Marton and District Village Hall

Terms and Conditions of Hire

1. Use of Premises: THE HIRER shall not use the premises for any purpose other than that agreed with the Bookings Secretary and 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 it or render any insurance policies invalid, nor allow the consumption of alcohol without written permission.

2. Use of Premises: THE HIRER shall not use the premises for any purpose other than that agreed with the Bookings Secretary and 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 it or render any insurance policies invalid, nor allow the consumption of alcohol without written permission.

3. Licences: The HIRER will ensure that any licences required for an event/activity has been obtained and complied with. If relevant, the HIRER agrees to comply with all of the conditions imposed by the Village Hall’s Premises Licence. NB need to detail here what licences we have.

4. Gaming, Betting and Lotteries: THE HIRER shall ensure that nothing is done on or in relation to the premises in contravention of the laws relating to gaming, betting and lotteries.

5. Public Safety Compliance: THE HIRER will read and follow all notices relating to fire safety in the Village Hall and will ensure the following:

  • All fire exits are unlocked and all escape routes are free of obstruction
  • There are no obvious fire hazards on the premises.

6. Capacity: The HIRER will not allow the maximum number of people including the organisers/performers to exceed:

  • Main hall: 160 standing, 80 seated theatre style, 80 seated at tables.

7. Health and Hygiene: THE HIRER shall, if preparing, serving or selling food observe all relevant food health and hygiene legislation and regulations.

8. Electrical Appliance Safety: THE HIRER will not bring to/use in the Village Hall any electrical appliances without the express permission of the Village Hall Committee.

9. Smoking: The HIRER shall ensure the prohibition on smoking in the Village Hall is complied with.

10. 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 buildings which may occur during the period of the hiring as a result of the hiring, and
  • all claims made against the Village Hall Management Committee arising out of the HIRERs use of the Village Hall. 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 premises. (The Hall is insured against any claims arising out of its own negligence).

11. Accidents and Dangerous Occurrences: THE HIRER will immediately record any accident or injury to the public in the Accident Book provided in the First Aid cupboard, and report it to a member of the Management Committee as soon as possible. Any failure of equipment either belonging to the hall or brought in by the hirer must be included in the report.

12. Alterations: There must be no alterations or additions are to be made to the Village Hall and nothing is to be attached to the walls or any other part without express permission from the Village Hall Management Committee.

13. Children: All children must be supervised by responsible adults. THE HIRER shall ensure that any activities for children under eight years of age comply with the provisions of The Children Act of 1989 and that only fit and proper persons have access to the children.

14. Sale of Goods, alcohol and refreshments: No Goods, alcohol or refreshments shall be permitted without the prior permission of the committee. THE HIRER shall, if selling goods at the Village Hall, comply with Fair Trading Laws and any code of practice used in connection with such sales.

15. Cancellation by Hirer: IF THE HIRER wishes to cancel the booking before the date of the event and the Committee is unable to conclude a replacement booking, repayment of any deposit/fees shall be at the discretion of the Committee.

16. Cancellation/refusal by Committee: THE COMMITTEE reserves the right to cancel a booking

a.     should the proposed use fall outside of agreed activities,

b.     such hiring will lead to a breach of licencing conditions or other statutory requirements, or unlawful or unsuitable activities will take place on the premises as a result of the hiring

c.     The premises become unfit for the use intended by the HIRER

d.     An emergency requiring the use of the premises as a shelter for victims of flooding, snowstorm, fire, explosion or those at risk of these or similar disasters

In such case the Hirer shall be entitled to a refund of any deposit already paid but will not be entitled to any consequential losses.

17. Noise: THE HIRER shall ensure that the minimum of noise is made on arrival and departure.

18. Fire Evacuation: In the event of Fire the building must be evacuated immediately. IN CASE OF FIRE DIAL 999. All incidents must be recorded in the Accident Book.

19. Heating: In the event of breakdown or emergency problem, please contact a member of the committee.

20. Tables and Chairs: Tables are available for use from the store room by arrangement with the Bookings Secretary. Chairs are available in the main hall.

21. Cleaning up after your event: You are required to leave the premises as you find them and will be charged by our contract cleaner if you fail to do this. Rubbish must be placed in the wheelie bin or taken away.

22. Information Guide: The HIRER must familiarise themselves with the Information Guide which will be given to them with the key and will comply with all instructions in that Guide. The HIRER will also follow any additional instructions given by notice in the Village Hall and/or by any committee member.

23. Fires and fireworks: No open fires, petrol, gas or spirit stoves or flammable items shall be brought into or used in any part of the Hall. Candles must be used in a responsible manner. Fireworks may only be used with the prior knowledge and consent of the village hall committee and the Malton Fire Station.

24. Security: The premises must be left locked and secure, with the lights turned off and your key must be returned to the Bookings Secretary. Lost keys will be charged at £25.