Legal Notice
Hire Agreement
Please ensure you read this agreement and agree to it on the Hallmaster booking site before completing your booking
LLANDDEWI VELFREY VILLAGE HALL
CONDITIONS OF HIRE
All Hirers must abide by the following Conditions of Hire:
1.PAYMENT-
Payment must be paid in full prior to the date of the event or on confirmation of the booking. Provisional bookings can be held for up to 7 days, then they must be confirmed with the necessary fee to secure the booking.
2. PAYMENT OF A SECURITY DEPOSIT
- For large functions, especially those during the evenings and weekends, a Security Deposit of 20% of the total room hire costs, may be required.
- For smaller and regular bookings, a Security Deposit will not usually be required.
3.CANCELLATION
The Village Hall Management Committee reserves the right to refuse any application, postpone or cancel a hiring and revise the charges from time to time. Every effort will be made to give reasonable notice should any of these actions prove necessary. If the Hirer cancels the booking within 30 days any refund will be at the sole discretion of the Management Committee. The Management Committee’s decision is final.
4.REFRESHMENTS
The Hirer shall, on making the booking, inform the Management Committee if refreshments are being served at the event. It is the Hirer’s responsibility to comply with current Food Hygiene rules and regulations. Any outside caterer contracted by the Hirer, must also comply with current regulations.
5. ALCOHOL
Guidance Notes are displayed on the main hall notice board. If the Hall allows it, a Temporary Events Notice (TEN) can be applied for by the Hirer through Pembrokeshire County Council, but the Hirer must supply their own designated premises supervisor, and it must be applied for at least 28 days prior to the event.
6. EQUIPMENT
The Village Hall Management Committee accepts no responsibility for any stored equipment or other property brought onto or left on the premises, and all liability for loss or damage is hereby excluded.
The Hirer shall indemnify against all claims in respect of damage or loss of property arising as a result of the use of the premises by the Hirer.
7.INSURANCE
The Village Hall Management does not undertake to maintain any insurance save that required by law. The Hirer shall take out adequate insurance to cover the Hirer and members of the Hirer’s organisation and invitees against all claims arising as a result of the hire and on demand, shall produce the policy or other evidence of cover to the Management Committee.
8.LICENCES
No literary, dramatic, musical, film or video work shall be performed or shown at the premises without obtaining all necessary copyright licences.
The Hirer shall be responsible for:
- obtaining any necessary approvals or licences in connection with the hire, other than
those already held by the Hall Committee.
- complying with all conditions attaching to such approvals or licences
- indemnifying the Hall Committee against all losses, costs, damages and expenses resulting from the failure to obtain such approvals or licences or from any failure to comply with the same
9.USE OF THE PREMISES
- The Village Hall, Car Park, surrounding area and contents to be left in the condition as found.
- The Hirer shall be responsible for the full cost of repair or replacement of any damage or loss caused to any part of the Village Hall, Car Park, surrounding area and contents in connection with the hire.
- All damage or loss must be reported to the Hall Management Committee as soon as possible.
- The Hirer will be responsible for the supervision of the premises, the fabric and contents and behaviour of all persons using the premises during the hire period. This will extend to the car park and surrounding area, in particular the hirer must ensure there is no disturbance to local residents and no car park overflow.
- When more than one event is taking place at the same time, each hirer must show consideration to the other
- The Hirer must ensure that the Village Hall and its contents are left in a clean and tidy condition. Rubbish to be bagged and where possible removed.
- The Hirer is responsible for the safety of all persons at their event and for the safe and proper use of all equipment and also complying with all Health and Safety Rules as displayed.
- The hirer must have in a Safeguarding Policy in place before the commencement of the first booking should they work directly with young people or vulnerable adults in accordance with the Village Hall Safeguarding policy.
- If you wish to decorate the Village Hall for the event, the Hirer must consult the Hall Management Committee and indicate this on the booking form.
10.ASSIGNMENT
The Hirer shall not assign the benefit of the Hiring agreement. The Hirer shall not share the use of the premises with any other person or organisation other than a member or invitee of the Hirer permitted to use the premises under the Hiring.
11.TERMINATION
The Hiring may be terminated by notice given by the Management Committee if:
- any fee is not paid on time
- any unacceptable behaviour is observed
- any of the above conditions are not complied with or broken.
The Hall Management Committee’s decision is final
Name of organisation
LLANDDEWI VELFREY VILLAGE HALL & PLAYING FIELD COMMITTEE
Contact details
llanddewivelfreyvillagehall@gmail.com
enquiries@llanddewivelfreyhall.org.uk
07352 077951
Charity no.
507269
Trustees and Committee Members
Claire Stupple - Chair
Lynda Gillian Hill - Secretary
Geraint Davies - Treasurer
Kathleen Myfanwy Williams
Delyth Margaret Hughes
Myfanwy Elizabeth Fraser
Anita Porter
Vera Jayne Evans
Keith Thomas
James Lewis
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