Llandenny Village Community

Terms & Conditions

Llandenny Parish Hall – Terms and Conditions of Hire

It is important when you hire or use Llandenny Parish Hall that you read and understand these Terms and Conditions of Hire. They do apply in all cases, whether you have formally

agreed to them or not. A copy is displayed in the Hall and on the Hall website.

General

These terms and conditions apply to all those who book and use Llandenny Parish Hall. They are part of an agreement between the Llandenny Parish Hall Management Committee

(LPHMC) and the hirer, who may be an individual or an organisation represented by an authorised person.

 

All the conditions, plus any special conditions imposed at the time of booking, apply unless specifically excluded in writing. Confirming a booking for Llandenny Parish Hall certifies that

the hirer is aware of these terms and conditions, will abide by them and will ensure that those who use the Hall in conjunction with their booking act in accordance with them. The

LPHMC will assume that anyone making a booking on behalf of an organisation is duly authorised to do so. If anyone uses the Parish Hall without having a confirmed booking then

it will be deemed that they are aware of these terms and conditions, will abide by them and will ensure that those who use the Hall act in accordance with them.

 

The Hall can accommodate 64 people seated at tables or 80 with a theatre style seating arrangement.

Charges

Charges for all bookings are shown clearly on the Schedule of Charges obtainable from the Booking Secretary and on the Hall website. As well as charges for use of the Hall spaces and

facilities, there will be an extra charge for the benefit of a license to sell alcohol etc. These will all be confirmed at the time of booking.

Invoicing and payment

Invoicing and payment is by specific arrangement and will be agreed at the time of booking.

Payment may be required in part or in full before an event takes place.

Deposits

Security/damage deposits will be required in some circumstances and will be detailed at the time of booking. Returnable deposits will be returned after the date of hire (or after the last

date of hire), less any deductions, with a credit note if required. Alternatively, deposits will be deducted from final invoices.

Confirmed booking

Once the booking has been accepted and any deposit paid, the Hall will not be hired out to any other user at that time without the prior agreement of the hirer. If a provisional

booking has been made but not confirmed the “slot” may be given to someone else.

Cancellations by the hirer

LPHMC will be reasonably flexible in relation to modifications, postponements and cancellations, but reserves the right to make cancellation charges equal to 50% of the

agreed hire fee in the event of a cancellation less than seven days before the booked date.

Cancellations by LPHMC

LPHMC reserves the right to cancel a booking by written notice in the following circumstances:

 

• the premises being required for use as a Polling Station for a Parliamentary or Local Government election or by-election

• the LPHMC reasonably considering that

  • such hiring will lead to a breach of licensing conditions, if applicable, or other legal or statutory requirements

  • unlawful or unsuitable activities will take place at the premises as a result of the hiring

• 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.

 

In any such case the hirer shall be entitled to a refund of any deposit already paid, but the LPHMC shall not be liable to the hirer for any resulting direct or indirect loss or damages

whatsoever.

Access to the Hall/time periods of hire

Bookings relate only to the days and times hired. Hire periods must be long enough to allow for any setting up of and putting away/dismantling any furniture/equipment. Hire period of

an hour or more are allowed 15 minutes before and 15 minutes after to allow for setting up/arrivals and dismantling/departures unless extended by prior agreement. Any extra use

not agreed in advance will be charged for unless there are extenuating circumstances (at the discretion of the Bookings Secretary).

Use of premises, supervision

The hirer (or his/her authorised representative) must be present during the period of hire and ensure that terms and conditions are observed. Use of the Hall must always be

responsible, with respect to the accommodation, facilities and equipment. 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;

• 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; 

• leaving the premises and surrounding area in a clean and tidy condition;

• utensils and equipment put away; lights, taps, equipment etc all turned off;

• the building secured unless directed otherwise; and,

• any contents temporarily removed from their usual positions properly replaced.

 

If the Hirer fails to meet this requirement the LPHMC shall be at liberty to make an additional charge. The basic rule is that the room and facilities should be left as they were

found.

 

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.

 

The hirer:

 

• shall not use the premises for any purpose other than that agreed at the time of booking;

• shall not sub-hire or use the premises or allow the premises to be used for any unlawful purpose or in any unlawful way;

• shall not do anything or bring onto the premises anything which may endanger the premises;

• shall ensure that nothing is done on or in relation to the premises in contravention of the law relating to gaming, betting and lotteries;

• shall ensure that no animals, except assistance dogs, are brought into the hall, without prior agreement:

• shall ensure that any electrical appliances brought to the premises and used there, shall be safe, in good working order and used in a safe manner;

Smoking and fireworks

The Hall and its exterior areas are a “no smoking” area. It is against the law to smoke anywhere in this public area. This ban extends to all outside areas. All users are expected to

enforce this rule. Bringing Fireworks into, or the ignition of Fireworks in the Hall or grounds, is expressly forbidden.

Kitchen and other rubbish

There is no rubbish collection from the Hall. Hirers are responsible for the removal of all rubbish they generate. If rubbish is left at the end of a hiring a disposal charge may be

made.

Policies

All users must observe appropriate policies relating amongst other things to Health and Safety; Equal Opportunities; Environment; and Protection of Children and Vulnerable Adults.

 

Any hirer or user of the Hall where Children and/or Vulnerable Adults are involved must have appropriate policies/procedures in place and must ensure that these are observed when using the Hall.

Fire

All Hirers must make themselves, and any individuals using the premises as part of their Hire, aware of emergency escape routes and fire alarm procedures.

Licensed activities and sale of alcohol

The Hall has a Premises Licence authorising the following regulated entertainment and licensable activities between the hours of 11:00 and 23:00 daily:

 

• the performance of plays

• the exhibition of films

• the performance of live music

• the playing of recorded music

• the performance of dance

• the sale of alcohol

 

Of the regulated and licensed activities, the only one which the LPHMC needs to have specific information about is the sale of alcohol. The LPHMC is responsible for ensuring that

any sale of alcohol is within the terms of this licence as required by the law. Where alcohol is provided for sale at an event or activity, the licence provisions must be observed. As well

as direct sales across a bar, any supply of alcohol which is linked to purchase of some other item or is included in the entry fee etc is classed as sale of alcohol.

Specific conditions relating to the sale of alcohol

Where any hirer of the Hall intends to sell alcohol at an event, then they must:

 

• state this in when making their booking

• pay a £10 fee to the Hall for the use of the licence

• provide the name(s) of a specific individual(s) who will ensure that licensing provisions are adhered to.

• confirm when booking that they have read these provisions and will abide by them

• ensure that anyone engaged in the sale of alcohol is aware of these provisions

 

They must ensure that:

• small measures as follows are available, unless the drinks in question are sold or

• supplied in pre-sealed bottles or cans, and this availability publicised:

  • beer or cider - half pint

  • gin, rum, vodka or whisky - 25ml or 35ml

  • still wine in a glass - 125ml

• there are no irresponsible promotions of alcohol

• there is no dispensing of alcohol directly into customers’ mouths

• tap water is available at no cost

• people who are under 18 are not served;

• individuals who appear to be under the age of 21 years of age are challenged and must produce on request (before being served alcohol) identification bearing their photograph and date of birth

• alcohol is never served to anyone who is drunk or disorderly

• alcohol is not sold for consumption outside of the Hall’s boundaries

• people leave the premises in a quiet and orderly manner and do not cause any disturbance to the neighbours.

Other licences

The Hall does not have PRS or PPL licences. If these or other licences are required in respect of any activity in the Hall, the hirer should ensure that they hold the relevant licence.

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 LPHMC. Any alteration, fixture or fitting or attachment so approved may at the discretion of the LPHMC remain in the premises at the

end of the hiring. It will become the property of the Hall unless removed by the hirer who must make good to the satisfaction of the Hall any damage caused to the premises by such

removal.

No Rights

The hiring agreement constitutes permission only to use the premises and confers no tenancy or other right of occupation on the hirer.