Booking request for hiring Tansley Village Hall
Registered Charity Number 1156837
Purpose and description of use
If you wish to sell alcohol or provide it in return for a donation or as part of a ticket price, you must submit a Temporary Event Notice (TEN) at least 10 working days before the event to Derbyshire Dales District Council (01629 761115) and Derbyshire Police and await approval. Details including the TEN appplication fee are provided on the the DDDC website http://www.derbyshiredales.gov.uk/services-business/licensing/alcohol-entertainment-a-late-night-refreshment/temporary-event-notice . Tansley Village Hall's premises Licence number, required in the TEN form, is DDPLN0011. A copy of the licence must be shown to Tansley Village Hall's Hiring Manager before any alcohol is sold.
Do you wish to sell alcohol?
Date or dates required
Time of day required from and to (including start of setting-up to end of clearing-up)
On the day of an event, Setting Up Time (up to three hours and not for more hours than the event itself) will be charged at 1/3rd of the room rate per hour. To set up the previous day, e.g for a wedding reception, the charge is 2/3rds of the room rate per hour with no limit on the number of hours. Setting-up is for putting out chairs, tables, decorations and food, say, but does not include preparing and/or cooking/heating food. If you wish to prepare and/or cook/heat food, please include this under the full hire rate.
Number of hours for setting up
If you need part of an hour, please use a decimal fraction, e.g. 0.5 for 1/2 hour, 1.5 for 1 1/2 hours.
Number of hours for the event
Clearing up time is free of charge. By agreement, for late night events such as parties, clearing up may be done the following morning.
Number of hours for clearing up
Rooms required (at hourly charge rates as shown)
Main hall (with bar & stage) and toilets: Regular use £9 (Tansley resident) or £13 (non-resident). One-off hire £10 (Tansley resident) or £15 (non-resident).
Dining/meeting/serving room with kitchen: £5.50 (Tansley resident) or non-resident £7 (regular use) or £8 (one-off hire).
Upper room with mini-kitchen and toilet: £5.50 (Tansley resident) or non-resident £7 (regular use) or £8 (one-off hire).
10% discount for booking two or more rooms. 10% discount for booking two or more consecutive days for a multi-day event (but not for the concession of setting-up the day before an event such as a wedding reception). Hire charge payable on/before the event (or afterwards only by agreement). Cheques payable to Tansley Village Hall. You are welcome to and/or may be asked to leave a hire deposit of say 10% of the hire charge at/soon after booking. By agreement with the Hiring Manager, business customers may be invoiced for payment that may be made by cheque or using BACS. The invoice will be sent by email to the Hirer. The Hirer must provide the payer's business postal address to be included in the invoice if this is different from the Hirer's business address. Payment must be received within 14 days of the invoice being sent.
Expected hire charge
A damage deposit of £50 in CASH, separate from the hire charge, is required for private parties/receptions. The deposit is returned if no damage/excess cleaning arises. The deposit is normally returned via BACS to the Hirer's nominated bank account, details of which must be given to the hiring manager when requested on/before the day of hire.
Damage deposit applies
Needed for Tansley Village Hall to respond to your booking request
Standard Conditions of Hire
Please read all the following Standard Conditions of Hire as you must accept them to complete the booking request. They apply to all hiring of Tansley Village Hall. If the Hirer is in any doubt as to the meaning of any condition, please consult the Village Hall’s Hiring Manager .
1. Supervision and restoration after damage
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. Bunting can be hung from wall eyes but no decorations may be fixed directly to the walls. As directed by the Village Hall’s Hiring Manager, 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. Breakages of equipment including crockery and glassware may be charged for.
2. Removal of waste and items brought in
The Hirer is responsible for taking away from the site all items that they, their caterer or other agents bring to the Hall, including glass and plastic bottles, cans, cardboard boxes and all items of decoration. No more than two dustbin sacks of non-recyclable refuse may be left inside or beside the Hall's dustbins. The Hirer must take away any additional waste. No clean recyclable waste, including glass and plastic bottles, cans, cardboard and paper may be placed in or beside the Hall's dustbins. Failure to remove items as above may be charged for to cover the Hall's cost in disposing of the Hirer's recyclable materials and refuse.
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 which may endanger the same or render invalid any insurance policies in respect thereof. The legal maximum capacity for the premises is: main hall 140 persons, small hall (kitchen) 50 persons. The practical capacities are usually lower, depending on the nature of the event. The Hirer must ask advice from the Hall's Hiring Manager to establish viable capacities for his/her event.
4. 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.
The Village Hall has a PRS For Music Licence covering the playing of live music (not recordings) and a PPL Licence covering recorded music only for non-commercial user groups. If other licences are required in respect of any activity in the Village Hall (e.g. TV licence, PPL for commercial users) the Hirer must ensure that they hold the relevant licence.
6. Public Safety Compliance
(a) The Hirer acknowledges that they have received instruction 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. (b) In advance of an entertainment the Hirer shall check that: • All fire exits are unlocked. • All escape routes are free from obstruction and can be safely used. • There are no obvious fire hazards on the premises.
7. Means of Escape
All means of exit from the premises must be kept free from obstruction and immediately available for instant free public exit.
8. Outbreaks of Fire
The Hirer shall call the Fire Brigade to any outbreak of fire, however slight, and details thereof shall be given to the Village Hall’s Hiring Manager. The nearest public telephone is located outside the front of the Hall 50 yards on the left on Church Street. Only the Vodafone and O2 mobile phone networks provide good coverage at The Village Hall but this cannot be guaranteed by The Village Hall Committee.
9. 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.
10. 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.
The Village Hall Committee insures The Village Hall against damage subject to a voluntary excess of £1,000. The hirer is responsible for any excess cost of damage that the Village Hall Committee is unable to claim from its insurance. The hirer may choose to take out insurance to cover this. The Village Hall Committee insures against public liability for its own negligence. The hirer accepts public liability for its negligence and may choose to take out insurance to cover this.
12. Accidents and Dangerous Occurrences
The Hirer must report all accidents involving injury to the public to a member of the Village Hall Committee 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 Village Hall’s Hiring Manager will give assistance in completing this form. This is in accordance with the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995 (RIDDOR).
13. Explosives and Flammable Substances
The Hirer shall ensure that: (a) Highly flammable substances or fireworks 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 Village Hall Committee. No decorations are to be put near light fittings or heaters.
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 Village Hall Committee. Portable Liquefied Propane Gas (LPG) heating appliances shall not be used.
15. Drunk and Disorderly Behaviour, Supply of Illegal Drugs and Prevention of Crime and Disorder
The Hirer shall ensure that in order to avoid disturbing neighbours to the Hall and to avoid violent or criminal behaviour, care shall be taken to avoid excessive consumption of alcohol. The Hirer shall not permit drunk and disorderly behaviour either on the premises or in its immediate vicinity. Alcohol shall not be served to any person suspected of being drunk or to any person suspected of being under the age of 18. The Hirer shall instruct any person suspected of being drunk, under the influence of drugs or who is behaving in a violent or disorderly way to leave the premises. No illegal drugs may be brought onto the premises.
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 Village Hall Committee. No animals whatsoever are to enter the kitchen at any time.
17. Safeguarding children, young people and vulnerable adults
The Hirer shall ensure that any activities for children, young people and vulnerable adults where their parents/carers are not present to protect them at an event that is open to the general public are only provided by fit and proper persons in accordance with the Safeguarding Vulnerable Groups Act 2006 and any subsequent legislation. When requested, the Hirer shall provide to Tansley Village Hall's representative a copy of their Safeguarding Policy and evidence that they have carried out relevant checks through the Disclosure and Barring Service (DBS).
If the Hirer wishes to cancel the booking before the date of the event and the Village Hall’s Hiring Manager 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 Village Hall’s Hiring Manager. The Village Hall’s Hiring Manager 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 Committee reasonably considering that (i) such hiring will lead to a breach of licensing conditions or Hiring Conditions, 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 Committee shall not be liable to the Hirer for any resulting direct or indirect loss or damages whatsoever.
19. 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 Village Hall Committee shall be at liberty to make an additional charge. Clearing up must be completed at the end of the event or, with prior arrangement with the Village Hall’s Hiring Manager, by noon the following day. The dustbins at the front of the Hall should only be filled with non-recyclable waste packed in black plastic bags (bags available under the sink in the kitchen). If there are two bags of rubbish awaiting collection, in addition to filled dustbins, all further waste must be removed by the Hirer. Glass and plastic bottles, cans and cardboard must be taken away by the Hirer, as the Hall has no waste recycling collection service, or left separately from other waste as directed by the Village Hall’s Hiring Manager.
20. Noise and Prevention of Public Nuisance
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 music amplification equipment (e.g. for live music or a disco), ensure that the sound volume is kept at a moderate level, e.g. such that people can talk to each other without needing to shout. The Hirer shall ensure that while music is being played, all external doors and windows are closed and that the rear door is used only for escape in an emergency. The Hirer shall ensure that their event is kept inside the building, except for adults to smoke in the car-park or by prior agreement with the Village Hall's Hiring Manager.
21. Stored Equipment
The Village Hall Committee accepts no responsibility for any equipment or other property brought on to or left at the premises, and all liability by the Village Hall Committee for loss or damage is hereby excluded. All equipment and other property (other than stored equipment agreed with the Village Hall’s Hiring Manager) must be removed at the end of each hiring or fees may be charged for each day or part of a day at the hire fee per hiring until the same is removed.
22. 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 Village Hall’s Hiring Manager. Any alteration, fixture or fitting or attachment so approved shall be removed by the Hirer who must make good to the satisfaction of the Village Hall Committee any damage caused to the premises by such removal.
23. No Rights
The Hiring Agreement constitutes permission only to use the premises and confers no tenancy or other right of occupation on the Hirer.
The Hirer agrees with Tansley Village Hall Committee to be present (by its authorised representative, if appropriate) during the hiring and to comply fully with this Hire Agreement. It is hereby agreed that the Standard Conditions of Hire as above and any further conditions imposed by the Village Hall’s Hiring Manager at the point of booking shall form the terms of this Hiring Agreement unless specifically excluded by agreement in writing between the Village Hall Committee and the Hirer. 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.
I have read and accept the Standard Conditions of Hire
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