cropped-cropped-logo1_small.png

Terms and Conditions

pdf-icon_80

Booking Terms and Conditions v9

Click above to download Terms and Conditions as a PDF document

KINETON VILLAGE HALL ASSOCIATION - HIRING AGREEMENT (v9)


1  STANDARD CONDITIONS OF HIRE  

For the purposes of these conditions, the term Hirer, shall mean an individual Hirer or where the Hirer is an Organisation, the authorised representative.

  • The Hirer will be responsible for the supervision of the premises, the fabric and contents, their care, safety from damage however slight, or change of any sort, during the period of hiring.
  • The Hirer will also be responsible for the behaviour of all persons using the premises whatever their capacity, including proper supervision of car parking arrangements so as to avoid obstruction of the public highway.
  • The Hirer shall not use the premises for any purpose other than that described in the hiring agreement and shall not sub-hire the premises or allow the premises to be used for any unlawful purpose or in any unlawful way, nor do anything or bring onto the premises anything which may endanger the same or render invalid policies in respect thereof.
  • The Hirer shall be responsible for obtaining any licences needed for music or video within the building (but the premises does have a PRS/PPL licence).
  • The Hirer shall ensure that nothing is done on or in the grounds of the Hall that contravenes the law relating to gaming, betting, and lotteries.
  • The Hirer will if preparing, serving or selling food, observe all relevant food health and hygiene legislation.
  • The Hirer shall ensure that anything brought onto 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 Entertainer that they might introduce into the Hall is properly insured for Public Liability.
  • The Hall’s insurance does not cover the use of Bouncy Castles, either inside or out.
  • The Hirer shall indemnify the committee for the cost of repair of any damage done to any part of the property including the curtilage thereof or the contents of the buildings which may occur during the period of the hiring.
  • The Safety of Children is paramount at all events at which they are included and in particular Children’s Parties and other organised events specifically for children. To this end the Hirer must ensure that exits to the Front of the building and therefore the Car Park are monitored at all times to ensure that Children cannot wander unattended by an adult into this potentially dangerous area. 
  • The Hirer shall ensure that any activities for children under eight years of age comply with the provisions of the Children Act 1989 and any amendments to the Act, and that only fit and proper persons have access to the children.
  • The Committee reserves the right to cancel this hiring in the event of the hall being required for the use as a Polling Station for the Parliamentary or Local Government election or by-election, in which case the Hirer shall be entitled to a refund of any monies paid.
  • Should the Hall or any part thereof be rendered unfit for the use for which it has been hired, the committee shall not be liable to the Hirer for any resulting loss or damage whatsoever.
  • A cancellation charge of 25% of the hiring charge may be made unless the Booking Clerk is given 21 days' notice.

2  SPECIAL CONDITIONS OF HIRE

  • The Hall carries severe noise restrictions. When music is being played or reproduced, all doors and windows must be closed even during hot weather if the noise level contravenes the constraint under which the hall has to operate.  Excessive amplification of music is not allowed as it means that we exceed the noise restrictions under which we are legally bound to operate.  Disco music is therefore not allowed.  Note that there are laws in place that define a maximum acceptable amount of noise during 'night hours' which are between 11pm and 7am. Noise must be kept to a minimum to avoid creating a nuisance, especially when in the car park and moving about by car.
  • The premises are to be closed by midnight and are not licensed for public entertainment on Sundays.
  • Kineton Village Hall Association will not be responsible for the loss or damage to hirers or users property, however caused.
  • No naked lights (e.g. Candles, Bottle Gas) may be used. 
  • Smoking is prohibited in all rooms of the Hall and close to the building. Any person wishing to smoke should do it well away from the building.
  • The Hirer undertakes to leave the Hall in a clean and tidy condition, and to use only those facilities hired. Use of the Kitchen, Crockery, Glasses, Cutlery, tables, and chairs are included in the Hire Charge.
  • Tables to be put away if used and chairs to be stacked at designated points.
  • Hirers must remove all their own property and excess rubbish after each function.There are bins outside
  • KVHA user groups and block bookings will be billed monthly.  Other hirers will be required to pay the full amount at the time of booking.
  • The Kineton Village Hall Association reserves the right to refuse any booking at its sole discretion. 
  • Children are not allowed on the Stage unless participating in an organised show. 
  • If the Hirer cannot be present at all times during the function then another person (over the age of 21) who can be present at all times is to be nominated as the person in charge of the function and that person must be known as the ‘person in charge’ to all assistants.
  • The Hirer / Nominated person must ensure that good order and conduct is maintained and that someone is nominated for Safety arrangements.
  • The Hirer (Responsible Person) must ensure the following measures are taken:
    a) The Maximum number of people permitted in the Hall(200) is NOT exceeded at any time during the hire period.
    b) For seated audiences up to 100 there must be two nominated attendants - over 100 there must be three attendants. These attendants must be fully aware of the equipment to use and the actions to take in the event of a Fire. During the performances, attendants are to have no other duties. An attendant should be on door duty at all times if the front door is left unlocked.
    c) All entrance doors, exit doors and passageways must be kept clear of any obstructions during the whole hire period.
    d) Attention should be drawn to the Location of Fire Exits, Break Glass Alarm Points, and Fire Fighting Equipment.
    e) No waste or combustible materials are allowed within30cm of any Storage Heaters during the whole Hire period.
    f) Wiring of all portable equipment such as loudspeakers, lighting, etc must be clear of all gangways and if on the floor must be taped down so as not to cause a trip hazard.
    g) The Backstage Store Area and Stage are strictly out of bounds to all other than those involved in a production using the stage.


3 ALCOHOL

The government require a licence to cover the sale or supply of alcohol that involves a fee. By selling, asking for a donation, exchanging alcohol for a ticket or voucher, or charging an entry fee for an event, it counts as a sale.

The hall has a premises licence to cover the sale or supply of alcohol, thereby negating the need for hirers to obtain a ‘Temporary Event Notice’ (TEN) from the Licensing Authority of Stratford-on-Avon District Council. To cover the annual cost of this licence there is an additional charge applied when a booking is made where it is not provided completely free of charge – this additional charge is significantly less than the cost of a TEN.

The Booking Clerk must be notified at the time of booking if Alcohol is to be ‘sold’ at an event.


4 HEATING

Heating via storage heaters is provided and included in the hiring charges. Additional electric heating via bar radiators is available in the Large Hall and Small Hall paid for by Pay Meters.  Coins are required for the Small Hall and Cards for the Large Hall. The pay meters are in the cupboard near the entrance to the kitchen.


5 FIRE SAFETY AT KINETON VILLAGE HALL

The Hall holds a  ’Premises Licence’ under the Licencing Act 2003, an act administered by the Stratford District Council.  Within the requirements of that Act the hall also meets the fire safety requirements of the Warwickshire County Council in their capacity as a Fire Authority.


5.1 Emergency Exits

Consult the map provided on the web site for location of the emergency exits.  Emergency exits should be used to exit the building – typically this will be to the rear of the building, and people should make their way around the side of the building and through the gates.  Unfasten the gates using the bolt near the top of the gate. 
 

5.2 Fire Extinguishers

Consult the map provided on the web site for location of the fire extinguishers.

5.3 Fire Alarm Buttons

Consult the map provided on the web site for location of the fire alarm buttons - they are usually by the fire exits.

5.4 Emergency Lighting

In the event of the failure of the mains electricity supply, emergency lights will come on in the small and large halls, the library, and in the passage off the foyer. All Exit signs will also illuminate along with external wall lights to the rear of the building. The emergency lights will remain on for 34 hours and will automatically extinguish on the restoration of the mains electricity.


5.5 Action to be taken in the event of the outbreak of Fire or on hearing the fire alarm bells



Fire Evacuation Procedure

Address:

Kineton Village Hall, 

Mill Street, Kineton CV35 0LB

What3words location : ///cool.boost.contrived

On Discovering a Fire

● Warn others by shouting ‘Fire’  

● Go to one of the fire exits and trigger the nearest 'Break Glass' alarm point

● Everyone should leave the building (see the web site for a map of evacuation routes) and assemble on the pavement area of Battle Court (road next to the village hall).  The use of Battle Court is to keep the building and car park clear for the Fire Services.  Care is needed to ensure people are not on the road, since it may have vehicular traffic. If you have to exit the hall via the back, there are gates either side of the hall – these will have bolts near the top of the gate which need to be slid open.

● People should not deviate to collect baggage or clothing and should not be allowed to re-enter the building until permission is given.

● Once outside, someone should call the Fire Brigade by dialling 999 and ask to be connected to the Fire Service. Give the Fire Service the address of the Village Hall (see above) and if time permits explain the nature of the fire.  

● If you have a list of who was in your class/group then check everyone is out of the building. If you are missing anyone and you think they are still in the building, then if there is no risk, two people should enter and quickly search the building. If you encounter smoke or fire, then leave the building immediately.

● If possible, and only if there is no risk to yourself, attempt to extinguish the fire using the appropriate fire extinguisher remembering to direct the stream from the extinguisher to the BASE of the fire.


On Hearing the Smoke Alarm sound

● In the event of the Smoke Alarms going off (all will go off at the same time), don’t panic.  If there is an obvious fire, then follow the procedure(s) above.  If there is no obvious fire, check the building for any signs of smoke. If found, and at no risk to yourself, attempt to extinguish the source of the smoke using the appropriate fire extinguisher remembering to direct the stream from the extinguisher to the BASE of the smoke/fire.  You can silence the alarm by pressing the ‘test’ button on the side of the alarm. If there is still a smoke alarm going off, locate and silence that one similarly - that will be the one that was triggered initially. 


Re-entering the building

● If you have called the fire service, then only re-enter the building if allowed to do so by a Fire Officer. 

Extinguisher types

CO2 Fires

Powder Suitable to fight burning solids such as wood as well as liquid fires such as burning petrol. 


Fire Equipment in the Building

3 Fire equipment and first aid 2024-09-21

Fire Evacuation routes

4 Fire routes 2024-09-21