Dunchurch
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The document shown below are the Conditions of Hire & Premises Conditions, with which Hirers are expected to comply during their use of Dunchurch Village Hall. Any queries arising from this document should be referred to the Bookings Secretary.


DUNCHURCH SPORTSFIELD & VILLAGE HALL

Compliance with Hire & Premises Licence Conditions
Conditions of Hire
All hirers are obliged to ensure their adherence to the ‘Conditions of Hire’ during their use of Dunchurch Village Hall. It should also be noted that sufficient time must be allowed for clearing up at the end of the event, in order that the Hall can be closed and locked at the time designated in the Hire Agreement.
All facilities used must be left safe, secure, clean and tidy ready for the next user (leave the hall as you would wish to find it).
In particular:
• Sweep, mop, hoover and wipe all areas that need it
• Turn all lighting and appliance switches to OFF and return heating radiator settings to position 2
• Return hall chairs to store room, stacking them 7 high
• Wipe hall tables and return to store room stacked tidily and compactly
• If used, return Committee Room to ‘conference’ layout
• Ensure that ALL major rubbish is taken away
• When using the facility, the Hirer will be held responsible for the safety and security of the building, which means strictly observing the Fire Regulations and where appropriate checking the security doors and otherwise properly securing the building.
• Only under emergency circumstances, or if given permission by a Hall Official or Trustee, is a Hirer authorised to touch the main electrical, gas, water or sewage controls or settings.

Premises Conditions
Use of the Hall and associated areas is regulated by a Premises Licence issued by the Rugby Borough Council. Duly authorized officers of Rugby Borough Council, officers of the Fire Authority, Police Officers and the Hall Trustees reserve the right to carry out random checks that Hirers of the Hall are complying with the Conditions laid down in the Premises Conditions.

Alcohol - The Sale of Alcohol is governed by the Licensing Laws and is only permissible if a Hirer has been granted an authorized Alcohol Licence as part of the Hire Agreement
Restricted hours - The hours when the Hall may be used including regulated entertainment are restricted under the Premises Licence and are reflected in the times stated in the Hire Agreement.
Noise Nuisance - The Licence dictates that the noise from the Premises does not cause nuisance to persons in the neighbourhood. Persons leaving the Premises shall do so in such a manner that persons resident in the area are not disturbed by noise or unruly or unsocial behaviour. For social / party events, Hirers are instructed not to open windows or outside doors, to ensure that noise is kept to a minimum.
Occupancy levels - The Maximum Occupancy levels in the various parts of the building are restricted by the Fire Authority and are displayed in the Hall and under no circumstances should be exceeded. Where furniture is introduced into a room the number of persons permitted is then governed by the requirement for gangways, the distance from gangways and the need for unobstructed exits. The maximum seating occupancy in the rooms then becomes:
• Main Hall – arranged in theatre style – 160 persons
• Main Hall – for dinner/social events – 130 persons
• Committee Room – 30 persons
• Lounge – 40 persons
• Annexe Club Room – 40 persons

Fire Emergency - As stated in the Conditions of Hire, a Hirer shall familiarise himself with the position of all fire-fighting equipment and method of operation and the action to be taken for the evacuation of the Premises in the case of an emergency. For Public meetings/events, hirers are advised to make an appropriate announcement prior to commencement of the event with regard to what action should be taken in the event of an emergency
.

DUNCHURCH SPORTSFIELD & VILLAGE HALL
(Registered Charity Number 519906)
Conditions of Hire

1. Introduction
Hirers should familiarise themselves and ensure strict compliance with these Hire Conditions and various notices displayed in the Premises which provide information about the facilities and their usage. Hirers should contact the Bookings Secretary if clarification is required. In the event of an emergency occurring, the names and telephone numbers of the Trustees (“the Trustees”) of the Premises who can be contacted are provided on the main notice board in the Premises
2. Safety Security and Regulations
2.1 Hirers are advised to make an appropriate announcement prior to commencement of the event with regard to what action should be taken in the event of an emergency.
2.2 Hirers shall comply with all conditions and regulations relating to the Premises stipulated by the fire, police, local or other authority particularly in connection with any event which includes public dancing or music, other public entertainment, the sale of alcohol or the preparation or serving of food.
2.3 The Fire Brigade shall be called to an outbreak of fire and the Premises evacuated in an orderly manner. Additionally, a representative of the Trustees should be contacted immediately and all details should be given to the Bookings Secretary.
2.4 Hirers shall be responsible for ensuring that all licences necessary for the activities to be carried on have been obtained.
3. Use of the Premises
3.1 Hirers will be held responsible for the safety, security and care of the Premises and their contents.
3.2 Hirers shall ensure that any electrical appliances brought on to the Premises shall be safe, in good working order, carrying a PAT tested sticker (where appropriate) and used in a safe manner and that any inflammable, explosive, dangerous or offensive articles are not taken on to the Premises without permission.
3.3 Hirers must report to the Bookings Secretary all accidents involving physical injury and incidents which cause or could cause. injury or damage, as soon as possible and complete an Accident/Incident Report Sheet (kept in the First Aid Box on the kitchen wall)  Any failure of equipment, brought in by Hirers that might affect the Premises or facilities or belonging  to the Trustees, must also be reported as soon as possible." 
3.4 Hirers must ensure that the hours when the Premises may be used as stated in the Hire Agreement are strictly observed and sufficient time must be allowed for clearing up at the end of the event in order that the Premises can be closed and locked at the designated time
3.5 All facilities used must be left safe, secure, clean tidy and ready for the next user (leave the Premises as Hirers would wish to find them) In particular:
(a) Sweep, mop, vacuum clean and wipe all areas that need it
(b) Turn off all lighting and appliance switches and return the heating radiator thermostats to position 2.
(c) Return hall chairs to the store room stacking them 8 high.
(d) Wipe hall tables and return to the store room stacked tidily and compactly
(e) Ensure that all rubbish from the event is taken away from the Premises
(f) Check the security doors and properly secure the Premises including setting the access security system.
(g) Only in emergency or if given permission by the Trustees are Hirers authorised to touch the main electrical, gas, water or sewage controls or settings.
(h) Ensure that animals other than dogs for disabled people are not brought on to the Premises.                                                                 
(i)  Ensure no nails, screws, adhesive tape, blu-tack, or equivalent may be driven into or fixed on to walls, doors, glass, floor, furniture or fittings    
(j) Ensure that noise from the Premises does not cause nuisance to persons in the neighbourhood particularly when persons are leaving the Premises and as far as possible keep doors and windows closed to avoid noise nuisance.
4. Premises Conditions
4.1 Duly authorised officers of Rugby Borough Council, the Fire Authority, Police Authority and the Trustees may carry out random checks that Hirers are complying with the Hire Conditions and relevant statutory provisions
4.2 Alcohol may only be sold at an event by firstly obtaining from the Bookings Secretary an ‘Authority to Sell Alcohol’. By signing the Hire Agreement, Hirers acknowledge having read the ‘Authority to Sell Alcohol’ document and undertake to abide by the conditions contained in it. Where applicable Hirers must display a copy of the Authority to Sell Alcohol in a prominent position at the event.
4.3 Occupancy levels - The Maximum Occupancy levels in the various parts of the Premises and which must not be exceeded are:                                                                                                
Main Hall – for seated dinner/social events – 130 persons.
Main Hall arranged theatre style – 160 persons.                                      
Committee Room – 30 persons
Lounge –40 persons
Annexe Club Room – 40 persons.
5. Indemnity
5.1 It is the responsibility of Hirers to ensure that any body or person employed by the Hirers to supply any equipment (e.g. a bouncy castle) has appropriate and adequate insurance against all claims arising from the use of such equipment.
5.2 The Trustees shall not be liable for loss or damage to any property which may be brought on to the Premises.
5.3 Hirers shall be liable for all damage or breakages caused by Hirers or persons on the Premises with their express or implied consent.
6. Payment of Hire Fees and Cancellation
6.1 Payment shall be made strictly in accordance with the terms given in the Hire Agreement. The right is reserved to request a Bond of up to £500 as a security in the event of any breach of these conditions by Hirers.
6.2. If Hirers cancel a booking the following sums will be payable:
6.2.1 for a Weekend Booking (including one on Friday evening) 50% of the Hire Charge .
6.2.2 for any other booking:
if cancellation is less than 2 months before the event 50% of the Hire
Charge.
if cancellation is more than 2 months but less than 3 months before the
event 30% of the Hire Charge
with a minimum sum of £12.00 in either case.

6.3 The Trustees reserve the right to cancel a hiring in the event of the Premises being required for use as a polling station for a parliamentary or local election or for use in an emergency by medical or other services, in which case Hirers shall be entitled to a refund of any deposit or advance payment already made .
6.4 In the event of the Premises, or any part of them, being rendered unfit for the use for which they have been hired or required for any purposes specified in clause 6.3 the Trustees shall not be liable to Hirers for any resulting loss or damage whatsoever.
7.       General Data Protection Regulation (GDPR)
7.1 The Trustees would like to collect and process Hirers’ information (i.e. personal information from which Hirers could be identified) and make contact with Hirers as hirers of the Premises for the purposes of providing Hirers with notices, news, information and updates about the Trustees and the Premises to enable Hirers to enjoy the hire of the Premises and to be fully informed about matters relating to them.
7.2 As a controller of Hirers’ information, the Trustees will need to show that they have explicit consent from Hirers in order to be able to continue to communicate with Hirers. By signing the Hire Agreement Hirers will indicate consent to this. The Trustees will not share Hirers’ information with anyone else except, where necessary in connection with the use of the Premises or where specifically authorised by Hirers in connection with their activities and the Trustees will only keep the information for so long as is reasonably necessary after the hire ceases.
7.3 The GDPR gives Hirers the right to access, rectify or restrict the processing of their information and they may withdraw consent at any time.  To exercise any of these rights Hirers should email the Trustees’ Secretary, currently at j.chard@ntlworld.com or write to him at “Springfields” Rocheberie Way Rugby CV22 6EG or at such other addresses as shall be notified.

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site by www.brushwork.co.uk Last modified on 2nd February 2016 Registered Charity number 519906