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The Fine Print

MALPAS VILLAGE HALL TRUST HIRING AGREEMENT         

Issue 6 Sep 21

This “Hiring Agreement” applies to anyone hiring Malpas Village Hall and should be read and agreed by acknowledging at the time of hiring on-line.  Bookings can only be accepted online.  Payment is made on-line at the time of booking of the event.

The “official licensee” of Malpas Village Hall is the Malpas Village Hall Trust (MVHT) – registered Charity Number 1150391.

1. The “Hirer” on the Malpas Village Hall Booking Form for the duration of the hiring accepts responsibility for being in charge of the public on the Trust’s premises and complying with all the conditions and regulations made in respect of the Hall in particular, the Hiring Agreement, General Information and Fire Regulations (in entrance hall):
   1. Authorisation from MVHT if alcohol is to be provided.
   2. The prevention of crime, disorder and public nuisance including; illegal use of drugs or proscribed substances; adherence to law relating to gaming, betting and lotteries and the consumption of alcohol.
   3. Ensuring public safety, particularly that of children attending a function although organisers of private children’s parties do not need a Child Protection Policy. All voluntary and community groups/organisations providing services for children, young people or vulnerable adults must present an appropriate DBS (Disclosure & Barring Service) check for the Trust’s inspection.
2. The Hirer shall not use the premises for any purpose other than that described in the booking form and shall not sub-hire.
3. No animals are permitted in the Hall, with the exception of Guide Dogs.
4. The Hirer is to comply with fair Trading Laws and any code of practice if selling goods on the premises with prices of goods and services prominently displayed.
5. The Licences, Policies and Regulations of MVHT must be adhered to at all times and can be found on the MVHT’s website and in the Information File in the entrance hall.
6. If the Hirer cancels the booking, the hiring fee will be charged at MVHT’s discretion if the hall cannot be re-let.
7. Capacity: For public safety the maximum recommended number of people using the Halls is as follows:

St. Andrews Hall:  (12.6m x 4.2m)   60 seated/120 standing

The Barton Hall:   (7.5m x 5.4m)   45 seated/90 standing. 

Supervision:  The Hirer, or nominated person for the period of the hiring, is responsible for ensuring the following:

1. The good behaviour of people using the premises including advice on not obstructing the highway with their cars.
2. The supervision of the premises, the fabric and the contents and reporting of any damage however slight
3. The wooden flooring is not marked and stiletto heels are removed or tips covered.
4. Consideration is given to future users of the hall and that all areas of the hall and its equipment are returned clean and tidy and in the same place and condition that it was found.
5. Tables and chairs are not dragged across the floor but carried in a safe manner, max stack of 3 for carrying.
6. Tables and chairs and are stacked safely so they will not fall, max stack of 6 for storage.
7. Rubbish is removed at the end of the hired session (black bags are available).
8. At the end of the hiring, the lights are turned off, windows and doors are shut and the exterior doors are securely locked, key returned (the entrance and outside lights are on a time switch and cannot be turned off).

Safety:  People attending activities in the halls must be made aware of the Fire Safety Issues and Fire Exit routes.

1. There is no phone on the premises. In case of an emergency a mobile phone should be available.
2. Electrical appliances brought to the premises need to be in safe working order and used appropriately.
3. Children must not be allowed near the hot water urn, kettle or any cooking appliance.
4. A Level 1 Basic Food Hygiene Certificate is required to prepare and cook food for the general public.
5. On leaving, all food must be removed from the refrigerator (leave on) and the door closed.
6. A circuit breaker should be used with higher voltage appliances in line with manufacturer’s recommendations.
7. Glow sticks and indoor fireworks are not to be used in either halls or on the balcony.
8. Candles may be used in the St Andrew’s hall only during church services.
9. Smoking is not permitted anywhere in the premises or on the balcony. Smoking is however permitted in the garden.
10. Barbeques may be used in the garden with the written permission of MVHT.
11. Position of seating and tables must allow pathways to Fire Exits and the Patio doors.
12. All doorways must be kept clear.

Accidents:  The Hirer must record in the Accident Book the date and nature of all minor medical accidents.  Medical Assistance/Emergency Services must be called for more serious accidents.

Noise:  Consideration must be shown towards neighbours and excessive noise must be avoided especially when leaving the Hall.  Music, singing and dancing must stop at 23.00 and the Hall vacated quietly by 23.30.

We appreciate hirers’ considerate use of Malpas Village Hall and hope that you have a very successful booking.

MALPAS VILLAGE HALL TRUST GENERAL INFORMATION FOR HIRERS

 Issue 3

ACCESSIBILITY:

• An exterior lift, access toilet and access cooking facilities are provided at the Hall.

 KEY:

• A key box is on the wall outside; a code will be provided.
• A contact number will be displayed on the Village website and in the outside Notice Board.

DOORS:

• The key opens the Front Entrance. While the premises are occupied all external doors must be unlocked (front, church and patio door).  However, if using only the Barton Hall the St Andrew’s external door may be left locked.  On leaving, the Patio door and St. Andrew’s external door need to be locked from the inside, prior to leaving the premises, carefully following the locking guidance on the door.
• All the interior doors are Fire Doors and are to be closed, not locked, on leaving the Hall.

LIGHTS:

• Emergency Fire Exit lights are on all the time and the LED outside light during hours of darkness. The entrance hall light is movement activated and will turn on/off automatically. All other lights are switched and need to be turned off on leaving the Hall.  Close all windows firmly before you leave.

HEATING:

• The rooms can be heated by pressing the heating button in the room.

TABLES:

• There are 12 Long Tables 1500 x 750 with folding legs kept in the Store Room in the St. Andrew’s Hall.
• There are 5 squared Bistro Tables 750 x 750 in the Barton Room set out all the time that can be stacked but need to be guided gently with the tops completely parallel and returned to their original position at the end of the hiring.

CHAIRS:

• There are 55 soft seated chairs stacked at the end of the St Andrew’s Hall, max stacking height 6.
• There are 20 Upright Bistro Chairs around the tables in the Barton Hall.

COOKING:

• In the Barton Hall the Cooker Switch on the wall needs to be TURNED ON prior to use. The cooker is to be left clean and the wall switch turned OFF again at the end the Hired Session.

CLEANING:

• The Hall is to be left clean and tidy for the next Hirer. A wide broom, dustpan and brush are kept in the Store Room and washing up liquid is under the sink in the Barton Hall.  There is a vacuum cleaner in the cupboard to the right of the sink.

HOT WATER:

• The Hot Water wall switch for the sink in the Barton Hall needs to be turned on prior to use and TURNED OFF at the end of the Hired Session. Please empty and unplug kettles before leaving the Hall.

RUBBISH:

• All rubbish must be removed from the site at the end of a Hiring. Black Sacks and small Supermarket bags are provided in the kitchen Area.

ACCIDENT BOOK:

• Any personal accident, whether or not medical treatment is required, must be recorded in the “Accident Book” in the Entrance.
• Damage to the premises, fixtures and fittings must also be recorded at the back of the “Accident Book”.

FIRE REGULATIONS:

• The Fire Evacuation Procedure is displayed in the Entrance and a laminated copy is in a plastic wallet on the Entrance cupboard. The Hirer must ensure that everyone is aware of the Procedures and in the event of a fire the folder is taken to the Muster Point (entrance to the Old Nursery).

PREMISES LICENCE:

• We are licenced from 10.00-23.00 indoors only for; Performance of Plays, Exhibition of Films, Live Music, Recorded Music, Performance of Dance, as long as no one is receiving any personal remuneration. PPL, PRS and Public Video Screening licences are not included in the Trust’s Premises Licence.
• We are licenced for the retail sale and provision of alcohol on the premises. If there is any entrance payment, raffle or sale of alcohol then a Named Person over 18 must receive “authorisation in writing by the Designated Premises Supervisor, Richard Selby, in accordance with the Trust’s Premises License” before alcohol is consumed on the Premises.

Reviewed: 13 October 2021