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  • Booking request for hiring Tansley Village Hall

    Registered Charity Number 1156837

  • [Privacy Notice: When you complete this form and submit it, we will receive an email from you that we will reply to, to confirm, to query or to decline your booking.

    All information that you provide will be retained both by our forms submission service (Jotform) and the email systems that we use to record your booking request. These emails will be kept indefinitely to enable us to refer back to your booking at any time. We will not pass on the information you provide to anyone else.

    Please only complete this form if you are content with our usage of the information you provide as specified above. Thank you. ]

    Form version dated 19th November 2023 (revised for option of asking to clear-up the following day, removal of food and disposal of recyclable items).

  • If you/anyone 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 and await approval. Details including the TEN application 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 . The simple way to apply is online paying the fee with a credit/debit card. Tansley Village Hall's Premises Licence number, required in the TEN form, is DDPLN0011. Its address is Church Street, Tansley, Matlock, DE4 5FH. You must not state the end time for selling alcohol beyond 11:59 pm without written approval from Tansley Village Hall's Hiring Manager. A copy of the licence must be shown (e.g. sent by email) to the Hiring Manager before any alcohol is sold. The hirer also must print a copy of the first page (approval) and bring it to the event or have it available on an electronic device such as a mobile phone.

  • 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. On the day of an event, setting-up time (up to one hour) will be charged at 50% of the room rate. Further setting-up time is charged at the full rate. To set up the previous day, e.g. for a wedding reception, the charge is at the full rate.

  • If you need part of an hour, please use a decimal fraction, e.g. 0.5 for 1/2 hour.

  • Clearing up time is free of charge. By agreement, for late night events such as parties, clearing up may be done the following morning.

  • There is a 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). The hire charge is payable on/before the event (or afterwards only by agreement) preferably by bank transfer (via BACS) but by agreement by cheque payable to Tansley Village Hall or in cash. You are welcome 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 after the event for payment by bank transfer (via BACS). The invoice will be sent by email to the Hirer. Payment must be received within 14 days of the invoice being sent.

  • A damage deposit of £100 paid in advance by bank transfer (via BACS), separate from the hire charge, is required for private parties/receptions/events for adults when alcohol and/or food are being consumed or other situations that we determine. A £50 damage deposit is required for children's parties. The deposit is returned if no damage/excess cleaning arises. The deposit is returned by bank transfer (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.

  • 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 NOTHING MAY BE FIXED TO ANY SURFACES including walls and woodwork. 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 MUST TAKE AWAY all items that they, their caterer or other agents bring to the Hall, including ALL UNUSED AND WASTE FOOD, all items of decoration and ALL DIRTY RECYCLABLE items. ONLY CLEAN RECYCLABLE ITEMS (glass and plastic bottles, cans and cardboard) can be left in our RECYCLING CONTAINERS. RECYCLABLE ITEMS (whether dirty or clean) MUST NOT BE PLACED IN OR BESIDE OUR REFUSE BINS. No more than one dustbin sack of non-recyclable refuse may be left inside or beside the Hall's dustbins. The Hirer must take away any additional waste. 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. Any use of the car park other than for parking (SUCH AS FOR MOBILE FOOD SERVICES) must be approved in writing by the Village Hall's Hiring Manager. We do NOT ALLOW MOBILE BARS outside. Any use of the grassy area at the rear must be approved in writing by the Village Hall's Hiring Manager. We DO NOT ALLOW FIREWORKS inside or outside at our premises.

  • 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.

  • 5. Licences

    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. There are no public telephones on streets in Tansley. Only the Vodafone and O2 mobile phone networks normally provide good coverage at The Village Hall.

  • 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.

  • 11. Indemnity

    The Village Hall Committee insures Tansley 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.

  • 14. 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 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.

  • 16. 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 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).

  • 18. Cancellation

    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.

  • 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. Storing ice-cubes

    Hirers may bring in small quantities of ice-cubes (e.g. up to 30 kilograms) providing that the ice-cubes are kept in our chest freezer or within water-proof containers i.e. buckets, plastic boxes or rubber trugs that the hirer brings.

  • 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 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.

  • 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.

  • 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.
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