Terms & Conditions

PLEASE NOTE
Please ensure you read and agree terms and conditions when making your booking
The hall will be charged from the time of access till the time of departure ​and not just the time of your event
so please allow time to set up and clear your event.

Honington and Sapiston Village Hall
TERMS AND CONDITIONS FOR HIRERS

 
INTRODUCTION
 
These terms and conditions apply to all groups and individuals hiring the main hall, committee room or a combination of hall spaces. Signing the booking form is an agreement to conform to the full conditions shown here. The agreement is between the Hirer and Honington Village Hall Committee, (HSVHC). HSVHC agrees to permit the Hirer to use the premises for the purpose and period described in the signal booking form. For most booking the HSVHC is represented by the Bookings’ Clerk.
 
These standard conditions apply to the hiring of HSVH and should be strictly adhered to with any clarification of these terms to be sought from the Bookings’ Clerk.
 
Any variations must have written agreement from the HSVHC The Village Hall has the following licenses, (details on the website)
 
          Entertainment
          Alcohol
          Performing Rights Society 
 
All Hirers will adhere to the terms of these licences.
 
1. GENERAL
 

• The Hall must be used in a responsible and appropriate way. In particular the hall must not be used for any unlawful way or in a manner likely to bring the hall into disrepute;
• Use of the Hall shall not exceed the numbers shown below :

                                     Main Hall – 180 sitting tables
                                    Committee Room
 

• All Hires must be over the age of 18 years;
• The named Hirer, (or an agreed representative), should be on the premises during the hiring period;
• The Hirer shall not use the premises for any other purpose than identified in the hiring agreement and shall not undertake any activity which would contravene the Hall’s insurance policy;
• Smoking on the premises is unlawful and not permitted;
• Animals, other than guide dogs, are not permitted on the premises;
• The Hall will be locked and unlocked by the Booking Clerk and Hirer’s will fully comply with the
• agreed times;
• Activities must not be in contravention of laws relating to gaming, betting and lotteries;
• Special access arrangements can be made for disabled users;
• Any selling of goods shall comply with Fair Trading Laws. In particular total prices must be prominently displayed together with the organisation’s name and address and any discounts are only based on Manufacturers Recommended Retail Prices.

 
2. BOOKINGS
 

• Bookings can be made for Hall use between 8 am and 11 pm;
• Bookings are deemed to be provisional until a deposit is paid when they become confirmed. If a booking is cancelled the deposit may be repaid;
• All bookings must be paid for at least 7 days before the event. Regular groups will be invoiced on a quarterly basis in arrears with payment due within 21 days;
• Booking fees are shown on the website or are available from the Secretary and Bookings Clerk. They are subject to review at the HSVHC AGM usually held in September;
• A returnable deposit of £50 must be paid on individual bookings or for new groups where there is no supporting organisation. This will be returned in full providing there is no damage to the premises or contents and no additional cleaning is needed;
• For private parties involving the consumption of alcohol an additional bond of £100 may be requested which will be refunded within 2 weeks of the event providing there is no damage;
• Should you cancel your booking up to 6 months before due date a full refund is payable if cancelled any time after the 6 months a 50% refund will be payable.
• Any fees paid will be refunded in the unlikely event of HSVHC having to cancel the booking. This could be due to use of the premises as a polling station, the premises being unfit for use, accidental double booking or if HSVHC consider it likely that the premises will be used inappropriately;
• Members of HSVHC may visit the Hall at any time including during hiring;
• Hirers must leave the hall clean and tidy and in a fit state for other users.

 
3. CARE OF PREMISES, EQUIPMENT AND FITTINGS
 

• HSVHC ensure that all equipment, especially electrical, is maintained in a safe manner and appropriately tested. Any defects should be notified to the HSVH Secretary;
• The Hirer shall ensure that any equipment brought into the Hall is in good working order, correctly tested and used in a safe and responsible manner;
• The Hirer is responsible for taking care of the premises, equipment, fixtures and fittings, ensuring that their proper supervision to avoid damage or improper use. Spillages should be immediately wiped up to prevent stains and chewing gum is not permitted;
• Any messy activities, such as those for children or arts and crafts, should use comprehensive, waterproof covers for tables, chairs and floors;
• The Hirer shall make good or pay for any damage, including accidental damage, to the premises, fixtures, fittings or contents;
• Furniture or equipment must not be removed from the Hall;
• Please report any breakages, issues with the premises or failure of equipment belonging to HSVH to the Booking’s Clerk as soon as possible;
• The Hirer shall not carry out or permit fly posting or any kind of unauthorised advertising for any event taking place on the premises. Failure to observe this may result in local Authority prosecution. Press advertising should be agreed by HSVHC;
• It is not permitted to attach any decorations, posters or other materials to the walls or woodwork. Hanging hooks are provided in the main hall;
• Regular groups who store equipment on the premises must ensure that it is covered by insurance.

 
4. ENVIRONMENTAL CONSIDERATIONS
 

• The Hirer will have consideration for the Hall’s neighbours, especially avoiding excessive noise when entering or leaving the Hall;
• The Hirer is responsible for ensuring that violent or criminal behaviour is avoided;
• Drunk and disorderly behaviour is not permitted on the premises or in its immediate vicinity. Alcohol must not be served to any person suspected of being drunk, under the influence of drugs or who is behaving a violently or disorderly way. Such individuals should be asked to leave the premises;
• Live, unamplified music can be played outside the Hall. Amplified music must be played inside the building and windows and doors must be kept closed during playing;
• All waste should be placed in bins with glass placed in the appropriate bottle bank.

 
5. FIRE REGULATIONS
 

• The fire brigade shall be called to any outbreak of fire however small and the HSVHC Secretary should be informed as soon as possible;
• Flammable substances should not be brought into or used in any part of the premises;
• The Hirer will ensure that no unauthorised heating appliances shall be used on the premises. Portable LPG heating or cooking appliances may not be used anywhere on the premises;
• Fire and other exits must not be obstructed at any time.

 
6. FOOD PREPARATION AND STORAGE
 

• All food prepared, handled and served for human consumption must be treated in accordance with the current food hygiene legislation, further details of which may be obtained from St Edmundsbury Council or  www.stedmundsbury.gov.uk ;
• Only the cooking facilities supplied may be used on the premises, and additional equipment must be agreed in advance with the Bookings’ Clerk;
• All relevant food hygiene legislation and regulations must be observed, especially all diary, vegetables, meat and fish products must be stored in compliance with food temperature regulations. The premises is supplied with refrigerators and a thermometer.

 
7. ALCOHOL
 

• In the event of the Hirer requiring provision to sell or supply alcohol the Hirer must adhere to HSVHC’s Alcohol Policy;
• Where a licensable event is to be held for which the premises, or relevant part of the premises, is not licenced the hirer shall be responsible for obtaining the necessary authorisation. Such events require a Temporary Events Notice, (TEN), from St Edmundsbury licencing authority. HSVHC must be applied to for written consent before a TEN is issued and the Hirer will need to provide a copy of the TEN for the bookings’ Clerk. Failure to obtain and/or provide the TEN will result in the hiring being cancelled without compensation;

 
8. MUSIC
 

• HSVHC has a licence with the Performing Rights Society for the performance of copyright music;
• Amplified music should be played inside the Hall with doors and windows closed. Unamplified musician be played outside with consideration to neighbours.

 
9. ACCIDENTS AND INJURIES
 

• First aid boxes can be found in the kitchen and in the cleaner’s cupboard;
• The Hirer must report all accidents involving injury to a member of HSVHC as soon as possible and complete the hall’s accident book. HSVHC will advise if it is necessary to complete a local authority form.

 
10. SAFEGUARDING
 

• All activities undertaken must comply with HSVH’s safeguarding policy;
• HSVHC may ask for evidence of Hirers’ qualifications, vetting and disclosure documentation and insurance where relevant;
• All Hirers working with children, young people and vulnerable adults must comply with the  Disclosure and Barring legislation 2012 www.homeoffice.gov.uk/disclosur-and-barring-leaflet

 
HSVHC reserve the right to refuse or change a booking within reason. Failure to comply with the terms and conditions may result in the forfeit of all or part of the deposit and in a refusal of future bookings. Any complaints should be made in writing to one of the Trustees. Decisions of HSVHC are final and binding on all matters pertaining to Hall use.
 
Chairman
Len Newman
01359 269719 
Fairfield, 1 Coney Weston Road, Sapiston. IP311RX
[email protected] 
 
Treasurer 
David Plampin
01359 269163
Brooklyn House, Mill Road, Honington IP31 1SB
[email protected] 
 
Secretary
Linda Howe
01359 269142
Harlequin Cottage, Church Road, Honington IP31 1RG
[email protected]