Terms & Conditions

TERMS AND CONDITIONS OF HIRE AND CHARGES

It is important when you hire or use Stainton Village Hall that you read and understand these Conditions of Hire. They do apply in all cases, whether you have formally agreed to them or not.

GENERAL CONDITIONS FOR ALL HIRERS

These terms and conditions apply to all those who book and use Stainton Village Hall. The facility may be hired by the hour or hired as a block on a regular or one-off basis.

The terms and conditions are part of an agreement between Stainton Village Hall Charitable Incorporated Organisation (CIO) and the hirer, who may be an individual or an organisation represented by an authorised person. The terms and conditions are based on the model booking agreement for Village Halls produced by the Association for Communities in Rural England ACRE).

The terms and conditions should be read in conjunction with:

  • Village Hall policies on Health and Safety; Equal Opportunities; Environment; Data Protection and Child/Vulnerable Adult Protection which are displayed on the website and in the Village Hall.
  • The Village Hall User’s Guide, which may include detailed rules and guidance supplementing these basic terms and conditions.

Copies of all these documents are available on the Village Hall website; emailed and hard copy versions are available on request.

All the conditions, plus any special conditions imposed at the time of booking, apply unless specifically excluded in writing in the Booking Confirmation Form.

Signing or signifying agreement to the Booking Confirmation Form certifies that the hirer is aware of these terms and conditions, will abide by them and will ensure that those who use the Hall in conjunction with their booking act in accordance with them. Stainton Village Hall CIO will assume that anyone signing on behalf of an organisation is duly authorised to do so.

In the event of someone using the Village Hall without signing or specifically agreeing to the Booking Confirmation Form, then it will be deemed that they are aware of these terms and conditions, will abide by them and will ensure that those who use the Hall in conjunction with their booking act in accordance with them.

Confirmation of Bookings

Charges for all bookings are shown clearly in the Schedule of Charges and should be identified on your Booking Confirmation Form. Bookings are charged individually, in accordance with the Schedule of Charges, with any special discounts or other provisions.

As well as charges for use of the Hall spaces and facilities, there may be charges for use of equipment etc. These should also be shown on the Booking Confirmation Form.

Once agreement to the Booking Confirmation Form (by email or post) has been accepted (and any deposit paid), the Hall (or part of the Hall) will not be hired out to any other user at that time without the prior agreement of the hirer.

Payments

The payment date will be shown on your invoice. If the invoice is not paid by the due date, Stainton Village Hall CIO reserves the right to cancel your booking and any future bookings.

Payment may be made by BACS, PayPal (including credit/debit cards), cash or cheques made payable to: ‘Stainton Village Hall CIO’

Cancellations by Stainton Village Hall CIO

Stainton Village Hall CIO reserves the right to cancel a booking by written notice in the following circumstances:

  • the premises being required for use as a Polling Station for a Parliamentary or Local Government election or by-election;
  • the Village Hall Management Committee reasonably considering that such hiring will lead to a breach of licensing conditions, if applicable, or other legal or statutory requirements;
  • unlawful or unsuitable activities will take place at the premises as a result of the hiring;
  • the premises becoming unfit for the use intended by the hirer;
  • an emergency requiring use of the premises as 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 deposit already paid, but the Village Hall shall not be liable to the hirer for any resulting direct or indirect loss or damages whatsoever.

For cancellation by hirers, please see the appropriate section following for Additional Information for Bookings .

Access to the Hall/Time periods of hire

Bookings relate only to the specific rooms and days and times hired. Hire periods must be long enough to allow for any setting up of and putting away/dismantling any furniture/equipment. Hire period of an hour or more are allowed 15 minutes before and 15 minutes after to allow for setting up/arrivals and dismantling/departures. If more time is required, the hirer should extend the hire period.

Secure access is controlled by a conventional door key. The key must be retained by the hirer for the period of use, used to lock the hall (if you are the sole user) and returned to the designated Stainton Village Hall key holder – except where alternative arrangements have been agreed by the Village Hall Committee/Booking Co-ordinator.

Use of Premises, Supervision and Cleaning Up

The hirer (or his/her authorised representative) must be present during the period of hire and ensure that terms and conditions are observed.

Use of the Village Hall must always be responsible, with respect to the accommodation, facilities and equipment. The hirer 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.

The hirer shall be responsible for leaving the premises and surrounding area in a clean and tidy condition; utensils and equipment put away; lights, taps, equipment etc all turned off; the rooms they have used and where appropriate the building itself secured unless directed otherwise; and any contents temporarily removed from their usual positions properly replaced. If the Hirer fails to meet this requirement the Village Hall CIO shall be at liberty to make an additional charge.

Please note the hall does not currently have a commercial waste service or recycling facility, users are expected to remove all domestic waste associated with their use. Black bin bags are provided in the kitchen.

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.

The hirer shall not use the premises for any purpose other than that described in the Booking Confirmation; shall not sub-hire or use the premises or allow the premises to be used for any unlawful purpose or in any unlawful way; nor do anything or bring onto the premises anything which may endanger the premises. The sale of alcohol is subject to special rules and permissions set out in the Village Hall Users Guide.

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.

Policies

All users must be familiar with and observe the policies of Stainton Village Hall CIO relating amongst other things to Health and Safety; Equal Opportunities; Environment; and Protection of Children and Vulnerable Adults. Copies of these are available on the Hall website and are displayed in the Hall.

Any hirer or user of the Hall where Children and/or Vulnerable Adults are involved must have appropriate policies/procedures in place and must ensure that these are observed when using the Hall.

Fire

All Hirers must make themselves, and any individuals using the premises as part of their Hire, aware of emergency escape routes and fire alarm procedures.

Licensed activities and sale of alcohol

The Village Hall DOES NOT have a Premises Licence authorising the following regulated entertainment and licensable activities, a hirer must obtain a temporary event licence to cover one or more of the following activities:

  • the performance of plays
  • the exhibition of films
  • indoor sporting events
  • the performance of live music
  • the playing of recorded music
  • the performance of dance
  • entertainment of a similar description to the above
  • the sale of alcohol

Of the regulated and licensed activities, the only one which Stainton Village Hall CIO needs to have specific information about is the sale of alcohol. Provisions are set out in the Village Hall User’s Guide, and anyone selling alcohol must be aware of and observe these. Acceptance of these terms and conditions involves conforming to these provisions.

Users are asked to contatc the Licensing Team at Eden District Council on 01768 212273 or email admin.licensing@eden.gov.uk or go online at www.eden.gov.uk

The Hall has (or has applied for) PRS and PPL licences

However, if you are playing recorded music as part of an event for which a fee is charged (for example an exercise class) you may need to have your own licence.

If other licences are required in respect of any activity in the Village Hall the hirer should ensure that they hold the relevant licence.

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 CIO.

Any alteration, fixture or fitting or attachment so approved may at the discretion of the Village Hall CIO remain in the premises at the end of the hiring. It will become the property of the Village Hall unless removed by the hirer who must make good to the satisfaction of the Hall any damage caused to the premises by such removal.

No Rights

The hiring agreement constitutes permission only to use the premises and confers no tenancy or other right of occupation on the hirer.

No interference with the activities of other Hall users

Any use must be conducted in such a way that it does not unreasonably interfere with the activities of other Hall users or its neighbours by way of noise, disturbance or otherwise.  

For those users who exclusive use of the hall, you will need to book both the main hall and meeting room, e.g. the entire hall to avoid another user sharing the kitchen, toilets and common areas.

We encourage those users who are resident in the village and able to walk to do so a reduce the number of vehicles parked in or around the hall. Please do not cause an obstruction to our neighbours, block acess or park on the pub car park.

INFORMATION for BOOKINGS MADE ON AN HOURLY BASIS

This section applies to all Users booking the facility by the hour.

Schedule of Charges

The hire charges are given in Table 1.

Local Rates apply to:

  • Local individuals, organisations or companies (residing or registered in the village of Stainton and immediate surrounds within the Dacre Parish).
  • Public or voluntary organisations which provide a service to the local area.
  • Other organisations that are providing a service which benefits local people may benefit from the local rate.

Standard Rates apply to all other Users including commercial organisations and certain special events.

Local Rates

Per HourPer Day (8am – 6pm)Per Day (8am – 11pm)
Main Hall £ 12 £ 60 £ 80
Meeting Room £ 8 £ 40 £ 50
Entire Village
Hall
£ 20 £ 100 £ 130

Standard Rates

Per HourPer Day (8am – 6pm)Per Day (8am – 11pm)
Main Hall £ 18 £ 90 £ 130
Meeting Room £ 10 £ 50 £ 70
Entire Village
Hall
£ 28 £ 140 £ 200

Hire Periods

For bookings of an hour or more, as a concession, we add 15 minutes at either end to allow for any ‘setting up’ and ‘taking down’ time which should including leaving the hall in good order and fit for use for others. If you deem more time is needed, this must be booked and paid for.

What’s Included?

The charges include the use of:

  • Kitchen and all its equipment
  • Heating, water and electrity
  • Toilets
  • Common areas
  • Car Park (although please note this is very limited)
  • Tables and chairs in the main hall
  • Table amd  chairs in the meeting room
  • AV projector, screen, cd player and speakers in the main hall
  • Flatscreen TV with integrated speakers in the meeting room
  • WiFi throughout the building
  • Hearing induction loop for main hall and meeting room

Please note the use of AV equipment for presentations and projections will require the user to bring a laptop or suitable tablet. Connecting cables will be provided in each room.

Optional Extras

Staging: The village hall currently does not have staging, please speak to the committee in advance of booking if you require staging.

License for events: is the sole responsibility of the hirer, no additional charge will be levied by the Village Hall, but the hirer must meet all the costs associated with a temporary event license.

Payment Schedules and Cancellation Charges

Regular Users are those who book on a regular basis, such as weekly for a period of months. Regular users will normally need to pay a deposit and will be invoiced monthly in arears. Cancellation more than 48 hours prior to a booking will result in the loss of the 50% deposit. Cancellation within 48 hours or a no-show may incur the full hire charge.

Occational Users and One-Off bookings may be asked to pay 50% deposit at the time of booking and the balance to be paid 2 weeks prior to the event. Cancellation more than 48 hours prior to a booking will result in the loss of the 50% deposit. Cancellation within 48 hours or a no-show may incur the full hire charge.

Clearing Up Afterwards and Damage and Cleaning Deposits

You must leave the hall as you found it, in a clean and tidy manner.

A Damage & Cleaning Deposity may be requested depending on the nature of your booking. For example parties will normally require a payment of a Damage & Cleaning Deposit paid with the 50% balance. This will be refunded after the event following inspection of the facility, which must be left clean and tidy. All crockery, cuttlery, glasses must be washed, dried and put away (not we have a commercial dishwasher with quick washing cycle). Chairs stacked 5 high. The kitchen and toilets must be left in a respectable condition. Failure to comply may result in loss of some of the Damage & Cleaning Deposit.

ALL WASTE MUST BE REMOVED by the hirer including any food waste and recyclable rubbish. Bin bags will be provided.

You do not need to clean the hall floor, this will be done by us using the right equipment, but we ask it is swept with a brush if needed. Spillages in the kitchen and toilets can be mopped using the domestic mop and floor cleaner.

Stainton Village Hall

Where possible bookings should be made through the website www.staintonvh.org.uk if you have a question before booking please email enquiries@staintonvh.org.uk and we will endeavour to respond within 24 hours.

Stainton Village Hall is a registered charity run by volunteers.