Acklington Village Hall

Conditions of Hire

1.             Capacity of Acklington Village Hall

Maximum capacity for any function is 200 persons

2.             Public Entertainment Licence

Acklington Village Hall is licensed for Live Music, Recorded Music, Dance Performances and Dancing. Licensable activities are not permitted on Christmas Day, Good Friday or any other special religious day. Licensable activities must not start before 10.00am and must not continue after the following times:-               Mon – Wed 11pm            Thursday – Sat 11.45                 Sunday – 10.30pm.

3.             Sale of Alcohol

The Hall is licensed for the consumption BUT NOT FOR THE SALE of alcoholic drinks. Anyone wishing to sell alcoholic drinks must obtain a Temporary Event Notice through the secretary of the Village Hall Committee. A charge of £30 will be made (to include the £21 fee plus admin costs).

4.             Hire Period

The Hirer should include time for preparation and clearing up in establishing the total period of hire required.  Preparation and clearing up time will be charged at the usual hourly rate. The hirer is responsible for making sure that the premises are not left unattended and unsecured at any time during the hire period.

5.             Booking Procedure and Payment

Ø  The hourly rate is £8 per hour which includes the use of the kitchen. 

Ø  A 25% non returnable deposit is payable by cheque to secure your booking and must be submitted with your booking form.   

Ø  Your booking is not confirmed until your deposit cheque and signed booking form are received by the Booking Secretary.

Ø  The balancing payment of the booking fee must be paid on the day of hire or as agreed by the treasurer in advance. 

Ø  All cheques payable to Acklington Village Hall. 

6.             Cancellation or Termination of Hire

If the Hirer wishes to cancel the booking before the date of the event they will lose their deposit. Notice should be given to the Booking Secretary to allow a replacement booking.

If the Hirer cancels the booking within 7 days before the date of the event they will be liable to pay the full hiring fee.

The Committee reserves the right to cancel the hiring in the event of the hall being required for use as a Polling Station for a Parliamentary or Local Government election or by-election. The committee also reserves the right to cancel the hiring agreement upon giving 7 days notice in writing to the hirer. In such cases the Hirer shall be entitled to a refund of any deposit already paid.

The Committee reserves the right to cancel the Hiring Agreement at any time, or to prohibit the continuance of an event, if it considers that the hirer has failed to comply with any of the Conditions of Hire.  In such circumstances the Hirer shall forfeit all deposits paid, and the Committee shall not be liable for any payment in respect of any actual or presumed loss of profit or any other cause.

In the event of the hall being rendered unfit for the use which it was hired, the Committee shall not be liable to the hirer for any resulting loss or damage.

7.             Public Liability Insurance

The insurance held by Acklington Village Hall provides limited cover for personal and social users of the Hall.  The Village Hall Secretary can provide details on request.

8.             Noise

The Hirer is responsible for ensuring that noise is kept to a minimum when guests are arriving at and leaving the building.  Please also ensure that noise during an event is not heard inside adjacent domestic properties by keeping doors and windows closed if necessary.

9.             Emergencies

All doorways must be kept clear of tables and chairs.

The hirer and/or another responsible adult should be aware of the location of first aid and fire fighting Book, located near the First Aid box and reported to the Village Hall representative.

10.          Parking

Parking is at Owners Risk.  The Committee take no responsibility for loss or damage to property whilst on Village Hall property. 

  Temporary Decorations

The use of sellotape, bluetac, drawing pins and nails on the internal walls is forbidden. You will be charged for damage to the walls or décor. 

12.          Right of Entry

The Booking Secretary or any other representative of the committee has the right of entry to the hall at all times.

13.          Use of own equipment

Any electrical or heating equipment brought in by the hirer must be approved by the committee.  The Hirer shall ensure that any electrical appliances brought by him to the premises and used there shall be in safe and good working order, and used in a safe manner. 

14.          End of Hire

The Hirer shall be responsible for leaving the premises and the surrounding area in a clean and tidy condition, properly locked and secured unless directed to do otherwise.  Also, any contents temporarily removed from their usual positions must be properly replaced. All heaters and lights in the premises must be switched off before leaving. If any lights or heaters are left on further charges may be incurred.

Hirers are expected to take all rubbish home with them.

15.          Supervision

The Hirer will, during the period of hire, 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 to the highway.

16.          Use of Premises

The Hirer shall not use the premises for any other purpose other than 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 or bring into the premises anything which may endanger or render invalid any insurance policies in respect thereof, nor allow the consumption of alcohol thereon without written permission.

17.          PRS Licence

Acklington Village hall is licenced with the Performing Rights Society for the performance of copyright music.

18.          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.

19.          Public Safety Compliance

The Hirer shall comply with all conditions and regulations made In respect of the premises by the Fire Authority, Local Authority, and the Local Magistrates Court or otherwise, particularly in connection with any event, which includes public dancing or music or similar public entertainment or stage, plays.

20.          Health and Hygiene

The Hirer shall if preparing, serving or selling food observe all relevant food health and hygiene legislation and regulations.

21.          Indemnity

The Hirer shall indemnify Acklington Village Hall Committee for the cost of repair of any damage done to any part of the property including the curtilage thereof or the contents of the building, which may occur during the period of hire as a result of the hiring.

The Hirer shall be responsible for making arrangements to insure against any third party claims which may lie against him (or the organisation if acting as a representative) whilst using Acklington Village Hall.  (The Village Hall is insured against claims arising out of its own negligence).

22.          Compliance with The Children Act

The Hirer shall ensure that any activities for children under eight years of age comply with the provisions of The Children Act 1989 and that only fit and proper persons have access to the children.