Terms and Conditions of Hire

Garrigill Village Hall Conditions of Hire

Please make sure you read and fully understand these terms and conditions of hire as you as hirer are personally responsible for ensuring they are properly observed and personally liable for any loss, damage or injury occurring during or as a consequence of the hire

1. Definitions

"We" "Us" "Our" means the Trustees of Garrigill Village Hall

"You" "Your" means the person or organisation with and to whom we agree the hire

"Hall" means the building and grounds of Garrigill Village Hall or any part of them but does not include the first floor meeting room/bunkroom unless booked additionally

"hire period" means the booked and agreed duration of your occupation and use of the Hall

"the hire" means the hire period plus any additional time for which you, your agents or attendees use the Hall in connection with your event

2. Shared areas and exclusive use

Hire of the Hall includes exclusive use of the main hall but not the kitchen, the use of which is shared with hirers of the bunkroom. Campers who have paid an additional premium and bunkroom users also have access to and shared use of the shower and drying rooms.

3. Instruction folder

A folder containing full instructions for users of the Hall will be available on arrival. This includes the use of the central heating system, the kitchen equipment and the fire safety instructions for the building. You need to ensure the instructions are properly followed.

4. Supervision

You are responsible throughout the hire for supervision of the Hall, care of its contents and safety from damage, and the behaviour of all persons using the Hall. You or another responsible adult designated by you must be in attendance at the Hall throughout the hire to ensure compliance with these Conditions.

5. Fire safety

For the safety of all attendees, you need to make yourself aware of:

• the contents of our fire safety information folder

• the location of fire doors, fire extinguishers and other fire safety equipment

• escape routes and the need to keep them clear of obstruction at all times

• the action to be taken in cases of fire including calling the Fire Brigade, evacuating the Hall and assembling on the village green

6, Maximum capacity

You must at all times ensure the Hall does not exceed its maximum capacity of 100 persons or 30 persons overnight.

7. Conduct of users

You must ensure at all times during the hire that no person acts in an unsafe or improper manner, smokes inside the building, causes a nuisance, abuses or damages the Hall, its equipment or contents or uses the Hall for any unlawful or improper purpose.

8. No sale of alcohol

The sale of alcohol is prohibited unless by us or our staff. You will be personally responsible for the conduct of all those to whom alcohol is supplied. We reserve the right to cease or suspend sale of alcohol or close the bar in the event of behaviour we deem improper or disorderly.

9. Bouncy Castles

You must tell us in advance of your intention to host a bouncy castle. You should follow the Health and Safety Executive's advice on operating bouncy castles (www.hse.gov.uk/entertainment/fairgrounds/inflatables.htm) and satisfy yourself that the equipment is fit for purpose and will at all times be properly supervised by responsible adults fully conversant with the risks associated with such activity and that all such persons are individually covered by public liability insurance arranged by yourself or the supplier of the equipment.

You must not permit the use of the bouncy castle without having previously confirmed to us that you have ascertained that all those supervising or responsible for its use are covered by valid public liability insurance and you have provided us with a copy of the insurance policy and schedule for our inspection. Our inspection of such insurance details as you may produce is without responsibility on our part and does not imply confirmation or approval on our part of the policy's suitability or fitness for purpose. We are neither insured for such activity nor accept liability for any loss, damage or injury arising from the use of the equipment or its supervision and you shall indemnify us against all liability arising therefrom as provided in clause 13 below.

10. On leaving the Hall

At the end of the hire you must:

  • ensure all persons vacate the Hall by the end of the agreed hire period and, at night, leave the Hall in a quiet and orderly manner so as not to disturb neighbours and users of the first floor bunkroom

  • return all tables and chairs to their proper stowage positions (not the kitchen corridor!)

  • remove all rubbish, leaving the Hall in a clean and tidy condition

  • ensure all lights and appliances (other than the fridge/freezer) are switched off

  • ensure the Hall is locked and the key returned to the keysafe

  • report to us all deficiencies and damage

11. Reservation of rights

We reserve the right to enter the Hall at all reasonable times during the hire for all reasonable purposes and to terminate occupation and use of the Hall if in our reasonable opinion a serious safety issue arises or the conduct and actions of persons using the Hall are such as to cause us serious concern.

12. Your liability for loss, damage and soiling

As hirer, you are personally liable for the cost of (a) making good all damage to the Hall and any loss of or damage to its equipment or fittings arising during the period of hire or as a result of your use of the Hall and (b) any additional cleaning and tidying beyond that which would normally arise. We may ask you for a damage deposit in advance of the hire period for use if such costs arise.

13. Our liability and indemnity

Save as the law requires, we shall not be liable for any loss or damage to any property or for injury sustained by any person whilst on the Hall premises. You shall indemnify and keep indemnified each of the Village Hall Trustees and their agents against the cost of repair of any damage done to the Hall, against all actions, claims, and costs of proceedings arising from any breach of these Booking Conditions and all claims in respect of damages, including damage for loss of property or injury to persons, arising as a result of the use of the Hall.