Wrenbury Village Hall Trust


Booking Terms & Conditions

Wrenbury Village Hall Trust

Letting Conditions effective from 6th April 2015


1.Availability

1.1 Multi-lets may take priority over individual one-off bookings.
1.2 Where possible multi-lets for clubs and similar organisations should have access all year round
subject to PCC priority.
1.3 Precise dates for multi-lets should be agreed at least every 3 months in advance and, if possible,
for a whole year.
1.4 If only one hall is hired, kitchen facilities may need to be shared with the hirers of the second hall.

2. Responsibilities
2.1 The hirer must be at least 18 years of age and responsible.
2.2 The hirer will be responsible for ensuring that all users are aware of the procedures for safe
and correct use of the equipment and facilities and report any deficiencies or damage on the
occasion of each use
2.3 The hirer will be responsible for the registration and conduct of persons attending a function in
the let premises, including and ensuring Security, Fire, Health & Safety requirements are met.
2.4 In case of fire, evacuate, stay out and phone the Fire Brigade.
2.5 At least one responsible adult should be present at all times during a letting period to ensure
adequate supervision.
2.6 The hirer is required to reimburse the Trust the cost of any damage including, but not restricted
to, structural, decorative, contents and/or electrical/mechanical which may result from a
letting.
2.7 The hirer is required to sweep the floor and leave the hall in good order and condition as at the
start of the let and remove any waste sacks or rubbish following the let.
2.8 The hirer is required to reimburse the Trust for any additional cleaning necessary following
the letting.
2.9 Fittings, fixtures and decorations of any kind which would damage the fabric of the building will
not be permitted. Items which require no permanent fixing are permitted, however Sellotape© must
NOT be used to affix such items to the walls.The hirer should also be aware of the fire hazards and
associated cleaning problems of streamers, party-poppers and silly-string.
2.10 The electrical and mechanical installations of the premises must not be altered.
2.11 Any equipment brought on to the premises by the hirer should meet all relevant safety
requirements and must be removed immediately at the end of the letting;
2.12 First Aid materials are on site but there is no public telephone system to summon assistance.
The hirer will need to make their own arrangements.
If using a mobile phone, quote the exact address of the Hall, including the PostCode CW5 8HG.

3. Entertainment
3.1 A licensed bar will require the permission of the local authority which is the hirer's responsibility
to obtain.
3.2 The licence must be displayed in a prominent position
3.3 The terms of any licence relating to music, singing and dancing must be followed and there
must be no infringement of copyright.
3.4 Formal seating arrangements must include adequate gangways and free passages to allow
for emergency evacuations. People should not be allowed to stand or sit in these gangways or
passages.
3.5 The maximum number of people allowed in the large hall is 200 and in the small hall is 100 but
subject to 250 in total.
3.6 It is the responsibility of the hirer to ensure good order during any event.
3.7 The village hall is a no-smoking area and this must be strictly observed

4. Access
4.1 The Trustees reserve the right to refuse any booking without stating a reason.
4.2 The Trustees, their representative or any Police Officer have the right of entry at all times to the
hall.

5. Electrical Appliance Safety
5.1The 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.

6. Insurance
6.1 It is the responsibility of the hirer to effect whatever insurance they perceive is necessary for their
liabilities. The Trust's cover does not extend to the hirer's liabilities.
6.2 The Trust shall not be responsible for any damage or loss to any property or injury to any
person caused prior to, or during the hire period.

7. Statutory Obligations (Amended 6th April 2015) 
7.1 The hirer must comply with all statutory obligations including the protection of children and race
relations. No activity should be carried on which causes offence to other users of the hall and
neighbouring premises.
7.2 The hirer will be asked to certify that they have a child/vulnerable adult protection policy or that
their activities do not require one. Where activities are for children (and where appropriate for
vulnerable adults) hirers may be asked to supply or show their child protection policy to the Booking
Secretary before the first booking commences.






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