Terms & Conditions for Hire of the Hall

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1. The hirer must be over 18 and must be on site for the duration of the hire. The hirer will need to collect the key from the Booking Secretary in Begbroke. The hirer will need to securely lock the hall and return the key directly after the booking finish time. 

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2. To confirm the booking a deposit cheque/cash of £100 must accompany the booking form. Full payment for the hire must be received 14 days in advance of the date of the event. The deposit will be returned, or the cheque destroyed, within 14 days after the event provided the full terms of hire have been met. 

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3. All functions in the hall must cease by midnight on Fridays and Saturdays, and by 10.30pm for all other nights, unless otherwise agreed and the hall cleaned and furniture restacked. If hirers wish to clean the hall the following morning a separate booking must be made in advance. All waste materials should be placed in the outside wheelie bins according to local council regulation and glass bottles must be taken away or placed in the glass bottle banks on the exit of the village.

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4. Whilst we expect the hall to always be in a good state of cleanliness, we are unable to arrange for cleaning to take place in-between all bookings, therefore if the hall is found in an unsatisfactory condition this must be reported as soon as possible; any complaint will be investigated and reported to the committee. 

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5. Dogs are not permitted inside the hall, with the exception of assistance dogs where appropriate. 

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6. Repeat bookings can be taken on weekdays only.

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7. The hirer shall ensure that any activities for children or vulnerable adults comply with current legislation.

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8. The hirer shall not attach anything to the walls of the hall with selotape or blue/white tac. Any decorations the hirer may wish to use for a party etc must be attached to curtain tracks, permanent notice boards etc.

Cancellation:
Should the hirer need to cancel the booking and the Village Hall is unable to rebook the date, then there may be a charge.

The Village Hall reserves the right to cancel a hiring by written notice if they consider that a hiring may lead to a breach of licensing
conditions or other legal or statutory requirements, or that unlawful or unsuitable activities may take place.

The Village Hall is the local Polling Station and any hire inadvertently booked out on an election date will have to be cancelled.

Insurance:
The Village Hall holds Public Liability insurance, however the hirer is responsible for ensuring that any catering company, or operator
bringing in equipment such as a bouncy castle, has appropriate insurance, which shall include Public Liability. Commercial hirers
must provide Public Liability insurance with £5,000,000 minimum indemnity. The hirer shall not do anything or bring onto the premises
anything which may endanger the premises or render the insurance policy invalid.

Music:
The Village Hall holds TheMusicLicence authorising public entertainment for performing rights and music copyright for entertainment and fitness classes. The hirer shall ensure effective overall management of regulated entertainment which includes monitoring noise levels outside the premises to ensure that noise does not disturb neighbouring properties. A sound system using a 3.5mm jack into a personal portable music source is available.

Fire and Safety Regulations:
The premises licence and fire regulations dictate that the maximum capacity of the hall is 80 in total (70 seated). Where numbers exceed this, for example open public meetings, the bolts on the front door must be left up to enable the doors to open easily; the three sets of fire-doors in the main hall will open outwards by a simple push. The hirer must report all accidents involving injury to the 
public to an authorised representative of the Village Hall as soon as possible and must complete the relevant section in the Village Hall’s Accident Book. Any failure of equipment, either belonging to the Village Hall or brought in by the hirer, must also be reported as soon as possible.

No candles or naked flames are allowed in the hall.Smoking is not allowed in the building, in the patio area or in the vicinity of the entrances.

Personal BBQs are not permitted.

The fire exits must not be blocked at any time.

Prior to the start of an event the hirer must indicate to those present the fire exits and inform them of the procedure and assembly points. If any person attending the event has a physical impairment, and requires assistance to evacuate the building, a Personal Emergency Evacuation Plan should be in place.

The assembly point for the hall is the front car-park near the Noticeboard. 

Ensure the Fire Brigade is called to any outbreak of fire, however slight, and details given to the Management Committee. No person may re-enter the Hall without the permission of the Fire Brigade.

The defibrillator outside the front door is accessed via 999.

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Car-parking: 

Vehicles are parked at owner’s risk. An overflow area may be available if weather conditions are suitable.

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Alcohol:
For typical family events alcohol is allowed on the premises as long as no charge is made. At no time is alcohol to be given to under 18 year olds.

The Begbroke Village Social Club is responsible for the bar and enquires for use of the bar and sale of alcohol on the premises must be directed to: begbrokesc@gmail.com (Subject line – Bar Hire)
Unfortunately we are unable to accommodate 18 year old celebration parties due to past difficulties in controlling under-age drinking.

The hirer shall not allow the use of drugs on the premises or use the premises for any other unlawful purpose.

Any member of the committee has a right of entry if they have reason to think that the conditions of hire are not being observed.
By proceeding with a booking the hirer is deemed to have agreed to these Terms and Conditions of Hire. The hirer should also fully understand that if any damage/noise/nuisance occurs as a direct result of the booking the hirer will be responsible in compensating Begbroke Village Hall Management Committee (B.V.H.M.C.) the sum of not less than £100.