Terms and
Conditions for Hire of Pine Lodge
Hereinafter,
Little Milton Village Hall shall be referred to as ‘LMVH’ and the
Hirer named on the Booking form as ‘the hirer’
1.
Booking.
All applications for the hire of the building must be in writing on a booking
form and forwarded on completion to the booking secretary. The person named on
this application form shall be considered the Hirer. Where an organisation is
named, the person signing hereby confirms that they do so with full authority of
the organisation.
2.
Deposit.
A
deposit must be paid at the time of application and no engagement will be booked
until deposits have been received. The booking deposit is refundable subject to
satisfactory inspection of the building by LMVH management. The deposit will be
£500 for wedding bookings and £200 for smaller events and parties.
3.
Safety.
The
Hirer should be aware of the Fire Safety Floor Plan of LMVH which is displayed
in the hallway. Hirers are not permitted to enter the loft space of the LMVH.
Please observe safety notices regarding the use of table trolleys and the
stacking of chairs.
4.
Hire
Charges.
The hiring charges shall be those shown on the booking form and determined by
LMVH. The Hire charges to be paid should reach the booking secretary at least 14
days before the engagement.
5.
Cancellation.
In
the event of cancellation less than 14 days before the engagement, an
administration charge of £25 will be deducted from the deposit monies.
6.
Right
of refusal.
LMVH may refuse any application for the hire of the Building without stating a
reason.
7.
Alcohol.
Alcoholic drinks may be served free but NO sale of alcoholic drinks may be
undertaken unless the permission is sought from LMVH and an occasional Licence
for the Building shall be in force. No events may be advertised stating the
availability of any alcoholic drinks (whether free or not) without the prior
permission of LMVH.
8.
Public
Entertainments, Music & Dancing.
All the conditions attached to the Music and Dancing Licence for the Building
shall be duly observed. A copy of such Licence may be seen on application to
LMVH and the Hirer shall be deemed to have had notice of all such conditions.
All music must cease at 11pm, and the Pine Lodge must be vacated by midnight.
9.
Other
Licences, Theatre & Performing Rights Society
LMVH’s Licence does not cover performances of Ballet, Opera Choral Works etc.
The Hirer is responsible for obtaining the requisite Performing Rights Society
Licence and any other licence that may be required for their intended purpose.
Any such licence must be exhibited to LMVH.
10.
Occupation
and use.
The hire of the Building is for the specific agreed times shown in the booking
form and does not entitle the Hirer to use or enter the premises at any other
time. The building shall only be used for lawful activities. LMVH
does not represent that the building is suitable for any particular purpose and
the hirer must satisfy themselves in this respect.The land surrounding LMVH is
not included in any Hire agreement. Use of this land must be agreed separately.
11.
Sub-let.
The Hirer shall not sublet the Building or any part thereof.
12.
Advertising.
All
advertising of events is subject to the approval of LMVH. Advertising includes
posters, newspaper inserts, magazine inserts, tickets, radio and television
announcements internet websites and all other forms of media.
13.
Breakages
and Damage.
The hirer is responsible for all damage to the building, equipment, furniture
and property in the building & grounds occurring during the period of the
hiring or while persons are entering or leaving the building pursuant to the
hire, however and by whomsoever caused. The Hirer will be responsible for
replacement ‘as new’ of any equipment, furniture or property and for the
full cost of making good any damage to the building, fixtures and fittings.
14.
Culpability.
Except for wilful negligence on the part of LMVH, LMVH shall not be responsible
for any loss of, or damage to, the hirers or any third parties property arising
out of the hiring, nor for any loss, damage, or injury which may be incurred by,
or be done to or happen to, any person or persons using the building during the
hiring, arising from any cause whatsoever or for any loss due to any breakdown
of machinery, failure or supply of electricity, leakage of water, fire,
government restriction or act of God which may cause the Building to be
temporarily closed or the hiring to be interrupted or cancelled. The Hirer shall
indemnify LMVH against any claim which may arise out of the hiring or which may
be made by any person using the building during the hiring in respect of any
loss damage or injury.
15.
Entry.
The right of entry to the building is reserved to LMVH and any other agent of
LMVH and any police officer at any time during the hiring.
16.
Conduct
and Good Order.
The hirer shall ensure that good order is kept in the building during the
hiring. The hirer will also ensure that those attending the engagement maintain
good order during arrival and departure from the building. At all times
the hirer will take reasonable care to ensure that the occupants of neighbouring
properties are not inconvenienced by noise, obstruction by vehicles and the
like.
17.
Cessation
of activity.
LMVH or Committee Member(s) reserves the right to put a stop to any
entertainment or meeting not properly or reasonably conducted.
18.
Condition
on vacation.
On vacation of the building, the hirer shall leave the building in a clean
and orderly state and all empty bottles, cans, paper, food debris and any other
waste matter must be cleared from the building and suitably disposed of in the
receptacles provided. The deposit monies will be refunded after a satisfactory
inspection of the building by a member of building management. The
management ask that all cans and bottles are removed from the premises.Please
leave the hall and cloakrooms as clean as you find them failing which a £24
cleaning charge will be deducted from the deposit.
19.
No
additions to the building.
No fixtures/fitments of any kind shall be driven into any part of the Building
nor shall any placard or other articles be fixed hereto.
20.
Property
of the Hirer and the Hirer’s agent must be removed from the Building within 15
minutes after the expiration of the hiring or fees will be charged for each hour
or part thereof until the same is removed. LMVH accepts no responsibility for
any property left on the premises after the hiring. In the case of bazaars,
jumble sales and any other occasion when property is brought into the premises
for sale, all property remaining unsold at the termination of the hiring will be
considered the property of the Hirer for the purpose of the condition.
21.
Signage.
The Hirer shall remove any sign, flag, emblem or other decoration displayed by
the hirer outside or inside the Building if in the opinion of LMVH or Committee
Member it shall be unseemly or expose the Building to an undue risk of fire or
in the opinion of LMVH or its agent is likely to lead to disturbance or a breach
of the peace.
22.
Fire
Exits.
No exits may be blocked, chairs or other obstructions must not be placed in
corridors or fire appliances removed or tampered with.
23.
Lighting.
No additional lights or extension from the existing electric light fittings
shall be used without the previous consent of LMVH.
24.
Stage
shows.
Any show involving the use of scenery or the like on stage is subject to the
inspection and approval 14 days prior to the engagement by the local
Authority and , if appropriate, Fire Brigade. Evidence of such approval must be
provided to LMVH.
25.
Capacities.
The Maximum number of persons allowed in the Building at any one time is 300,
with a maximum of 300 standing/dancing or 120 seated at tables.
26.
Smoking
Smoking is NOT permitted in any part of the building at any time.