Conditions of hire

CONDITIONS OF HIRE OF AUSTWICK PARISH HALL

Registered Charity Number :- 523477

We hope this information will help to clarify responsibilities and make your use of the Hall enjoyable. Please contact the Booking Secretary for clarification of any points.

1) AVAILABLE TO HIRE There are two options regarding parts of the hall that can be hired. Either: 

a) Small hall only, or
b) Whole hall including large hall, small hall and the garden.

All hirers have the use of the kitchen for making hot drinks and cold snacks. Any further cooking requirements should be discussed with the Booking Secretary, and are chargeable. Hirers should contact the caretaker to discuss the seating and table arrangements at least 5 days before the event.

The Booking secretary can advise on the cooking equipment, cutlery and crockery etc. in the kitchen.
There are 25 large banqueting tables comfortably seating 6 and 16 small tables seating 4. Tablecloths for the large tables can be hired at an additional charge.

There is an induction loop for hearing aid users in both halls, although only one should be used at a time as sound will be picked up from both halls.
In the large hall, audio visual facilities are available including a ceiling mounted projector and speakers, microphones, Bluetooth and facility for connecting a laptop or DVD/Blu-ray player to the system.
Also in the large hall, there is a large screen, and for use with a projector in either hall there is a smaller screen available.

2) PAYMENT AND BOND 

a) The hirer shall pay for the hire of the hall and its facilities, in advance. Payment will be requested by invoice and should be made 14 days prior to the event.
b) Charges will include a £100 bond against excess cleaning or damage. This is refundable once the event has ended and the Caretaker has agreed that there is no further requirement for the bond.

3) THE HIRER IS RESPONSIBLE FOR THE SAFETY OF THE PEOPLE IN THEIR GROUP.

4) FOR HEALTH & SAFETY AND FIRE REGULATIONS 

a) The hirer will ensure for fire prevention - 

i) No naked flames, including candles.
ii) No fireworks anywhere within the curtilage of Austwick Parish Hall - neither inside or outside.
iii) No smoking or vaping in the hall or the back garden.
iv) No flammable materials are to be left laying around. Refuse should be placed in the bins provided.
v) No portable heaters are to be used.
vi) Any electrical equipment bought into the hall by the hirer shall be in good working order.
vii) When cooking, nothing is to be left unattended that may catch fire.

b) The hirer will ensure for Health and Safety - 

i) Restrict the number of guests to 180 in the main hall and 45 in the small hall.
ii) Floor areas are kept clean, clear and dry so as to avoid trip hazards.
iii) All approaches to, and ways from, exit doors, are free from obstruction.
iv) All guests are made aware of the fire exits.
v) No dogs inside the hall except for assistance dogs.
vi) Any accidents are recorded in the Accident Book and any faulty hall equipment or fittings recorded in the Faults/Issues Book, both of which are located in the kitchen, and also reported to the Booking Secretary.

c) Austwick Parish Hall Council will ensure that the hirer is shown - 

i) Location of fire extinguishers and fire blanket
ii) Location of fire exits.
iii) Location of First Aid box
iv) Location of the Accident Book and the Faults/Issues Book
v) Instructions for kitchen equipment including water boiler, dishwasher, cooker, plate-warmer and microwave.
vi) Location of rubbish and recycling bins
vii) Instructions for audio visual equipment and microphones.

5) CONSIDERATION FOR LOCAL RESIDENTS 

a) Ensure that there is no nuisance to local residents.
b) All functions must end by 23.45 (11.45pm) Monday to Saturday, and 22.00 (10.00pm) on a Sunday.
c) So as not to disturb local residents, music and soundtracks should not be played in the garden at any time, nor in the hall after 10:30 pm unless all doors and windows are closed.
d) Ensure proper supervision of car parking arrangements, so as to avoid obstruction of the highway.

6) SPECIAL LICENCES AND PERMISSIONS 

a) The hirer is responsible for obtaining a Temporary Event Notice if alcohol is to be sold at the event.
b) If a film, or any television programme, is to be shown at the event, the appropriate licence must be obtained and is the responsibility of the hirer.
c) If recorded music is to be played, or dramas enacted, in a public performance any appropriate licences must be obtained and is the responsibility of the hirer.

7) SAFEGUARDING 

If you are organising an event that is primarily for children or vulnerable adults, then please contact the Booking Secretary for further requirements relating to risk assessments and safeguarding policies. In organising any event making appropriate arrangements for safeguarding children and vulnerable adults is the responsibility of the hirer. All hirers must read the hall's safeguarding policy

8) OTHER RESPONSIBILITIES OF THE HIRER 

a) The hirer is responsible for the supervision and care of the premises, the fabric and contents, to avoid damage, however slight, including protecting the floor under a bar area and to avoid loss.
b) The hirer is responsible for the behaviour of all persons using the premises, whatever their capacity.
c) The hirer shall not sublet the premises.
d) They should not use the premises for any unlawful purpose or in any unlawful way, Nor do anything, or bring anything onto the premises, which will endanger the premises or any insurance policies in respect thereof.
e) Any accidents should be recorded in the Accident Book and any faulty hall equipment or fittings recorded in the Faults/Issues Book, both of which are located in the kitchen, and also reported to the Booking Secretary.
f) The hirer is responsible for any articles and clothing placed in Austwick Parish Hall. The Parish Hall Council cannot accept responsibility at any time for articles and clothing left in the building or curtilage.
g) The hirer is to carry out all actions in the Leaving Checklist, at Appendix I, before leaving the hall after the hire.

9) COMPLAINTS PROCEDURE 

a) It is in everyone's interest that concerns and complaints are resolved as soon as possible.
b) Any concerns or complaints should be referred to the Chair or Booking Secretary in the first instance, who will either investigate the matter themselves or appoint another Trustee to investigate.
c) If a matter cannot be resolved informally then it will be considered by a small committee of three Trustees.

10) GENERAL DATA PROTECTION REGULATION 

a) Personal data collected via the booking form and booking process will be held securely and not shared with third parties.
b) Booking form details will be kept for one year after the event, unless there are ongoing issues relating to that event.
c) Invoice details are kept for 6 years as required by law.

11) THE HIRER SHALL INDEMNIFY THE PARISH HALL COUNCIL - 

a) For the cost of any repair of any damage done to any part of the property, including the external facilities, surrounding paths, garden and external buildings and also any replacement, or any loss or damage to the furniture, equipment and fittings.
b) Against any claims from a third party regarding the hirer's use of the hall.
c) Against any claims arising from any loss or damage to articles and clothing placed in the hall during the period of hire.
d) Against any claims or proceedings in respect of copyright fees, damages or fines arising out of their use of the premises.

12) CANCELLATION 

a) By hirer: If the hirer wishes to cancel the booking before the date of the event, and Austwick Parish Hall Council is unable to conclude a replacement booking, whether the hire fee is refunded shall be at the discretion of the Booking Secretary. Repayment will normally be made if cancellation is made two weeks or more before the event date.
b) By Austwick Parish Hall Council: Austwick Parish Hall Council reserves the right to cancel a hiring, if necessary at short notice, in the event of the hall being required for use as a polling station for a parliamentary or local government election or by-election, or for unforeseen circumstances (e.g. hall, or any part thereof, being rendered unfit for the use for which it has been hired). In such cases the hirer shall be entitled to a refund of all payments made but Austwick Parish Hall Council will not be liable to the hirer for any resulting loss or damage in the event of the cancellation.

13) PARISH HALL DOCUMENTS TO BE READ BY THE HIRER

a) Austwick Parish Hall Risk Assessment
b) Austwick Parish Hall Health & Safety General Statement of Policy
c) Austwick Parish Hall Safeguarding Policy

14) THE PARISH HALL COUNCIL RESERVES THE RIGHT - 

a) of free admission for one or two officers of the Council to any function, for any period,
b) to refuse any application for hire of the hall for any reason it may consider sufficient,
c) to pass on any costs or charges incurred as a result of the hirer leaving the premises in an untidy or damaged condition.

15) OTHER USEFUL INFORMATION 

a) In the highly unlikely event of the village hall not being open for your function, please contact:
i) The caretaker - Ernie Armstrong 07392 776431 or
ii) Booking Secretary - David Sexton 07968 797203
b) Free access to the internet is usually available. The passcode is on the main notice board in the small hall.
c) There is a defibrillator on the front of the hall on the outside wall.
d) The nearest Accident & Emergency Department is at Airedale Hospital, BD20 6TD.

APPENDIX I: LEAVING CHECKLIST - RESPONSIBILITIES OF THE HIRER 

1) No flammable materials are to be left laying around.
2) Refuse should be placed in the bins provided but if there is a large amount of refuse, e.g., a lot of bottles which will not readily fit in the recycling bin, please take away.
a. General Waste - in kitchen bin during the event and after the event please place in the green bin at the rear of the hall.
b. Recycling (paper, card, tin, glass and plastics 1-5) in the blue wheelie bin at the front of the hall.
c. Food Waste - bag and place in the green bin at the rear of the hall.
3) Hot water boiler - turned off at the wall
4) Kettle turned off
5) Plate-warmer - turned off
6) Microwave - turned off
7) Audio Visual system turned off
8) Dishwasher - follow instructions on window ledge
9) Cooker - follow the instruction sheet provided. Leave with all controls switched off (Do not turn off at the wall)
10) Table cloths and tea towels should not be left near electrical equipment. Please fold tablecloths and leave on a table. Used tea towels should be left in the receptacle in the kitchen.
11) Leave chairs and furniture as found or as agreed with the Caretaker.
12) Remove all items that you and your group have brought into the hall including clothing, unsold items-for-sale and bar equipment
13) If the heating has been on during the hire period please set the thermostats in the large and small halls to 17 degrees before you leave.
14) Leave the premises and surrounds in a clean and tidy condition.
15) Close all doors and windows.
16) Please turn off the lights.
17) Lock up and secure the premises as instructed by the Caretaker or Booking Secretary.