top of page

      Standard Conditions of Hire

 

These standard conditions apply to all hiring of the village hall. If the Hirer is in any doubt as to the meaning of the following, the Secretary should immediately be consulted.

 

1.   Supervision

The Hirer shall, during the period of the hiring, 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 proper supervision of car parking arrangements so as to avoid obstruction of the highway. As directed by the Secretary, 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.

 

2.   Use of Premises

The Hirer shall not use the premises 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 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 nor allow the consumption of alcohol thereon without written permission.

 

3.   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.

 

4.   Licences

The Hirer shall ensure that the Ashill Village Hall holds a Performing Society Rights Licence which permits the use of copyright music in any form e.g. record, compact disc, tapes, radio, television, or by performers in person.  If other licences are required in respect of any activity in the Village Hall the Hirer should ensure that they hold the relevant licence or the Ashill Village Hall Council of Management holds it.

 

5.   Public Safety Compliance

The Hirer shall comply with all conditions and regulations made in respect of the premises by the Fire Authority, Local Authority, the Licensing Authority or otherwise, particularly in connection with any event which constitutes regulated entertainment, at which alcohol is sold or provided or which is attended by children.

 

(a)    The Hirer acknowledges that they have received information in the following matters:

  • The action to be taken in event of fire.  This includes calling the Fire Brigade and evacuating the hall.

  • The location and use of fire equipment. 

  • Escape routes and the need to keep them clear.

  • Method of operation of escape door fastenings.

  • Appreciation of the importance of any fire doors and keeping fire doors closed

 

(b)   In advance of an entertainment or play the Hirer shall check the following items:

  • That all fire exits are unlocked and panic bolts in good working order.

  • That all escape routes are free of obstruction and can be safely used.

  • That any fire doors are not wedged open.

  • That exit signs are illuminated.

  • That there are no obvious fire hazards on the premises.

 

6.     Means of Escape

(a)    All means of exit from the premises must be kept free from obstruction and immediately available for instant free public exit.

 

(b)    The emergency lighting supply illuminating all exit signs and routes must be turned on during the whole of the time the premises are occupied (if not operated by an automatic mains failure switching device).

7.   Outbreaks of Fire

The Fire Brigade shall be called to any outbreak of fire, however slight, and details thereof shall be

advised to the secretary of the management committee.

 

8.   Health and Hygiene

The Hirer shall, if preparing, serving or selling food, observe all relevant food health and hygiene legislation and regulations. In particular dairy products, vegetables and meat on the premises must be refrigerated and stored in compliance with the Food Temperature Regulations.  The premises are provided with a refrigerator and freezer.

 

9.   Electrical Appliance Safety

The Hirer shall ensure that any electrical appliances brought by them to the premises and used there shall be safe, in good working order, and used in a safe manner in accordance with the Electricity at Work Regulations 1989. Where a residual circuit breaker is provided the hirer must make use of it in the interests of public safety.

 

10.  Indemnity

The Hirer shall indemnify and keep indemnified each member of the Ashill Village Hall Council of Management and the Ashill Village Hall Council of Management's employees, volunteers, agents and invitees against (a) the cost of repair of any damage done to any part of the premises including the curtilage thereof or the contents of the premises (b) all claims, losses, damages and costs in respect of damage or loss of property or injury to persons arising as a result of the use of the premises (including the storage of equipment) by the Hirer, and (c) all claims, losses, damages and costs suffered or incurred as a result of any nuisance caused to a third party as a result of the use of the premises by the Hirer.

 

The Village Hall is insured against any claims arising out of its own negligence.

 

11 .  Accidents and Dangerous Occurrences

The Hirer must report all accidents involving injury to the public to a member of the Ashill Village Hall Council of Management as soon as possible and complete the relevant section in the Village Hall’s accident book.  Any failure of equipment belonging to the Village Hall or brought in by the Hirer must also be reported as soon as possible.  Certain types of accident or injury must be reported on a special form to the local authority.  The Secretary will give assistance in completing this form.  This is in accordance with the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995 (RIDDOR).

 

  • Explosives and Flammable Substances

        The Hirer shall ensure that:

 

(a)    Highly flammable substances are not brought into, or used in any part of the premises and that

 

(b)    No internal decorations of a combustible nature (e.g. polystyrene, cotton wool) shall be erected without the consent of the management committee.  No decorations are to be put up near light fittings or heaters.

 

13.   Heating

The Hirer shall ensure that no unauthorised heating appliances shall be used on the premises when open to the public without the consent of the Ashill Village Hall Council of Management. Portable Liquefied Propane Gas (LPG) heating appliances shall not be used.

 

14.   Drunk and Disorderly Behaviour and Supply of Illegal Drugs

The Hirer shall ensure that in order to avoid disturbing neighbours to the hall and avoid violent or criminal behaviour, care shall be taken to avoid excessive consumption of alcohol. Drunk and disorderly behaviour shall not be permitted either on the premises or in its immediate vicinity.  Alcohol shall not be served to any person suspected of being drunk nor to any person suspected of being under the age of 18. Any person suspected of being drunk, under the influence of drugs or who is behaving in a violent or disorderly way shall be asked to leave the premises.   No illegal drugs may be brought on to the premises.

 

 

 

15.     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 Ashill Village Hall Council of Management. No animals are to enter the kitchen at any time.

 

16.     Compliance with The Children Act 1989

The Hirer shall ensure that any activities for children under eight years of age comply with the provisions of The Children Act of 1989 and that only fit and proper persons who have passed the appropriate Criminal Records Bureau checks have access to the children (checks may also apply where children over eight and vulnerable adults are taking part in activities).  The Hirer shall provide the Ashill Village Hall Council of Management with a copy of their Child Protection Policy on request. 

 

17.     Fly Posting

The Hirer shall not carry out or permit fly posting or any other form of unauthorised advertisements for any event taking place at the premises, and shall indemnify and keep indemnified each member of the Ashill Village Hall’s Council of Management 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.

 

18.     Sale of Goods

The Hirer shall, if selling goods on the premises, comply with Fair Trading Laws and any code of practice used in connection with such sales.  In particular, the Hirer shall ensure that the total prices of all goods and services are prominently displayed, as shall be the organiser’s name and address.

 

19.     Cancellation

If the Hirer wishes to cancel the booking before the date of the event and the Ashill Village Hall Council of Management is unable to conclude a replacement booking, the question of the payment or the repayment of the fee shall be at the discretion of the Secretary. The Ashill Village Hall Council of Management 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 by-election

 

  • the Ashill Village Hall Management Council reasonably considers that (i) such hiring will 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

     

      (d)  an emergency requiring use of the premises as a shelter for the victims of flooding,

            snow storm, fire, explosion or those at risk of these or similar disasters.                  

 

   In any such case the Hirer shall be entitled to a refund of any deposit already paid, but the Ashill

   Village Hall Council of Management shall not be liable to the Hirer for any resulting direct or

   indirect loss or damages whatsoever.

 

20.     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 Ashill Village Hall Council of

   Management shall be at liberty to make an additional charge.

 

21.     Noise

         The Hirer shall ensure that the minimum of noise is made on arrival and departure, particularly

          late at night and early in the morning.  The Hirer shall, if using sound amplification equipment,

          make use of any noise limitation device provided at the premises and comply with any other

          licensing condition for the premises.

 

 

22.     Stored Equipment

   The Ashill Village Hall Council of Management accepts no responsibility for any stored

   equipment or other property brought on to or left at the premises, and all liability for loss or

   damage is hereby excluded. All equipment and other property (other than stored equipment)

   must be removed at the end of each hiring or fees will be charged for each day or part of a day

   at the hire cost per hiring until the same is removed.

 

   The Ashill Village Hall Council of Management may, in its discretion in any of the following    

   circumstances, namely-

 

  • in respect of stored equipment, failure by the Hirer either to pay any storage charges due and payable or to remove the same within 7 days after the agreed storage period has ended

 

(b)   in respect of any other property brought on to the premises for the purposes of the hiring,

       failure by the Hirer to remove the same within 7 days after the hiring dispose of any such

       items by sale or otherwise on such terms and conditions as it thinks fit, and charge the

       Hirer any costs incurred in storing and selling or otherwise disposing of the same.

 

23.     No Alterations

No alterations or additions may be made to the premises nor may any fixtures be installed or

placards, decorations or other articles be attached in any way to any part of the premises without the prior   written approval of the Secretary. Any alteration, fixture or fitting    attachment so approved shall at the discretion of the Ashill Village Hall Council of Management remain in the premises at the end of the hiring.  It will become the property of the Ashill Village Hall Council of Management unless removed by the hirer who must make good to the satisfaction of the Ashill Village Hall Council of Management if any damage is caused to the premises by such removal.

 

24.     No Rights

   The Hiring Agreement constitutes permission only to use the premises and confers no tenancy  

   or other right of occupation on the Hirer.

 

ASHILL VILLAGE HALL

 

Information for Hirers

 

If you have any difficulties concerned with your hire of the hall, please telephone either of the following numbers:

 

Mr. P. Lang                           Tel. No:        07767237985  OR

Mrs. J. Speke                              (ashillvillagehall@mail.com

 

Opening and Closing the Ashill Village Hall

 

The village hall keys will be available the keybox located in the box on the side of the shed between the shed and the kitchen annex and the keybox number is: xxxx.  After locking up please replace the keys in the keybox and “scramble” the numbers.  The number to the lock on the car park chain is also: xxxx

 

Please ensure that any outside caterers, contractors and bar staff are aware of the hire period and that they will not be able to enter before or leave after the hire period.

 

Guests are expected to vacate the premises within fifteen minutes of the end of a licensed period. After midnight (unless the event is New Year’s Eve) only those helping to clear up the village hall should be on the premises.

 

General

 

  • In the interests of hygiene, no dogs except Guide Dogs may be admitted to the hall.
     

  • There are special requirements concerning the selling of alcohol and if this applies to your event this should be checked with the Booking Clerk at the time of booking.
     

  • No pictures, posters or any materials are to be placed on the walls or doors of the hall by any means, including blue tack or drawing pins, otherwise the Hirer will be charged for any necessary repair work.
     

  • Bunting for special occasions must have the prior permission of the Booking Clerk.
     

  • Hirers who use the kitchen should bring their own tea towels as these are not provided.


     

Safety

 

The village hall operates a No Smoking Policy.
 

Fire extinguishers are located at both ends of the main hall as well as in the kitchen where there is also a fire blanket.
 

The location of the fire exits and fire extinguishers should be noted before the hall is occupied.  The manner of opening the Emergency Escape Door from the kitchen to the outside should be made known to your guests. 

 

The door from hall to the kitchen is a fire door and should be kept closed.  Similarly the hatch from the kitchen to the hall should be closed when not in use.

 

Fire escape routes are clearly marked.

 

In the event of a fire, the village hall should be evacuated in an orderly manner using the appropriate exits, and the Fire Brigade called by dialling 999.

 

The village hall’s Health & Safety file is kept in: The Kitchen

 

A first aid boxes are located in: The Kitchen.  The blue washable plasters must be used by anyone preparing food.

 

Insurance

 

Ashill Village Hall is insured against any claims arising out of its own negligence.

 

The Ashill Village Hall Committee accepts that hall users may wish to hire in bouncy castles or other inflatables for children’s party use, but hirers should be aware that the hall liability insurance does not cover the use of such equipment.  If these are to be used then the hall hirer will be required to purchase their own liability insurance and the company providing the equipment would be able to organise that. It is also suggested that children should be supervised on such equipment at all times.  The booking clerk will require a copy of the insurance document before hire commences.

 

Power Circuits/Heating

 

The electricity meter (£1.00 coins for heating only; lighting costs are included in the hire charge) and electric heater switches for the main hall are located in: The Kitchen (in tall cupboard). 

 

The heaters for the kitchen are switched on at each individual heater by pull switch.  The single plinth heater has a switch at the front of the heater. 

 

Water is heated by means of a timer on the wall to the right of the cooker which switches on the immersion heater.  Please ensure that the water heater is switched off before you leave.

 

Hall Telephone

 

The village hall has no telephone and the nearest one is located at The Ashill Inn so you are advised to bring a fully charged mobile telephone for use in case of emergency.

 

Car Parking

 

The road outside the village hall is a public road and must not be obstructed.  The village hall car park will accommodate a good number of cars if they are parked sensibly. 

 

Consideration for Others

 

Please ask your guests to leave quietly following your event. Car doors banging and loud talk in the car park are disturbing to local residents.

 

At the end of the hire period, it is the responsibility of the Hirer to check that the hall is left in a clean and tidy condition and that all lights and the kitchen water heater are switched off.  Any expense incurred in additional cleaning after use will be charged to the Hirer.

 

 

 

In particular we ask you to ensure table tops are wiped clean before being stacked in the cupboard or on the trolley.

 

Please do not leave waste in the bins in the kitchen.  Please put waste in sealed bags in the wheelie bins outside or preferably take it home. 

 

If rubbish is left by hall hirers which has to be taken to the recycling facility at Chard, the cost, at £15.00 per hour or part thereof, will be deducted from the hirer’s deposit.  PLEASE NOTE ALL RUBBISH MUST BE RECYCLED, PLASTIC BOTTLES,GLASS, CARDBOARD AND CANS.

 

Faults/ Damage/ Comments

Please report any faults or damage to the Booking Clerk as soon as possible so that they can be rectified quickly.  The Ashill Village Hall Committee welcomes comments or observations you may have about your hire of the village hall.

 

 

 

Ashill Village Hall

 

 

Application for consent for a Temporary Event Notice to be given for an event at Ashill Village Hall  

 

  Please Note :   Ashill Village Hall is not licensed for the sale of alcohol.

 

I hereby apply to Ashill Village Hall Council of Management for consent to give to the Licensing Authority a Temporary Event Notice to hold the following licensable activities at the hall on the following date(s), during the following dates/hours:

 

Date(s):                                  _____________________

 

Time:                                      _____________________

 

Description of event:           __________________________________________

 

Licensable Activities:          __________________________________________

 

I hereby undertake to comply with the provisions of the Licensing Act 2003 (and any regulations thereunder) as they relate to a Premises User holding a Temporary Event Notice (TEN) and to indemnify the Ashill Village Hall Council of Management for any obligations thereunder.  I undertake, in particular, to notify the Police Authority within the required time and not to allow the sale of alcohol to those aged under 18 or to those who are drunk or disorderly.

 

Signed by the person named at 1.3 (a) or 1.3 (c) of the Hiring Agreement (duly authorised on behalf of the organisation named at 1.3 (b), where applicable):

 

Name (in capitals):   ______________________________

 

Signature:                 ______________________________    

 

 

I hereby authorise the person named above to give a Temporary Event Notice to the Licensing Authority for the area for the event described above on the date(s), at the time(s) and in the location(s) specified above.

 

Signed by the person named at 1.2 (b) of the Hiring Agreement, duly authorised, on behalf of the Ashill Village Hall Council of Management:

 

Name:                        _____________________________

 

Signature:                 _____________________________

 

 

 

 

 

Ashill Village Hall Hiring Agreement To be Completed

 

EXAMPLE

 

DATED:

08/07/2021

 

PARTIES:         (1)        The Village Hall named below acting by its management committee (“Ashill Village Hall Council of Management”); and  (2)            The person or organisation named in clause 1.2 (“Hirer”).

 

AGREED as follows:
 

1.   In consideration of the hire fee described in clause 1.3, the Ashill Village Hall Council of Management agrees to permit the Hirer to use the premises described in clause 1.5 for the period(s) listed below.  The details of the hire are given below.  This Hire Agreement includes the annexed Standard Conditions of Hire attached.

 

Time & Dates(s) required:

 

Dates/times:           Sunday 13th July 2014                          9 a.m. – 6 p.m. (9hrs at £6.00 ph)

                 

                              Total hire charge:                                 £54.00

 

Ashill Village Hall                     (a)            Registered Charity No:  270392

 

                                             (b)            Authorised Representative:  MR Peter Lang

 

                                           Address:     Please Phone Mobile 

                                                                 Tel.  No: / 07767237985 Mobile    

 

           1.2  Hirer:                                                        

 

                (a)            Name:                   Mrs / Mr          xxxxxxx

 

 

 

 

                (b)           Organisation:         Private Party

 

 

                (c)           Address:                Hirer Address

 

                                                             xxxxxxxxxx

 

                               Contact Telephone Numbers:     XXXXXXXXXXX

 

 

            1.3  Hire Fee (s):

                                                          £6.00 per hour

 

Deposit:

(payable in addition to hire fee, £100 for persons hiring from outside the community):

 

            The deposit will be refunded within 7 days of the completion of the period of hire provided that no damage or loss has been caused to the premises and/or contents nor complaints made to the Ashill Village Hall Council of Management about noise or other disturbance during the period of the hiring as a result of the hiring.

 

 

1.4   Premises:  Hall and kitchen

           

1.5   Purpose/description of hiring:
 

2.    The Ashill Village Hall has a Premises Licence authorising the following regulated entertainment and licensable activities, normally finishing no later than 12 midnight:

 

Live music

Recorded music

Performance of dance

Other entertainment activity

Dancing

 

The hall does not hold a licence for the sale of alcohol or the provision of hot food/drink after 11 p.m. 

 

If you wish to sell alcohol you will need to apply for a Temporary Event Notice (“TEN”) from South Somerset District Council and the hall Secretary will need to be notified if you intend to apply for a TEN since the hall is permitted only 12 each year.

 

2.1

Have you indicated at 2.1 that alcohol will be available for sale at your event?

 

                                                                                     Yes / No

 

3.     The Hirer agrees with the Ashill Village Hall Council of Management to be present (by its authorised representative, if appropriate) during the hiring and to comply fully with this Hire Agreement.

 

4.     It is hereby agreed that the Standard Conditions of Hire together with any Special Conditions of Hire shall form part of the terms of this Hiring Agreement unless specifically excluded by agreement in writing between the Ashill Village Hall Council of Management and the Hirer.

 

5.     None of the provisions of this Agreement are intended to or will operate to confer any benefit pursuant to the Contracts (Rights of Third Parties) Act 1999 on a person who is not named as a party to this Agreement.    

 

 

6.   Please read the TERMS OF USE / SAFETY & LICENCES shown on the Village Hall Website

                                                     

                                                http://www.ashillhallilminster.co.uk  

 

 

As Witness the hands of the parties hereto:

 

         xxxxxxxxxxx

 

 

Signed by the person named at 1.2 above, duly authorised, on behalf of the Ashill Village Hall Council of Management:

 

 

 

         xxxxxxxxxxx

 

 

Signed by the person named at 1.3 above or by their authorised representative      

 

Date___________

 

Important information:-

 

     COVID 19:  Some people are still not vaccinated, it is the responsibility of the hirer to make sure others using the Hall at the same time are kept as safe as possible.                     

 

Have You Seen & Read The Following On the Village Hall Website ? 

                                              http://www.ashillhallilminster.co.uk

 

                                        Safety, Licences & Standard Conditions of Hire

 

                Signed      …………….

 

NOTE.

                          

 

 

    PLEASE RETURN TO THE ABOVE ADDRESS   ( Thank you for using the Hall )

 

 

​Ashill Village Hall Council of Management

 

Chairman: Mrs. Joan Speke, 

Secretary:  Mrs. J. Simmonds-Short, 

Treasure:  Mr. P. J. Lang, 07767237985       (Hall Bookings)

                

Treasure: Tel No: 07767237985 Mobile email:  

 

 

 

Mr & Mrs. xxxxxx

xxxxxxxxxxxxxxxx

xxxxxxxxxxxxxxxx                                                                            19th September 2014

 

 

 

 

Dear Mr & Mrs. xxxxxx

 

RE:     HIRE OF ASHILL VILLAGE HALL

 

Thank you so much for leaving the hall clean and tidy after your party on Saturday last.

 

I hope the children’s party went off OK, and please find returned your deposit cheque.

 

I hope you will consider using the hall again for any future events.  We need all the bookings we can get in order to keep the hall maintained since we receive no financial support, other than from fund raising by our willing volunteers.

 

 

 

 

Yours sincerely

 

 

 

Jane Simmonds-Short

Secretary

 

                         Ashill Village Hall New Cleaning Schedule 

 

AVH  Cleaning Schedule 2016 / 2017

Time Periods / Cleaning Task

​

Weekly 

Dust/polish all window ledges inside / Benches  

Clean toilets & handbasins/empty bins/replace bags &  toilet rolls / wash towels   

Vacuum main hall floor/entrance hall/kitchen/toilets  

Wash main hall floor with Junckers polish/cold water  

Wash kitchen floor/toilet floors/entrance hall  

Empty kitchen pedal bin/replace poly bag

  

Monthly 1st week of month:

Clean all table tops: small white ones & long ones  

Wash down paintwork in porch  

Clean 'glass' in notice board  

Clean fridge if required

  

Two-Monthly

Scrub off 'Ashill' map in front of hall  

Clean out cutlery drawers in kitchen

​

Three- Monthly

Hall windows clean in and out.  ( Contractor)

  

Annually

Clean out kitchen cupboards/shelves / unit tops

​

​

​

 

      Thank You For Reading Our Terms Of Use and Conditions Of Hire

 

         

 

                Peter Lang Village Hall Treasurer

 

 

 

 

 

 

 

 

 

 

 

 

bottom of page