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The Standard Conditions of Hire apply to all hiring of Cookridge Village Hall and should be read by all Hirers.  If the Hirer is in any doubt as to the meaning of any part of the Standard Conditions of Hire, the Booking Secretary should immediately be consulted.

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Hirers will be required to sign that they have read and understood the Standard Conditions of Hire before any keys will be handed over.

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Supervision

The Hirer, who must be over the age of 18, shall be in charge of, and remain upon, the premises during the whole time that they are open for the period of hire. 

 

The Hirer will, during the period of the hiring, be responsible for supervision of the premises, the fabric and 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 proper supervision of car parking arrangements so as to avoid obstruction of the highway.

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Use of premises

The Hirer shall not use the premises (including the car park) for any purpose other than that described in the Hiring Agreement and shall not sub-hire or use the premises or allow the premises to be used for any unlawful or unsuitable purpose or in any unlawful way nor do anything or bring onto the premises anything which may endanger the same or render invalid any insurance policies in respect thereof.

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The Hirer shall be responsible for obtaining any licences needed for the sale of alcohol.  See alcohol licence.

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Car park

The car park is for the use of Cookridge Village Hall users only. Users of the car park do so at their own risk and are expected to park with care, courtesy, and consideration.

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Cookridge Village Hall’s Management Committee will accept no responsibility for damage, accident or loss, no matter how caused to vehicles and their contents.

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Public safety compliance

The Hirer shall comply with all the conditions and regulations made in respect of the premises by the Fire Authority, Local Authority, local Magistrates’ Court or otherwise, particularly in connection with any event which includes public dancing or music or other similar public entertainment or stage plays. 

 

The Fire Brigade shall be called to any outbreak of fire, however slight, and details thereof shall be given to the Cookridge Village Hall Management Committee directly thereafter.

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All means of exit from the premises must be kept free from obstruction and immediately available for free public exit. The emergency lighting supply illuminating all exit signs will come on in the event of power failure.

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The Hirer must report all accidents involving injury to the public, as soon as possible. An Accident Report Book is kept in each of the Village Hall kitchens for this purpose. Certain types of accident or injury must be reported to the local authority.

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The Hirer must ensure that the provider of any bouncy castle or other inflatable device is fully insured against loss or injury and that the Hirer provides a copy of that insurance to the Booking Secretary on request.  Hirers must ensure supervision for bouncy castles or inflatables at all times by a suitably trained person. 

 

Cookridge Village Hall is NOT insured for the use of bouncy castles or inflatables and accept no responsibility for any claims arising from their use.

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Safeguarding children, young people and vulnerable adults

The Hirer confirms that they have carefully considered the requirements of the Safeguarding Vulnerable Groups Act 2006 and any subsequent legislation and that they have either adopted an adequate safeguarding policy in respect of their activities in Cookridge Village Hall, or has concluded that it is not necessary to adopt such a policy.

 

In addition, the Hirer also confirms that they have undertaken any required Disclosure and Barring Service (DBS) checks in respect of any organiser, supervisor or assistant at their activities and have received and hold relevant written confirmation of approval of all relevant persons under such DBS checks.

 

The Hirer further confirms that such approvals remain valid for the duration of all hires under this hiring agreement.

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Health and hygiene

The Hirer shall, if preparing, serving or selling food observe all relevant food health and hygiene legislation and regulations.

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The Hirer shall ensure that no animals (including birds) except assistance dogs are brought into the premises, other than for a special event agreed to by Cookridge Village Hall. No animals are to enter the kitchens at any time.

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Insurance and indemnity

The Hirer shall indemnify the Cookridge Village Hall Management Committee for the cost of repair of any damage done to any part of the property including the curtilage thereof or the contents of the buildings which may occur during the period of the hiring as a result of the hiring.

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The Hirer shall be responsible for making arrangements to insure against any third party claims which may lie against him or her (or the organisation if acting as a representative) whilst using the Village Hall.

 

Cookridge Village Hall Management Committee is insured against any claims arising out of its own negligence.

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Electrical applicance 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.

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Explosives and flammable substances

The Hirer shall ensure that highly flammable substances shall not be brought into, or used in any part of the premises. No internal decorations of a combustible nature (e.g. polystyrene, cotton wool) shall be erected without the consent of Cookridge Village Hall's Management Committee.

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Candles, firework displays, and bonfires are not allowed anywhere on the premises.

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Heating

The Hirer shall ensure that no unauthorised heating appliances shall be used on the premises without the consent of Cookridge Village Hall's  Management Committee. Portable Liquefied Propane Gas (LPG) heating appliances shall not be used.

 

No decorations are to be put up near light fittings or heaters.

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Smoking

The Hirer shall ensure the smoking is not permitted on the premises. The Hirer shall ensure that anyone wishing to smoke does so outside and disposes of cigarette ends, matches etc. in a tidy and responsible manner, so as not to cause a fire.

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Fly posting

The Hirer shall not carry out or permit fly posting or any other form of unauthorised advertisements for any event taking place in Cookridge Village Hall, and shall indemnify and keep indemnified each member of Cookridge Village Hall Management Committee accordingly against all actions, claims and proceedings arising from any breach of this condition. Failure to observe this condition may lead to prosecution by the local authority.

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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.

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Music copyright licensing

The Hirer shall ensure that Cookridge Village Hall holds relevant licences under Performing Right Society (PRS) and the Phonographic Performance Licence (PPL) or, where appropriate, the hirer holds a licence.

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Film

The Hirer shall ensure that children shall be restricted from viewing age-restricted films classified according to the recommendations of the British Board of Film Classification. Hirers should ensure that they have the appropriate copyright licences for film.

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Cancellation

If the Hirer wishes to cancel the booking before the date of the event and Cookridge Village Hall is unable to conclude a replacement booking, the question of the payment or the repayment of the fee shall be at the discretion of Cookridge Village Hall. 

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Cookridge Village Hall reserves the right to cancel this hiring by written notice to the Hirer in the event of:

• the premisies being required for use as a polling station for a Parliamentary or Local Government election or by-election;

• the premises becoming unfit for the use intended by the Hirer;

• an emergency requiring use of the premises as a shelter for the victims of flooding, snowstorm, fire, explosion or those at risk of these or similar disasters.

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In any such case the Hirer shall be entitled to a full refund of any monies already paid, but  Cookridge Village Hall shall not be liable to the Hirer for any resulting direct or indirect loss or damages whatsoever.

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End of hire

The Hirer shall be responsible for leaving the premises and surrounding area in a clean and tidy condition, properly locked and secured unless directed otherwise and any contents temporarily removed from their usual positions properly replaced, otherwise the Committee shall be at liberty to make an additional charge.

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The Hirer is required to remove all rubbish produced at the conclusion of the event.

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No rights

The Hiring Agreement constitutes permission only to use the premises and confers no tenancy or other right of occupation on the Hirer.

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