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.