Lettings Contract for Regular Use or Private Functions

Netherton Village Hall is a non-profit making charity (no. 515983) which gives all moneys raised through lettings back to help fund the upkeep and continuation of the Hall for community use.

Terms and Conditions

  1. The Hall is available for letting 7 days per week.
  2. The Hall must be provisionally booked through the Secretary, no less than one month in advance, by returning the Hire Agreement (attached) and paying a £10 non-refundable deposit (for one-off events) or providing a copy of a completed standing order mandate for regular bookings.
    NVH Booking Form and Conditions List March 2013
  3. The hourly rate for use of the Hall is £15 for residents of Sitlington Parish, £20 for non-residents (to be reviewed annually). Any increase in fees will be communicated to regular users with two months notice.
  4. The booking includes a 30 minute set up and 30 minute clear up session at either side of the booking and these periods will not be charged. The hirer(s) will be responsible for ensuring they arrive on, and vacate the premises promptly or an additional charge may be made to reimburse the caretaker’s time.
  5. The hirer(s) will only occupy and use those areas of the Hall contracted for and will, during the period of hiring, be responsible for supervision of the premises (the fabric and the contents), their care, safety from damage, and behaviour of all those using the Hall. This includes the car park (so as to avoid obstruction and minimize risk of accident or damage to vehicles).
  6. The hirer(s) will use the Hall only for the purposes hired for (as stated in the hire agreement) and shall not sub-hire or use the Hall for any unlawful purpose. Please note that the Hall cannot be hired for Political Public meetings.
  7. The hirer(s) shall be present at all times during the booking to manage and supervise use of the Hall. In the case of long term regular bookings a person other than the hirer(s) can be nominated as responsible person and this should be communicated to the Secretary.
  8. The Hall does not have Alcohol or Public Entertainments Licences. It is the responsibility of hirer(s) to arrange the appropriate licence(s) – copies must be provided to the Trust prior to using the Hall.
  9. The hirer(s) shall ensure that nothing is done on or in relation to the premises in contravention of the law relating to Gaming, Betting & Lotteries.
  10. The hirer(s) shall ensure that, if selling goods on the premises, they comply with Fair Trading Laws.
  11. Bookings will be confirmed by the Trust subject to any necessary licences being received prior to the day of booking.
  12. For one off bookings payment in full must be made no later than one month after the event (an invoice will be sent direct). For regular bookings you will be invoiced monthly, usually on the 25th of the month. If payment for regular bookings is not received for three consecutive months the booking will be terminated.
  13. The Trustees retain the right not to accept bookings without notice or reason. The Trust reserves the right to cancel a booking in the event of the Hall being required for use as a Polling Station for a Parliamentary or Local Government election or by-election, in which case the hirer(s) shall be entitled to a full refund of any monies paid.
  14. In the event that the Hall becomes unfit for the use for which it has been hired, the Trust shall not be liable to the hirer(s) for any loss whatsoever. If necessary work is required in the Hall the Trust shall endeavour to give users as much notice as possible.
  15. For regular pre-booked sessions the sessions will be charged in full unless prior notice of no less than one month is given to cancel, or unless extenuating circumstances are in place. In the case of cancellation, waiving of fees will be at the discretion of the Trust
  16. If the Hall is required for teenage/adult parties a bond of £50 will be required to cover any damage that may occur. If no damage occurs the bond will be returned. The bond will be paid at the time of booking along with the deposit. Any misuse of the Hall shall result in the bond being retained.
  17. The hirer(s) shall ensure that no smoking takes place within the Hall. The introduction, sale, offer or use of illegal drugs in or around the Hall is forbidden and constitutes misuse of the Hall.
  18. The hirer(s) shall, if preparing or serving food, ensure all relevant food health & hygiene legislation and regulations are observed.
  19. The hirer(s) shall ensure all electrical appliances brought onto the premises and used there, shall be safe and in good working order and used in a safe manner.
  20. With the exception of guide / assistance dogs, the hirer(s) shall ensure that no animals (including birds) are brought into the premises, other than if agreed by the Trustees.
  21. The hirer(s) shall ensure that no animals enter the kitchen area at any time.
  22. No unauthorized posters or advertisements shall be placed on the Hall’s notice boards.
  23. No internal decoration of a combustible nature is to be used without the prior consent of the Trustees.
  24. Any damage or breakages will be charged to the person who made the booking for use of the Hall.
  25. Teenage/children’s parties must be supervised by (a) responsible adult(s), (usually the hirer(s)).
  26. It is the hirer’s responsibility to ensure any providers of children’s activities in the Hall have relevant policies and procedures in place including CRB checks.
  27. The Trust ask that all users of the Hall leave it in good clean order after an event, ensuring that all windows and doors are closed, chairs and tables stacked, all equipment stored away, any rubbish disposed of and all electrical/gas appliances switched off.
  28. Live music will not be permitted without prior permission.
  29. Discos are permitted but noise must be monitored by the person who made the booking. Music must be kept at an acceptable volume and must cease at 11 pm, all the doors and windows must be kept closed to ensure residents in the area are not disturbed. All noise on entering and leaving the venue should be kept to a minimum for the comfort of residents.
  30. All storage in the Hall to be agreed in advance and will not be charged for whilst a regular booking is in place. The Trustees accept no responsibility for any stored equipment or other property brought into, or left on the premises and all liability for loss or damage is herby excluded.
  31. Any accidents involving injury must be reported to the Trust as soon as possible. Any failure of equipment belonging to the Trust must also be reported as soon as possible. An accident book is located at the Parish office.
  32. The Village Hall Trust has Public Liability Insurance in place and the main details of this are included as an annex at the end of this document. It is important that users read and understand these details and ensure that any activity not covered by the Trust’s insurance is covered by an additional policy taken out by the user. The Trust accepts no liability for any accident or injury that occurs as a result of an activity not covered by its Public Liability Insurance.
  33. Any misuse of the Hall or contravention of these terms and conditions could result in future bookings being refused.