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Standard Conditions of Hire

Please note there are also Special Conditions of Hire during COVID-19 at the end of the normal conditions.

Standard Conditions of Hire Reviewed 2020 (Click HERE to download these T&C’s)

These standard conditions apply to all hiring of Abbotts Ann War Memorial Hall. If the Hirer is in any doubt as to the meaning of the following, the Hall Bookings Manager (Aly Godman tel: 07732083370) should immediately be consulted.

  1. Supervision

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. As directed by the Hall Bookings 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.

  1. Use of Premises

The licence for the Hall states that the maximum number of persons present at any one time shall not exceed in total 88 seated and 168 dancing (including all helpers, attendants, musicians…).

The Hall is strictly no smoking in compliance to the 2007 smoke free law.

The Hall no longer accepts bookings for 18th Birthday and general teenage parties. Discretion can be used by the Hall Committee where the family lives in Abbotts Ann and is known to the Committee. 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 nor allow the consumption of alcohol thereon without written permission.

  1. 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.

  1. Licences

The Hirer shall ensure that the Village Hall holds a Performing Society Rights Licence which permits the use of copyright music in any form e.g. record, compact disc, tapes, radio, computer monitor or by performers in person. If other licences are required in respect of any activity in the Village Hall the Hirer should ensure that they hold the relevant licence or the Village Hall holds it.

If an event is to be held outside of the operating times for the premises on New Year’s Eve 10 days written notice must be provided to the Police and Licensing Authority detailing the event and arrangements put in place to control it, and the written consent of the Police is required.

  • For the avoidance of doubt, the Village Hall does not have a television licence.
  1. Public Safety Compliance

The Hirer shall comply with all conditions and regulations made in respect of the premises by the Fire Authority, Local Authority, the Licensing Authority or otherwise, particularly in connection with any event which constitutes regulated entertainment, at which alcohol is sold or provided or which is attended by children.

(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.
  • Appreciation of the importance of any fire doors and of closing all fire doors at the time of a fire.

(b) In advance of an entertainment or play the Hirer shall check the following items:

  • That all fire exits are unlocked, panic bolts in good working order and the push-bar mechanisms tested and in good working order.
  • That all escape routes are free of obstruction and can be safely used.
  • That any fire doors are not wedged open.
  • That exit signs are illuminated.
  • That there are no obvious fire hazards on the premises.
  • Fire fighting equipment is in place and unobstructed.
    • There is no obvious fire hazard in, or near, the building.
  1. Means of Escape

(a) All means of exit from the premises must be kept free from obstruction and immediately available for instant free public exit.

(b) The emergency lighting supply illuminating all exit signs and routes must be turned on during the whole of the time the premises are occupied (if not operated by an automatic mains failure switching device).

  1. Outbreaks of Fire

The Fire Brigade shall be called to any outbreak of fire, however slight, and details thereof shall be given to the secretary of the management committee.

  1. 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. The premises are provided with a refrigerator.

  1. 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 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.

  1. Indemnity
  • (a) The Hirer shall indemnify and keep indemnified each member of the Village Hall management committee and the Village Hall’s employees, volunteers, agents and invitees against (i) the cost of repair of any damage done to any part of the premises including the curtilage thereof or the contents of the premises (ii) all claims, losses, damages and costs in respect of damage or loss of property or injury to persons arising as a result of the use of the premises (including the storage of equipment) by the Hirer, and (iii) all claims, losses, damages and costs suffered or incurred as a result of any nuisance caused to a third party as a result of the use of the premises by the Hirer.
  • (b) If the Hirer is an organisation, the Hirer shall take out adequate insurance to insure the Hirer and members of the Hirer’s organisation and invitees against the Hirer’s liability under paragraph 10(a) and all claims arising as a result of the hire and on demand shall produce the policy and current receipt or other evidence of cover to the Hall Bookings Manager. Failure to produce such policy and evidence of cover will render the hiring void and enable the Hall Booking Manager to rehire the premises to another hirer.

The Village Hall is insured against any claims arising out of its own negligence.

  1. Accidents and Dangerous Occurrences

The Hirer must report all accidents involving injury to the public to a member of the Village Hall management 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 Hall Secretary will give assistance in completing this form. This is in accordance with the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995 (RIDDOR).

  1. Explosives and Flammable Substances

The hirer shall ensure that:

(a) Highly flammable substances 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 management committee. No decorations are to be put up near light fittings or heaters.

  1. 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 management committee. Portable Liquefied Propane Gas (LPG) heating appliances shall not be used.

  1. Drunk and Disorderly Behaviour and Supply of Illegal Drugs

The Hirer shall ensure that in order to avoid disturbing neighbours to the hall and avoid violent or criminal behaviour, care shall be taken to avoid excessive consumption of alcohol. Drunk and disorderly behaviour shall not be permitted either on the premises or in its immediate vicinity. Alcohol shall not be served to any person suspected of being drunk nor to any person suspected of being under the age of 18. Any person suspected of being drunk, under the influence of drugs or who is behaving in a violent or disorderly way shall be asked to leave the premises. No illegal drugs may be brought onto the premises.

  1. 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. No animals whatsoever are to enter the kitchen at any time.

  1. Compliance with The Children Act 1989

The Hirer shall ensure that any activities for children under eight years of age comply with the provisions of The Children Act of 1989 and that only fit and proper persons who have passed the appropriate Criminal Records Bureau checks have access to the children (checks may also apply where children over eight and vulnerable adults are taking part in activities). The Hirer shall provide the Village Hall committee with a copy of their Child Protection Policy on request.

  1. Fly Posting

The Hirer shall not carry out or permit fly posting or any other form of unauthorised advertisements for any event taking place at the premises, and shall indemnify and keep indemnified each member of the Village Hall’s management committee accordingly against all actions, claims and proceedings arising from any breach of this condition. Failure to observe this condition may lead to prosecution by the local authority.

  1. Sale of Goods

The Hirer shall, if selling goods on the premises, comply with Fair Trading Laws and any code of practice used in connection with such sales. In particular, the Hirer shall ensure that the total prices of all goods and services are prominently displayed, as shall be the organiser’s name and address and that any discounts offered are based only on Manufacturers’ Recommended Retail Prices.

  1. Cancellation

If the Hirer wishes to cancel the booking before the date of the event and the Village Hall 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. The Village Hall 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

(e) the need to terminate for the convenience of the Hall Committee giving the Hirer 8 weeks notice.

In any such case the Hirer shall be entitled to a refund of any deposit already paid, but the Village Hall shall not be liable to the Hirer for any resulting direct or indirect loss or damages whatsoever.

  1. End of Hire

The Hirer shall be responsible for leaving the premises and surrounding area in a clean and tidy condition, Village Hall properly locked and secured unless directed otherwise and any contents temporarily removed from their usual positions properly replaced, all lights switched off with ALL RUBBISH IN THE GREY OR BROWN BINS & ALL BOTTLES AND CANS ARE RECYCLED (nearest bottle bank is at the Eagle) AND ANY EXCESS RUBBISH TAKEN AWAY AND NOT LEFT IN OR OUTSIDE THE PREMISES otherwise the Village Hall shall be at liberty to make an additional charge. (Broom, Mop and Bucket are situated in the cupboard, off the kitchen, along with tables and chairs in the storage room off the main hall).

In addition, at the end of the function the Hirer shall:

  1. Check for smouldering fires.
  2. Check that cookers are turned off.
  3. Check that all electrical appliances are turned off and unplugged.
  4. Close all internal doors.
  5. Secure all outside doors and windows.
  6. Noise

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 sound amplification equipment comply with any other licensing condition for the premises.

  1. Stored Equipment

The Village Hall accepts no responsibility for any stored equipment or other property brought on to or left at the premises, and all liability for loss or damage is hereby excluded. All equipment and other property (other than stored equipment) must be removed at the end of each hiring or fees will be charged for each day or part of a day at the hire fee per hiring until the same is removed.

The Village Hall may, in its discretion in any of the following circumstances, namely-

  • (a) in respect of stored equipment, failure by the Hirer either to pay any storage charges due and payable or to remove the same within 7 days after the agreed storage period has ended

(b) in respect of any other property brought on to the premises for the purposes of the hiring, failure by the Hirer to remove the same within 7 days after the hiring. Dispose of any such items by sale or otherwise on such terms and conditions as it thinks fit, and charge the Hirer any costs incurred in storing and selling or otherwise disposing of the same.

  1. 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 Hall Bookings Manager. Any alteration, fixture or fitting or attachment so approved shall at the discretion of the Village Hall remain in the premises at the end of the hiring. It will become the property of the Village Hall unless removed by the hirer who must make good to the satisfaction of the hall or, if any damage caused to the premises by such removal.

  1. Parking

Only limited parking facilities are available and the hirer is responsible for ensuring that the vehicles are parked with due care and consideration for local laws and residents.

Unless the Parish Council has agreed to parking on the grassed areas, cars may ONLY be parked in the car park at the front of the Hall. Arrangements to park cars on the grassed areas MUST be made with the Clerk to the Parish Council (Clare Cotterell Tel:  01264 782869).

  1. End of Event

Evenings functions must cease by 24:00, MIDNIGHT.

Please remember to leave the premises quietly with due consideration for our neighbours and the village.

  1. No Rights

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

Please remember to leave the premises quietly with due consideration for our neighbours and the village.

  1. No Rights

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


Special Conditions of Hire during COVID-19

NB These conditions are supplemental to the Hall’s ordinary Conditions of Hire. If the Hirer is in any doubt as to the meaning of the following, or would like further clarification, the Hall Bookings Manager Aly Godman (07732 083370) should immediately be consulted.


  1. You, the hirer, will be responsible for ensuring those attending your activity or event comply with the COVID-19 Secure Guidelines while entering and occupying the Hall, which is also displayed at the Hall entrance and will be emailed to you prior to your hiring, in particular using the hand sanitiser supplied when entering the Hall, and also after using tissues.
  2. You undertake to comply with the actions identified in the Hall’s risk assessment, of which you have been provided with a copy. You must also undertake to carry out your own risk assessment of your planned event, a guide of which is attached.
  3. The Hall will be cleaned before your arrival and you will be responsible for cleaning all surfaces regularly used during your period of hire – ie tables, wash basins, door handles – using cleaning products supplied. Please take care if cleaning electrical equipment, wipe don’t spray!
  4. You will make sure that everyone attending your activity or event understands that they MUST NOT DO SO if they or anyone in their household has had COVID-19 symptoms in the last 14 days, and that if they develop symptoms within 14 days of visiting the premises they MUST use the Test, Track, Trace system to alert others to whom they have been in contact.
  5. You will keep the premises well ventilated throughout your Hire, with windows and doors open as far as convenient. You will be responsible for ensuring they are all securely closed on leaving.
  6. You will ensure that no more than 30 PEOPLE attend your activity/event, in order that social distancing can be maintained. You will ensure that everyone attending maintains 2m social distancing whilst waiting to enter the premises, observes the one way system within the premises, and as far as possible observes social distancing of 1m plus mitigation measures when using more confined areas – e.g. moving and stowing equipment, accessing toilets) which should be kept as brief as possible. You will make sure than no more than 1 PERSON uses each suite of toilets at any one time and no more than 4 PEOPLE use the kitchen at any one time.
  7. You will take particular care to ensure that social distancing is maintained for any persons aged 70 or over or likely to be clinically more vulnerable to COVID-19, including for example keeping a 2m distance around them when going in and out of rooms and ensuring that they can access the toilets, kitchen or other confined areas without others being present. For some people, passing another person in a confined space is less risky, but for older people, that should be avoided.
  8. You will position furniture or the arrangement of the room as far as possible to facilitate social distancing of 2m between individual people or groups of up to two households, or 1m with mitigation measures such as: seating side by side with at least one empty chair between each person or household group, rather than face to face, and good ventilation. If tables are being used, you will place them so as to maintain a distance of at least 2m across the table between people who are face to face e.g. using a wide U-Shape.
  9. You are asked to keep a record of the name and contact telephone number or email of all those who attend your event for a period of 3 weeks after the event and provide the record to NHS Track & Trace if required.
  10. You will be responsible for the disposal of all rubbish created during your Hire, including tissues and cleaning cloths, taking all rubbish away with you when you leave the Hall.
  11. You will be responsible, if drinks or food are made, for ensuring that all crockery and cutlery is washed in hot soapy water, dried and stowed away. You will bring your own clean tea towels, so as to reduce the risk of contamination between hirers, and take them away. We will provide washing up liquid and washing up cloths.
  12. We have the right to close the Hall if there are safety concerns relating to COVID-19, for example if someone who has attended the Hall develops symptoms and thorough cleansing is required or if it is reported that the Special Hiring Conditions are not being complied with, whether by you or by other hirers, or in the event that public buildings are asked or required to close again. If this is necessary, we will do our best to inform you promptly and you will not be charged for this Hire.
  13. In the event of someone becoming unwell with suspected COVID-19 symptoms whilst at the Hall, you should remove them to the designated safe area which is The Jubilee Room. Provide tissues and a bin or plastic bag, and a bowl of warm soapy water for handwashing. Ask others in your group to provide contact details if you do not have them and then leave the premises, observing the usual hand sanitising and social distancing precautions, and advise them to launder their clothes when they get home. Inform the Hall Manager on 07732 083370.
  14. We are not currently accepting events for more than 30 people.
  15. Live performances are not permitted at present, e.g. drama & music. This is in order to avoid risk of aerosol or droplet transmission. For the same reason, you must take steps to avoid people needing to unduly raise their voices to each other, e.g. refrain from playing music or broadcasts at a volume which makes normal conversation difficult.
  16. If you are bringing any of your own equipment for others to use, please ensure that it is cleaned and sanitised before bringing to the Hall, and before use by other people at your event.
  17. If using outside space, please be aware that the Playground is not supervised and equipment is not regularly cleaned (further information please contact Abbotts Ann Parish Council)
  18. The following are on display at the hall and / or will be sent via email prior to your hiring:- The COVID-19 Secure Guidelines; Poster – Help keep this Hall COVID-19 Secure; The Hall’s COVID-19 Risk Assessment; COVID-19 Sample Risk Assessment for Hirers of Village & Community Halls; Catch It, Bin It, Kill It Poster.

NB These conditions are supplemental to the Hall’s ordinary Conditions of Hire and are regularly reviewed and can be subject to change.

If the Hirer is in any doubt as to the meaning of the following, or would like further clarification, the Hall Bookings Manager Jordan Hall (07732 083370) should immediately be consulted.

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