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The documents 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 these documents should be referred to the Bookings Secretary.


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 – 30 persons
• Annexe Club Room – 35 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

Amended May 2018
Dunchurch sportsfield and village hall
            (Registered Charity number 519906)          (abbreviated DSVH)
Conditions of Hire
1              Introduction
The HIRER means the person whose name and signature appear on the Hire Agreement. The Premises means the Village Hall the Village Hall Annexe the car parking areas and the field and all other buildings erected on the field. The HIRER should be aware that a ‘Hall Information’ aide-memoire, which is to be found on the notice board in the Hall Foyer, provides information about the Hall facilities and their usage. Supplementary notices are positioned around the buildings providing additional instructions and advice on use and operation of the facilities. Please contact the Bookings Secretary if clarification is required. In the event of an emergency occurring, the names and telephone numbers of the Trustees who can be contacted are provided on the main notice board in the Hall Foyer.
2              Safety & Security
For everyone’s safety and security, HIRERS should fully familiarise themselves with the ‘Fire Action’ procedures from the information displayed in the Foyer. The emergency, external and internal fire doors must be kept shut during an event unless otherwise necessitated by an emergency. Upon departure, all windows, doors and shutters must be made secure and the access security system set by the HIRER, unless directed otherwise
3              Supervision
During the period of hiring, the HIRER will be responsible for supervision of the Premises, the fabric and the contents of the building(s), their care, safety from damage however slight, 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. As directed by the Bookings Secretary, the HIRER shall make good or pay for all damage caused (including accidental damage) to the Premises, to the fixtures, to fittings or contents and for any loss of contents.
4              Use of Premises
The HIRER will be responsible for ensuring that all conditions for use of the premises (including the enforcement of the “no smoking policy") are adhered to. The HIRER shall not use the premises for any purpose other than that described in the Hire Agreement and shall not sub-hire or use the premises, or allow the premises to be used, in any unlawful way, nor do anything or bring into the premises anything which may endanger them or render invalid any insurance policies in respect of the premises, nor allow the consumption of alcohol on the premises unlawfully.
The HIRER shall comply with all conditions relating to the Premises stipulated by the fire authority, local authority or otherwise, particularly in connection with any event which includes public dancing or music, or other similar public entertainment or stage plays.
Of particular note, the HIRER shall ensure that there is no excessive noise during an event and that noise is kept to a minimum on arrival and departure to comply with the Premises Licence.
The HIRER shall ensure that no animals except guide dogs are brought into the premises.
Of particular note, the HIRER should ensure that on or before the time specified for the end of the period of hiring, the Premises are left in a clean and tidy condition. All items of equipment and furniture temporarily removed from their usual positions must be replaced and/or returned to designated storage area(s). All lights, electricity, gas and water will be turned off. If the HIRER fails to do this or in the event of breakages or losses, additional charges may be levied against the HIRER.
5              Licences and Regulations
The HIRER shall be responsible for obtaining any special licences that may be needed for the event
Any individual employed during the event to carry out security duties shall be properly licensed.
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.
The HIRER shall ensure that any activities involving children and their supervision comply with the relevant legislative provisions and that only fit and proper persons have access to the children.
Alcohol may only be sold at an event by firstly obtaining from the Bookings Secretary an ‘Authority to Sell Alcohol’, duly signed by the Designated Premises Supervisor. By signing the Hire Agreement, the HIRER acknowledges having read the ‘Authority to Sell Alcohol’ document and undertakes to abide by the Conditions contained in it.
6        Indemnity
It is the responsibility of the HIRER to ensure that any company, organisation or individual(s) employed by the HIRER to supply play equipment (eg. bouncy castle) or other entertainment equipment has appropriate and adequate insurance against all claims arising from damage or injury.    
DSVH shall not be liable for loss or damage to any property, which may be brought onto the premises.

7             Cancellation.
For a weekend booking, any deposit paid is non-refundable. Following a cancellation of a weekend event, should another Hirer subsequently book the date(s) and then use the facility, all or part of the deposit will be refunded.
For any other event, if the HIRER elects to cancel the booking a percentage of the hire charge will normally be applied for cancellation.  A sum equivalent to 50% of the hire charge will be payable if the cancellation is less than 2 months before the event and 30% of the hire charge if the cancellation is more than 2 months but less than 3 months before the event, with a minimum charge of £12.

DSVH reserves 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 government election or bye-election or for use in an emergency by medical or other services, in which case the HIRER shall be entitled to a refund of any deposit or advance payment already made.
In the EVENT of the premises, or any part them, being rendered unfit for the use for which they have been hired, DSVH shall not be liable to the HIRER for any resulting loss or damage whatsoever.
8              Health, Hygiene and Safety
The HIRER or his/her representative concerned with any catering shall, if preparing, serving or selling food, observe all relevant food health and hygiene legislation and regulations.
The HIRER shall ensure that any electrical appliances brought into the premises and used there, shall be safe and in good working order and used in a safe manner.
The HIRER must ensure that any inflammable, explosive, dangerous or offensive articles are not taken into the premises without permission.
9              Accidents
The HIRER must report all accidents involving injury to the public to the Bookings Secretary as soon as possible and complete the relevant section in the DSVH’s Accident Book. Any failure of equipment, either that belonging to the DSVH or brought in by the Hirer that might affect the premises or facilities, must also be reported as soon as possible.
The Fire Brigade shall be called to an outbreak of fire and the premises evacuated in an orderly manner. Additionally, a representative of DSVH should be contacted immediately and all details shall be given to the Bookings Secretary.
10           Special Conditions
Of particular note, no nails, screws, adhesive tape, or equivalent may be driven into or fixed onto walls, doors, glass, floor, furniture or fittings without express permission from DSVH and the HIRER must dispose of all bags of rubbish created at an event, not leave them on the premises.
The maximum safe occupancy limits stated in the Premises Licence are, for the Main Hall 300 persons and for the Sports Lounge, Committee Room and the Annexe Room, 60 persons each. DSVH will stipulate the limit for an Event, appropriate to the type of function, within those limits.
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 £200 as a security in the event of any breach of these Conditions by the Hirer.
Events shall start and finish within the times stipulated on the Hire Agreement and the Premises shall be vacated without causing noise nuisance, in accordance with the Terms of the Premises Licence.    Your attention is drawn to Clause 6 of the Conditions relating to play equipment (eg bouncy castles).
11        General Data Protection Regulation (GDPR)

DSVH would like to collect and process the HIRER’s information (i.e. personal information from which the HIRER could be identified) and make contact with the HIRER as a hirer of the Charity’s premises for the purposes of providing the HIRER with notices, news, information and updates about the Charity and its premises to enable the HIRER to enjoy the hire of the premises and to be fully informed about matters relating to them.
As a controller of the HIRER’s information, DSVH will need to show that it has explicit consent from from the HIRER in order to be able to continue to communicate with you.  By signing the Hire Agreement the HIRER will indicate consent to this. DSVH will not share the HIRER’s information with anyone else except, where necessary in connection with the use of the premises or where specifically authorised by the HIRER in connection with the HIRER’s activities and we will only keep the information for so long as is reasonably necessary after the hire ceases. 
The GDPR gives the HIRER the right to access, rectify or restrict the processing of the HIRER’s information and the HIRER may withdraw  consent at any time.  To exercise any of these rights please email the Charity 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