Hire agreement

No alteration of the premises is permitted nor may placards, decorations or other such items be attached to any part of the premises without the written approval of the Committee. The Hirer must remove any such items before leaving and must make good any damage caused thereby. The Hirer must seek permission before building a stage. A written request, giving details of the size of the structure and the length of time it will be in place, to be presented to the Committee at least two months before the proposed erection, so that it can be discussed at a Committee Meeting. If permission is granted then the Management Committee will inform other Hall users.

The Management Committee does not allow the Hall to be used for events that could cause disruption, disturbance or upset to local residents. These include auction sales (unless for charity). The Hirer is responsible for the supervision and care of the premises, its fabric and its content and shall be responsible for any damage caused. The Hirer is also responsible for the conduct of all persons using the premises during their activity and also their behaviour on leaving. Any damage caused must be paid for. Hirers may be asked to pay a deposit towards any possible costs incurred. The Hirer is responsible for cleaning the Hall after their activity, leaving it in a satisfactory condition, and the storing of any equipment used. An additional charge may be incurred if this is unsatisfactory. Please discuss this with the key-holder to avoid unnecessary moving of furniture. The Hirer is responsible for the parking of vehicles by those participating in their activities: specifically, please ensure that there is no parking between the kitchen corridor Main Door and the road (to allow for emergency access), in front of the outdoor cabinet (to allow access on Mondays), or in a way to cause an obstruction to village residents’ vehicular access.

The Hirer must not use the premises for reasons other than those specified in their application for Hire or Hire Agreement Form, nor sublet the premises to other persons. The premises must not be used for any unlawful purpose or for any activity likely to be hazardous to the building or to any persons therein. There are no bar facilities and the Hall does not have an alcohol licence (although the Committee can apply for temporary licences). No alcohol may be brought onto the premises without permission from the Management Committee. If using our kitchen, please note that some of the cupboards have invisible locks (ensure that no attempt is made to force open cupboard doors – please discuss access with the key-holder: others’ equipment is kept locked in the kitchen area), the hot drinking water tank takes 15 minutes to boil (please switch off when not in use), the kitchen worktops must not be used as cutting surfaces and will be damaged by hot pans and dishes, the status of all switches for fridge or freezer must not be changed. Any damage caused by the Hirer’s group to the fabric of the building must be paid for by the Hirer.

Hirers will be directed to a copy of the Health and Safety Policy and given the Meddon Village Hall Hire Agreement. Users should acquaint themselves with all exits (normal & emergency). These doors (internal & external) must be kept clear at all times so as not to impede emergency evacuation. All fire doors are marked as such and under no circumstances should they be wedged open. For any major events involving numbers exceeding 50, the Hirer must check that all exits are unobstructed, and that participants know where both exits are. This includes checking that emergency exits are unlocked and functional as intended. The two external doors should remain unlocked when the hall is in use. In the event of an outbreak of fire, however slight, the building must be evacuated immediately. Fire extinguishers are provided at all exits to assist in clearing a path for emergency exit. The muster point is the car park. Wherever feasible and safe to do so, doors and windows should be closed to reduce the spread of the fire. The Fire Service should be called on 999 as per Evacuation Plan. The Hirer should know how many people are present in their group and is responsible for making them aware of the correct procedure in the case of fire. It is the responsibility of the Hirer to safeguard children and young people according to the Government Code of Practice.

All accidents must be reported to the Village Hall Contact (see below) as soon as possible.

No birds or animals other than guide dogs may be brought into the building.

Any electrical appliance brought into the building must carry a PAT certificate.

All clubs & societies not directly under the auspices of the Hall Management Committee, regardless of the type of activity undertaken, are required to provide a copy of their public liability insurance.

Single Event and Repeat Hirers, please note :

All booking requests should be in writing or by email (info@[email protected] ), and will be considered on merit. The final decision of the Committee will be conveyed to the applicant in writing.

Short term hiring – Responsibilities of Temporary Responsible Person.

As the Temporary Responsible Person for the event/function (Designated Marshal), you have legal duties with regard to the safety of those persons assisting or attending the event. It should be noted that any portable electrical appliance brought into the hall as part of the event or function must be tested.

Before the event or function, you must be aware of:-

1. What fire protection systems are present.
2. Identification of escape routes and exits
3. Checking that all escape routes are clear of obstruction and any combustible materials
   
4.  The location of fire-fighting equipment and their specific use.
   
5. How a fire can be detected.
   
6. What helpers should do if they discover a fire.
   
7. How the Automatic Fire Alarm System operates.
   
8. How the evacuation of the hall should be carried out.
   
9. Arrangements for calling the Fire and Rescue Services
   
10. Where people should assemble after evacuation and procedures for checking that evacuation has taken place.
    
11. Arrangements for fighting the fire (if safe to do so).
    
12. Procedures for meeting the rescue services on arrival and ensuring easy access.

At the start of the event or function, you must notify all those present about:-

1. The ‘No Smoking’ policy.
2. The emergency plan in the event of fire, the means of activating the fire alarm call points and their location.
3. Location of exits and escape routes.
4. Location of assembly point.
5. The location of fire extinguishers.
   
6. Care for those with special needs.
   
7. Where possible, establish the number of persons within the hall during the function or event and any special needs, to ensure all are accounted for in the event of a fire.

During the event or function, you must ensure that:-

1. The way is kept clear at all times between the kitchen corridor exit and the road
   
2. Escape routes 1 and 2 (see plan, Appendix B) and exits do not become blocked.
   
3. The ‘No Smoking’ policy is enforced.
   
4. Where naked flames are present e.g. candles, combustible material is kept clear.
   
5. The hall does not become overcrowded (The Hall licenced capacity is 100 for dancing utilising seating at tables, and 60 for close-seated audience.).

At the end of the event or function, you must ensure that:-

1. There are no apparent sources of ignition.
   
2. All electrical apparatus is switched off and any hot surfaces are allowed to cool before leaving.
   
3. All portable appliances, e.g. heaters, sound equipment, etc. are turned off and disconnected.
   
4. All accumulated rubbish is removed from the hall.
   
5. All lights are extinguished and doors and windows properly secured to prevent unlawful entry. Particular attention should be paid to fire exits.

1. In the event of fire, either the fire alarm will automatically sound or one of the four call points must be activated. The person in charge of the hall or function (designated Marshal) will immediately instruct all persons to leave the building using the nearest available exit and assemble at the designated assembly point in front of the hall, in the car park, near the street. Although there is the possibility of a false alarm, the initial action is evacuation of the building. If the location of a fire is immediately detected and is obviously manageable e.g. a small fire in a waste bin, it may be possible to extinguish it, BUT WHERE ANY DOUBT EXISTS, EVACUATION MUST REMAIN THE PRIORITY. Where safe to do so, the Marshall checks all rooms, ensuring that they are empty and everyone is alerted to the need to evacuate the building.
   
2. CALL THE FIRE BRIGADE.
   There is a public phone box 40 metres from the hall, which although a card-phone, allows for emergency calls. Alternatives include a mobile phone, or near neighbour. However, it is known that mobile phones may have poor reception in the village.
3. Once the hall has been evacuated, no-one will be permitted to re-enter unless it has been deemed safe to do so. Residences on either side of the hall are alerted.
4. Adequate access for the Fire Brigade between the road and the kitchen corridor access door must be checked.
5. On arrival of the Fire Brigade, the Marshal will report to the Officer in Charge that all persons have been evacuated or their last known location.
6. Fire appliances located within the hall should only be used to attempt to extinguish a fire if:-
   • the fire appears obviously to be easily manageable.
   • it is safe to do so without risk to health.
7. In the event of a false activation, the designated Marshal has information concerning resetting procedures.