Terms and Conditions

 

It is the responsibility of the Hirer to ensure that the following terms and conditions and the Premises Licence are understood and adhered to.

Information for Hirers

  1. The Hall has a valid Premises Licence (on display on the Hall notice board) allowing the performance of Plays, Films, Live Music, Recorded Music, Dances, provision for Dancing and allowing for serving Late Night Refreshments.

  2. To obtain a licence for the sale of alcohol, the Hirer must a apply for a TEMPORARY EVENT NOTICE (TEN), from Wealden District Council.

  3. If the power trips, the control box is above the front door and a master switch can be found in the large grey box located in the foyer cupboards.

  4. The First Aid Kit is stored in the foyer cupboards.

  5. Cleaning materials may be found in the cleaning cupboard adjacent to the disabled WC. The key to this cupboard is stored in a key safe below the foyer cupboards.

  6. The heating controller is located in the foyer cupboards. This should be set to AUTO, which will automatically provide heating 7am-6pm Monday-Friday. Outside of these times, additional heating can be provided by pressing the EXTRA HOUR button repeatedly to receive hourly increments up to 3 hours of heating.

  7. The thermostat in the main hall should be set to at least 16C and returned to this temperature before you leave the building.

 

Making a Booking, Cancellation and Payment.  

 

  1. Bookings may only be made by persons over the age of 21 years.

  2. Hirers/would-be Hirers may, and should, check the calendar on the Hadlow Down Village Hall website http://www.hadlowdownvillagehall.org to establish when the Hall is available and to ensure that their bookings are correctly represented.

  3. Bookings and/or cancellations shall be made via the Bookings Secretary at villagehallsecretaryhadlowdown@gmail.com or using the Bookings page.

  4. To secure a booking, for a one-off party or event, the Booking Request Form shall be completed and submitted, together with a £35 deposit, to the Bookings Secretary. The balance of the hire charge plus a £100 deposit against damage shall be paid 21 days before the event.

  5. Cancellation by the Hirer less than 14 days before the event shall lead to forfeiture of the full hire fee.

  6. For regular/block booking hirers, payment shall be paid within 7 days of receipt of invoice which shall be raised one month in advance. Single date cancellations made less than 48 hours before a booked date shall be charged the full fee, unless there is a genuine emergency. 4 weeks notice of cancellation of all block bookings shall be given otherwise a full months fee shall be forfeit.

  7. Children's parties (under teenage) are expected to be during daytime sessions and shall be charged accordingly. Event organisers are required to be responsible for proper clear and clean-up of the hall afterwards and to include time for this in their booking. A £35, returnable deposit will be asked towards possible breakages or clear/clean-up costs should the requirements on Hirers not be fulfilled adequately.

  8. The Hall Trustees reserve the right to change these Terms & Conditions.

  9. Responsibilities of the Hirer: The Hirer shall be responsible for any damage or loss to the Hall during the hire period and for the Hall being left in a reasonably clean condition.

  10. If the Hall is left in an unsatisfactory state, or if there is loss or damage, the Hirer shall be liable and will be invoiced for the costs. If a deposit was taken, this shall be forfeit. Should the deposit not cover the total cost required, the Hirer shall be liable for the additional costs.

  11. The Hirer shall nominate a competent person to take charge in case of Fire.

  12. That person shall ensure that all persons in the Hall can escape unimpeded through the Fire Exits and assemble in the nominated assembly area outside the Committee Room where there is a green sign.

  13. Improper operation of the extinguishers shall result in the automatic liability of the Hirer to reinstate any damage to the Hall.

  14. Fire doors shall remain unobstructed at all times.

  15. Hirers shall appoint a responsible person to control car parking which is permitted around the perimeter of the Hall.

  16. Please use the parking cones in the lobby and ‘No Parking’ signs (stored in the cleaning cupboard). Make full use of the rear of the Hall by double-parking if your party is leaving at one time. Or, use the rear for the organisers of the event who will be last to leave.

  17. Parking is permitted in the adjacent lanes, but not on both sides of the lanes, as emergency vehicles cannot pass. Please use the ‘No Parking’ signs. Please be aware that cars must not block access to Rose Cottage and Springwell Cottages on Hall Lane.

  18. Electrical equipment brought onto the Hall premises by the Hirer, or on behalf of the Hirer (i.e., Music Players, Disco Equipment etc.) must be PAT Certified.

  19. The ignition of Fireworks in the Hall or grounds or bringing them onto the Hall site is expressly forbidden. Naked candles (except for birthday cakes) are prohibited.

  20. Drawing pins and adhesive tape must not be used on the walls or paintwork. Blue-tack may be used on the gloss paint only. The ceiling is not to have anything attached to it.

  21. Children are not permitted on the stage area and the kitchen. If hirers wish to use the stage they should ask the Booking Secretary who shall make checks and confirm whether this is possible on the selected date.

  22. Hirers shall be responsible for notifying the Management Committee of any accidents, breakages, issues concerning the running of the Hall. A Log is kept on the Lobby noticeboard.

  23. Hirers shall ensure the 'Departure Checklist' is fulfilled as appropriate to their use of the premises.

  24. Finally, Hirers are asked, to respect those who live in proximity to the Hall and be as quiet as possible when leaving, especially if it is late at night.

Departure Checklist

Kitchen if used

  1. The kitchen including the appliances, cutlery and crockery are left clean and tidy, and returned to original position.

  2. The oven is wiped clean, inside and outside.

  3. Landfill and re-cycling rubbish is placed in the wheelie bins outside. Any over-flow taken away. Black bin bags are not permitted in the re-cycling bin.

  4. Floors to all areas are tidied and swept, if necessary mopped and/or vacuumed.

  5. Kitchen water heater under the sink and water heater on the work top are switched off.

  6. The cooker is switched off.

  7. The fridge is off and the door left ajar.

  8. The serving hatch is closed.

  9. The kitchen door is locked.

Hall and lavatories

 

  1. When leaving the Hall, Users must ensure that:

  2. Lavatories and sinks are clean and tidy. Overflowing waste bins emptied.

  3. Tables and chairs are wiped over, returned to the Committee Room and stacked correctly into the trolley. The remaining arm-chairs are  stacked 5 high along the side of the hall.

  4. Equipment used is returned to its proper storage place.

  5. Blue-tack is removed.

  6. The hall floor is swept clean of any debris and washed clean of any mud or spillages.

  7. All fire exits and windows are closed.

  8. All the roller blinds are down and curtains drawn closed.

  9. The thermostat in the main hall is set to 16oC. 

  10. Lights are off, including the Committee Room and the Lavatories.

  11. All the switches to the right of the front door are off. 

  12. At night press the large circular button, this will provide lighting outside for 7 minutes.

  13. Lock the front doors, ensuring both left and right are locked.

  14. Keys must be returned to the Key Holder/ Key Safe immediately after the event finishes.