Last site update 20th September 2020
Burton Green Village Hall — Standard Conditions of Hire
This agreement should be read fully before signing the booking form. In signing the
booking form you (the Hirer) are confirming your acceptance of all the terms and
conditions given in this document. If the Hirer is in any doubt as to the meaning of any
of the conditions, the Booking Secretary or Chair should be consulted prior to
completing the booking form. Please retain this document for reference.
The Hirer, not being a person under 18 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, under this Agreement, relating to management and
supervision of the premises are met.
The Hirer (which for the purposes of this agreement shall mean an
individual hirer or, where the hirer is an organisation, the authorised representative) 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. As
directed by the 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.
3. Use of premises
The Hirer shall not use the premises for any purpose other than that described in the Hiring Agreement and shall not sub-hire or use the premises or allow the premises to be used for any unlawful or unsuitable 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.
4. Insurance and indemnity
Burton Green Village Hall (BGVH) has public liability insurance. A copy is on display in the village hall notice board in the foyer. Regular hirers should have their own public liability insurance for the activities they are operating.
5. Use of equipment
No equipment may be removed from the hall premises (unless
special arrangements have been made when booking – see Clause 28 below). Use of
equipment inside the hall is on the following terms:
(a) Use of cutlery, crockery and kitchen utensils is included in the hire of the kitchen.
Any use made shall require the hirer to return all items to their usual storage location,
in a cleaned state. Any breakages must be declared and a fee may need to be paid.
(b) Use of tables and chairs: these shall be returned to the appropriate storage area
after use having been checked for serviceability. Any failure of correct operation or
breakage must be reported.
(c) Audio visual equipment: this equipment belongs to BGVH and is included
under the terms of this agreement. If you do require this equipment,
please contact the Bookings Secretary.
Burton Green Village Hall does not have a Premises Licence and therefore hirers cannot sell alcohol. Users of the village hall may bring their own alcoholic drinks to events.
The hirer shall ensure that the Village Hall holds relevant licences for music under
Performing Right Society (PRS) and the Phonographic Performance Licence (PPL) or,
where appropriate, the hirer holds a licence.
7. 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, please see https://www.legislation.gov.uk/ukpga/1963/2/contents for further information
Children shall be restricted from viewing age-restricted films classified according to the
recommendations of the British Board of Film Classification. Hirers should ensure that
they have the appropriate copyright licences for film.
9. Safeguarding children and vulnerable users
The Hirer shall ensure that any activities for children under eight years of age, that are
not private functions, comply with the provisions of the Childcare Act 2006 and the
Safeguarding Vulnerable groups Act 2006 and only fit and proper persons who have
passed the appropriate Disclosure Barring Service (DBS) checks should 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 Trustees
with a copy of their DBS check and Child Protection Policy on request. The hirer must
acquaint themselves with BGVH’s Vulnerable Users’ Policy.
The Hirer shall take full responsibility for ensuring that permission is obtained from any individual (adult or child) engaged in an activity at the hall before taking their photograph (whether or not these photographs are intended for social media).
10. Public safety compliance
The Hirer shall comply with BGVH’s health and safety policy.
The Fire Service shall be called to any outbreak of fire, however slight, and details shall
be given to the Booking Secretary of BGVH.
(a) The Hirer acknowledges that they have been referred to the Fire Safety Notice
and Floor Plan (appendix 1) addressing the following matters:
the time of a fire.
(b) In advance of any activity whether regulated entertainment or not the Hirer shall
check the following items:
free public exit.
on during the whole of the time the premises are occupied (if not operated by an
automatic mains failure switching device).
Please respect our neighbours and ensure minimum noise on entering and leaving the hall and car park. In our new hall, windows and doors must be closed after 23:00. The external space cannot be used for activities after 22:00.
12. Food, health and hygiene
The Hirer shall, if preparing, serving or selling food, observe all relevant food health and
hygiene legislation and regulations. (The Food Standards Agency offers advice for
volunteers and charities providing food in village halls. See
13. Smoking and vaping
PLEASE BE AWARE THAT THE ENTIRE BUILDING IS A NON-SMOKING AREA in accordance in current legislation. Users are requested to also refrain from vaping.
14. Electrical appliance safety
The Hirer shall ensure that any electrical appliances brought by them to the premises and used there shall be safe, in good working order.
Appliances must be used in a safe manner in accordance with the Electricity at Work Regulations 1989.
15. 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 equipment that has
been stored with the written approval of the BGVH Trustees, for which a nominal charge — reviewed annually — may be made) must be removed at the end of each hiring or fees will be charged for each day or part of a day at the hire fee per hiring until the same is removed.
16. Accidents and dangerous occurrences
The Hirer must report all accidents involving injury to the public to a BGVH trustee as soon as possible and complete the relevant section in the village hallʼs Accident Book. Certain types of accident or injury must be reported in accordance with Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013 (RIDDOR), see http://www.hse.gov.uk/riddor/index.htm for further information
Any failure of equipment belonging to the Village Hall or brought in by the Hirer
must also be reported as soon as possible.
17. Explosives and flammable substances
The hirer shall ensure that: (a) Highly flammable substances are not brought into,
or used in any part of the premises and that (b) No internal decorations of a
combustible nature (e.g. polystyrene, cotton wool) shall be erected without the
consent of the BGVH Trustees.
The Hirer shall ensure that no unauthorised heating appliances shall be used on
the premises without the consent of the BGVH Trustees. Portable Liquefied Propane Gas (LPG) heating appliances shall not be used.
The Hirer shall ensure that no animals (including birds) except guide and
assistance dogs are brought into the premises, unless previously agreed to by BGVH Trustees. No animals whatsoever are to enter the kitchen at any time.
20. Notice Board and advertisements
The Hirer should seek permission from BGVH trustees to post information or advertisements on the Burton Green Village Hall notice boards in the foyer of the hall. Notices or advertisements must not be placed anywhere else on the premises.
21. No alterations
No alterations or additions may be made to the premises nor may any fixtures be
installed or placards, decorations or other articles be attached in any way to any
part of the premises without the prior written approval of the Village Hall Booking
Secretary. It will become the property of the Village Hall unless removed by the
Hirer who must make good to the satisfaction of the Village Hall any damage
caused to the premises by such removal.
22. 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.
If the Hirer cancels the booking within 4 weeks of the event and the Village Hall is unable to conclude a replacement booking, the question of the repayment of the fee shall be at the discretion of the Village Hall.
The Village Hall reserves the right to cancel a hiring by written notice to the Hirer in the event of:
Local Government election or by-election.
a shelter for the victims of flooding, snowstorm, fire, explosion or those at risk of
these or similar disasters.
In any such case the Hirer shall be entitled to a refund of any fee already paid, but
the Village Hall shall not be liable to the Hirer for any resulting direct or indirect
loss or damages whatsoever.
24. End of hire
The Hirer shall be responsible for leaving the premises and surrounding area in a
clean and tidy condition (brushes and pans are available in the back cupboard) with all lights and appliances switched, and the building properly locked and secured unless directed otherwise and any contents temporarily removed from their usual positions properly replaced, otherwise the village hall shall be at liberty to make an additional charge. Rubbish/recycling should be properly sorted into the appropriate bins at the side of the hall. Any waste that exceeds the capacity of the bins should be removed and disposed of by the hirer.
25. Key codes for regular Hirers
Users will be issued with a key code for entry to the village hall. This code should not be given to any organisation or individual outside the group without the prior permission of a BGVH trustee.
26. No rights
The Hiring Agreement constitutes permission only to use the premises for the specified purpose and confers no tenancy or other right of occupation on the Hirer. THE TRUSTEES RESERVE THE RIGHT TO REFUSE AND/or cancel a BOOKING.