STANDARD CONDITIONS OF HIRE
THE HIRER will, 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.
THE HIRER shall not sub-let or use the premises for any unlawful purpose or in any unlawful way nor do anything or bring onto the premises anything which may endanger the same or any insurance policies in respect hereof nor allow the consumption of alcoholic liquor thereon without written permission.
THE HIRER shall be responsible for obtaining all appropriate licences and all other regulations relating to the premises stipulated by the Fire Authority, the Local Authority, the Local Magistrates’ Court or otherwise.
THE HIRER shall indemnify the Committee for the cost of repair of any damage done to any part of the property including the curtilage thereof or the contents of the buildings which may occur during the period of the hiring as a result of the hiring.
IF THE HIRER wishes to cancel the booking before the date of the event and the Committee 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 Committee.
AT THE END of the hiring, the Hirer shall be responsible for leaving the premises and surrounds 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 Committee shall be at liberty to make an additional charge.
THE COMMITTEE reserve the right to cancel this hiring in the event of the hall being required for use as a Polling Station for a Parliamentary or Local Government election or bye election, in which case the Hirer shall be entitled to a refund of any deposit already paid.
IN THE EVENT of the Hall or any part thereof being rendered unfit for the use for which it has been hired, the Committee shall not be liable to the Hirer for any resulting loss of damage whatsoever.
SMOKING IS NOT PERMITTED.
STILETTO HEELS In the interest of protecting the wooden floor, stiletto heels are not permitted in the Main Hall.
SCHEDULE of SPECIAL CONDITIONS OF HIRE TO COMPLY WITH THE PUBLIC ENTERTAINMENT LICENCE ISSUED UNDER THE LOCAL GOVERNMENT (MISCELLANEOUS PROVISIONS) ACT 1982
SUPERVISION (1) The Hirer, not being a person under 18 years of age, shall be in charge of the licensed premises during the whole time that they are open for public entertainment. The person in charge shall not be engaged on any duties which will prevent him from exercising general supervision. Under no circumstances should alcohol be served or sold to anyone under the age of 18 years and it is the hirer’s responsibility to check ID’s if in any doubt. Drunk & disorderly behaviour shall not be permitted either on the premises or in its immediate vicinity. (2) There shall be a minimum of 2 persons, neither of which shall be less than 18 years of age, on duty in the premises when they are being used for public entertainments, including the person in charge. All persons on duty shall have been informed of the procedure to be adopted in case of evacuation of the premises and shall be familiar with the fire fighting equipment available.
CAPACITY (3) The number of people on the premises shall not exceed dancing or seated 150.
MEANS OF ESCAPE (4) All means of exit from the premises must be kept free from obstruction and immediately available for instant free public egress. Any chains or locks must be removed from exit doors before the admission of the public and must not be replaced while the public are on the premises. Gangways, corridors, the lobby and other exit routes must be kept clear. Instructions on how to flood light the car parking area are available just inside the entrance. (5) No internal decorations of a combustible nature (e.g. polystyrene, cotton, wool) shall be erected without the consent of the Management Committee. (6) No real flames or cylinders for storage of air or other gases or liquids under pressure shall be used without the consent of the Management Committee. Under no circumstances are pyrotechnics to be used in the Hall.
HEATING (7) No unauthorised heating appliances shall be used on the premises when open to the public without the consent of the Management Committee.
HOURS OF OPENING (8) The premises shall not be used for public entertainment except between the hours of 9am and midnight, unless special permission has been issued by West Oxfordshire District Council and the Hall Management Committee.
NUISANCE (9) The Hirer shall ensure that noise from the Hall is not likely to disturb neighbours and that people using the hall or leaving it do not cause annoyance to neighbours. After 11pm, the volume of music must be reduced considerably in order not to alienate our neighbours. Under no circumstances are any of the doors or the fire doors (to the left of the stage as you look at it) to be opened at any time.
CLOSELY SEATED AUDIENCES (10) Please ensure that all fire escape routes are kept clear.
PUBLIC SAFETY COMPLIANCE (11) 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) The Hirer acknowledges that they understand 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.
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 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.
ELECTRICAL APPLIANCE SAFETY (12) 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.
FIRE EVACUATION (13) The Hirer should only attempt to extinguish the outbreak using the fire extinguishers provided if it is considered safe to do so.
Location of Fire Exits : Main Hall – 2 : Kitchen - 1 : Entrance Lobby - 2
Location of Fire Extinguishers : Kitchen – 1 (there is also a Fire Blanket) : Main Hall – 2 : Entrance Lobby - 1
Upstairs Landing - 1
If you see a fire or signs of a fire then break the nearest fire point break glass to sound the fire alarm.
In the event of a fire or the fire alarm sounding, the person in charge of the hall or function will instruct all persons to leave the building using the nearest available exits.
All classes/activities should maintain and complete a register of those attending. The hirer should make sure that everyone is aware of fire safety procedures. The meeting point for register once your group has evacuated the building is by the sand bin in the far corner of the car park.
Once evacuated, call the Fire Brigade by dialling 999 (the hall alarm is not directly linked to the Fire Brigade). Give the emergency services the following address:
The Hirer should ensure that once the hall has been evacuated that no members of the public re-enter the building to collect any personal belongings.
On the arrival of the Fire Brigade the Hirer should report to the Fire Officer in charge with an evacuation update and to give any knowledge on the location and/or cause of the fire.
HALL OPENING/LOCKING UP PROCEDURE (14) Please ensure that all windows and doors are shut and locked and all lights are turned off. Please refer to instructions, just inside the main door, on how to operate the car park flood lighting.
CLEANING (15) The Hirer must leave the hall the way it was found. There is a water heating switch by the boiler in the kitchen, just to the right of the sink, which must be turned on to provide hot water – please ensure this is turned off before leaving the building. If the dishwasher or cooker is used these must be left clean by the hirer.
The hirer should provide their own tea towels and washing up liquid.
RUBBISH (16) Please ensure that you remove your waste from the Hall by using the external bins or by taking waste way with you. Please note if you are using the Hall bins that we actively recycle so please use our recycling bins as requested.
Hirers should provide their own bin liners.
HEALTH AND HYGIENE (17) The Hirer shall, if preparing, serving or selling food, observe all relevant food health and hygiene legislation and regulations.
ACCIDENTS AND INCIDENTS (18) The first aid box is located in the kitchen at the top of the floor to ceiling cupboard closest to the entrance. All accidents, no matter how minor, must be recorded in the accident book which is located on the counter in the kitchen. If an ambulance is required please call 999 for the emergency services.
Please inform the Booking Clerk of any accidents or incidents on 01993 830612.
HALL FLOOR (19) The Hall floor is vulnerable and can be easily damaged. Please do not apply adhesive tape to the wooden floor which will remove its protective sealant coat. Please avoid damaging or staining the flooring. The floor should be maintained by all our users including mopping up spillages and sweeping where necessary. No stiletto shoes!
FIRE ALARM (20) If the fire alarm is accidently triggered, a key can be found in the first aid box, which is kept in the cupboard on the wall, left as you walk into the kitchen. Please refer to the written instructions which will also be in the first aid box.
MAIN POINTS OF HIRING AGREEMENT
1] THE EVENT ORGANISER MUST BE FULLY AWARE OF THE FIRE EXITS, EXTINGUISHERS etc. AND MUST RELATE THIS INFORMATION TO THE USERS OF THE HALL
2] THE HALL/KITCHEN MUST BE LEFT IN THE SAME STATE THAT IT WAS FOUND
3] NOISE – THE VOLUME OF MUSIC MUST NOT BE EXCESSIVE AT ANY TIME BUT AFTER 11.00 pm THE VOLUME MUST BE FURTHER REDUCED.UNDER NO CIRCUMSTANCES CAN ANY OF THE DOORS IN THE HALL BE OPENED WHEN MUSIC IS BEING PLAYED