Regular Users Terms and Conditions of Hire

Cullingworth Village Hall Management Committee Ltd

Terms and Conditions of Hire – Regular Users

The continuation of your booking is confirmation that you have read, understood and will comply with the following conditions of hire.

Documentation

Any person using the hall to run a class or activity for members of the public must have all the relevant licences, insurances and DBS certificates in place, as required.  The Management Committee may ask to see proof of any of these documents at any time.  It is the user’s responsibility to ensure that all documentation is kept up to date and in line with current regulations.

Payment

The hirer will be invoiced at the start of the month for the preceding month’s lettings. The invoice is  to be paid within 14 days of issue. If the invoice is not paid within 14 days, a reminder will be emailed asking for payment within the next 48 hours. If payment is not received after 48 hours, an amended invoice will be sent with an additional 20% administration charge added. If this is not paid, access to the hall for future lettings will be denied.

When you contact us

The information you provide (personal information such as name, address, email address, phone number, organisation) will be processed and stored to enable us to contact you and respond to your correspondence, provide information and/or access our facilities and services. Your personal information will not be shared or provided to any other third party.

Supervision

The hirer will, during the period of hire, be responsible for supervision of the premises, the fabric and the contents and for the behaviour of all persons using the premises whatever their capacity.

The hirer agrees to be present on the premises at all times when the public are present and to ensure that all conditions of the Premises Licence relating to the management and supervision of the premises are met.

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 purposes 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.  

No Alterations

No alterations or additions may be made to the premises nor may any fixtures be installed or placards, decorations or other articles attached in any way to any part of the premises without the written approval of the Village Hall Committee. Any such fixtures, decorations or other articles shall be removed at the end of the hiring and any damage reinstated.

Storage

Any user who has access to a storage cupboard must ensure the safe keeping of their key, and must not make any copies of the key without the express permission of the Management Committee.

The user will pay a weekly fee in addition to the cost of their hourly hire charge, for the use of a storage cupboard.

The Village Hall Committee 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.  Any equipment must be insured by the user.

No perishable foodstuffs are to be kept in the storage cupboard, unless they are in a suitable airtight container.  Any foodstuffs which exceed their ‘use by’ date must be disposed of.

The storage cupboard must be emptied and the key returned to the Management Committee, should the user cease to hire the hall.

Noise

The hirer must take all reasonable steps to minimise noise, remaining inside the hall for the duration of the event and ensuring that minimum noise is made on departure.  Due consideration of our neighbours must be given when opening the windows.

Electrical Appliance Safety

The hirer shall ensure that any electrical appliances brought by him to the premises and used there shall be safe and in good working order and used in a safe manner.

Accidents and Dangerous Occurrences

The hirer must report all accidents involving injury to the public to a member of the Committee as soon as possible. Any failure of equipment belonging to the hall must also be reported as soon as possible.

Smoking

Cullingworth Village Hall and its grounds are a no smoking area.  Smoking or the use of e-cigarettes are not allowed within or around the building.

No Rights

The hiring agreement constitutes a permission to use the premises for the period of the hiring and carries no tenancy or other right of occupation.

WiFi

The password for WiFi is changed frequently and is available on request.  Anyone using the Village Hall guest WiFi must agree to the terms and conditions as detailed on our website.

Indemnity

The hirer shall indemnify the committee for the cost of repair of any damage done to any part of the property including the curtilage thereof or the contents of the building which may occur during the period of the hiring as a result of the hiring. 

For events open to the public the hirer shall be responsible for making arrangements to insure against any third party claims which may lie against him or her (or the organisation if acting as a representative) whilst using the village hall. (The Village Hall is insured against any claims arising out of its own negligence).

Cancellation by Hirer

The hirer must inform the Bookings Officer as soon as possible if a booking is to be cancelled.  Depending on the amount of notice given, and the frequency of short notice cancellations by the hirer, the booking may still be charged.