Terms and Conditions and Fire Risk Assessment

Timberscombe Village Hall Standard Conditions of Hire 
Reg. Charity number 304656

These standard conditions apply to all hiring of the village hall. If the Hirer is in any doubt as to the meaning of the following, the Hall Secretary or Booking Secretary should immediately be consulted.
1. Supervision
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. As directed by the Hall Secretary, 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.
2. Use of Premises
The Hirer shall not use the premises for any purpose other than that described in the Hiring Agreement 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 the same or render invalid any insurance policies in respect thereof nor allow the consumption of alcohol thereon without written permission.
3. Gaming, Betting and Lotteries
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.
4. Licences
The Village Hall holds a Performing Rights Society Licence which permits the use of copyright music in any form e.g. record, compact disc, tapes, radio, television or by performers in person. If other licences are required in respect of any activity in the Village Hall the Hirer should ensure that they hold the relevant licence or the Village Hall holds it.
5. Public Safety Compliance
• The Hirer shall comply with all conditions and regulations made in respect of the premises by the Fire Authority, Local Authority, the Licensing Authority or otherwise, particularly in connection with any event which constitutes regulated entertainment, at which alcohol is sold or provided or which is attended by children. A record of numbers in attendance should be kept in case of evacuation.
(a) The Hirer acknowledges that they have received instruction in the following matters:
• The action to be taken in event of fire. This includes calling the Fire Brigade and evacuating the hall.
• The location and use of fire equipment. (Include diagram of location when handing over keys.)
• Escape routes and the need to keep them clear.
• Method of operation of escape door fastenings.
• Appreciation of the importance of any fire doors and of closing all fire doors at the time of a fire.
(b) In advance of an entertainment or play the Hirer shall check the following items:
• That all fire exits are unlocked and panic bolts in good working order.
• That all escape routes are free of obstruction and can be safely used.
• That any fire doors are not wedged open.
• That exit signs are illuminated.
• That there are no obvious fire hazards on the premises.
6. Means of Escape
(a) All means of exit from the premises must be kept free from obstruction and immediately available for instant free public exit.
(b) The emergency lighting supply illuminating all exit signs and routes must be turned on during the whole of the time the premises are occupied (if not operated by an automatic mains failure switching device).
7. Outbreaks of Fire
The Fire Brigade shall be called to any outbreak of fire, however slight, and details thereof shall be given to the secretary of the management committee.
8. Health and Hygiene
The Hirer shall, if preparing, serving or selling food, observe all relevant food health and hygiene legislation and regulations.
9. Electrical Appliance Safety
The Hirer shall ensure that any electrical appliances brought by them to the premises and used there shall be safe, in good working order, and used in a safe manner in accordance with the Electricity at Work Regulations 1989. Where a residual circuit breaker is provided the hirer must make use of it in the interests of public safety.
10. Indemnity
(a) The Hirer shall indemnify and keep indemnified each member of the Village Hall management committee and the Village Hall’s employees, volunteers, agents and invitees against (a) the cost of repair of any damage done to any part of the premises including the curtilage thereof or the contents of the premises (b) all claims, losses, damages and costs in respect of damage or loss of property or injury to persons arising as a result of the use of the premises (including the storage of equipment) by the Hirer, and (c) all claims, losses, damages and costs suffered or incurred as a result of any nuisance caused to a third party as a result of the use of the premises by the Hirer.
(b) The Hirer shall take out adequate insurance to insure the Hirer and members of the Hirer’s organisation and invitees against the Hirer’s liability under paragraph 10(a) and all claims arising as a result of the hire and on demand shall produce the policy and current receipt or other evidence of cover to the Hall Secretary. Failure to produce such policy and evidence of cover will render the hiring void and enable the Hall Secretary to rehire the premises to another hirer.
The Village Hall is insured against any claims arising out of its own negligence.
11 . Accidents and Dangerous Occurrences
The Hirer must report all accidents involving injury to the public to a member of the Village Hall management committee as soon as possible and complete the relevant section in the Village Hall’s accident book. Any failure of equipment belonging to the Village Hall or brought in by the Hirer must also be reported as soon as possible. Certain types of accident or injury must be reported on a special form to the local authority. The Hall Secretary will give assistance in completing this form. This is in accordance with the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995 (RIDDOR).
12. Explosives and Flammable Substances
The hirer shall ensure that:
(a) Highly flammable substances are not brought into, or used in any part of the premises and that
(b) No internal decorations of a combustible nature (e.g. polystyrene, cotton wool) shall be erected without the consent of the management committee. No decorations are to be put up near light fittings or heaters.
13. Heating
The Hirer shall ensure that no unauthorized heating appliances shall be used on the premises when open to the public without the consent of the management committee. Portable Liquefied Propane Gas (LPG) heating appliances shall not be used. £1 coins are necessary for the electricity meter if heating is required.
14. 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. 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 nor 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.
15. Animals
The Hirer shall ensure that no animals (including birds) except guide dogs are brought into the premises, other than for a special event agreed to by the Village Hall. No animals whatsoever are to enter the kitchen at any time.
16. Compliance with The Children Act 1989
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 who have passed the appropriate Criminal Records Bureau checks have access to the children (checks may also apply where children over eight and vulnerable adults are taking part in activities). The Hirer shall provide the Village Hall committee with a copy of their Child Protection Policy on request.
17. Fly Posting
The Hirer shall not carry out or permit fly posting or any other form of unauthorized advertisements for any event taking place at the premises, and shall indemnify and keep indemnified each member of the Village Hall’s management committee accordingly against all actions, claims and proceedings arising from any breach of this condition. Failure to observe this condition may lead to prosecution by the local authority.
18. Sale of Goods
The Hirer shall, if selling goods on the premises, comply with Fair Trading Laws and any code of practice used in connection with such sales. In particular, the Hirer shall ensure that the total prices of all goods and services are prominently displayed, as shall be the organizer’s name and address and that any discounts offered are based only on Manufacturers’ Recommended Retail Prices. Further detail can be found in Village Hall Information Sheet 34.
19. Cancellation
If the Hirer wishes to cancel the booking before the date of the event and the Village Hall is unable to conclude a replacement booking, the question of the payment or the repayment of the fee shall be at the discretion of the Village Hall. The Village Hall reserves the right to cancel this hiring by written notice to the Hirer in the event of:
a. the premises being required for use as a Polling Station for a Parliamentary or Local Government election or by-election
b. the Village Hall management committee reasonably considering that (i) such hiring will lead to a breach of licensing conditions, if applicable, or other legal or statutory requirements, or (ii) unlawful or unsuitable activities will take place at the premises as a result of this hiring
c. the premises becoming unfit for the use intended by the Hirer.
d. 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.
e. The Hirer has breached the conditions of hire or licensing conditions for the Hall.
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.
20. End of Hire
The Hirer shall be responsible for leaving the premises and surrounding area in a clean and tidy condition, with all electrical equipment turned off, all doors properly locked and secured unless directed otherwise and any contents temporarily removed from their usual positions properly replaced. The key must be returned immediately to the Post Office, otherwise the Village Hall shall be at liberty to make an additional charge. All rubbish must be removed and disposed of by the Hirer. Paper should be placed in the recycling bins outside the hall. Where possible other recyclable items should be recycled through the council recycling schemes. Food waste can be placed in your own brown bin.
21. 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 Hirer shall, if using sound amplification equipment, make use of any noise limitation device provided at the premises and comply with any other licensing condition for the premises.
22. Stored Equipment
The Village Hall 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. All equipment and other property (other than stored equipment) must be removed at the end of each hiring or fees will be charged for each day or part of a day at the hire fee per hiring until the same is removed. Permission must be sought from the Village Hall Committee before any items are stored in the Hall. Should the Hirer fail to remove within 7 days any property brought onto the premises for the purposes of the hiring, the Village Hall may at its discretion charge the Hirer any costs incurred in storing, selling or disposing of such items as it considers appropriate.
23. 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 Hall Secretary. Any alteration, fixture or fitting or attachment so approved shall at the discretion of the Village Hall 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 Village Hall Committee any damage caused to the premises by such removal.

24. No Rights
The Hiring Agreement constitutes permission only to use the premises and confers no tenancy or other right of occupation on the Hirer.
25. No Smoking
Smoking is not permitted in any part of the premises at any time.
26. Maximum numbers
The maximum numbers to be allowed on the premises at any one time during a
performance which is governed by the conditions of the premises licence shall be:
a) 216 when used for a closely seated audience.
b) 196 when used for dancing
c) 90 when seating is provided at tables
d) 113 when used for dancing and seating is also provided at tables.
These numbers represent the total figure of all those permitted on the premises including entertainers, helpers and the public attending.
27. Payment
Regular users may, by arrangement, be invoiced quarterly. All invoices must be
settled within 30 days or a charge of 2% per month will be payable.
All other users must pay in advance.

 


FIRE RISK ASSESSMENT – Timberscombe VillageHall
Sections is red must be completed by user groups

FIRE HAZARDS AND THEIR ELIMINATION OR CONTROL

1. SOURCES OF FUEL

Are there any highly flammable substances in the premises? No

Are there quantities of combustible material stored, on display, or in
use on the premises? No

Are quantities of combustible waste allowed to accumulate in the
premises such as paper, cardboard, wood shavings, dust? No

Does the premises contain foam filled furniture ? No

Do notice boards have large amounts of loose paper on them? No
Small notice boards which are regularly cleared

Are combustible seasonal or promotional decorations, artificial foliage or
plants used to decorate the premises? No

Are there additional sources of oxygen stored or used? No

2. SOURCES OF IGNITION
Does the work activity involve hot work processes such as welding or flame
cutting, hot surfaces, sparks? Yes
Hot surfaces in the kitchen only. No sparks.

Does the work activity involve processes such as incinerating or
cooking? Yes
Control Measures
Ensure that cookers are used in accordance with manufacturers’ instructions.
Ensure cookers are clean prior to use.
Food cooking must not be left unattended

Are heating appliances portable or of a radiant or open flame type? No

Is smoking permitted? No
“No Smoking” signs displayed

Are there light fittings near combustible materials? No

Is electrical equipment and wiring: Faulty, damaged or not used in
accordance with the Manufacturers’ Recommendations? No
Control Measures
Portable Appliance Testing carried out regularly (3 yearly)
Fixed installations periodically inspected and tested
Ensure extension leads are fully uncoiled
Ensure extension leads are not overloaded
Ensure flexible power cables are kept as short as possible and safely routed

3. IDENTIFY PEOPLE AT RISK

Are there any groups of people at increased risk from fire? No

Are there people present who may be unable to react quickly to a fire
due to safety critical work process? No

In the event of a fire are there people present whose disabilities would put
them at a disadvantage when required to evacuate in an emergency? Yes
Disabled or elderly people may be present.
Control Measures
Staff or volunteers should be assigned to assist the less mobile members of the public in the event of an evacuation.

Are visitors or members of the public likely to be unfamiliar with the
escape routes ? Yes
Control Measures
Signage is clear and escape routes visible

4. MEANS OF ESCAPE FROM FIRE

In the event of fire can everyone safely escape from the premises? Yes
Control Measures
Ensure existing exit routes and exits are available and unobstructed before
the event starts
Routine checks on smoke alarms and emergency lighting are undertaken

In the event of fire can everyone turn their back on the fire and evacuate to a
place of safety? Yes

Do doors on escape routes, where necessary, open in the direction
of travel? Yes

Are door fastenings on exit routes and final exits easily operable? Yes

Are any fire resisting doors a poor fit or requiring fitment or attention to
a self closing mechanism? No

Are any fire resisting doors wedged or propped open? No
Unless in use.

Are all exit routes and exits adequately signed ? Yes

Are all exit routes and exits adequately illuminated ? Yes

5. FIRE FIGHTING AND FIRE DETECTION
Are there sufficient extinguishers of the appropriate type for the risk and
are they located correctly? Yes

In the event of fire are there suitable arrangements for giving
warning, Including where necessary automatic fire detection? Yes
Smoke alarms fitted

6. PROCEDURES

Are sufficient person(s) available to assist in implementation of fire
safety measures? Yes

Are appropriate fire procedures in place, recorded and available for
relevant persons to read? Yes

Are people nominated to respond to fire and assist with evacuation? Yes

Are routine in-house inspections of fire precautions undertaken? Yes

7. MAINTENANCE AND TESTING

Are the premises adequately maintained? Yes

Are door fastenings on all exit doors adequately maintained? Yes

Do all self closing devices and hold open devices work correctly? Yes

Has the emergency lighting system been tested 2 Monthly? Yes

Have all fire extinguishers been regularly tested and
serviced annually according to manufacturers’ instructions? Yes

8. FIRE SAFETY RECORDS

Have fire safety arrangements been recorded in a way that can be easily
interpreted? Yes

Are there records of testing and maintenance of emergency lighting? Yes