Great Dunham Village Hall
Conditions of Hire & other Important Information
| conditions_of_hire_amended_2017.pdf |
Booking Conditions
In order to hire Great Dunham Village Hall, the hirer will be required to complete a booking form together with the payment of any required deposits.
Deposits
For all bookings to be considered confirmed, a deposit of £40 or full payment is required, whichever is less.
Full payment must be made 7 days in advance or the booking will be cancelled with the loss of any deposit paid.
Cancellation
If the Hirer wishes to cancel the booking before the date of the event, the repayment of the deposit shall be as follows:
● more than 1 month till event - full refund
● less than 1 month but more than 2 week - 75% refund
● less than 2 weeks but more than 1 week - 50% refund
● less than 7 days but more than 72 hours - 25% refund
● less than 72 hours - no refund.
We reserve the right to cancel any hiring in the event of:
1. The premises being required for use as a Polling Station
2. If it is reasonably considered that the hiring will lead to a) a breach of licensing conditions, or other
legal or statutory requirements or b) unlawful or unsuitable activities taking place at the premises
as a result of the hiring
3. The premises becoming unfit for the use intended by the Hirer
In any such case the Hirer shall be entitled to a refund of any deposit already paid.
Important terms of hire
The Hirer (or a designated representative) undertakes to be present during the hiring and to comply
fully with this Hire Agreement.
The Hirer shall not:
● Allow smoking or the use of any illegal substances in any part of the hall
● Sub hire or use the hall for any purpose other than that described in the hiring agreement
● Allow for the hall to be used for any unlawful purpose or in any unlawful way
● Do anything which may endanger the Hall or the safety of people in it or render invalid any
insurance relating to it or its contents.
Great Dunham Amenities Committee will not be held responsible for injury, howsoever caused, or for
any loss or damage to the property of individuals, clubs or groups occurring on the premises or in the
Community Park.
The Hirer is responsible for any damage or loss to the Hall, contents or grounds during the hire period
and any such instances should be reported to the Booking Secretary without delay
● The Hall and grounds must be left in a satisfactory condition, failure to do so may result in the
forfeit of the deposit or additional charges being levied on Hirer
● The Hall’s Public Entertainment License conditions must be adhered to. A copy is displayed on
the notice board in the Village Hall, together with the specific conditions attached to the license.
The maximum permitted number of people allowed in the building is
Large hall 80, Meeting room 30 or, if both the large hall & meeting room are booked, the total number
allowed is 110.
If it is intended to sell alcohol either via a bar or included in the price of a ticket (or provide
entertainment outside the terms of the Entertainment license) users must apply for a
Temporary Event Licence (TEN) at least 3 weeks in advance from Breckland Council. A copy
of this licence must be shown to the booking clerk before the event takes place. Further
information and advice about this can be obtained from Breckland Council (01362) 656876,
http://www.breckland.gov.uk/content/temporary-event-notice-ten
Users of the hall, Community Park and play areas must comply with the Amenities Committee’s
Vulnerable Persons and Safeguarding Policy.
It is hereby agreed that the Conditions of Hire together with any Special Conditions of Hire shall form
part of the terms of this Hiring Agreement unless specifically excluded by agreement in writing between
the Amenities Committee and the Hirer.
None of the provisions of this Agreement are intended to or will operate to confer any benefit pursuant
to the Contracts (Rights of Third Parties) Act 1999 on a person who is not named as a party to this
Agreement.
NB the Amenities Committee reserve the right to refuse any booking at their discretion.
Opening & Closing the Village Hall
The code for entry to the village hall be sent to you via email. This will only work for the time the hall
is hired.
The booking time for the hall must include the time required for preparing for the event and tidying up afterwards.
The Hall must be left in a clean and tidy state after use. Dustbin and brushes are kept in the cloak room for use by those hiring the hall. Tables and chairs should be returned to the store room.
Each radiator has a control switch, you may need to turn these up to increase heat in hall when first entering building, please always switch these down to 1 at the end of the hire period.
All lights and other electrical appliances must be switched off when leaving the hall. Doors and windows must be securely closed and locked. Special attention should be given to ensure the door out to the Community Park is locked.
Please leave the village hall clean and tidy and take any waste home. There are supplies of black refuse bins for the use of hall users in the kitchen. Nappy sacks are provided in the disabled toilets and these should be used for nappies (& similar). Please take these home for disposal.
Please ensure table tops are wiped clean before being stacked and the floors are swept.
Users of the kitchen should wash all items used and return them to the cupboards. Some regular users leave soft drinks and other consumables in the kitchen; please do not consume these items.
Safety
The hirer undertakes to supervise Children at all times both in the hall and the Community Park and not to allow any under fives in the kitchen area.
All users are responsible for the safe operation of all kitchen and electrical equipment.
By law you are not allowed to smoke in the Village Hall.
The maximum permitted number of people allowed in the building is:
Large hall - 110
Meeting (Mitchell) room - 30
Combined booking large hall & meeting room - 110
n the event of a fire, the village hall should be evacuated in an orderly manner using the appropriate exits, and the Fire Brigade called. The village hall has no telephone so you are advised to bring a fully charged mobile telephone for use in case of emergency.
The location of fire exits and fire extinguishers must be noted before the village hall is occupied and the manner of opening Fire Exit Doors should be made known to your guests. The fire exits are clearly marked and a plan showing the location of fire alarm, extinguishers and blankets is attached
Please use the trolleys provided for moving chairs and tables in order to avoid injury or damage to floors Please stack chairs and tables in the storeroom in the manner shown on the notice which is on the inside of cupboard door.
The village hall’s health and safety file is kept in the kitchen in the cupboard marked with a green cross. The Village Hall Risk Assessments (fire safety & health & safety) are also stored in this file. All organisers of events must consider whether they need to complete their own risk assessment.
A first aid box is located in the same cupboard together with an accident book in which any injuries/ accidents must be recorded.
Car Parking
The village hall car park will accommodate a good number of cars if they are parked sensibly. Cars are not allowed on the grassed areas or Community Park. Please ensure any car drivers who park on the road do not obstruct the entrances to local properties.
On occasion and with prior agreement it may be possible to arrange additional parking at the local primary school.
Consideration for Others
Please ask your guests to leave quietly at the close of your event. Car doors banging and loud talk in the car park are disturbing to local residents.
It is a requirement of our Entertainment Licence issued by Breckland Council that windows are kept closed when loud music is played
Please do not use drawing pins, blu tack or sellotape on the walls
Some regular users of the Hall have been given permission to leave sport and play equipment in the store room or kitchen cupboards. Please do not use these. The hall is cleaned regularly but not after every event, please leave the hall clean and tidy as when your hire began and remove all rubbish.
Chairs
The upholstered chairs in the Mitchell room are for meetings and must NOT be used for children's parties or any activity in which could stain or damage the seating fabric.
There are 100 black stacking chairs in the left hand storeroom in the main hall.These should be used for parties etc. If necessary, these should be wiped down before storing so that they are clean for the next user.
Faults/ Damage/ Comments
Please report any faults or damage to the booking secretary (or deputy booking secretary) as soon as possible so that they can be rectified quickly. The Amenities Committee welcome any comments or observations that you may have about your hire of the village hall.
Location and Use of Fire Equipment for Hirers
Fire exits: 2 in the entrance hall and the French windows from the main hall
Accident Book, First Aid box & Health & Safety folder: in the cupboard to the right under the hatch in the Kitchen
Fire Alarm and extinguishers: see plan below
Fire Doors: all internal doors which should be kept closed at all times
In order to hire Great Dunham Village Hall, the hirer will be required to complete a booking form together with the payment of any required deposits.
Deposits
For all bookings to be considered confirmed, a deposit of £40 or full payment is required, whichever is less.
Full payment must be made 7 days in advance or the booking will be cancelled with the loss of any deposit paid.
Cancellation
If the Hirer wishes to cancel the booking before the date of the event, the repayment of the deposit shall be as follows:
● more than 1 month till event - full refund
● less than 1 month but more than 2 week - 75% refund
● less than 2 weeks but more than 1 week - 50% refund
● less than 7 days but more than 72 hours - 25% refund
● less than 72 hours - no refund.
We reserve the right to cancel any hiring in the event of:
1. The premises being required for use as a Polling Station
2. If it is reasonably considered that the hiring will lead to a) a breach of licensing conditions, or other
legal or statutory requirements or b) unlawful or unsuitable activities taking place at the premises
as a result of the hiring
3. The premises becoming unfit for the use intended by the Hirer
In any such case the Hirer shall be entitled to a refund of any deposit already paid.
Important terms of hire
The Hirer (or a designated representative) undertakes to be present during the hiring and to comply
fully with this Hire Agreement.
The Hirer shall not:
● Allow smoking or the use of any illegal substances in any part of the hall
● Sub hire or use the hall for any purpose other than that described in the hiring agreement
● Allow for the hall to be used for any unlawful purpose or in any unlawful way
● Do anything which may endanger the Hall or the safety of people in it or render invalid any
insurance relating to it or its contents.
Great Dunham Amenities Committee will not be held responsible for injury, howsoever caused, or for
any loss or damage to the property of individuals, clubs or groups occurring on the premises or in the
Community Park.
The Hirer is responsible for any damage or loss to the Hall, contents or grounds during the hire period
and any such instances should be reported to the Booking Secretary without delay
● The Hall and grounds must be left in a satisfactory condition, failure to do so may result in the
forfeit of the deposit or additional charges being levied on Hirer
● The Hall’s Public Entertainment License conditions must be adhered to. A copy is displayed on
the notice board in the Village Hall, together with the specific conditions attached to the license.
The maximum permitted number of people allowed in the building is
Large hall 80, Meeting room 30 or, if both the large hall & meeting room are booked, the total number
allowed is 110.
If it is intended to sell alcohol either via a bar or included in the price of a ticket (or provide
entertainment outside the terms of the Entertainment license) users must apply for a
Temporary Event Licence (TEN) at least 3 weeks in advance from Breckland Council. A copy
of this licence must be shown to the booking clerk before the event takes place. Further
information and advice about this can be obtained from Breckland Council (01362) 656876,
http://www.breckland.gov.uk/content/temporary-event-notice-ten
Users of the hall, Community Park and play areas must comply with the Amenities Committee’s
Vulnerable Persons and Safeguarding Policy.
It is hereby agreed that the Conditions of Hire together with any Special Conditions of Hire shall form
part of the terms of this Hiring Agreement unless specifically excluded by agreement in writing between
the Amenities Committee and the Hirer.
None of the provisions of this Agreement are intended to or will operate to confer any benefit pursuant
to the Contracts (Rights of Third Parties) Act 1999 on a person who is not named as a party to this
Agreement.
NB the Amenities Committee reserve the right to refuse any booking at their discretion.
Opening & Closing the Village Hall
The code for entry to the village hall be sent to you via email. This will only work for the time the hall
is hired.
The booking time for the hall must include the time required for preparing for the event and tidying up afterwards.
The Hall must be left in a clean and tidy state after use. Dustbin and brushes are kept in the cloak room for use by those hiring the hall. Tables and chairs should be returned to the store room.
Each radiator has a control switch, you may need to turn these up to increase heat in hall when first entering building, please always switch these down to 1 at the end of the hire period.
All lights and other electrical appliances must be switched off when leaving the hall. Doors and windows must be securely closed and locked. Special attention should be given to ensure the door out to the Community Park is locked.
Please leave the village hall clean and tidy and take any waste home. There are supplies of black refuse bins for the use of hall users in the kitchen. Nappy sacks are provided in the disabled toilets and these should be used for nappies (& similar). Please take these home for disposal.
Please ensure table tops are wiped clean before being stacked and the floors are swept.
Users of the kitchen should wash all items used and return them to the cupboards. Some regular users leave soft drinks and other consumables in the kitchen; please do not consume these items.
Safety
The hirer undertakes to supervise Children at all times both in the hall and the Community Park and not to allow any under fives in the kitchen area.
All users are responsible for the safe operation of all kitchen and electrical equipment.
By law you are not allowed to smoke in the Village Hall.
The maximum permitted number of people allowed in the building is:
Large hall - 110
Meeting (Mitchell) room - 30
Combined booking large hall & meeting room - 110
n the event of a fire, the village hall should be evacuated in an orderly manner using the appropriate exits, and the Fire Brigade called. The village hall has no telephone so you are advised to bring a fully charged mobile telephone for use in case of emergency.
The location of fire exits and fire extinguishers must be noted before the village hall is occupied and the manner of opening Fire Exit Doors should be made known to your guests. The fire exits are clearly marked and a plan showing the location of fire alarm, extinguishers and blankets is attached
Please use the trolleys provided for moving chairs and tables in order to avoid injury or damage to floors Please stack chairs and tables in the storeroom in the manner shown on the notice which is on the inside of cupboard door.
The village hall’s health and safety file is kept in the kitchen in the cupboard marked with a green cross. The Village Hall Risk Assessments (fire safety & health & safety) are also stored in this file. All organisers of events must consider whether they need to complete their own risk assessment.
A first aid box is located in the same cupboard together with an accident book in which any injuries/ accidents must be recorded.
Car Parking
The village hall car park will accommodate a good number of cars if they are parked sensibly. Cars are not allowed on the grassed areas or Community Park. Please ensure any car drivers who park on the road do not obstruct the entrances to local properties.
On occasion and with prior agreement it may be possible to arrange additional parking at the local primary school.
Consideration for Others
Please ask your guests to leave quietly at the close of your event. Car doors banging and loud talk in the car park are disturbing to local residents.
It is a requirement of our Entertainment Licence issued by Breckland Council that windows are kept closed when loud music is played
Please do not use drawing pins, blu tack or sellotape on the walls
Some regular users of the Hall have been given permission to leave sport and play equipment in the store room or kitchen cupboards. Please do not use these. The hall is cleaned regularly but not after every event, please leave the hall clean and tidy as when your hire began and remove all rubbish.
Chairs
The upholstered chairs in the Mitchell room are for meetings and must NOT be used for children's parties or any activity in which could stain or damage the seating fabric.
There are 100 black stacking chairs in the left hand storeroom in the main hall.These should be used for parties etc. If necessary, these should be wiped down before storing so that they are clean for the next user.
Faults/ Damage/ Comments
Please report any faults or damage to the booking secretary (or deputy booking secretary) as soon as possible so that they can be rectified quickly. The Amenities Committee welcome any comments or observations that you may have about your hire of the village hall.
Location and Use of Fire Equipment for Hirers
Fire exits: 2 in the entrance hall and the French windows from the main hall
Accident Book, First Aid box & Health & Safety folder: in the cupboard to the right under the hatch in the Kitchen
Fire Alarm and extinguishers: see plan below
Fire Doors: all internal doors which should be kept closed at all times
END OF HIRE CHECKLIST
The Responsible Person (the Hirer) undertakes:
1. That the premises and surrounding area have been left in a clean and tidy condition.
2. That the tables have been folded and that they and the chairs have been stacked carefully (in accordance with the instructions provided) in the store room.
3. That the thermostats on all the radiators have been turned down to setting “1”.
4. That all electrical appliances, including cookers and lights, have been switched off.
5. That all rubbish has been bagged and removed from the site.
6. That all internal doors have been closed.
7. That all windows have been closed.
8. That all external doors have been closed and locked (in particular the door to the community park).
9. That the building has been left in a safe condition with particular regard to FIRE.
10. Finally, the front door should be locked using the code provided.
1. That the premises and surrounding area have been left in a clean and tidy condition.
2. That the tables have been folded and that they and the chairs have been stacked carefully (in accordance with the instructions provided) in the store room.
3. That the thermostats on all the radiators have been turned down to setting “1”.
4. That all electrical appliances, including cookers and lights, have been switched off.
5. That all rubbish has been bagged and removed from the site.
6. That all internal doors have been closed.
7. That all windows have been closed.
8. That all external doors have been closed and locked (in particular the door to the community park).
9. That the building has been left in a safe condition with particular regard to FIRE.
10. Finally, the front door should be locked using the code provided.