Cheddar Village Hall

Booking Terms​

1. Supervision.  THE HIRER who must be aged 21 years or over shall be in charge of and present in the premises at all times when the public are on the premises to ensure the conditions are properly observed.  THE HIRER will, during the period of the hire, be responsible for supervision of the premises, the fabric and the contents: their care, safety from damage (however slight) or change of any sort and the behaviour of all persons using the premises, whatever their capacity; including supervision of parking arrangements.

2. Use of Premises.  THE HIRER shall not sub-let or use the premises for any purpose other than that described in the booking form or use the premises for any unlawful purpose or do anything which might endanger or invalidate any insurance policy in force or to allow consumption or sale of alcohol therein without submitting the required fee prevailing and with the agreement of the Booking Secretary.

3. Sale of alcohol and use of bar.  Please contact the Booking Secretary when planning a booking. (Contact details on request form) All bar licenses terminate at 11pm.

4. Public Safety.  THE HIRER shall comply with all conditions and regulations made in respect of the premises by the Fire Authority, Local Authority, or Court etc. particularly in respect of music, public entertainment and stage plays.  All exit doors and fire equipment are to be kept clear and unobstructed at all times. The hirer is responsible for defining exit routes at the start of a function.

5. Health & Hygiene.  THE HIRER shall, if preparing, serving or selling food observe all relevant food health and hygiene legislation.

6. Drugs. No drugs are permitted anywhere in the Hall. There is a drugs policy for the Hall. Any evidence of use will be reported to police.

7. Safeguarding.  THE HIRER must abide by the Safeguarding Policy for the Hall (Copy available on line or on request).

8. Electrical Appliance safety.  THE HIRER shall ensure that any electrical appliances brought into the premises and used there shall be safe and in good working order and used in a safe manner and where required have a current PAT test certificate.

9. Hired Equipment (eg Bouncy Castles);  The HIRER accepts complete responsibility for the proper use of any hired equipment. The hall management will accept no responsibility for any injury or accident resulting from such equipment use. Any resulting damage to hall premises will be charged to the HIRER.

10. Emergency Contact.  THE HIRER shall be responsible for ensuring a mobile phone is available to contact emergency services in case of fire, accident etc.

11. Indemnity.  THE HIRER shall indemnify the Village Hall authority for the cost of repair of any damage done to any part of the property including the exterior and curtilage or to the contents therein which may occur during the period of hire. 

12. Accidents.  THE HIRER must inform the Booking Secretary as soon as possible of any accident or dangerous occurrence which resulted in damage or injury as soon as possible after the hire or in any case within 24 hours of the end of hire and must place a record in the Accident Book (held in the kitchen).

13. Animals.  THE HIRER shall ensure that no animals are brought onto the property (except assistance dogs) other than for a special event agreed to by the Booking Secretary.  No animals whatsoever must be allowed to enter the kitchen.

14. Cancellation.  If THE HIRER wishes to cancel a booking within two weeks of a planned event, the booking fee is non-refundable.  If the Village Hall authority feels it has been misled in the hiring application, it may cancel the event without notice and retain the booking fee.

15. Refusal of booking.  The Booking Secretary reserves the right to refuse a booking.  Any monies paid will be refunded.

16. Music.  THE HIRER shall ensure that the noise level from any band, or other music does not constitute a public nuisance. The deadlines for music are 11pm on every day of the week except Saturday when the deadline is 11.30pm. The deadline for music on New Year’s Eve is 12.15am.

17. External Noise. The HIRER is to ensure that noise on arrival and departure (including the car park) is kept to a minimum.

18. Decorations.  When attaching decorations, the use of any material or pin likely to cause damage to the paintwork or fabric of the building is strictly prohibited.  No temporary lighting shall be introduced into the building without prior consent of the Booking Secretary.  No candles are permitted.

19. THE HIRER shall ensure that numbers attending a function strictly comply with those laid down by the Licensing Authority.  Details are shown below in condition 26.

20. Charges; will include the use of standard kitchen equipment, cutlery and crockery, gas and electricity.

21. End of Hire.  THE HIRER will ensure that the premises, equipment and surrounding areas are left in a clean and tidy condition and any rubbish removed from the premises.  Unsold items from jumble sales etc. must not be stored on the premises and should be removed.  The premises should be similarly clean and tidy at the time of hire and if the building is not acceptable, the Booking Secretary should be notified immediately. (Guidance regarding leaving checks is by the switchboard and inside main entrance BUT PLEASE APPLY CONDITION 21.

22. Shut Down Procedure;  The HIRER accompanied by one other adult will check every area of the Hall including the kitchen, stage and toilets to ensure that no-one is present prior to departure. The Fire Escape and rear external kitchen doors must be securely closed. All lights/electrical equipment must be turned off and any taps closed. All windows must be closed.

23. Start and Finish times. The start time INCLUDES preparation for an event. The building must be completely vacated by 11.30pm except on Saturday when the deadline is 12 midnight. The deadline is 12.45am after a New Year’s Eve event.

24. Smoking.  THE HIRER is required to ensure that no smoking takes place within the confines of the buildings including the toilets. 

25. EMERGENCY CONDITIONS The HIRER agrees to abide by any other conditions required in the event of unforeseen circumstances and to sign such conditions (EG COVID) in addition to those listed here. Any Emergency Conditions may alter Hall capacity and availability.

26. MAXIMUM NUMBERS ALLOWED ARE AS FOLLOWS:-

 

CLOSELY SEATED AUDIENCE  150;  DANCING 150; SEATED AT TABLES 96; DANCING WITH SOME SEATING AT TABLES 113

​