Booking Terms & Conditions
a) All bookings must be made through the Booking Secretary, who has delegated powers to give instructions to the Hirers (either verbal or written), which will form part of these Terms and Conditions.
b) The maximum numbers of persons permitted to use the premises are: MAIN HALL 120.
c) A deposit of up to £100 will be required as security against any damage to the fabric or structure of the building or against other expenses incurred as a result of the letting.
d) The Village Hall’s own insurance policy does not cover loss or damage to any goods or property brought into the hall by users (or stored in the cupboards), or to injury that is a direct result of the users’ activity.
e) The nominated fire officer must be an adult. Bookings cannot be accepted from anyone under the age of 18, unless subsequently confirmed by an adult. When numbers of young persons are to be present, an appropriate number of adults must also attend to supervise activities; details to be discussed at time of booking.
f) Smoking is not permitted in any part of the Bishop’s Sutton Village Hall.
g) Alcohol may only be sold in the premise by the licensee.
h) The playing of ball games is restricted to the main hall, but the hirer is liable for any resulting damage as in (3B) below.
i) The Village Hall Committee reserves the right to refuse a booking or to terminate a regular booking in the event of failure to comply with any of the terms and conditions or where said booking is considered to be of an objectionable nature. On rare occasions the Hall will not be available for regular hirers, e.g. when there are previous commitments or when essential maintenance is in progress. On such occasions we will endeavour to give as much notice as possible.
2) Charges and Payment
a) The booking rates are per session and are reviewed annually but the Committee reserves the right periodically to alter rates. Any individual or group may apply to the Committee for a reduction of fees; a reduction will only be considered if it is felt that the activity has particular benefits for the village community; the decision of the committee is final.
b) The total time booked must include preparation time and the time to clear up after the event. Rooms that have not been booked and paid for should not be used. Any change of times or rooms must be requested – and agreed – in advance. Where two hirers share a session and its cost, the full session charge must be paid even when only one hirer makes use of the hall.
c) A deposit will be required to cover potential damage or additional cleaning costs. For single events this will ideally be in a form of a cheque which will not normally be cashed.
d) There will be an annual charge for any items that need to be stored in cupboards or elsewhere. Storage space is very limited and is only available for regular weekly users. All loose items must be removed at the end of each sessions.
e) Invoices for regular users are produced at the beginning of each month and will show all bookings made for that month. Any errors or cancellations should be immediately notified to the Booking Secretary. Invoices for single events will be issued to the hirer prior to the date of the booking.
f) Payment should be made by cheque, (made payable to Bishop’s Sutton Village Hall), or cash and should be sent to the Treasurer before the end of the month for regular users. Payment in cash can only be accepted at the hirers risk and on the understanding that is his/her responsibility to obtain a receipt or have the invoice receipted at the time of payment. In the case of single events, payment can also be made to the Booking Officer at the time of booking.
g) Late payment may result in additional charges or the refusal to accept future bookings. No charges will be levied if a cancellation is received by the Booking Secretary 14 days prior to the booking. Failure to do so will require the hirer to pay the full booking charges.
3) Hirers’ Responsibilities Are:
a) The key and the security of the premises during hire period. (Details of obtaining and returning the key and the location of other essential equipment will be supplied at time of booking.) The security of the building and access to it, i.e. ensuring that all those who enter have a right to be there; this can sometimes involve more than one hirer. They should ensure that the lights are switched off and the heating reset, (if pre-set controls have been overridden or radiators turned off), at the end of each session in the rooms that they have used and that the building is locked and all other lights are off if they are last to depart.
b) The full cost of any damage. Notification of any damage or non – functioning of equipment to the Booking Officer.
c) Nominating a Fire Officer whose responsibilities are to include ensuring that the emergency lights are on, fire doors closed and fire exits clear. The Fire Officer must be aware of the location and use of fire equipment, the evacuation procedures and the location of the nearest telephone. Full detail of fire equipment and first aid kit locations are displayed on the hall notice board.
d) Ensuring no undue noise or nuisance to our neighbours; the hall is situated in a residential area.
e) Tidying up after use and ensuring that all chairs and tables are stacked along the walls or correctly in the racks provided. The floors should be swept as necessary. The kitchen should be left in a clean and tidy state with crockery returned to the cupboards. The toilets should be clear of paper towels etc. and have been flushed. Any cleaning or other costs incurred as a result of failure to do this.
f) The removal of all rubbish, (e.g. food and milk cartons, teabags etc.) from the building. Food and drinks must not be left in the refrigerator; anything left will be disposed of.
g) Not allowing necessary notices to be pinned to the noticeboard. The left–hand noticeboard is for Bishop’s Sutton Village Hall official paperwork. The noticeboard in the carpark can be used by hirers to publicise one–off events or significant changes to their times or activities. The size must not exceed A4, (15 x 21cm, 6” x 8”). Any notices referring to non–Village Hall events, commercial or otherwise, will be removed.