This is the Terms for hire

Northwood Village Hall Standard conditions of Hire

These standards conditions apply to all hirings of Northwood Village Hall. If the hirer is in any doubt as to the meaning of any of the following, the Chair or any member of Northwood Village Hall Association must be immediately consulted. Northwood Village Hall Association reserve the right to refuse any hirer without explanation, and any hiring is always at the discretion of the NVHA.

1 Age. The hirer, who must be over 18 years of age, accepts responsibility for being in charge of and being on the premises at all times when the public are present and they must ensure that all the conditions under this agreement, relating to management and supervision of the premises ARE MET.

2 Supervision. The hirer shall, during the period of the hiring, be responsible for supervision of the premises, the fabric and contents, and the grounds and boundaries, for their safety from damage however slight or of any sort; and the behaviour and safety  of all persons using the premises whatever their capacity, including proper supervision of the car parking arrangements so as to avoid obstruction of the highway access lane. Car parking is always at owner’s risk. The Hirer shall make good or pay for all and any and damage (including accidental damage) to the premises, fixtures or fittings or contents or loss of any such, as directed by the booking officer.  07/22

3 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 that may endanger the same or render invalid any insurance policies in respect thereof nor allow the consumption of alcohol without written permission. The Hirer must be aware of and adhere to the conditions of hiring in the Premises license displayed in the Village Hall.

4 Use of Inflatable play equipment. The hirer MUST ensure they have their own Public Liability insurance to cover the use of Inflatable Play Equipment whether used indoors or outdoors. The equipment MUST be supervised at ALL TIMES by a responsible adult. JJS Parties and Events  01983 854739 or Isle of Wight Bouncy World 07715550339, know the hall well

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5 Gaming Betting 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 or lotteries.

6 Licensable activities. The hirer is responsible for ensuring they or the Village Hall has the correct licenses for any activities that they undertake.

7 Public Safety Compliance. The hirer shall comply with all conditions and regulations made in respect of the premises by the Isle of Wight Local Authority, the Village Hall’s Fire Risk Assessment or otherwise, particularly in connection with any event that constitutes regulated entertainment, at which alcohol is sold or provided &/or which is attended by children. The hirer shall also comply with the Village Hall’s Health and Safety Policy, as outlined below and available to view in the Village Hall.

• The hirer must be aware of the action to be taken in case of fire, including calling emergency services and evacuation procedures.

• The location and use of fire equipment (see plan posted on notice board)

• The location of Escape routes and the need to keep them clear

• Method of operating fire escape doors.

• Fire doors and the need to close all fire doors in the event of a fire.

In Advance of an entertainment the Hirer shall check the following

• That all fire exits are unlocked

• That all escape routes are clear of any obstruction

• That fire doors are not wedged open

• That exit signs are illuminated

• That there are no obvious fire hazards on the premises

8 Means of Escape. The hirer is responsible for ensuring that any person using the hall is made aware of fire evacuation procedures. All means of escape must be kept free from obstruction and immediately available for instant free public exit. The emergency lighting supply illuminating all fire exit routes must be turned on during the whole of the time the premises is occupied.

9 Outbreaks of Fire. The fire service shall be called to any outbreak of fire however small, and details must be given to any member of NVHA at once.

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10 Health and Hygiene Food Handling. The hirer shall, if preparing food serving food or selling food, observe all relevant health and hygiene and food handling legislation and regulations. In particular temperature requirements for dairy and meat products must be observed. The Village

 Foods may not be stored at the hall unless with prior consent of NVHA.

11 Electrical Appliances. The hirer shall ensure that any electrical appliances brought by them to the premises and used there are safe, in good working order and used in a safe manner in accordance with 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.

12 Insurance and Indemnity.

The hirer shall be liable for;

• The cost of the repair of any damage (accidental or malicious) done to any part of the premises including the curtilage thereof or the contents of the premises.

• All claims losses damages and costs made against or incurred by the Village Hall Association their employees, volunteers, agents or guests, in respect of loss or damage of property or injury to persons arising as a result of the use of the premises (including storage of equipment) by the hirer and

• All claims, losses, damages and costs made against or incurred by the Northwood Village Hall Association their employees, volunteers agents, guests, as a result of any nuisance caused to a third party as a result of the use of the premises by the hirer and subject to sub-clause b (below) the hirer shall indemnify and keep indemnified accordingly each member of NVHA and employees, volunteers, agents, guests against such liabilities.

The Village Hall is insured against any claims arising out of its own negligence and is insured for public liability.

The Village Hall has insurance to insure the above first bullet point and may use its discretion to cover any losses, but the hirer shall indemnify any claim the village hall makes on its insurance and further indemnify any excess that the insurance does not cover. Where the village hall has no insurance cover the hirer must ensure that his/her own liabilities are insured and produce the insurance certificate on demand. Failure to produce such a certificate will render the hiring null and void and the GVHA will be free to re-hire the hire to another hirer        .07/22

13 Accidents and dangerous occurrence. The hirer must report all accidents and incidents to any member of NVHA as soon as possible and complete the relevant sections in the Accident and Incident book kept in the kitchen of the village hall with the First Aid box.

Any failure of equipment belonging to the Village Hall must also be reported to NVHA as soon as possible. Certain types of injury or accident must be reported on a RIDDOR form to the IW Local authority (form is available in the accident book). This a requirement by law in accordance with RIDDOR 1995

14 Explosives and Flammable substances (Fireworks etc)

• The hirer shall ensure that flammable substances or fireworks or candles are not brought into the hall or used in or on any part of the premises or grounds.

• The hirer shall not erect any flammable decorations without the consent of NVHA – no decorations may be put up near light fittings or heaters or in the kitchen – hirers must not use adhesive (Sellotape) on the walls or windows.

• The hirer shall not erect any large equipment within the hall without permission from NVHA especially large inflatables.

15 Heating. The hirer shall ensure that no unauthorized heating appliance shall be used on the premises when open to the public without the consent of NVHA. LPG heating appliances must not be used.

16 Drunk Disorderly Use and or Supply of illegal drugs or smoking.

   The Village Hall and its surroundings is a strictly non - smoking environment.

The hirer shall ensure there is no excessive or illegal use of alcohol or smoking or use of illegal drugs, Drunk and Disorderly behaviour shall not be permitted in or around the hall, alcohol must not be served or supplied or given to children or those who seem to be drunk and or under the influence of drugs or any illegal substance. Illegal drugs must not be brought onto the premises.

17 Animals. The hirer shall ensure that no animals are brought onto the premises other than previously agreed by NVHA. No animals or children are to enter the kitchen at any time. 

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  Cancellation    If the Hirer wishes to cancel the booking before the date of the event 72 hrs notice must be given for the management committee to consider refund of hire.                      

 The Management Committee reserves the right to cancel this hiring by written notice to the Hirer in the event of: (a) the premises being required for use as a Polling Station for a Parliamentary or Local Government election or by-election (b) the Village Hall Management Committee reasonably considering 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 (c) 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, snowstorm, 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 Village Hall Management Committee shall not be liable to the Hirer for any resulting direct or indirect loss or damages whatsoever. The Management Committee shall have no liability to the hirer on any account whatsoever in the event that the Hall is not available in part or in whole on any designated date, or if any function or activity shall be delayed due to act of God, breakdown of machinery, failure of supply of electricity, gas, water, or storm, tempest, flood, fire, or any other occurrence beyond the direct control of the Committee. July 2022

19 Compliance with Children act 2004

July 2022