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  Burton Green

    Village Hall

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.


1. Age

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.


2. Supervision

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.


6. Licensing

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


8. Film

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).


11. Noise

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

http://tinyurl.com/omtw8zh)


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.


18. Heating

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.


19. Animals

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.


23. Cancellation

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:


  1. the premises being required for use as a Polling Station for a Parliamentary or

Local Government election or by-election.

  1. the premises becoming unfit for the use intended by the Hirer.
  2. an emergency requiring use of the premises as an emergency point of call or

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.



APPENDIX 1 Burton Green Village Hall – fire safety floor plan