CONDITIONS OF HIRE

GENERAL CONDITIONS

We expect people to act responsibly when using the Village Hall. Read these Condition of Hire and the Blue Folder in the Kitchen. 

Address:  Aldbrough St. John Village Hall,, Aldbrough, Richmond, DL11 7ST

Accidents and Dangerous Occurrences:  The hirer must report all accidents involving injury to any person to a Hall trustee or the Bookings Secretary as soon as possible and record the details in the Hall's accident book (kept near the First Aid box in the kitchen). 

Capacity:  The Hall use is restricted to 96 seated people for presentations and 110 standing. The Responsible person is ensure that these numbers are not exceeded and moveable seats have gangway widths of at least 1.06m and seat widths of at least 305 mm.  

Car parking:  There is ample hard standing for up to 12 cars. If more is required please park carefully on the grass.

Fire:  In case of fire, evacuate the Hall immediately and call the Emergency Services. Fire extinguishers are provided in the Hall. Do not take any risks with personal safety in case of fire. It is your responsibility to ensure that everyone knows how to evacuate the Hall in an emergency.  The Responsible Person is required to check that the building is fully evacuated to the assembly point (village green) or a safe distance and to meet and brief the Fire & Rescue Service. No smoke generators, foam machines, lasers, or fireworks are allowed in the Hall.  The fire exits must be kept clear.  Self closing doors must not be propped open.

 

Health and safety:  Although the trustees of the Hall take all reasonable steps to ensure that the Hall is safe and clean for users, it is the primary responsibility of those booking the Hall to ensure the health and safety of users. The Hall trustees are insured against any claims arising out of their own negligence, but the Trustees otherwise accept no responsibility for accidents to hirers or their guests, agents or employees and hirers should consider carefully taking out their own public liability insurance in case of any claims against them arising as a result of the hire. Please read and observe the various safety notices in the Hall. Emergency exits should not be obstructed at any time. Please also remember to ensure that emergency vehicles can reach the Hall. If you are proposing to bring into the Hall any electrical appliance, it is your responsibility to ensure that it is safe and in good working order and used in a safe manner. Any trailing electrical leads across public spaces must have covers and no multi-adaptors should be plugged into sockets.

Heating:  Detailed information can be found in Blue Folder in the Kitchen. The main Hall is heated by wall mounted electrical heaters; please ensure that these heaters are switched off at the conclusion of any event at the electrical supply point.

Indemnity and insurance:  See Village Hall Website ‘Aldbrough Village Hall’ page and paragraph ‘insurance’ for detail.

Keys:  The keys to the Hall are available through the Bookings Secretary, with whom arrangements for their collection and return should be made. A charge may be made for lost keys. 

Kitchen:  The Blue Information Folder is in the Kitchen, hirers and the responsible person must read the folders before using any appliance.

Litter/Rubbish: Remove all your rubbish at the conclusion of any event; there is no scheduled collection for these premises.  Do not store combustible material or rubbish in the entrance corridor.

Noise: Noise should be kept at a reasonable level.  When leaving the Hall after your event, avoid unnecessary noise and disturbance to the residents of Aldbrough St. John, especially at night. For additional ventilation use the windows on the right hand side of the building overlooking the Green.  Do not leave the front door open after 11pm. Please lock all windows when leaving.  A sign is available from the Booking Secretary, to be hung on the railings by the entrance to remind users to leave quietly; it must be displayed during at an event ending after 9pm.

Responsible Person:  All events must have a Responsible Person (the person whom you nominated at the time of booking who must be over twenty-five years old) who is in the Hall at all times and ensures compliance with these Conditions of Hire. Unless you let the Bookings Secretary know in advance, the person named in the booking form will be regarded as the Responsible Person for these purposes.   A member of the Management Committee has right of entry to all functions.

Timings:  All functions must finish at midnight (note conditions of license for the sale of alcohol etc.).  No one may reside in the Village Hall over night.

ADDITIONAL CONDITIONS OF HIRE FOR THE SALE AND CONSUMPTION OF ALCOHOL

 

The supply or sale of any alcohol shall be by or under the authority of the Hirer, who will ensure compliance with the Licensing Act 2003.

 

Sale includes the supply to members of a club and the provision of alcohol where a charge is made including for example admission.

 

Alcoholic drinks are not to be consumed more than 3 metres from the village hall building or within the Pinfold.  A sign is available from the Booking Secretary, to be hung on the railings at the entrance to remind users of this restriction; it must be displayed during the event.

No alcohol is to be sold to or consumed by anyone under the age of 18 years.  Proof of age is to be sought for all persons thought to be under the age of 25 years (identification requires their photograph, date of birth and a holographic mark).  A Refusal Log is to be completed as appropriate. Hirers are to sign a certificate acknowledging the requirement to comply with Premises Age Verification Policy.

 

There is to be no disorderly behaviour or drinking contests.  No alcohol is to be supplied for anyone who is drunk or to be poured into a person’s mouth.

No one under the age of 18 years is to sell or supply alcohol.

 

No smuggled goods, which have been imported without the payment of duty or which have been unlawfully imported are to consumed or sold.

 

Small measures (half pint of beer and cider, 125ml glasses of wine and 25ml or 35ml of spirits; all to be displayed on any tariff and have the ability to dispense these quantities) and free tap water are to be available.  Unlimited quantities of alcohol are not to be provided free or in return for a fixed fee.

 

If the hire is primarily or exclusively for the sale and consumption of alcohol, no children under the age of 16 years are allowed to be present unless they are accompanied by an adult.  In any event those under the age of 16 years are not allowed to be present after midnight unless accompanied by an adult.

 

Under the provision of the license held by the Walker Memorial Hall Management Committee:

All functions are to be finished by midnight (except for those specifically provided for in the license)

All music is to be finished by 11pm.

Alcohol is not to be served before midday or after 11.30pm (except for those days specifically provided for in the license).

There are to be no off sales of alcoholic drinks.  All other off-sales are to be in sealed containers.  

 

 Any exception to the provisions of the paragraph above must be subject to a separate Temporary Events License.

Special Conditions of Hire during COVID-19

GENERAL OUTLINE

The hirer is responsible for the running of the hall during the event, including maintaining social distancing, cleanliness, a one-way system and a record of attendance.  The hall has been adapted to assist and cleaning products are provided.  Please discuss your arrangements with the Booking Clerk. The RISK ASSESSMENT is available from the booking secretary.

Note: These conditions are supplemental to, not a replacement for, the hall’s ordinary conditions of hire.

SC1: 

You, the hirer, will be responsible for ensuring those attending your activity or event comply with the COVID-19 Secure Guidelines while entering and occupying the hall, as shown on the attached poster which is also displayed at the hall entrance, in particular using the hand sanitiser supplied when entering the hall and after using tissues. 

SC2:
You undertake to comply with the actions identified in the hall’s risk assessment, of which you have been provided with a copy. 

SC3:
You will be responsible for cleaning door handles, light switches, window catches, equipment, toilet handles and seats, wash basins and all surfaces likely to be used during your period of hire before other members of your group or organisation arrive and to keep the premises clean through regular cleaning of surfaces during your hire, paying particular attention to wash hand basins and kitchen sinks (if used), using either the products supplied (which will be in a clearly accessible location) or your own ordinary domestic products. You will be required to clean again on leaving. Please take care cleaning electrical equipment. Use cloths - do not spray! 

SC4:
You will make sure that everyone likely to attend your activity or event understands that they MUST NOT DO SO if they or anyone in their household has had COVID-19 symptoms in the last 7 days, and that if they develop symptoms within 7 days of visiting the premises they MUST use the Test, Track and Trace system to alert others with whom they have been in contact. 

SC5: 

You will keep the premises well ventilated throughout your hire, with windows and doors open as far as convenient using the windows on the right-hand side of the hall in the first instance. You will be responsible for ensuring they are all securely closed on leaving. 

SC6:
You will ensure that no more than 28 people attend your activity/event, in order that social distancing can be maintained. You will ensure that everyone attending maintains 2m social distancing while waiting to enter the premises, observes the one-way system within the premises, and as far as possible observes social distancing of 1m plus mitigation measures when using more confined areas (e.g. moving and stowing equipment, accessing toilets) which should be kept as brief as possible. You will make sure that no more than one person uses each suite of toilets at one time. 

SC7:
You will take particular care to ensure that social distancing is maintained for any persons aged 70 or over or likely to be clinically more vulnerable to COVID-19, including for example keeping a 2m distance around them when going in and out of rooms and ensuring they can access the toilets, kitchen or other confined areas without others being present. For some people, passing another person in a confined space is less risky, but for older people that should be avoided. 

SC8:
You will position furniture or the arrangement of the room as far as possible to facilitate social distancing of 2m between individual people or groups of up to two households or 1m with mitigation measures such as: seating side by side, with at least one empty chair between each person or household group, rather than face to face, and good ventilation. If tables are being used, you will place them so as to maintain a distance of at least 2 metres across the table between people who are face to face e.g. using a wide U- shape. 

SC9: 

You are asked to keep a record of the name and contact telephone number or email of all those who attend your event for a period of 3 weeks after the event and provide the record to NHS Track and trace if required. 

SC10:
You will be responsible for the disposal of all rubbish created during your hire, including tissues and cleaning cloths, in the rubbish bags provided taking all rubbish away with you when you leave the hall. 

SC11:
You will be responsible, if drinks or food are made, for ensuring that all crockery and cutlery is washed in hot soapy water, dried and stowed away. You will bring your own clean tea towels, so as to reduce risk of contamination between hirers, and take them away. We will provide washing up liquid and washing up cloths.

SC12: 

We will have the right to close the hall if there are safety concerns relating to COVID-19, for example, if someone who has attended the hall develops symptoms and thorough cleansing is required or if it is reported that the Special Hiring Conditions above are not being complied with, whether by you or by other hirers, or in the event that public buildings are asked or required to close again. If this is necessary, we will do our best to inform you promptly and you will not be charged for this hire. 

SC13:
In the event of someone becoming unwell with suspected Covid-19 symptoms while at the hall you should remove them to the safe area. Provide tissues and a bin or plastic bag, and a bowl of warm soapy water for handwashing. Ask others in your group to provide contact details if you do not have them and then leave the premises, observing the usual hand sanitising and social distancing precautions, and advise them to launder their clothes when they arrive home. Inform the hall cleaner on 07779 092894 and the booking secretary on 01325 374253.

SC15: Live performances e.g. drama, music are not permitted at present. This is in order to avoid risk of aerosol or droplet transmission. For the same reason you must take steps to avoid people needing to unduly raise their voices to each other, e.g. refrain from playing music or broadcasts at a volume which makes normal conversation difficult. 

SC16: 
You will ask those attending to bring their own equipment and not share it with other members and you will avoid using equipment, which is difficult to clean, as far as possible. You will ensure that any equipment you provide is cleaned before use.

POSTER

HELP KEEP THIS HALL COVID-19 SECURE

 

 

You must not enter if you or anyone in your household has COVID-19 symptoms.

 

If you develop COVID-19 symptoms within 7 days of visiting these premises alert Test, Track and Trace.  Alert the Hall Cleaner on 07779 092894 and the organiser of the event you attended.

 

Maintain two metres social distancing as far as possible.  Wait behind the marked lines as you enter and observe the one-way system.

 

Use the hand sanitiser provided on entering the premises (left hand side in corridor).  Clean your hands often.  Soap and paper towels are provided.

 

Avoid touching your face, nose and eyes.  Clean your hands if you do.

 

‘Catch it, Bin it, Kill it’.  Tissues should be disposed of into one of the rubbish bags provided and then wash your hands.

 

Check the organisers have cleaned door handles, tables, other equipment, sinks and surfaces before you arrived.  Keep them clean.  We regularly clean the village hall but we cannot guarantee all surfaces are cleaned between each event.

 

Take turns to use confined spaces such as corridors, kitchen and toilet areas.  Standing or sitting next to someone is lower risk than opposite them.  Briefly passing someone in a confined space is low risk.

 

Keep the hall well ventilated using the windows on the right-hand side overlooking Chapel Green in the first instance.  Close doors and windows on leaving.

© 2016 by Aldbrough Village Hall.