Conditions of Hire

1. BOOKINGS

1.1          Applications for the hire of the premises shall be made to the Booking Secretary/Caretaker.

1.2          Applications for the hire of the premises must be signed by the applicant and kept by the Trust as an acknowledgement of acceptance of the Conditions of Hire.

1.3          The right to refuse any application for hire of the Hall or to refuse admission to any individual without assigning any reason is reserved to the Committee, or to the  Chairman acting on its behalf, provided that a report is made to the next meeting of the Committee.

1.4          Hire charges will be agreed with the hirer prior to the commencement of the hire.

2. PAYMENT

2.1       Contract Hirers:   payment shall be made to the Treasurer within twenty-one days of the date of invoice, unless otherwise arranged.

2.2       Occasional Hirers:   payment of the deposit shall accompany the Application for Hire; the balance, together with a refundable cleaning deposit, shall be sent to the Treasurer one week before commencement of the hire.

Note:    Contract hirers are those who book regular weekly or monthly sessions.

3. CANCELLATION

Notice of cancellation of a single booking must be given in writing one week in advance.  For Contract Hirers one calendar month’s notice must be given if ceasing to use the Hall.  In the absence of such notice by Occasional or Contract Hirers the hire charges must be paid.  The Committee may, at its sole discretion, agree to waive cancellation charges.

4. HIRER’S OBLIGATIONS

The person applying for the hire shall be responsible to the Committee for the proper and orderly use of the Hall as follows:-

4.1        Observance of any licensing or other legal requirements (see points 5 to 10 and Table 1).

4.2         Leaving the premises in a clean and tidy condition.  In the case of occasional hire, failure to do so will lead to the refundable cleaning deposit being retained.

4.3         Ensuring that all windows are closed, heaters and taps turned off, doors locked and lights extinguished as required by the Booking Secretary/Caretaker.

4.4         Hirers are responsible for any damage caused to the Hall or its contents.  Any breakage or loss must be reported to the Booking Secretary/Caretaker in order that the facilities for subsequent users may be brought back to standard.

4.5         Hirers are requested to report any problems with the premises, facilities or other users promptly to the Booking Secretary/Caretaker, or Chairman or Secretary of the Management Committee.

4.6         All accidents must be entered in the Accident Record and all accidents or incidents that may lead to insurance claims must be reported to the Committee.

4.7         Goods can only be stored on the premises with the consent of the Management Committee, which does not accept any liability for loss or damage to such goods.

4.8         Where more than one function is taking place on the premises at the same time, hirers shall ensure that their activities do not inconvenience other users (noise, interrupting other sessions, walking through other rooms etc.) and are advised to liaise with the other hirer(s) to reduce the risk of inconvenience.

4.9         Where users are provided with keys to any part of the building, these shall be returned to the Booking Secretary/Caretaker at the end of the hire or contract period.

4.10       The Management Committee reserves the right, on giving reasonable notice, to require Contract Hirers from time to time to forgo one or more of their usual sessions.

5. INTOXICATING LIQUORS

The Hall is licensed for the sale or supply of alcohol for consumption on the premises during the hours shown in Table 1 but intoxicating liquors shall not be bought or sold on any part of the premises without the prior permission of the Committee.  Consent must be obtained in writing two weeks in advance of the date of hire.  A supplementary charge shall be payable in addition to the hire charge.  It is the responsibility of the hirer to ensure that no drunken or disorderly behaviour takes place and that no alcohol is supplied to persons under the age of eighteen.  When events are held at which persons under eighteen are likely to be present (e.g. eighteenth birthday parties) the hirer shall ensure that age verification by means of a valid U.K. photo driving licence, U.K. passport or a proof-of-age scheme card carrying the P.A.S.S. holographic logo takes place for the purchase of alcoholic drinks.

6. BETTING, GAMING, AND LOTTERIES

It is the responsibility of the hirer to see that the requirements of the Gambling Act 2005 are strictly observed.

7. ILLEGAL SUBSTANCES

It is the responsibility of the hirer to ensure that no illegal substances are brought on to the premises.

8. MUSICAL COPYRIGHT AND GRAMOPHONE RECORDS

The Hall is licensed with the Performing Rights Society for the performance of copyright music controlled by that Society and with Phonographic Performance Limited for the public use of recorded music etc.

9. FILMS

If films classified as suitable for restricted age groups are to be shown, the hirer shall ensure that appropriate warnings are given and that children below the minimum age are not admitted.

10. SAFETY REGULATIONS

All conditions regarding theatrical performances and other licences must be strictly observed.  Nothing shall be done that will invalidate insurance policies relating to the Hall or its contents.

10.1     Gangways or exits must not be obstructed.

10.2     Emergency signs must not be obscured.

10.3     Fire fighting equipment must be kept in the designated places, must not be covered or otherwise obstructed, and must be used for no other purpose.

10.4     Cars must be parked only in the designated parking spaces and must not be parked in such a way as to cause obstruction to the usual or emergency exits.

11. PROTECTION OF CHILDREN

11.1      No children under the age of eighteen shall be allowed on the premises between midnight and 5.00 a.m. unless accompanied by a responsible adult.

11.2     When children are on the premises without the supervision of a parent or guardian, all adults having unsupervised access to the children shall have appropriate clearances, e.g. D.B.S. check.

11.3     Organisers of activities which would give rise to concern in respect of children, e.g. performances of films for restricted age groups, shall ensure that children are excluded from the premises.

12. NUISANCES

12.1       The minimum of noise should be made on arrival and departure in consideration of the good neighbour policy.

12.2       Licensable activities shall not be permitted to extend beyond the hours set out in Table 1, unless the hirer has obtained a Temporary Events Notice and notified the Booking Secretary/Caretaker beforehand of his/her intention to do so.

12.3       When amplified music is performed, the volume shall be restricted to levels consistent with the need to prevent noise affecting neighbouring properties.

12.4       The East Riding of Yorkshire Council no longer collects waste from the Hall free of charge. In order to keep down costs and therefore rental charges, hirers must remove their own waste.

12.5       With the exception of guide and other helping dogs, animals shall not be brought into the Hall unless otherwise agreed by the Committee.

13. KITCHEN

13.1       The kitchen is a shared facility available to all users of the Hall.  When two or more rooms are in use by different groups, the exclusive use of the kitchen cannot be guaranteed.

13.2       The kitchen and cleaning facilities will be explained by the Booking Secretary/Caretaker on request.

13.3       It is the responsibility of the hirer to ensure that food hygiene requirements are complied with.  Guidelines are displayed in the kitchen and a food hygiene booklet is available from the Booking Secretary/Caretaker.

14. MAXIMUM ATTENDANCE

The maximum number of persons permitted to attend any function in the Hall, including staff and patrons, as recommended by the Humberside Fire and Rescue Service, is as follows:

Main Hall – standing                                       280

Main Hall – seated                                          180

Main Hall – dancing                                        150

Priory Rooms – standing/seated                        50

If more than two hundred people are to be present, the hirer shall be responsible for the presence of a qualified First Aider.   If two hundred or fewer people are present, a person should be nominated to deal with a First Aid emergency:  e.g. call an ambulance, or otherwise arrange for medical treatment.

                                                                                                                                                                                   By Order

  North Ferriby Village Hall Management Committee

January 2015

Operating Schedule

Mon – Thurs Fri – Sat Sunday Xmas Eve New Year’s Eve New Year’s Day Bank Holidays
A Performance of plays 0900-0000 0900-0000 0900-0000 Standard timings as appropriate for day of week.
B Performance of films 0900-0000 0900-0000 0900-0000
C Indoor sporting events 0800-0000 0800-0000 0800-0000
D Live music 0900-0000 0900-0130 0900-0000 0900-0130 0900-0130 0900-0000 0900-0130
E Recorded music 0900-0000 0900-0130 0900-0000 0900-0130 0900-0130 0900-0000 0900-0130
F Performance of dance 0900-0000 0900-0130 0900-0000 0900-0130 0900-0130 0900-0000 0900-0130
G Similar to D, E, F 0900-0000 0900-0130 0900-0000 0900-0130 0900-0130 0900-0000 0900-0130
H Making music 0900-0000 0900-0130 0900-0000 0900-0130 0900-0130 0900-0000 0900-0130
I Dancing 0900-0000 0900-0130 0900-0000 0900-0130 0900-0130 0900-0000 0900-0130
J Similar to H, I 0900-0000 0900-0130 0900-0000 0900-0130 0900-0130 0900-0000 0900-0130
K Late night refreshment 2300-0000 2300-0130 2300-0000 2300-0130 2300-0130 2300-0000 2300-0130
L Supply of alcohol 1200-0000 1200-0130*
0900-0130
0900-0000 1200-0130 1200-0130 1200-0000 1200-0130
M Open to public 0000-0000 0000-0000 0000-0000 0000-0000 0000-0000 0000-0000 0000-0000

 

Note: These times are those between which licensable activities are permitted to take place under the terms of the Hall’s premises licence. Times shown as 0130 are to be understood as continuing into the following day.

* Friday 1200-0130, Saturday 0900-0130