The following standard conditions apply to all hirings of Tideswell Community Hall, including the Meeting Room. By agreeing to the terms and conditions on the booking form, the Hirer agrees to be bound by these conditions.
- Statement of Hire: The Hirer shall only use the premises on the dates and at the times and for the purpose stated on the Booking Form and shall not use the premises for any unlawful purpose. The hire period includes the setting up and cleaning time at the end of hire.
This Hiring Agreement constitutes permission only to use the premises for the booking and confers no tenancy or other right of occupation on the Hirer. The Hirer must ensure that the hall capacity is not exceeded.
- Age of Hirer: The minimum age of the hirer/person in charge is 18.
- During Hire: The Hirer shall, during the period of the hiring, be responsible for the supervision of the premises, the fabric of the building and its contents, and the behaviour of all persons using the premises whatever their age or capacity. When a Group representative is responsible for making the bookings a delegated member of the group must be named and be the responsible person and must be present during hire ensuring the terms and conditions are met in full.
- Insurance: The Hirer shall indemnify and keep indemnified Tideswell Community Hall, the members of its management committee, its trustees, employees, volunteers, agents and invitees against:
(a) the cost of repair of any damage done to any part of the premises including the grounds or the contents of the premises and
(b) all claims in respect of damage or loss of property or injury to persons arising as a result of the use of the premises by the Hirer.
The Hirer is strongly advised to take out adequate insurance to insure the Hirer and members of the Hirer’s organisation and invitees against all claims arising as a result of the hire. Tideswell Community Hall is insured against any claims arising out of its own negligence.
Commercial hirers / groups who hire the hall must have their own insurance cover and ensure that this provides appropriate cover for their needs including possessions. A copy of this or details of the policy must be provided to the Booking Secretary if requested.
- Accidents: There is a first aid box and accident book in the marked draw, under the cooker, in the kitchen. The Hirer must report all accidents involving injury to the public to the Booking Secretary as soon as possible.
Music: Tideswell Community Hall is licensed by PPL (Phonographic Performance Ltd) and PRS (Performing Rights Society) as a Community Building. The license covers the playing of recorded music and live music performance. The Hirer must abide by the conditions of the licence.
Entertainment: Tideswell Community Hall is a Village Hall and is exempt from obtaining an events licence providing that the entertainment is between the hours of 8am and 11pm. If the Hirer wishes to extend the entertainment they must apply to Derbyshire Dales District Council (DDDC) and apply for a Temporary Events Notice (TEN). The Hirer must inform the Booking Secretary of their intention to obtain a TEN at the time of the initial enquiry (the number are limited per year) and a copy of this must be emailed or given to the Booking Secretary in advance of hire. In this case the entertainment must end according to the terms of the TENS but must not go on beyond 12.00am at the latest with the whole building completely vacated by 12.30am.
A TEN is not required for a private party. The end time must be agreed at the time of booking.
Sale of alcohol/alcohol included in ticket price: Hirers MUST arrange a Temporary Events Notice (TEN) license from DDDC for this purpose after obtaining the agreement of the Booking Secretary. A copy of this licence must be emailed or given to the Booking Secretary in advance of hire and the Hirer must abide by the conditions of the licence.
Serving of alcohol: The hirer is responsible for ensuring strict compliance of all licensing laws and must abide by the Age Verification Policy to prevent young persons under the age of 18 consuming alcohol on the premises.
- 7. Gaming, Betting and Lotteries: The Hirer shall ensure that nothing is done on or in relation to the premises in contravention of the law relating to gaming, betting and lotteries.
- TV Licencing: The Community Hall does not have a TV Licence. Users must not plug in to the Hall’s mains electricity supply to watch or record live television, whether this is on a television set, a computer, a tablet, or a smart phone. Such watching or recording may only be done on a user`s own portable device only if they have a T V Licence at their own home address covering it. All users are expected to comply with the legislation.
- Provision of Food: The Hirer shall if preparing, serving or selling food, observe all relevant food hygiene legislation and regulations. If the event involves the storage, preparation, sale or consumption of food, it is the responsibility of the hirer to ensure that all food is completely free of any taint and entirely fit for human consumption, as stipulated by Environmental Health policies and procedures. Hirers must ensure that any areas of the kitchen used in the preparation or serving of food, including the oven and fridge, are thoroughly cleaned and dried after use, ready for the next hirer.
Health & Safety
- Vulnerable Persons: Where a hirer is to use the hall for an organised event involving vulnerable people, they must first confirm to the Booking Secretary that they have in place a ‘Vulnerable Persons Policy’ and produce this if requested. The hirer is responsible for the safety and well-being of vulnerable people and should ensure appropriate levels of supervision. Any adult with unsupervised access to children should have the appropriate approvals to do so.
Hire for private parties, arranged for invited friends and family, are exempt from requiring a vulnerable person’s policy but are expected to adhere to the hall’s principles and procedures regarding safeguarding.
- Fire Regulation Compliance: The hirer is responsible for the safety of those using the building during the period of hire. Action to be taken in the event of a fire is detailed on the entrance notice board, by the rear doors and at the top of the stairs. Hirers are expected to familiarise themselves with lighting controls, fire exit doors, fire fighting equipment (small fire extinguishers) and evacuation procedure. All exits and passageways must be kept clear at all times. Hirers must ensure that users of the hall are aware of the above.
- Smoking: Is not permitted anywhere in the Hall or on its grounds.
- Fire Hazards: Flammable liquids, candles, or any other appliance with a naked flame are strictly forbidden in the hall. The exception to this is candles on birthday cakes; the Hirer shall ensure that the cake is not situated beneath a smoke detector and that the candles have been properly extinguished after use.
No fireworks, fountains or sparklers shall be brought into the Hall or onto its premises.
14: Electrical Safety: The Hirer shall ensure that any electrical appliances brought by them to the premises and used there shall be safe and in good working order, and used in a safe manner. If a hire involves the use of the Community Hall’s cooker, microwave or other electrical equipment, the hirer is responsible for its safe use and should take time to familiarise him/herself with instructions provided either verbally or in user manuals provided.
Any failure of equipment belonging to the Community Hall must be reported to the Booking Secretary or Treasurer as soon as possible.
15: Parking: The Hall has 3 allotted parking spaces, one is a disabled space. The Hirer should ensure that people attending any events park safely, do not park across neighbours driveways and do not cause a hazard on the road or obstruction of the traffic.
16: Animals: The Hirer shall ensure that no animals (including birds) except guide dogs are brought into the premises, other than for a special event agreed to by the Community Hall. No animals whatsoever are to enter the kitchen at any time.
17: Disturbance: The Hirer shall ensure that the minimum of noise is made on arrival and departure, particularly late at night and early in the morning. We ask that organisers of events take every effort to ensure they and their guests show consideration to local residents.
- Access Arrangements/Keyholder Responsibilities: The Booking Secretary will agree a mutually convenient arrangement for access to the hall for one-off hire agreements. If the hirer is required to collect a key at an agreed time but fails to collect or make contact with the booking secretary the booking will be deemed as not required. The Hirer will still be charged for the booking.
The safety of the key is the responsibility of the hirer. Any loss must be reported immediately to the Booking Secretary and a charge (amount at the discretion of the Management Committee) will be payable. Keys should not be labelled with the name of the hall in case of loss.
A hirer who has been given a key must not enter the building outside of their booked times without the express permission of the Booking Secretary. The key must be returned as soon as possible after hire as agreed with the Booking Secretary.
Regular Hirers may be offered the facility of a key. The key must not be copied or distributed to others. Hirers must not enter the hall when any part of the hall is hired to another group without that group’s permission, obtained in advance.
- Heating: The heating in the main hall is provided by underfloor heating and takes time to adjust. The room thermostats can’t be altered by the hirer. If the radiator thermostats in the meeting room are altered they should be returned to the original position at the end of the session.
- Provision of Wi-fi Internet Connection: This is provided free of charge to our hirers. Connection is generally good but please be aware that there may be times when this is out of our control.
The Hirer may not use the Wi-Fi for any of the following purposes:
- disseminating any unlawful, harassing, libellous, abusive, threatening, harmful, vulgar, obscene or otherwise objectionable material or otherwise breaching any laws;
- transmitting material that encourages conduct that constitutes a criminal offence, results in civil liability or otherwise breaches any applicable laws, regulations or code of practice;
- interfering with any other person’s use or enjoyment of the Wi-Fi service; and
- making, transmitting or storing electronic copies of material protected by copyright without permission of the owner, keep any username, password, or any other information which forms part of the Wi-Fi service security procedure confidential and not to disclose it to any third party.
- Displays: Please only use portable display boards. No items or decorations should be stuck or fixed to the wall by any other means; ie NO blu-tack, sellotape, drawing pins or similar items. Any damage incurred through failure to comply will be charged to the hirer.
- 22. Equipment Failure/ Breakages: If urgent, please contact one of the emergency contacts provided on the notice board in the kitchen, who will endeavour to rectify the problem. Otherwise please inform the Booking Secretary at your earliest convenience after the booking.
- Damage: The Hirer shall make good or pay for all damage (including accidental damage) to the premises or to the fixtures, fittings or contents and for loss of contents. Hirers have full responsibility for the hall during the hire period and the cost of any damage incurred must be met by the Hirer. An invoice will be raised in this event and the hirer should pay this within 14 days.
- Cancellation: The Community Hall reserves the right to cancel this hiring by written notice to the Hirer in the event of:-
- the premises being required for use as a Polling Station for a parliamentary or Local Government election or bye-election
- the Community Hall reasonably considering that (i) such hiring may lead to a breach of licensing conditions, if applicable, or other legal or statutory requirements, or (ii) unlawful or unsuitable activities will take place at the premises as a result of this hiring
- the premises becoming unfit for the use intended by the Hirer
- Covid-19 requirements/advice
In such cases, the Hirer shall be entitled to a refund of any deposit or the total hiring fee already paid, but the Community Hall shall not be liable to the Hirer for any resulting direct or indirect loss or damages whatsoever.
- Clearing up: Before leaving the hall, the premises must be left clean, tidy and ready for the next user. Failure to clean or report absence of cleaning equipment may result in an additional cleaning charge or forfeit of any deposit paid.
Cleaning equipment: Brooms, buckets & mops, dustpan & brush etc are located in the cupboard under the stairs, accessed through the Accessible WC/shower room. Further cleaning materials are stored under the kitchen sink. Should any items not be available, please make immediate contact with either the Booking Secretary.
Hall/Meeting room: Sweep, hover and mop hired areas as necessary and replace furniture as found. Wipe tables if used.
Toilets: Sweep and mop toilets as necessary (using designated mop for this purpose); empty any bins if full; replace any spent toilet rolls from the supply in the store room; ensure light in accessible toilet is turned off.
Kitchen: Sweep and mop as necessary. Clean all work surfaces and sink; wash, dry and put away any crockery and utensils used. Empty the bins into the general rubbish and recycling bins located outside the entrance; any additional rubbish is to be removed and disposed of. Remove all food from the fridge
- Electrical Equipment: Ensure that the cooker, extractor fan and lights in all areas are switched off. The Urn and kettle should be emptied and disconnected from the mains. The fridge should be left on.
- Water: Ensure that taps in all toilet facilities and the kitchen are turned off.
Furniture: must be returned to its original position and stored safely.
Windows and doors must be secured and locked before leaving the premises unless advised otherwise by the Booking Secretary.
Changes to the Terms & Conditions
The management committee will update this document in line with legislation, guidance, and operational issues in a timely manner. This document is revision controlled and all updates are to be noted in the revision notes section below.
Tideswell and District Voluntary Youth Club Committee formally adopted this policy in April 2022 for the purposes of managing the bookings and operations for Tideswell Community Hall.