring Agreement and shall not sub-hire or use the premises or allow the premises to be used for any unlawful purpose or in any unlawful way nor do anything or bring onto the premises anything which may endanger the same or render invalid any insurance policies in respect thereof nor allow the consumption of alcohol thereon without written permission and the relevant Licensing fee being paid.
3. Gaming, Betting and Lotteries
The Hirer shall ensure that nothing is done on, or in relation to, the premises in contravention of the law relating to gaming, betting and lotteries.
4. Licenses
The Hirer is informed that the Village Hall holds a Performing Rights Society (PRS) License that permits the use of copyright music in any form e.g. record, compact disc, tapes, radio, television, or by performers in person. lf other licenses are required in respect of any activity in the Village Hall it is the responsibility of the Hirer to ensure that they hold the relevant license and permissions or that the Village Hall holds them.
The Hirer should note that the ticket price of any event of £20 or above will attract additional fees payable to the Performing Rights Society and that this is the Hirers responsibility. The Village Hall Management Committee will not be responsible for paying any fees claimed by the PRS.
The Village Hall holds a License for the Sale and/or Consumption of Alcohol. The hirer must indicate on booking whether alcohol will be consumed or sold and consumed and pay the appropriate fee. They must also indicate if ANY music will be played whether live, recorded or radio for which there is no fee payable.
5. Public Safety Compliance
The Hirer shall comply with all Conditions and Regulations made in respect of the premises by the Fire Authority, Local Authority, the Licensing Authority or any other relevant Authority, particularly in connection with any event which constitutes regulated entertainment, at which alcohol is sold or provided or which is attended by children.
(a) The Hirer acknowledges that they fully understand the following matters:
6. Means of Escape (Shown as MoE on the plan of the Halls)
(a) All means of escape from the premises must be kept free from obstruction and immediately available for instant free public exit.
(b) The emergency lighting supply illuminating all exit signs and routes must be turned on during the whole of the time the premises are occupied (if not operated by an automatic mains failure switching device – Garden Room only).
7. Outbreaks of Fire
The Fire Brigade shall be called to any outbreak of fire, however slight, and details thereof shall be given to the Secretary of the GVH Management Committee.
8. Health and Hygiene
The Hirer shall, if preparing, serving or selling food, observe all relevant food health and hygiene legislation and regulations. In particular dairy products, vegetables and meat on the premises must be refrigerated and stored in compliance with the Food Temperature Regulations. The premises are provided with a refrigerator.
9. Electrical Appliance Safety
The Hirer shall ensure that any electrical appliances brought by them to the premises and used must have have passed the appropriate tests as described in the In-service inspection and testing of electrical equipment code of practice (previously known as PAT testing) and bear an in-date sticker showing this, in accordance with the Electricity at Work Regulations 1989. Where a residual current circuit breaker is provided the hirer must make use of it in the interests of public safety.
10. Indemnity
The hirer is advised to:
(a) Indemnify and keep indemnified each member of the Village Hall Management Committee and the Village Hall's employees, volunteers, agents and invitees against
(i) the cost of repair of any damage done to any part of the premises including the curtilage thereof or the contents of the premises
(ii) all claims, losses, damages and costs in respect of damage or loss of property or injury to persons arising as a result of the use of the premises (including the storage of equipment by the Hirer, and
(iii) all claims, losses, damages and costs suffered or incurred as a result of any nuisance caused by a third party as a result of the use of the premises by the Hirer.
(b) Take out adequate insurance to insure the Hirer and members of the Hirers organisation and invitees against the Hirer’s liability under paragraph 10(a) and all claims arising as a result of the hire and on demand shall produce the policy and current receipt or other evidence of cover to the Hall Secretary.
The Village Hall is insured against any claims arising out of its own negligence.
11. Accidents and Dangerous Occurrences
The Hirer must report all accidents involving injury to the public to a member of the Village Hall Management Committee as soon as possible. Any failure of equipment belonging to the Village Hall or brought in by the Hirer must also be reported as soon as possible. Certain types of accident or injury must be reported on a Special Form to the Local Authority. The Booking Secretary will give assistance in completing the form. This is in accordance with the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations l995 (RIDDOR).
12. Explosives and Flammable Substances
The hirer shall ensure that:
(a) Strictly no smoke machines are used.
(b) Highly flammable substances are not brought into, or used in any part of the premises.
(c) No internal decorations of a combustible nature (e.g. polystyrene, cotton wool) shall be erected without the consent of the Management Committee.
(d) No decorations are to be put up near light fittings or heaters.
(e) No barbecue or hog roasting equipment to be used without prior agreement of the Management Committee.
13. Heating and Lighting
In winter the Main Hall and Bellême Room heating will be programmed to ensure that the halls are warm well before the hire period commences.
Hirers must switch on and off Fire Exit signage where this is illuminated and not automatic.
External lighting at the front of the building is manually controlled. It is the responsibility of the hirer to ensure that the lights are switched on and off to ensure the safety of their guests. All light switches are clearly labelled.
Exterior lighting for the Garden and access path and outside the Bellême Room is operated by PIR and does not require any hirer intervention.
The Hirer shall ensure that no unauthorised heating appliances shall be used on the premises when open to the public without the consent of the Management Committee. Portable Liquefied Propane Gas (LPG) heating appliances shall not be used under any circumstances.
14. Drunk and Disorderly Behaviour and Supply of Illegal Drugs
The Hirer shall ensure that in order to avoid disturbing neighbours to the hall and avoid violent or criminal behaviour, care shall be taken to avoid excessive consumption of alcohol.
Drunk and disorderly behaviour shall not be permitted either on the premises or in its immediate vicinity. Alcohol shall not be served to any person suspected of being drunk nor to any person suspected of being under the age of 18. Any person suspected of being drunk, under the influence of drugs or who is behaving in a violent or disorderly way shall be asked to leave the premises. No illegal drugs may be brought onto the premises, consumed therein or outside in the Hall grounds.
15. Animals
The Hirer shall ensure that no animals or birds (except guide dogs or those attending a dog training class) are brought into the premises, other than for a special event agreed by the Village Hall. No animals whatsoever are to enter the kitchen at any time.
16. Compliance with The Children Act 1989
The Hirer shall ensure that any activities for children under the age of eight years of age comply with the provisions of The Children Act of 1989 and that only fit and proper persons who have passed the appropriate Criminal Records Bureau checks have access to the children (checks may also apply where children over eight and vulnerable adults are taking part in activities). The Hirer shall provide the Village Hall Management Committee with a copy of their Child Protection Policy on request.
17. Fly Posting
The Hirer shall not carry out or permit fly posting or any other form of unauthorised advertisements for any event taking place at the premises, and shall indemnify and keep indemnified each member of the Village Hall's Management Committee accordingly against all actions, claims and proceedings arising from any breach of this condition. Failure to observe this condition may lead to prosecution by the local authority.
18. Sale of Goods
The Hirer shall, if selling goods on the premises, comply with Fair Trading Laws and any code of practice used in connection with such sales. In particular, the Hirer shall ensure that the total prices of all goods and services are prominently displayed, as shall be the organiser's name and address and that any discounts offered are based only on Manufacturers' Recommended Retail Prices.
l9. Cancellation by The Hirer
The Hirer must notify the Village Hall Booking Secretary in writing, or via the online booking system, of the intention to cancel the Agreement of Hire. On receipt of such notice the Management Committee reserves the right to make the following charges:
(a) On notification being received twenty-eight days or less prior to the date of hire, the charge will be half of the Total Hire Fee.
(b) On notification being received seven days or less prior to the date of hire, the charge will be three-quarters of the Total Hire Fee.
(c) For all bookings made for 2 consecutive days or more, on notification of cancellation being received 2 months or less prior to the date of hire, the charge will be three-quarters of the Total Hire Fee.
l9b. Cancellation by The Village Hall Committee
The Village Hall Committee reserves the right to cancel any hiring by written notice to the Hirer in the event of:
(a) the premises being required for use as a Polling Station for a Parliamentary or Local Government election or by-election.
(b) the Village Hall Committee reasonably considering that (i) such hiring will lead to a breach of licensing conditions, if applicable, or other legal or statutory requirements, or (ii) unlawful or unsuitable activities will take place at the premises as a result of this hiring.
(c) the premises becoming unfit for the use intended by the Hirer.
(d) an emergency requiring use of the premises as a shelter for the victims of flooding, snowstorm, fire, explosion or those at risk of these or similar disasters.
Under 19b. (a), (b), (c) or (d) in any such case the Hirer shall be entitled to a refund of any amount already paid, but the Village Hall shall not be liable to the Hirer for any resulting direct or indirect loss or damages whatsoever.
20. Beginning and End of Hire
The Hirer must book the required halls allowing sufficient time to set up and dismantle their event / class to avoid clashes with prior or subsequent events.
The Hirer must ensure that only the room(s) requested in the original agreement are used for their event. Any hirer found to be using a room that they have not agreed to hire will be charged double the hire rate for using that room. If the booking is a series of dates this will apply to all dates in the hire period.
The Hirer shall be responsible for leaving the premises and surrounding area in a clean and tidy condition, properly locked and secured with all interior and exterior lighting switched off, unless directed otherwise by the Village Hall Management Committee, and any contents temporarily removed from their usual positions properly replaced, otherwise the Village Hall Management Committee shall be at liberty to make an additional charge entirely at its discretion. An additional charge may be made if the hirer has not cleared the room in time for the next hirer to take occupation or fails to return the keys immediately after the hire period.
Keys must be returned to Inspiration immediately after the hire period ends. A charge of £65.00 will be charged for lost keys.
21. Noise
The Hirer shall ensure that the minimum of noise is made on arrival and departure, particularly late at night and early in the morning. The Hirer shall, if using sound amplification equipment, comply with any other licensing condition for the premises.
22. Stored Equipment
The Village Hall accepts no responsibility for any stored equipment or other property brought on to or left at the premises, and all liability for loss or damage is hereby excluded. All equipment and other property (other than stored equipment) must be removed at the end of each hiring or fees, at the discretion of the Village Hall Committee, will be charged for each day or part of a day of the hire fee per hiring until the same is removed.
The Village Hall Management Committee may dispose of any items by sale or otherwise on such Terms and Conditions as it thinks fit, and charge the Hirer any costs incurred in storing and selling or otherwise disposing of the same, at its discretion under any of the following circumstances, namely:
(a) in respect of stored equipment, failure by the Hirer either to pay any storage charges due and payable or to remove the same within 7 days after the agreed storage period has ended
(b) in respect of any other property brought onto the premises for the purposes of the hiring, failure by the Hirer to remove the same within 7 days after the hiring
23. No Alterations - Care of the Premises
No alterations or additions may be made to the premises. Articles, decorations, placards or displays must not be attached to walls, other than by use of the picture rail and hooks provided free of charge, or to doors or curtains. The Caretaker will be please to supply picture hooks on request.
24. No Rights
The Hiring Agreement constitutes permission only to use the premises and confers no tenancy or other right of occupation on the Hirer.
A plan of the halls can be found at
http://www.goringvillagehall.co.uk/hall-plans.html
1. Supervision
The Hirer shall, during the period of the hiring, be responsible for: supervision of the premises; the fabric and the contents; their care, safety from damage however slight or change of any sort; and the behaviour of all persons using the premises whatever their capacity, including proper supervision of car parking arrangements so as to avoid obstruction of the highway or means of escape. As directed by the GVH Bookings Secretary, the Hirer shall make good or pay for all damage (including accidental damage) to the premises or to the fixtures, fittings or contents and for loss of contents. The decision as to any reasonable costs for repair of damages are solely at the discretion of the Goring Village Hall Committee and are final.
2. Use of Premises
The Hirer shall not use the premises for any purpose other than that described in this Hiring Agreement and shall not sub-hire or use the premises or allow the premises to be used for any unlawful purpose or in any unlawful way nor do anything or bring onto the premises anything which may endanger the same or render invalid any insurance policies in respect thereof nor allow the consumption of alcohol thereon without written permission and the relevant Licensing fee being paid.
3. Gaming, Betting and Lotteries
The Hirer shall ensure that nothing is done on, or in relation to, the premises in contravention of the law relating to gaming, betting and lotteries.
4. Licenses
The Hirer is informed that the Village Hall holds a Performing Rights Society (PRS) License that permits the use of copyright music in any form e.g. record, compact disc, tapes, radio, television, or by performers in person. lf other licenses are required in respect of any activity in the Village Hall it is the responsibility of the Hirer to ensure that they hold the relevant license and permissions or that the Village Hall holds them.
The Hirer should note that the ticket price of any event of £20 or above will attract additional fees payable to the Performing Rights Society and that this is the Hirers responsibility. The Village Hall Management Committee will not be responsible for paying any fees claimed by the PRS.
The Village Hall holds a License for the Sale and/or Consumption of Alcohol. The hirer must indicate on booking whether alcohol will be consumed or sold and consumed and pay the appropriate fee. They must also indicate if ANY music will be played whether live, recorded or radio for which there is no fee payable.
5. Public Safety Compliance
The Hirer shall comply with all Conditions and Regulations made in respect of the premises by the Fire Authority, Local Authority, the Licensing Authority or any other relevant Authority, particularly in connection with any event which constitutes regulated entertainment, at which alcohol is sold or provided or which is attended by children.
(a) The Hirer acknowledges that they fully understand the following matters:
- The action to be taken in event of fire. This includes calling the Fire Brigade and evacuating the Hall. (See "Information For Hirers")
- The location and use of fire equipment. (See "GVH Fire Plan")
- Escape routes and the need to keep them clear.
- Muster Point
- Method of operation of escape door fastenings.
- Appreciation of the importance of, and of closing of, all fire doors at the time of a fire.
- That all fire exits are unlocked and the panic bolts are in good working order.
- That all escape routes are free of obstruction and can be safely used.
- That any fire doors are not wedged open.
- That exit signs are illuminated.
- That there are no obvious fire hazards on or immediately outside the premises.
6. Means of Escape (Shown as MoE on the plan of the Halls)
(a) All means of escape from the premises must be kept free from obstruction and immediately available for instant free public exit.
(b) The emergency lighting supply illuminating all exit signs and routes must be turned on during the whole of the time the premises are occupied (if not operated by an automatic mains failure switching device – Garden Room only).
7. Outbreaks of Fire
The Fire Brigade shall be called to any outbreak of fire, however slight, and details thereof shall be given to the Secretary of the GVH Management Committee.
8. Health and Hygiene
The Hirer shall, if preparing, serving or selling food, observe all relevant food health and hygiene legislation and regulations. In particular dairy products, vegetables and meat on the premises must be refrigerated and stored in compliance with the Food Temperature Regulations. The premises are provided with a refrigerator.
9. Electrical Appliance Safety
The Hirer shall ensure that any electrical appliances brought by them to the premises and used must have have passed the appropriate tests as described in the In-service inspection and testing of electrical equipment code of practice (previously known as PAT testing) and bear an in-date sticker showing this, in accordance with the Electricity at Work Regulations 1989. Where a residual current circuit breaker is provided the hirer must make use of it in the interests of public safety.
10. Indemnity
The hirer is advised to:
(a) Indemnify and keep indemnified each member of the Village Hall Management Committee and the Village Hall's employees, volunteers, agents and invitees against
(i) the cost of repair of any damage done to any part of the premises including the curtilage thereof or the contents of the premises
(ii) all claims, losses, damages and costs in respect of damage or loss of property or injury to persons arising as a result of the use of the premises (including the storage of equipment by the Hirer, and
(iii) all claims, losses, damages and costs suffered or incurred as a result of any nuisance caused by a third party as a result of the use of the premises by the Hirer.
(b) Take out adequate insurance to insure the Hirer and members of the Hirers organisation and invitees against the Hirer’s liability under paragraph 10(a) and all claims arising as a result of the hire and on demand shall produce the policy and current receipt or other evidence of cover to the Hall Secretary.
The Village Hall is insured against any claims arising out of its own negligence.
11. Accidents and Dangerous Occurrences
The Hirer must report all accidents involving injury to the public to a member of the Village Hall Management Committee as soon as possible. Any failure of equipment belonging to the Village Hall or brought in by the Hirer must also be reported as soon as possible. Certain types of accident or injury must be reported on a Special Form to the Local Authority. The Booking Secretary will give assistance in completing the form. This is in accordance with the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations l995 (RIDDOR).
12. Explosives and Flammable Substances
The hirer shall ensure that:
(a) Strictly no smoke machines are used.
(b) Highly flammable substances are not brought into, or used in any part of the premises.
(c) No internal decorations of a combustible nature (e.g. polystyrene, cotton wool) shall be erected without the consent of the Management Committee.
(d) No decorations are to be put up near light fittings or heaters.
(e) No barbecue or hog roasting equipment to be used without prior agreement of the Management Committee.
13. Heating and Lighting
In winter the Main Hall and Bellême Room heating will be programmed to ensure that the halls are warm well before the hire period commences.
Hirers must switch on and off Fire Exit signage where this is illuminated and not automatic.
External lighting at the front of the building is manually controlled. It is the responsibility of the hirer to ensure that the lights are switched on and off to ensure the safety of their guests. All light switches are clearly labelled.
Exterior lighting for the Garden and access path and outside the Bellême Room is operated by PIR and does not require any hirer intervention.
The Hirer shall ensure that no unauthorised heating appliances shall be used on the premises when open to the public without the consent of the Management Committee. Portable Liquefied Propane Gas (LPG) heating appliances shall not be used under any circumstances.
14. Drunk and Disorderly Behaviour and Supply of Illegal Drugs
The Hirer shall ensure that in order to avoid disturbing neighbours to the hall and avoid violent or criminal behaviour, care shall be taken to avoid excessive consumption of alcohol.
Drunk and disorderly behaviour shall not be permitted either on the premises or in its immediate vicinity. Alcohol shall not be served to any person suspected of being drunk nor to any person suspected of being under the age of 18. Any person suspected of being drunk, under the influence of drugs or who is behaving in a violent or disorderly way shall be asked to leave the premises. No illegal drugs may be brought onto the premises, consumed therein or outside in the Hall grounds.
15. Animals
The Hirer shall ensure that no animals or birds (except guide dogs or those attending a dog training class) are brought into the premises, other than for a special event agreed by the Village Hall. No animals whatsoever are to enter the kitchen at any time.
16. Compliance with The Children Act 1989
The Hirer shall ensure that any activities for children under the age of eight years of age comply with the provisions of The Children Act of 1989 and that only fit and proper persons who have passed the appropriate Criminal Records Bureau checks have access to the children (checks may also apply where children over eight and vulnerable adults are taking part in activities). The Hirer shall provide the Village Hall Management Committee with a copy of their Child Protection Policy on request.
17. Fly Posting
The Hirer shall not carry out or permit fly posting or any other form of unauthorised advertisements for any event taking place at the premises, and shall indemnify and keep indemnified each member of the Village Hall's Management Committee accordingly against all actions, claims and proceedings arising from any breach of this condition. Failure to observe this condition may lead to prosecution by the local authority.
18. Sale of Goods
The Hirer shall, if selling goods on the premises, comply with Fair Trading Laws and any code of practice used in connection with such sales. In particular, the Hirer shall ensure that the total prices of all goods and services are prominently displayed, as shall be the organiser's name and address and that any discounts offered are based only on Manufacturers' Recommended Retail Prices.
l9. Cancellation by The Hirer
The Hirer must notify the Village Hall Booking Secretary in writing, or via the online booking system, of the intention to cancel the Agreement of Hire. On receipt of such notice the Management Committee reserves the right to make the following charges:
(a) On notification being received twenty-eight days or less prior to the date of hire, the charge will be half of the Total Hire Fee.
(b) On notification being received seven days or less prior to the date of hire, the charge will be three-quarters of the Total Hire Fee.
(c) For all bookings made for 2 consecutive days or more, on notification of cancellation being received 2 months or less prior to the date of hire, the charge will be three-quarters of the Total Hire Fee.
l9b. Cancellation by The Village Hall Committee
The Village Hall Committee reserves the right to cancel any hiring by written notice to the Hirer in the event of:
(a) the premises being required for use as a Polling Station for a Parliamentary or Local Government election or by-election.
(b) the Village Hall Committee reasonably considering that (i) such hiring will lead to a breach of licensing conditions, if applicable, or other legal or statutory requirements, or (ii) unlawful or unsuitable activities will take place at the premises as a result of this hiring.
(c) the premises becoming unfit for the use intended by the Hirer.
(d) an emergency requiring use of the premises as a shelter for the victims of flooding, snowstorm, fire, explosion or those at risk of these or similar disasters.
Under 19b. (a), (b), (c) or (d) in any such case the Hirer shall be entitled to a refund of any amount already paid, but the Village Hall shall not be liable to the Hirer for any resulting direct or indirect loss or damages whatsoever.
20. Beginning and End of Hire
The Hirer must book the required halls allowing sufficient time to set up and dismantle their event / class to avoid clashes with prior or subsequent events.
The Hirer must ensure that only the room(s) requested in the original agreement are used for their event. Any hirer found to be using a room that they have not agreed to hire will be charged double the hire rate for using that room. If the booking is a series of dates this will apply to all dates in the hire period.
The Hirer shall be responsible for leaving the premises and surrounding area in a clean and tidy condition, properly locked and secured with all interior and exterior lighting switched off, unless directed otherwise by the Village Hall Management Committee, and any contents temporarily removed from their usual positions properly replaced, otherwise the Village Hall Management Committee shall be at liberty to make an additional charge entirely at its discretion. An additional charge may be made if the hirer has not cleared the room in time for the next hirer to take occupation or fails to return the keys immediately after the hire period.
Keys must be returned to Inspiration immediately after the hire period ends. A charge of £65.00 will be charged for lost keys.
21. Noise
The Hirer shall ensure that the minimum of noise is made on arrival and departure, particularly late at night and early in the morning. The Hirer shall, if using sound amplification equipment, comply with any other licensing condition for the premises.
22. Stored Equipment
The Village Hall accepts no responsibility for any stored equipment or other property brought on to or left at the premises, and all liability for loss or damage is hereby excluded. All equipment and other property (other than stored equipment) must be removed at the end of each hiring or fees, at the discretion of the Village Hall Committee, will be charged for each day or part of a day of the hire fee per hiring until the same is removed.
The Village Hall Management Committee may dispose of any items by sale or otherwise on such Terms and Conditions as it thinks fit, and charge the Hirer any costs incurred in storing and selling or otherwise disposing of the same, at its discretion under any of the following circumstances, namely:
(a) in respect of stored equipment, failure by the Hirer either to pay any storage charges due and payable or to remove the same within 7 days after the agreed storage period has ended
(b) in respect of any other property brought onto the premises for the purposes of the hiring, failure by the Hirer to remove the same within 7 days after the hiring
23. No Alterations - Care of the Premises
No alterations or additions may be made to the premises. Articles, decorations, placards or displays must not be attached to walls, other than by use of the picture rail and hooks provided free of charge, or to doors or curtains. The Caretaker will be please to supply picture hooks on request.
24. No Rights
The Hiring Agreement constitutes permission only to use the premises and confers no tenancy or other right of occupation on the Hirer.
Information for Hirers
25. Keys
The Village Hall keys will normally be available from Inspiration, The Arcade, Goring during the day of your agreed hire date and time.
Inspiration trade between 09:00 and 17:00 Monday to Saturday
If the booking is for a Sunday the keys can be collected the day before.
If the hirer lives out of the immediate area and has no way of collecting keys when Inspiration are trading they must make arrangements, in advance, through the Booking Secretary for the Halls to be opened for them.
After locking up, the keys must be returned to Inspiration immediately unless there is an agreement to retain keys for clearing up. If the shop is closed the keys should be put the keys through the letterbox.
Hirers wishing to use the Audio Visual equipment will need to make arrangements for training and to obtain a separate key in order to access the equipment. This can be done via the Booking Secretary.
Outside caterers, contractors and bar staff are to be made aware of the Hire Period and that they will not be able to enter before, or leave after, the Hire Period.
Please contact the Bookings Secretary in case of difficulty.
Guests are expected to vacate the premises within fifteen minutes of the end of a licensed period. After midnight (unless the event is on New Year’s Eve) only those helping to clear up the Village Hall should be on the premises.
26. Special Conditions
Please take due note of the Special Conditions found later in this document.
27. Safety
Under current legislation, the entire building is covered by No Smoking Premises Regulations 2007, under which smoking is prohibited in any public building. For the purpose of this agreement this includes the Patio & Garden area outside the Garden Room and the fire escape routes on each side of the building. Electronic Cigarettes are also subject to this prohibition in any part of the premises.
In the event of a fire, the Village Hall is to be evacuated in an orderly manner, using the appropriate exits. The Fire and Rescue Services must be called by dialing 999.
The Hirer is advised to ensure that they have a mobile phone available for emergency use.
The exact location of the fire exits and fire extinguishers (See plan) must be noted before the Village Hall is occupied.
The Hirer is responsible for unlocking any Fire Exit doors.
The location of, and the manner of opening the Fire Doors, should be made known to guests as well as the location of the Muster Point. This is designated as the area in front of the building, making use of the path alongside the Rectory Garden and the Lock Approach lane should the number of people or nature of the evacuation dictate.
The special trolley provided must be used to move stacks of chairs in order to avoid injury and prevent damage to floors. Tables and chairs must be stacked where found after use, unless a request and payment has been made for this to be done by the caretaker.
The Village Hall Health & Safety file and First Aid box are both located in the Kitchen.
28. Heating
The heating controls are located by the door to the Stage and in the Bellême Room. DO NOT adjust or turn off individual radiators / heaters as this may result in damage to the appliance and inconvenience subsequent users.
29. Car Parking
The Village Hall car park area will accommodate a small number of vehicles if they are parked sensibly. Please do not block the main doors or the disabled entrance / fire exit to the right of the main hall.
The public pavement or highway must not be obstructed. Please ensure that vehicles are parked within the white painted line.
There are additional parking areas in Thames Road and Glebe Ride, opposite the Hall, Manor Road or within the main Village Car Park off Station Road.
30. Consideration for Local Residents
Please ask your guests to leave quietly at the close of your event so as not to disturb local residents.
31. Respect for other users
Please leave the Village Hall clean and tidy, and take all waste items home for disposal.
There are no refuse bins available on the premises.
In particular we ask that table tops are wiped clean before being stacked and stored.
32. Faults / Damage / Comments
Any faults or damage must be reported and to the Booking Secretary as soon as possible so that such items can be rectified quickly.
The GVH Management Committee welcome comments and observations in order that they can consider any improvements for the facilities offered
The Village Hall keys will normally be available from Inspiration, The Arcade, Goring during the day of your agreed hire date and time.
Inspiration trade between 09:00 and 17:00 Monday to Saturday
If the booking is for a Sunday the keys can be collected the day before.
If the hirer lives out of the immediate area and has no way of collecting keys when Inspiration are trading they must make arrangements, in advance, through the Booking Secretary for the Halls to be opened for them.
After locking up, the keys must be returned to Inspiration immediately unless there is an agreement to retain keys for clearing up. If the shop is closed the keys should be put the keys through the letterbox.
Hirers wishing to use the Audio Visual equipment will need to make arrangements for training and to obtain a separate key in order to access the equipment. This can be done via the Booking Secretary.
Outside caterers, contractors and bar staff are to be made aware of the Hire Period and that they will not be able to enter before, or leave after, the Hire Period.
Please contact the Bookings Secretary in case of difficulty.
Guests are expected to vacate the premises within fifteen minutes of the end of a licensed period. After midnight (unless the event is on New Year’s Eve) only those helping to clear up the Village Hall should be on the premises.
26. Special Conditions
Please take due note of the Special Conditions found later in this document.
27. Safety
Under current legislation, the entire building is covered by No Smoking Premises Regulations 2007, under which smoking is prohibited in any public building. For the purpose of this agreement this includes the Patio & Garden area outside the Garden Room and the fire escape routes on each side of the building. Electronic Cigarettes are also subject to this prohibition in any part of the premises.
In the event of a fire, the Village Hall is to be evacuated in an orderly manner, using the appropriate exits. The Fire and Rescue Services must be called by dialing 999.
The Hirer is advised to ensure that they have a mobile phone available for emergency use.
The exact location of the fire exits and fire extinguishers (See plan) must be noted before the Village Hall is occupied.
The Hirer is responsible for unlocking any Fire Exit doors.
The location of, and the manner of opening the Fire Doors, should be made known to guests as well as the location of the Muster Point. This is designated as the area in front of the building, making use of the path alongside the Rectory Garden and the Lock Approach lane should the number of people or nature of the evacuation dictate.
The special trolley provided must be used to move stacks of chairs in order to avoid injury and prevent damage to floors. Tables and chairs must be stacked where found after use, unless a request and payment has been made for this to be done by the caretaker.
The Village Hall Health & Safety file and First Aid box are both located in the Kitchen.
28. Heating
The heating controls are located by the door to the Stage and in the Bellême Room. DO NOT adjust or turn off individual radiators / heaters as this may result in damage to the appliance and inconvenience subsequent users.
29. Car Parking
The Village Hall car park area will accommodate a small number of vehicles if they are parked sensibly. Please do not block the main doors or the disabled entrance / fire exit to the right of the main hall.
The public pavement or highway must not be obstructed. Please ensure that vehicles are parked within the white painted line.
There are additional parking areas in Thames Road and Glebe Ride, opposite the Hall, Manor Road or within the main Village Car Park off Station Road.
30. Consideration for Local Residents
Please ask your guests to leave quietly at the close of your event so as not to disturb local residents.
31. Respect for other users
Please leave the Village Hall clean and tidy, and take all waste items home for disposal.
There are no refuse bins available on the premises.
In particular we ask that table tops are wiped clean before being stacked and stored.
32. Faults / Damage / Comments
Any faults or damage must be reported and to the Booking Secretary as soon as possible so that such items can be rectified quickly.
The GVH Management Committee welcome comments and observations in order that they can consider any improvements for the facilities offered
Special Conditions
These Special Conditions of Hire include provisions required to comply with the Premises License issued under the Licensing Act 2003.
These conditions apply to all events of which regulated entertainment or the sale of alcohol takes place and should be inserted into the Hiring Agreement where necessary.
The Hirer hereby acknowledges receipt of a copy of the conditions of the Premises License and/or Operating Schedule for the premises, in accordance with which the hiring must be undertaken and agrees to comply with all obligations therein.
Hours of Opening
The premises shall not be used for licensable activities except between the hours set out in the Hire Agreement unless special permission has been issued by South Oxfordshire District Council and by the Goring Village Hall Management Committee.
Capacity and Supervision
The number of people on the premises shall not exceed 200 for the Main Hall, 100 for the Bellême Room and 50 for the Garden Room. See Facilities for details of the maximum number for seated events.
There shall, in addition to the hirer, be a minimum of:
2 x competent attendants for up to 100 persons
3 x competent attendants for over 100 persons
on duty on the premises to assist people entering and leaving, none of whom shall be less than 18 years of age.
lf the majority of the audience is under 15 years of age and/or there are many disabled people, then the number of attendants shall not be less than:
3 x competent attendants for up to 100 persons
4 x competent attendants for over 100 persons
All persons on duty shall have been instructed as to their essential responsibilities in the event of fire or other emergencies including attention to disabled persons, the location and use of fire fighting equipment available, how to call the fire brigade and evacuation procedures.
Age
The Halls are not available for parties for persons between the ages of 16 and 25.
The Hirer, not being a person under 21 years of age, hereby accepts responsibility for being in charge of and on the premises at all times when the public are present and for ensuring that all conditions of the Premises License and/or the Operating Schedule relating to management and supervision of the premises are met.
Dangerous and Unsuitable Performances
Performances involving danger to the public, or of a sexually explicit nature, shall not be given.
Film Shows
Children shall be restricted from viewing age-restricted films classified according to the recommendations of the British Board of Film Classification.
These conditions apply to all events of which regulated entertainment or the sale of alcohol takes place and should be inserted into the Hiring Agreement where necessary.
The Hirer hereby acknowledges receipt of a copy of the conditions of the Premises License and/or Operating Schedule for the premises, in accordance with which the hiring must be undertaken and agrees to comply with all obligations therein.
Hours of Opening
The premises shall not be used for licensable activities except between the hours set out in the Hire Agreement unless special permission has been issued by South Oxfordshire District Council and by the Goring Village Hall Management Committee.
Capacity and Supervision
The number of people on the premises shall not exceed 200 for the Main Hall, 100 for the Bellême Room and 50 for the Garden Room. See Facilities for details of the maximum number for seated events.
There shall, in addition to the hirer, be a minimum of:
2 x competent attendants for up to 100 persons
3 x competent attendants for over 100 persons
on duty on the premises to assist people entering and leaving, none of whom shall be less than 18 years of age.
lf the majority of the audience is under 15 years of age and/or there are many disabled people, then the number of attendants shall not be less than:
3 x competent attendants for up to 100 persons
4 x competent attendants for over 100 persons
All persons on duty shall have been instructed as to their essential responsibilities in the event of fire or other emergencies including attention to disabled persons, the location and use of fire fighting equipment available, how to call the fire brigade and evacuation procedures.
Age
The Halls are not available for parties for persons between the ages of 16 and 25.
The Hirer, not being a person under 21 years of age, hereby accepts responsibility for being in charge of and on the premises at all times when the public are present and for ensuring that all conditions of the Premises License and/or the Operating Schedule relating to management and supervision of the premises are met.
Dangerous and Unsuitable Performances
Performances involving danger to the public, or of a sexually explicit nature, shall not be given.
Film Shows
Children shall be restricted from viewing age-restricted films classified according to the recommendations of the British Board of Film Classification.
Guidelines for the use of The Garden Room and Garden
Capacity
The Garden Room has the capacity to hold 50 people comfortably.
Its main function is to serve as a Green Room for visiting speakers and performers playing at regular events in the Hall but is also suitable for small meetings and gatherings.
Barbecues and Hog Roasts
Barbecues and Hog Roasts may only be held with the permission of the Trustees (see below).
The Barbecue or Hog Roast equipment must be brought into and out of the Garden Area via the access path and not through the building.
The hirer must ensure that the cooking facility is located safely, so as not to endanger the building or guests, and must ensure that there is no spillage of fat etc. onto the patio or grass area.
Cleaning of the cooking equipment is to be carried out off the premises as there is no drainage or waste disposal facility at The Hall.
Any accidental spillages must be cleaned up by the hirer.
Keys
As with all bookings for the hall, keys can be obtained from Inspiration. There is a charge for non-return of keys. See T&C Clause 20
Access
Normal access is through the Patio doors at the rear of the building, accessed by the path to the right of the Main Hall. If the Garden Room is booked with either of the larger rooms access is through either of those rooms. In either case access to the toilet area is via the link door.
Facilities
The Garden Room is equipped with folding trestle tables and 30 chairs. There is a sink, kettle and fridge together with crockery and teaspoons for 30 people.
Usage
Furniture should not be moved into or out of the Garden Room.
The chairs are not suitable for use on grass.
The Velux windows are for light not for ventilation so cannot be opened.
The floor should be swept after use, spillages should be cleaned immediately using a damp (not wet) cloth or, if necessary, by using the cleaning kit in the cupboard.
Please note:
The Garden Room is licensed for the sale of alcohol or musical performances but the Hirer must have completed the Alcohol License Request and pay the relevant fee.
Smoking, including electronic cigarettes, is not permitted in the room or patio and garden area.
Barbecue’s or hog roasts are allowed if permission is requested in writing (e-mail).
Users are reminded to ensure that all lights are switched off, all doors are locked securely and all rubbish is removed before leaving.
The Garden Room has the capacity to hold 50 people comfortably.
Its main function is to serve as a Green Room for visiting speakers and performers playing at regular events in the Hall but is also suitable for small meetings and gatherings.
Barbecues and Hog Roasts
Barbecues and Hog Roasts may only be held with the permission of the Trustees (see below).
The Barbecue or Hog Roast equipment must be brought into and out of the Garden Area via the access path and not through the building.
The hirer must ensure that the cooking facility is located safely, so as not to endanger the building or guests, and must ensure that there is no spillage of fat etc. onto the patio or grass area.
Cleaning of the cooking equipment is to be carried out off the premises as there is no drainage or waste disposal facility at The Hall.
Any accidental spillages must be cleaned up by the hirer.
Keys
As with all bookings for the hall, keys can be obtained from Inspiration. There is a charge for non-return of keys. See T&C Clause 20
Access
Normal access is through the Patio doors at the rear of the building, accessed by the path to the right of the Main Hall. If the Garden Room is booked with either of the larger rooms access is through either of those rooms. In either case access to the toilet area is via the link door.
Facilities
The Garden Room is equipped with folding trestle tables and 30 chairs. There is a sink, kettle and fridge together with crockery and teaspoons for 30 people.
Usage
Furniture should not be moved into or out of the Garden Room.
The chairs are not suitable for use on grass.
The Velux windows are for light not for ventilation so cannot be opened.
The floor should be swept after use, spillages should be cleaned immediately using a damp (not wet) cloth or, if necessary, by using the cleaning kit in the cupboard.
Please note:
The Garden Room is licensed for the sale of alcohol or musical performances but the Hirer must have completed the Alcohol License Request and pay the relevant fee.
Smoking, including electronic cigarettes, is not permitted in the room or patio and garden area.
Barbecue’s or hog roasts are allowed if permission is requested in writing (e-mail).
Users are reminded to ensure that all lights are switched off, all doors are locked securely and all rubbish is removed before leaving.
Revised June 2018