Digswell Village Hall
30 Harmer Green Lane, Digswell, Welwyn. AL6 0AT. Registered Charity No. 302361
Hire Agreement
For the purposes of these conditions the term “HIRER" shall mean an individual hirer or, where
the hirer is an organisation, the authorised representative.
The “COMMITTEE" shall mean the Digswell Village Hall Management Committee.
If the HIRER is in any doubt as to the meaning of the following, the COMMITTEE Secretary
should be consulted.
Included in this Hire Agreement
PURPOSE OF HIRE AND BOOKINGS
LICENCES
LOCAL AUTHORITY AND STATUTORY REGULATIONS
HEALTH AND SAFETY
SUPERVISION
SAFEGUARDING
ELECTRICAL APPLIANCES
EQUIPMENT AVAILABLE TO HIRERS
NOISE
CLEARING UP AND VACATING THE HALL
REPAIR AND DAMAGE
ESSENTIAL MAINTENANCE
STORAGE AREAS
INSURANCE
HIRER'S RIGHT TO CANCEL
COMMITTEE'S RIGHT TO CANCEL
MISREPRESENTATION
ALTERATIONS AND AMENDMENTS
PURPOSE OF HIRE AND BOOKING ARRANGEMENTS
The HIRER shall not use the premises for any purpose other than that described in the Hiring
Agreement and shall not sub-hire or allow the premises to be used for any unlawful purpose or
in any way do or bring anything onto the premises which may endanger the same or render
invalid any insurance policies in respect thereof, nor allow the sale of alcoholic liquor thereon
without written permission.
The HIRER has to supply their Name, Residential postal address and Phone number, so that they can be invoiced with the booking bcharge for hiring the hall. This is allowed under GDPR as HIRERS are customers of the hall.
LICENCES
All events must cease at the latest at 12:00 midnight in order to comply with the Hall's
Entertainment Premises Licence. A copy of this license is displayed on the hall notice board.
This license covers leisure events such as Theatrical performances, showing of films, sports events, Dance performances etc. Please check the exact details as relating to your activity.
The HIRER shall be responsible for obtaining such licences as may be required for the sale of
alcoholic liquor. In such cases, a Temporary Event Notice ("TEN ") must be submitted to
Welwyn Hatfield Borough Council. Forms are available from the Council’s. All such
notices must be agreed with the COMMITTEE Booking Secretary before submission as such
TENs count towards the Village Hall's annual allocation under its Premises Licence. The
HIRER is responsible for any additional licensing fees.
PRS for Music license:
For the avoidance of doubt, the Hall’s Copyright Licences do cover not-for-profit organisations
performing live music and playing music from a sound recording during social activities. Profit
making organisations are not covered by our licences and must hold their own licences for
these activities.
LOCAL AUTHORITY AND STATUTORY REGULATIONS
THE HIRER shall comply with all conditions and regulations made in respect of the premises
by the Fire Authority, Local Authority, the Local Magistrates Court or the Police Authority or
otherwise, particularly in connection with any event which includes public dancing or music or
other similar public entertainment or stage plays.
The HIRER shall ensure that nothing is done within the boundaries of the Hall in contravention
of the law relating to gaming, betting and lotteries. This includes the use of illegal substances.
HEALTH AND SAFETY
It is not the responsibility of the COMMITTEE to undertake Health and Safety risk assessments
on behalf of hall users. Regular HIRERs are advised to carry out their own risk assessments
with respect to their particular activities.
The HIRER shall, if preparing, serving or selling food, observe all relevant food, health and
hygiene legislation and regulations.
SUPERVISION
The HIRER will, during the period of hire, be responsible for supervision of the premises and
grounds and the fabric and contents of the building and protect them from damage and loss,
however slight.
The HIRER will be responsible for the behaviour of all persons in whatever capacity using the
premises.
The responsibility of the HIRER extends to the proper supervision of car parking, avoiding
obstruction of the public highway and of all the Hall exits.
SAFEGUARDING
Groups and individuals hiring the Hall are responsible for their own safeguarding arrangements. They are responsible for ensuring that anyone who runs events or activities specifically for Children, Young People or Vulnerable Adults have the required levels of disclosure, supervision and appropriate training. The COMMITTEE reserves the right to see evidence of compliance with statutory obligations.
ELECTRICAL APPLIANCES
The HIRER shall ensure that any electrical appliances brought to the premises and used there
shall be safe and in good working order and be used in a safe manner.
EQIPMENT AVAILABLE TO HIRERS
AUDIO VISUAL
HIRERS can use the projector and screen control from the white cabinet on the left of the hall. This includes a sound amplifier and the instructions for use are on the wall next to the cabinet.
No other Audio Visual equipment in the hall is available to HIRERS.
Kitchen: There are 2 electric kettle for HIRERS use.
CHAIRS There are a total of 120 chairs stored on racks – 2 racks at the back of the hall and also on a rack in the cupboard next to the emergency rear exit. All chairs must be put back on the racks after use.
NOISE
The HIRER shall ensure that there is the minimum of noise at all times, particularly on arrival
and departure as we are close to neighbouring houses.
CLEARING UP AND VACATING THE HALL
The HIRER at the end of the hiring shall be responsible for leaving the premises and surrounds
in a clean and tidy condition, all contents and furniture replaced in their designated storage
areas, all heating and internal lighting switched off and the Hall doors and windows properly
locked and secured.
Note: No excessive water or other liquids should be used to clean the floor. In the event of a
spillage this should be wiped dry as soon as possible. Failure to do this could result in an
additional charge being made and, in the event of losses not covered by insurance, a claim for
any such loss may be made by the COMMITTEE against the HIRER.
RUBBISH
Removal of rubbish is the responsibility of the HIRER. Provision is made for the disposal of small amounts of rubbish in the bin in the kitchen (for non recyclyable waste) and outside by way of a Blue top bin for recyclable waste and a Black bin for other waste.
The hall is a registered charity run entirely by volunteers.
The Hirer should leave the Hall as clean and tidy as we hope you find it.
REPAIR AND DAMAGE
The HIRER shall indemnify the COMMITTEE for the cost of repair of any damage incurred to
any part of the property, including the curtilage thereof or the contents of the building, which
may occur during the period of the hiring and as a result of the hiring. In particular they should
be aware of the damage caused to the floor by inappropriate footwear such as stiletto heels
and spikes.
Under no circumstances should posters, decorations or anything else be attached to doors or
walls with adhesive tape or pins. Use only Blue or White tack.
ESSENTIAL MAINTENANCE
The COMMITTEE may on occasions have to allow access to the premises for essential maintenance and repairs whilst a HIRE is taking place.
STORAGE AREAS
HIRERS with their own storage areas are responsible for keeping such areas clean and tidy.
These areas may be inspected by the Fire and Health Authorities at any time, together with the
rest of the premises.
INSURANCE
The HIRER is responsible for any equipment stored at the Village Hall, whether in a designated
cupboard or simply overnight prior to or following an event. The Village Hall insurance does not
cover HIRER's equipment or belongings.
HIRERs who use the hall in furtherance of a commercial enterprise (e.g. for-profit dance,
exercise or retail purposes) must have their own Public Liability Insurance in place to cover
their use of the hall.
Bouncy Castles:
Due to lack of insurance being available we cannot now allow Bouncy Castles in the hall.
HIRER'S RIGHT TO CANCEL
The HIRER may cancel a booking without charge if seven clear days notice is given to the
Bookings Secretary. If cancellation is made with less than seven clear days notice and the
COMMITTEE is unable to effect a replacement booking, the question of payment or the
repayment of the fee shall be at the discretion of the COMMITTEE.
COMMITTEE'S RIGHT TO CANCEL
THE COMMITTEE reserves the right to cancel a hiring in the event of the Hall being required
for use as a Polling Station, for Parliamentary or Local Government Elections or any other
reason which might arise, in which case the HIRER shall be entitled to a refund of any deposit
already paid.
In the event of the COMMITTEE cancelling an event, the liability to the HIRER is limited to the
total hire charge or deposit paid.
In the event of the Hall, or any part thereof, being rendered unfit for the use for which it has
been hired, the COMMITTEE shall not be liable to the HIRER for any resulting loss or damage
whatsoever.
MISREPRESENTATION
In the event that it transpires that the HIRER has misrepresented the use to which he intends
to use the Hall, the COMMITTEE reserves the right to cancel the booking without liability.
ALTERATIONS AND AMENDMENTS
The COMMITTEE reserves the right to alter or amend any of the above conditions as
circumstances require.