Dear Hirer

Please read these Conditions of Hire carefully.   It is mostly common sense, but there may be changes to legislation since you last hired the premises.

Most of your questions will be answered when you read through - the Freeland Hall Management Committee have endeavoured to make the Conditions of Hire as simple and straightforward as possible.  However, you must be aware of your responsibilities before making your booking so please read everything carefully.
 
CONDITIONS OF HIRING THE HALL
 

Booking conditions:
 

1. The person booking the hall is also responsible for payment.  Please ensure that the booking and payment is made in the same name and give the date of your event as a reference.

2. Regular (repeated) bookings can be taken on weekdays only.

3. Payments for regular weekly bookings should be made monthly or termly as agreed.

4. The balance of payment must be made 14 clear days in advance of use of the hall.

5. A deposit of £100 is required at the time of booking for occasional (non-regular) bookings. This will be forfeited in whole or part in case of damage, failure to clear up the hall after the function, failure to stop the function by midnight or cancellation (other than in the event of national disaster, very bad weather or at the Committee’s discretion). If damage is caused that exceeds £100 to repair, the person booking the hall will be responsible for the full extent of the repair costs.

6. The premises licence and fire regulations dictate that the maximum capacity of the hall is 80 in total. If by chance the numbers exceed 80 e.g. in the event of an open public meeting the catches on both fire doors leading to the patio must be unlocked to enable both leaves of the doors to swing open when pushed in an emergency.

7. Users hiring tables, chairs, etc must be available to oversee delivery and collection within their time slot.

8. Lightweight gazebos may be erected providing they are adequately secured and taken down immediately after the event. Marquees, tents and gazebos can be accommodated to create extra dry space in the garden, but their erection may have repercussions with fire regulations. No marquee or tent or gazebo is to be erected without prior discussion and consent of FVHMC. There may be an extra charge, depending on size.  A separate sheet, with unimpeded fire doors, plus underground services map will be provided upon consent.

9. The key box numbers must be tumbled during and after the event to ensure no unauthorised person can access the premises at a later date.

 
 
Management of events:

1. The person hiring the hall, or a person designated as supervisor of an event shall ensure effective overall management of regulated entertainment. This includes monitoring noise levels outside the premises, to ensure that noise from such activities is effectively inaudible inside neighbouring premises after 11 p.m.   All external doors and windows in areas where any regulated entertainment (other than incidental background music) occurs are to be kept shut during these activities. Persons holding dances/receptions etc. at which music and alcoholic beverages are available are asked to show due consideration to those who live near the hall.
    

2. For teenage discos and/or parties, bookings must be made by parents who will be held responsible for supervision and any damage caused. A zero tolerance approach to alcohol should be adopted when under 18’s parties are booked with checks made that no alcohol is brought on to the premises or consumed in the car park.
    

3. When entering or leaving the car park, users should respect a modest speed to ensure the safety of others.  All users should park with consideration of other users.  Garden gates must be closed especially when children are attending the event.
    

4. The function in the hall must cease by 11.30pm and the hall cleaned and tidied, the hall securely locked, and keys returned to the key safe. The regulation applies to all days of the week. If users wish to clean the hall the following morning, a separate booking must be made in advance except for wedding bookings where the evening before from 1.00pm and the day after until 1.00pm are included.
    

5. Trolleys are provided for the safe moving of tables and chairs.  Chairs and tables should be returned to the storeroom and stacked as illustrated.  Step ladders are to be used when putting up or removing decorations.
    

6. Persons using the hall are responsible for their own safety when using equipment and appliances.   Electrical appliances and other equipment brought into the hall, by the user, is their sole responsibility.  Each electric socket cover to be replaced after use.
    

7. The Committee has a right of entry if they have reason to think that the conditions of hire are not being observed. Furthermore, the Committee reserves the right to refuse or revoke any booking.
    

8. The following are not allowed;

   • Dogs in the hall or the adjacent garden

   • Smoking in the hall

   • Candles, DJ smoke machines or naked flames

   • Unaccompanied children in the kitchen

   • Straw bales in the hall or garden area as these pose a fire risk

 
Alcoholic beverages:

1. Alcohol must not be sold on the premises unless those booking the hall have obtained a licence to do so. This will normally be issued by WODC under a “Temporary Event Notice” (TEN).  For a standard TEN, two copies of the application form must be sent to the Licensing Authority (West Oxfordshire District Council, Elmfield, Witney, at least ten working days in advance with the appropriate fee (cheques made payable to West Oxfordshire District Council). “Ten working days” means ten working days exclusive of the day on which the event is to start, exclusive of the day on which the notice is given and exclusive of weekends and Bank Holidays. Also, one copy must be sent to the Police and Environmental Health on the same day. For further details and addresses see: http://www.westoxon.gov.uk/files/download/8896-4750.pdf

2. If a Temporary Event Notice is obtained, a copy must be given to the Booking Secretary, as only 12 are permitted in a one year period. For functions where admission is charged but no “Temporary Event Notice” is held, alcohol must not be brought and consumed on the premises without the express consent of the Committee.

3. For Freeland Village Clubs and Groups for which consumption of alcohol is an incidental part of an event, it may be possible for the event to be licensed under the auspices of the Hall Premises Licence, provided that, in the judgement of the Booking Secretaries, the event needs no supervision by the Hall Trustees. Clubs and Groups should apply in writing at the time of their booking application to the Booking Secretaries with a clear statement of what is intended by way of alcohol consumption and who will be responsible in the Club or Group for behaviour and control of alcohol consumption at the event.  The personal responsible must be a Freeland Village resident.

4. Alcohol drink measures: When alcohol is sold or supplied on the premises, drinks must be available in the following measures: beer or cider – half pint; gin, rum, vodka or whisky – 25ml or 35ml; still wine in a glass - 125ml.  Those serving drinks must make customers aware of the availability of these measures.

5. No drinking glasses are provided in the village hall.

6. Age verification policy: People who appear to be under the age of 18, must be asked, before being served alcohol, to produce identification showing their photograph, their date of birth and a holographic mark. Examples of acceptable ID include photo card driving licences, passports or proof of age cards bearing the PASS hologram or other forms of ID which meet the criteria laid out above.

7. Drunk and Disorderly Behaviour and Supply of Illegal Drugs. The Hirer shall ensure that to avoid disturbing neighbours to the hall and avoid violent or criminal behaviour, care shall be taken to avoid excessive consumption of alcohol. Drunk and disorderly behaviour shall not be permitted either on the premises or in its immediate vicinity. Alcohol shall not be served to any person suspected of being drunk or to any person suspected of being under the age of 18. Any person suspected of being drunk, under the influence of drugs or who is behaving in a violent or disorderly way shall be asked to leave the premises.

      No illegal drugs may be brought onto the premises.
 
Condition of the Hall:

1. Anyone finding the hall in an unsatisfactory condition must notify the booking secretary immediately or in his or her absence another member of the Committee. The complaint will be investigated, and the findings reported to the Committee.

2. When cooking in the kitchen, users must ensure that the cooker hood ventilation system is used to prevent condensation (and slippery floors) occurring elsewhere in the hall.

3. It is a requirement of the hall insurers that prior to the premises being vacated, ensure that all waste materials have been emptied into to the outside containers.

4. In the unlikely event of the hall being closed at short notice, for any reason, full refunds will be given.

 
 
Freeland hall check list
The hall, kitchen and toilets must be left in a clean and tidy condition for the next user. This is expected from all people using the hall.
Cleaning implements including a vacuum cleaner, mop, brooms, cleaning cloths and rubbish bags, are stored in the right-hand side cupboard of the hall.

 

Tasks – please ensure;
✓
         •    all outside areas are free of cigarette stubs or litter
 
         •    all exterior and internal lights have been turned off
 
•     all external doors are locked including external doors from kitchen area, and that latches are down on doors to garden
 
Hall and entrance hall

• the floor has been swept and is free of hazards and litter

(Any spillages should be mopped with a slightly damp cloth and wiped dry)

• all windows and fire doors are shut, including the doors to the storage area

 
Kitchen

• work surfaces are wiped clean and floor is swept

• fridge has been emptied

• dishwasher has been emptied of crockery and water – see instructions on wall

• all electrical appliances have been switched off i.e. cooker and hood water heater dishwasher but not fridge or freezer

• bin has been emptied

• items for recycling have been taken away

• sufficient kitchen roll available for next hirers (Spares in the cupboard)

 
Toilets

• toilets are all flushed

• the bins are emptied

• there are sufficient toilet rolls in place for next users (Spare toilet rolls in the cupboard)

• there is sufficient soap for hand washing for next users (Spares in the cupboard)

 
Storage area

• table tops are cleaned thoroughly

• tables and chairs stacked appropriately as per plan on wall in storeroom

• floor cleaned

 
Music System
         •    Switched off and cable placed in store room.
 
If the hirer does not leave the hall in an appropriate condition the deposit will be forfeited
By order of Freeland Village Hall Management Committee
 
Fire Safety Regulations
No candles or naked flames are allowed in the hall
As the responsible person for hiring the hall, you have legal duties with regard to the safety of people attending the event:

Before the event or function, you MUST check:

1. The arrangements for escape if the fire alarms sound, including the identification of key escape routes.

2. Any special arrangements needed for the safe evacuation of people identified as being especially at risk, such as those with disabilities, and children.

3. The position of the fire extinguishers in all rooms.

4. That all escape routes are clear of obstructions and combustibles.

5. That you are familiar with the assembly point (the playing field beyond the patio to the East of the hall) in the event of evacuation.

6. The method you would use to call the emergency services if necessary.

7. The number of people who will be using the hall: Note: the hall is designed for 80 people (seated and standing). If a large number of people are present, the latches on the escape doors from the hall must be in the open position to allow both leaves of the doors to be pushed open in an emergency.

 
At the start of the event you MUST make all people present aware of:

1. The arrangements for escape if the fire alarms sound, including the identification of key escape routes.

2. Any special arrangements in place for the safe evacuation of people identified as being especially at risk, such as those with disabilities, and children.

3. The need for all escape routes to be kept clear of obstructions and combustibles.

4. The assembly point on the playing field in the event of fire

 

OTHER  INFORMATION

Accessing the hall
There is a key safe outside the hall by the side entrance to the kitchen. You will be sent the instructions for using the key safe before your event, along with the current code.
“On Call”
A member of the committee will be “on-call” at the weekends. You will be sent the contact details along with the details for accessing the hall prior to your event. You may call this person if necessary. Please remember that all committee members are volunteers.
Re-cycling
We do not have facilities for re-cycling at the hall due to the high cost of these extra facilities. Consequently, we ask all hirers to take their recycling away with them.