These standard terms and conditions of hire apply to all hiring of the “Batheaston New Village Hall”, also known as the “Patsy Townsend Village Hall” (hereafter referred to as BNVH) and they form part of the agreement of hire between the Trustees of BNVH (hereafter referred to as the ‘Trustees’ and the person who has signed the Booking Form (referred to as the ‘Hirer’).

  1. Applications – all applications for the hire of BNVH shall be made through the Hall Administrator and on the appropriate form. The Hirer shall sign the form and must be aged over 18yrs. The facilities must not be used for purposes other than stated on the application form. Where an organisation is named on the application form, the organisation will be jointly liable with the Hirer under these conditions.
  2. Cancellation – If the Hirer wishes to cancel the hiring and the Hall Administrator is unable to arrange a replacement hiring, then the question of payment of the fee shall be at the absolute discretion of the Hall Administrator.
    • Hirers with regular or block bookings shall give 60 days notice of termination during which time the hire fee will be due
    • In exceptional circumstances, regular Hirers and occasional Hirers may be requested by the Hall Administrator to make way for other Hirers / uses. Such a request will only be granted by the Trustees should it be in the best interests of the Community and /or hall. Notice of not less than 14 days will be given for any such request
    • In any such case the Hirer shall be entitled to a refund of the hiring charge if already paid, but the Trustees shall not be liable to the Hirer for any resulting direct or indirect loss or damages whatsoever.
  3. Hire Charges – will be in accordance with the pricing, as displayed on the website, at the time of the booking.
    • Payment for all bookings shall be made in advance. A 50% deposit will be required to secure the date. Payment of the balance shall be no later than 14 days prior to the date of the hiring.
    • A damage and breakage deposit of £250 may be requested. This will be returned within one week of the hiring provided that the premises have been left clean, tidy and in good order and there has been no damage or breakage for which the cost will be deducted. If the cost of any damage or breakage is greater than the deposit, the additional cost will be charged to the Hirer.
    • Hirers of regular or block bookings shall make payment monthly or quarterly in advance.
  4. Supervision – during the hire the Hirer shall be responsible for the supervision of the premises, the fabric and the contents; maintaining good order and behaviour when using BNVH premises and may be required to provide stewards.
    • Due regard must be paid to other users and local residents.The Hirer shall leave the Hall in a clean and tidy condition.
    • Special cleaning charges of £15 per hour will be levied where required.
  5. Use of Premises – the Hirer shall not use the premises for any purpose other than as agreed with the Hall Administrator, and shall not sub-hire or share use with any person or organisation not named as the Hirer on the booking form. The Hirer shall not exceed the number of persons agreed on the booking form at any one time nor allow the premises to be used for any unlawful purpose or in any unlawful way or do anything to bring onto the premises anything which may endanger the same or render invalid any insurance policies in respect thereof.
    • Generally, the hall will be available for hire between 08:00 and 23:00 each day (Sunday until 22:30).  For extensions to the evening closing times, please speak to the Hall Administrator.  The Hall Administrator will also advise on the need to avoid congestion around the site at school drop off / pick up times. 
    • BNVH has a maximum capacity of 125 persons attending an event with up to an additional 30 persons attending in supporting roles.
    • With the exception of full exclusive hire, all Hirers shall share use of the car park, entrance area, toilets, kitchen and outside space when other internal or external parts of the premises are in use at the same time.
    • Hirers wishing exclusive use of the kitchen may do so by arrangement at the time of booking and with payment of a kitchen use fee.
  6. Licences – Entertainment and the sale of alcohol may be allowed ONLY by persons approved/supervised by the Trustees and in accordance with Statutory Licensing Regulations and the authorisation of the Premises Licence.
    • All hirers will be provided with the full terms of the hall’s premises licence including all hours for licensable activities and areas where this may take place and all conditions of the licence both mandatory and those specific to the licence. Any planning conditions which are additional to the premises licence will also be set out. The hirer must acknowledge having not only received but read and understood these matters and agree that he/she/the hirer and all persons working for the hirer in any capacity involving the sale of alcohol and provision of licensable activities will be made aware of and abide by them.
    • It is an offence to serve alcohol to persons under the age of 18 years. Nor will alcohol be served to persons who may be considered to be intoxicated.  Trustees reserve the right to an immediate termination of an event where there is indication of alcohol related behaviour or disturbance. 
    • The Hirer shall ensure that nothing is done on the premises in contravention of the law related to gaming, betting and lotteries.
  7. Noise – the Hirer shall ensure that the minimum of noise is made on arrival and departure particularly late at night and early in the morning.
    • The level of amplified music must be kept to reasonable levels and all doors and windows should be kept closed as far as practicable.
    • The Hirer must provide a contact number at the time of booking so that they may be contacted during the period of hire.
  8. Drunk and disorderly behaviour and supply of illegal drugs – The Hirer shall ensure that in order to avoid disturbing neighbours to the hall and avoid violent or criminal behaviour;
    • Care shall be taken to avoid excessive consumption of alcohol.
    • No illegal drugs may be brought onto the premises.
    • Drunk and disorderly behaviour shall not be permitted either on the premises or in its immediate vicinity.
    • 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 in accordance with the Licensing Act 2003.
    • The Hirer shall not stage or allow to be staged any performance involving danger to the public, or of an offensive or sexually explicit nature.
  9. Insurance and Indemnity – Hirers are strongly advised to ensure they take out suitable insurance to cover themselves for making good any damage or meeting a claim from an injured person at an event for which the organisers could be held responsible.
    • The Hirer will indemnify the Trustees and the Hall’s employees, volunteers, agents and invitees against all actions and claims, including costs of repair of any damage done to any part of the premises, and including damage to or loss of property or injury to persons as a result of the use of the premises by the Hirer.
  10. Public Safety Compliance – the Hirer shall comply with all conditions and regulations made in respect of the premises by the Fire Authority, Local Authority, Licensing Authority and the BNVH   Health and Safety Policy (available on display in the hall, on the website and on request).
    • The Hirer shall be deemed to have read and agree to comply with the Health and Safety Policy and to fully comply with the Emergency Procedures,
    • ensure that fire fighting equipment and facilities are not misused,
    • that all means of exit are kept free from obstruction
    • ensure no smoking is allowed within the building.
  11. Safeguarding children, young people and adults at risk – You must ensure that any activities for children, young people and adults at risk are only provided by fit and proper persons in accordance with the Children Act 1989 and 2004, the Safeguarding Vulnerable Groups Act 2006 and any subsequent legislation.  When requested, you must provide us with a copy of your Safeguarding Policy and evidence that you have carried out relevant checks through the Disclosure and Barring Service (DBS). All reasonable steps must be taken to prevent harm, and to respond appropriately when harm does occur.  Relevant concerns must be reported.
  12. Food, Health and Hygiene – You must, if preparing, serving or selling food, observe all relevant food health and hygiene legislation and regulations. In particular dairy products, vegetables and meat on the premises must be refrigerated and stored in compliance with the Food Temperature Regulations. A refrigerator is provided on the premises.
  13. Electrical Appliance Safety – The Hirer shall ensure that any electrical appliances brought by them to the premises and used there shall be safe and in good working order, and used in a safe manner and in accordance with appropriate regulation and legislation.
    • The Hirer shall not bring additional heating onto the premises without prior written consent of the Trustees.
    • No form of Liquified Propane Gas Appliance may be used in the building whatsoever.
  14. Accidents and Dangerous Occurrences – the Hirer must report all accidents involving injury to the public to the Hall Administrator as soon as possible and record the incident in the Hall’s Accident Book.
    •  Any failure of equipment must also be reported as soon as possible.
    • Serious accident or injury must be reported on a RIDDOR form or equivalent (information available from the Hall Administrator).
  15. Animals – the Hirer shall ensure that no animals (including birds) except guide and hearing dogs are brought into the premises, other than for a special event agreed to by the Trustees. No animals whatsoever are to enter the kitchen at any time.
  16. Sale of Goods – if selling goods on the premises, the Hirer shall comply with Fair Trading Laws and any code of practice used in connection with such sales.
  17. Stored Equipment – The BNVH Trustees accepts no responsibility for any stored equipment or other property brought onto or left at the premises, and all liability for loss or damage is hereby excluded.
    • In respect of stored equipment, failure by the Hirer to pay any charges due, or to remove the said equipment within 7 days after the agreed storage period has ended will, at the discretion of the Trustees, result in disposal of any such items.
  18. Alterations, Decoration and Special Effects – 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.
    • The Hirer shall not bring or use flammable substances and naked flames inside the premises.  Only LED tealights and LED candles may be used.
    • No dry ice or smoke machine may be used inside the premises.
    • Barbecues may only be used outside the premises at a location agreed in writing.
    • Any failure to comply with any of the above resulting in activation of fire safety systems and response by emergency services will require the Hirer to meet the full charges and costs.
  19. End of Hire – the Hirer shall be responsible for leaving the premises and surrounding area in a clean and tidy condition, properly locked and secured unless directed otherwise by the Hall Administrator.
    • Any contents moved from their usual position should be replaced.
    • All electrical appliances should be turned off unless otherwise directed.
    • All refuse / recycling should be taken off site unless alternative arrangements have been agreed with the Hall Administrator.
    • Any keys issued should be returned to the Hall Administrator as arranged.
  20. No Rights – The Hiring Agreement constitutes permission only to use the premises and confers no tenancy or other right of occupation on the Hirer.