Business use (private)

half day £50

full day £100

business use per hour £15/hour

RYTON VILLAGE HALL HIRING AGREEMENT

Standard Terms & Conditions of Hire & Use

These standard Terms & conditions apply to all those hiring or using Ryton Village Hall. If the Hirer is in any doubt as to the meaning of the following, the Hall Treasurer or Bookings Secretary should be consulted immediately. Definitions of important terms and assumptions are given in Appendix 3.

1.      Age

The Hirer, not being a person under 18 years of age, hereby accepts responsibility for always overseeing and being on the Premises when the public are present and for ensuring that all conditions, under this Agreement, relating to the management and supervision of the Premises are met.

2.      Supervision

The Hirer shall, during the period of the hiring, be responsible for:

• the supervision of the Premises, care of its fabric and contents and safety from damage (however slight) and change of any sort,
• the behaviour of all persons using the Premises whatever their capacity, including proper supervision of car parking arrangements to avoid obstruction of the highway and access between the east and west gates,
• making good or paying for all damage (including accidental damage) to the Premises or to the fixtures and fittings or contents and for loss of contents

Parents or an authorised adult shall be always responsible for their children (anyone under the age of 18) at all times whilst they are on the Premises.

3.      Payment and Use of Premises

The Hirer must pay all monies due as follows:

1. Any deposit due must be paid within 7 days of the booking being made; until the deposit is received into the Hall’s bank account, the booking is not confirmed and may be re-let to another The deposit will be refunded 21 days after the Hiring date subject to the building being left in a clean and tidy state ready for the next user. Refer to the Handover document which provides details of handover requirements.
2. The Hiring fee must be paid in cleared funds no later than 14 days prior to the Hiring date. Failure to comply with this condition could be construed as cancellation of the booking by the Hirer and all liabilities for such cancellation rest with the Hirer.
3. Where hire charges are discounted for repeat block bookings by regular users, a minimum of 50% of the total cost of hire must be paid in advance of the first booked date. The remaining balance must be paid after the fourth booking.

The Hirer shall not use the Premises for any purpose other than that described in this 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 on to the Premises, anything which may endanger the same or render invalid any insurance policies in respect

thereof nor allow the sale of alcohol thereon without written permission and the obtaining of the appropriate licence from the local Authority.

4.      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.

5.      Licensable activities

The hall holds a PRS/PPL Licence which permits the use of copyright music in any form, eg. record, compact disc, tapes, radio, television, film, internet streaming, digital memory devices or by performers in person. If other licences are required in respect of any activity on the premises the Hirer should ensure that they hold the relevant licence or the Hall holds it. The Hall does not currently make a charge to users for the playing of live or recorded music on the premises, but this may change if circumstances require it.

6.      Public safety compliance

The Hirer shall comply with all conditions and regulations made in respect of the Premises by the Local Authority, the Licensing Authority, and the Hall’s Fire Risk Assessment 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. The Hirer shall also comply with the Hall’s Health & Safety Policy (see Appendix 1)

The Hirer acknowledges that they have received instruction (either in person from a member of the Hall Management committee or by written documentation) in the Fire Safety Procedure (see Appendix 2)

7.      Health and Hygiene

The Hirer shall, 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. The Hall has a tall upright Fridge Freezer; if additional refrigeration is required, it is the responsibility of the Hirer to provide it.

8.      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, have a current Portable Appliance Test certificate and used in a safe manner in accordance with the Electricity at Work Regulations 1989.

A residual circuit breaker is required for the use of any electrical equipment outside the Building. All cables must be secured to avoid there being a trip hazard for all those using the Premises.

9.      Insurance and Indemnity

• The Hirer shall be liable for:
  • The cost of repair of any damage (including accidental and malicious damage) done to any part of the premises including the curtilage thereof or the contents of the Premises
  • All claims, losses, damages and costs made against or incurred by the Hall, its employees, volunteers, agents or invitees 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

• All claims, losses, damages and costs made against or incurred by the Hall, its employees, volunteers, agents or invitees as a result of any nuisance caused to a third party as a result of the use of the Premises by the Hirer, and subject to sub-clause (b), the Hirer shall indemnify and keep indemnified accordingly each member of the Hall Management Committee and the Hall’s employees, volunteers, agents and invitees against such liabilities.

• The hall shall take out adequate insurance to insure the liabilities described in sub- clauses (a) (i) above and may, in its discretion and in the case of non-commercial hirers, insure the liabilities described in sub-clauses (a) (ii) and (iii) above. The Hall shall claim on its insurance for any liability of the Hirer hereunder but the Hirer shall indemnify and keep indemnified each member of the Hall Management Committee and the Hall’s employees, volunteers, age and invitees against (a) any insurance excess incurred and (b) the difference between the amount of the liability and the monies received under the insurance policy.

• Where the Hall does not insure the liabilities described in sub-clauses (a) (ii) and (iii) above, the Hirer shall take out adequate insurance to insure such liability and on demand shall produce the policy and current receipt or other evidence of cover to the Bookings Secretary. Failure to produce such policy and evidence of cover will render the hiring void and allow the Booking Secretary to rehire the premises to another hirer. The Hall is insured against any claims arising out of its own negligence.

• The Hirer shall arrange for the necessary and appropriate public liability insurances to be in place for the duration of the Hire, particularly with regard to any liability arising from the use of any equipment supplied by a third party (for example, bouncy castles, cooking and electrical equipment, marquees, other machinery).

10.  Accidents and dangerous occurrences

The Hirer must report all accidents involving injury to the public to a member of the hall Management Committee as soon as possible and complete the relevant section in the Hall’s incident/accident book. Any failure of equipment belonging to the 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 Bookings Secretary will give assistance in completing this form if required. This is in accordance with the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995 (RIDDOR)

11.  Explosives and flammable substances

The Hirer shall ensure that:

• Highly flammable substances are not brought into, or used in any part of the Premises and that
• no internal decorations of a combustible nature (eg polystyrene, cotton wool) shall be erected without the consent of the Hall. No decorations are to be put up near light fittings or heaters.

12.  Heating

The Hirer shall ensure that no unauthorised heating appliances shall be used on the Premises when open to the public without the consent of the hall. Portable Liquefied Propane Gas (LPG) heating appliances must not be used. Heating is provided by an underfloor heating system: the temperature in the hall is pre-set and cannot be altered by any user.

13.  Drunk and disorderly behaviour and supply of illegal drugs

The Hirer shall ensure that in order to avoid disturbing neighbours to the Hall and violent or criminal behaviour, care shall be taken for any person not to indulge in 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.

14.  Animals

The Hirer shall ensure that no animals (including birds) except assistance dogs are brought into the Building, other than for a special event agreed to by the Hall. No animals whatsoever are to enter the kitchen at any time.

15.  Compliance with the Children Act 1989 and 2004

The Hirer shall ensure that any activities for children under eight years of age comply with the provisions of The Children Act 1989 and the Children Act 2004 and that only fit and proper persons who have passed the appropriate Disclosure and Barring Service (DBS) 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 hall with a copy of their DBS check and Safeguarding Children and Vulnerable adults policy on request. All children will be supervised by the Hirer or their representatives whilst on the Premises.

16.  Fly posting

The Hirer shall not carry out or permit fly posting or any other form of unauthorised advertisements for any event taking place at the Premises, and shall indemnify and keep indemnified each member of the Hall 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.

17.  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 organiser’s name and address and that any discounts offered are based only on Manufacturers’ Recommended Retail prices.

18.  Film shows

Children shall be restricted from viewing age-restricted films classified according to the recommendations of the British Board of Film Classification. Hirers should ensure that they have the appropriate copyright licences for film showings.

19.  Cancellation

If the Hirer wishes to cancel the booking before the date of the event and the Hall is unable to arrange a replacement booking, the question of the payment or the repayment of the fee shall be at the discretion of the Hall. If a booking is cancelled by the Hirer within 7 days of the Hiring date, then the hiring fee will be retained by the Hall unless the slot can be re-let. Only in situations within 7 days of the Hiring date, where access to the Hall becomes impossible through extreme weather conditions such as heavy snow or flooding or through damage to the Building, making it dangerous to enter, will the hiring fee be waived or repaid. The Hall reserves the right to cancel any hiring by written notice to the Hirer in the event of:

• The Premises being required for use as a Polling Station for a Parliamentary or Local Government election or by-election;
• The Hall reasonably considering that
  • Such hiring will lead to a breach of licensing conditions, if applicable, or other legal or statutory requirements, or
  • Unlawful or unsuitable activities will take place at the Premises as a result of this hiring;
• The Premises becoming unfit for the use intended by the Hirer;
• 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 In any such case the Hirer shall be entitled to a refund of any deposit already paid, but the 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, properly locked and secured, unless directed otherwise, and any contents temporarily removed from their usual positions properly replaced, otherwise the Hall shall be at liberty to make an additional charge. All lights should be turned off and Hirers should take particular care to ensure the foyer, porch and car park lights are turned off at the switches by the front door. The gate at the end of the drive must also be closed. Any balloons that have been tied to any part of the premises (eg. at the gate), to indicate an event is taking place, must also be removed.

If it is necessary for any person attending the hall to leave a car in the car park overnight, the Hirer should ensure that notification of this is made by email to: rytonvh@gmail.com

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. Users are asked to turn any music down by 23.00 and off completely by 23.30, as a courtesy to our neighbours.

22.  Stored equipment

The Hall accepts no responsibility for any stored equipment or other property brought on to 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.

The Hall may use its discretion in any of the following circumstances:

• Failure by the Hirer either to pay any charges in respect of stored equipment due and payable or to remove the same within 7 days after the agreed storage period has ended;
• Failure by the Hirer to dispose of any property brought on to the Premises for the purposes of the This may result in the Hall disposing of any such items by sale or otherwise on such terms and conditions as it thinks fit, and charge the Hirer any costs incurred in storing and selling or otherwise disposing of the same.

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 Bookings Secretary. Any alteration, fixture or fitting or attachment so approved shall at the discretion of the Hall remain in the Premises at the end of the hiring. It will become the property of the Hall unless removed by the Hirer who must make good to the satisfaction of the Hall or, if 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.  Dangerous and unsuitable performances

Performances involving danger to the public or of a sexually explicit nature shall not be given.

26.  Confetti, Fireworks, Chinese lanterns

Only bio-degradable confetti or sprinkles can be used at any event. If other materials are used, they may pose a danger to wildlife and farm animals. Fireworks and Chinese lanterns are strictly prohibited. Any use of such materials will result in the retention of any deposit and a refusal of further bookings from that user.

27.  Smoking and Vaping

Smoking and Vaping are strictly prohibited inside the building

April 2024

 

Appendix 1 – Health & Safety Policy

Purpose

To support the Trustees and management committee in taking all reasonable measures to ensure that the hall, and any equipment provided there, are safe for the purposes of all users.

Scope

This policy relates to the village hall building and all activities taking place within the hall, and the adjoining outside area that is the responsibility of the hall trustees. The individuals falling within the scope of this policy include Trustees, Committee Members, Volunteers, Hall users and where appropriate contractors or individuals providing services to the village hall.

Roles and Responsibilities

Trustee and Committee Responsibilities

Ryton Village Hall Management Committee recognise their duty in ensuring that measures are in place to protect all users as identified in the scope of this policy from risks to their health and safety as far as is reasonably practicable. The Trustees will support the Committee through the formation of policy and risk assessment procedures.

The above will be achieved by advising all users to:

• Identify and assess risks to which people in their activity are likely to be exposed
• Introduce specific measures as appropriate to minimise these risks
• Adopt safe working practices
• Report any relevant incident, accident or suggestions for health and safety improvements
• Where appropriate receive instruction and training to enable them to perform their work/ activities safely and effectively.
• Ensure that appropriate Employers and Public Liability insurance cover is in place.

Volunteers and User Responsibilities

Every village hall user has a responsibility to take reasonable care for the health and safety of themselves and any other person who may be affected by their acts or omissions. Users should co-operate with Ryton Village Hall Trustees in efforts to comply with statutory requirements and the health and safety policy, and report any risks they identify to the Trustees. In particular all users should:

• Conduct all activities in a safe and considerate manner
• Use any equipment provided according to instructions
• Report and record incidents on the premises that have led, or may lead, to injury or damage
• Make suggestions to improve health and safety for users of the hall
• Ensure agreed measures are introduced to reduce or manage identified health and safety risks

General Arrangements

Accidents

• The first aid box is located in the kitchen area on the worktop to the left of the fridge freezer. The delegated Health and Safety contact is responsible for maintaining the first aid box.
• Details of accidents/incidents/health and safety concerns should be reported via your booking contact immediately or as soon as is possible. A note book and pen is provided in the kitchen drawer to the right of the sink for recording notes for an Incident report
• The Ryton Village Defibrillator is located visibly on an outside wall of the building to the left of the main front door

Fire Safety

• Smoke detectors will be in place and regularly
• Fire exit signs will be clearly
• All fire safety equipment will be regularly
• All fire doors will be closed in accordance with instructions on the door
• There is a no-smoking policy for all rooms on the premises and signs will be in place.
• On discovery of a fire the person concerned must raise the alarm and ensure that everyone evacuates the premises.

Housekeeping

• Ryton Village Hall Management Committee will ensure that all regular safety checks on lighting, electrical and fire equipment are carried

Any complaints about the safety of the hall will be seriously investigated as will suggestions to improve the Health and Safety (see Complaints policy)

Issued December 2023 Anne Sells, Chair Ryton VH Committee

Appendix 2 – Fire safety procedure

The Hirer shall comply with all conditions and regulations made in respect of the Premises by the Local Authority, the Licensing Authority, the Hall’s Fire Risk Assessment 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.

The Hirer acknowledges that they have received instruction in the following matters:

• the action to be taken in event of This includes calling the Fire Brigade and evacuating the hall;
• The location and use of fire It is recommended by the Fire Officer that only those people trained in the use of fire extinguishers should use them. The priority of all users Is not to fight any fire but to evacuate the building by the designated fire exits;
• 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;
• That they will have a record of how many people are attending their function, in case a head count is later required;
• That they will inform participants/attendees of the function where the fire exits are located and where to meet after evacuation: by the power pole at the entrance to the car park

In advance of any use of the Building, the Hirer shall check the following items:

• that all exit signs are illuminated;
• that all fire exits are unlocked and 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 there are no obvious fire hazards on the Premises

The Fire Brigade shall be called to any outbreak of fire, however, slight, and details thereof shall be give to the Bookings Organiser. The address is RYTON VILLAGE HALL, SY5 7NB (state near Dorrington off A49 south of Shrewsbury to identify it against other similar sounding places).

Appendix 3 – Definitions and Assumptions

The “Hiring Date” refers to the times and date (s) on which the Premises are booked, as detailed in the Hirer’s invoice.

The “Premises” means all the land and buildings within the curtilage of the property bounded by the two gates to the east and west, the hedges to the north and east and the fencing to the south.

The “Building” means the hall building itself.

The “Hall” means the Ryton Village Hall Management Committee collectively, its operations, duties, responsibilities, services, administration and management practices.

Once the Hirer has received this Hiring Agreement, it is assumed that

• the Hirer has read (and will conform to) the Terms and Conditions of hire and
• this document is deemed to be an agreed legal contract between the Hirer and Ryton Village

April 2024

 

Appendix 4 – Responsibilities and Limits of Liability with regard to Coronavirus

 Ryton Village Hall will:

• provide hygiene supplies (sanitisers, disposable paper towels, bins) for users to be able to wipe down and sterilise all surfaces inside and outside as necessary;
• carry out a thorough cleansing of surfaces once a week by your cleaner: doors, handles, kitchen work surfaces, toilets, plastic chairs, tables, key-safe boxes;
• keep the website up to date with any changes, depending on government requirements and guidelines

Ryton Village hall will not:

• take responsibility for any infection by COVID-19 of users of the building;
• provide any booking refunds (with specific regard to Coronavirus) requested less than 24 hours before a booking is due to take place;
• put down any social distancing markers on floor areas

Hirers/users will:

• use their own discretion as to the wearing of face coverings and any social distancing deemed necessary;
• using the checklist in Appendix 5, if possible, clean any surfaces they believe have been touched by users (especially doors, chairs, kitchen surfaces and equipment) during their booking; cleaning materials and an atomiser are provided for the purpose

 

Appendix 5 – CHECKLIST: when you leave

Hall

□ chairs are stacked safely and put away □ tables are folded up and put away

□ sweep and, if necessary, mop the floor: there are large brooms, mops, vacuum cleaner etc in the cleaning cupboard. The next users may be doing yoga and will not relish lying on food remnants or a sticky floor. Thank you.

Kitchen

Turn off: □ oven □ water boiler □ hot cupboard □ hostess trollies □ dishwasher

Wash, dry and put away (please bring your own tea towels): □ cutlery □ crockery □ cooking utensils

Bar

Turn off at the sockets:

□ bottle chiller □ glass washer (having first drained it as per instructions)

• the water supply to the glass washer

Wash, dry and replace on shelves (bring your own tea towels): □ all glasses

Toilets

• ensure that all toilets are left in a clean and presentable

IMPORTANT REQUEST

Please check large bin in accessible toilet for waste and remove bag to outdoor bin

Rubbish

• put all rubbish (in binbags) in the wheelie bins outside the kitchen

Windows

• check that all windows are firmly

Lights

• switch off all internal and external The porch light is on a sensor and will go out after 2 minutes – this should allow enough time for getting to your vehicle.

Doors

• check that all doors (2 x fire exit doors and side door in the hall, kitchen door and front door) are properly closed and locked. All internal doors should be closed.

Keys

• replace the key in the key-safe and spin the numbers to lock the key-

Gates

• please leave quietly and close the gates at the end of the drive

Car park

• email or call booking contact with details of any vehicle that will be left in the car park overnight