Terms and Conditions

The HIRER, not being a person under 21 years of age, hereby accepts responsibility for being in charge, both off and on the premises at all times when the public are present and for ensuring that all conditions, under this Agreement, relating to management and supervision of the premises are met.

Payment, including the Damage Indemnity Fee deposit (not applicable to regular hire sessions or classes), for the use of the LMPH must be made to the LMPH Treasurer within 14 days of accepting the request to secure your booking.

Variations to the Payment terms for regular bookings can be arranged by the Booking Clerk but must be confirmed before the Hire takes place.

The Parish Hall Management Committee (hereafter PHMC) reserve the right to refuse a booking and any appeals be made to the Trustees of LMPH via the Secretary.

The HIRER must liaise with the Booking Clerk for any specific requirements or last minute amendments to the times entered when booking.

Notes regarding regular hire sessions or classes:

• Prices are reviewed in October to come into force the January the following year.  Regular hirers will be notified of any changes by the end of November.
• The booking clerk will, at regular intervals, send the HIRER a booking schedule to request dates/times of your group/class to ensure there is a record of your requirements, alternatively these can by managed via the hall booking system accessed via the LMPH website.
• An invoice will be prepared by the Treasurer at the end of each month and payment is due immediately. Invoices must be paid by bank transfer.
• The bookings clerk is authorised to refuse subsequent bookings if accounts are not settled within one month. Variations to the payment terms can be arranged by the treasurer but must be confirmed before the hire takes place.

The HIRER shall, during the period of the hiring, be responsible for:

(i) supervision of the premises, the fabric and the contents.

(ii) care of the premises, safety from damage however slight or change of any sort; and

(iii) 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 including no parking on the school bus parking area during opening hours of the Lydiard Millicent Primary School.

As directed by us, you must 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.

The HIRER shall not use the premises (including the car park) 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 or unsuitable 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.

In particular the HIRER must comply with the following actions:

• The number of people at the function must not exceed the LMPH limits of 180 standing/closely seated (only have 148 chairs however) or 80 with chairs and tables.
• All equipment used, including tables and chairs, to be packed away safely and in the correct place at the end of the hire period.
• All breakages must be reported to the Booking Clerk.
• Taps must be turned off in the kitchen and lavatories.
• The cooker and all other kitchen appliances, including kettles, dishwasher, microwave and any portable appliances must be turned off or disconnected where possible at the mains with the exception of the fridges and the urn. The kettles must be emptied of water.
• The fridges must be emptied of ALL food/drink unless prior arrangements have been made with the Booking Clerk, whence any such items must be labelled (or they may be removed and destroyed)
• All lights, except emergency and security lights must be switched off.
• Any internal doors and cupboards previously locked must be relocked.
• The hall, other rooms, toilets and the kitchen (if used) must be left clean and tidy. Waste bins must be emptied and placed in the outside bin and excess rubbish removed from site. Failure to comply may result in a cleaning charge being deducted from the deposit.
• All music MUST finish by 10:30pm (Sun-Fri) or 11:30pm (Sat). Failure to comply will result in loss of the Damage Indemnity Fee deposit.
• On leaving the building, all rooms including the lavatories must be checked to ensure windows are shut and locked and there is no one left in the building.
• The keys must be replaced in the Key safe. Please scramble the numbers on the key safe and ensure the front cover is raised.

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.

If you intend to hire a Bouncy Castle for the event you must ensure there is appropriate Public Liability insurance in place to cover any accidents.  This can be covered by the insurance of the hirer of the bouncy castle if they remain on site with their equipment.  If they do not intend to remain on site, please be aware that the hall will need to obtain additional insurance, therefore there will be an extra £10 to pay on the booking fee.

The Hirer must ensure that any activities for children, young people and other vulnerable adults are only provided by fit and proper persons in accordance with the Safeguarding Vulnerable Groups Act 2006 and any subsequent legislation.  

The Hirer shall comply with all conditions and regulations made in respect of the premises by the Local Authority, the Licensing Authority, and the The LMPH’s Fire Risk Assessment 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.

You must also comply with our health and safety policy.

You must call the Fire Service to any outbreak of fire, however slight, and give us details.

(i) You acknowledge that you 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 LMPH.
• 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.
• Location of the first aid box.

(ii) In advance of any activity whether regulated entertainment or not you must check the following items:

• That all fire exits are unlocked.
• That all escape routes are free of obstruction and can be safely used for instant free public exit.
• That any fire doors are not wedged open.
• That exit signs are illuminated.
• That there are no fire-hazards on the premises.
• That emergency lighting supply illuminating all exit signs and routes are turned on during the whole of the time the premises are occupied (if not operated by an automatic mains failure switching device)

The HIRER shall ensure that the minimum of noise is made on arrival and departure, particularly late at night and early in the morning. 

When music is played or microphones are used, the volume of such should be controlled, especially when doors and windows are open, so as not to cause undue annoyance to the nearby residents (this applies particularly after 10:00pm).

All music MUST finish by 10:30pm (Sun-Fri) or 11:30pm (Sat) and failure to do this WILL result in the loss of the Damage Indemnity Fee deposit.

The HIRER shall ensure that in order to avoid disturbing neighbours to the LMPH and avoid violent or criminal behaviour:

• care shall be taken to avoid excessive consumption of alcohol.
• no illegal drugs may be brought onto the premises.
• drunk and disorderly behaviour shall not be permitted either on the premises or in its immediate vicinity.
• any person suspected of being drunk, under the influence of drugs or who is behaving in a violent or disorderly way should be asked to leave the premises in accordance with the Licensing Act 2003.

The HIRER must, 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.

Please bring your own towels, tea towels, dishcloths and washing-up consumables, and take them home with you for washing or disposal. Any towels, tea towels or dishcloths found to be left drying after a hire will be disposed of.

The HIRER shall, and shall ensure that the HIRER’s invitees, comply with the prohibition of smoking in public places provisions of the Health Act 2006 and regulations made thereunder. Any person who breaches this provision shall be asked to leave the premises. The HIRER shall ensure that anyone wishing to smoke does so outside and disposes of cigarette ends, matches etc. in the cigarette disposal box situation near the LMPH front door, so as not to cause a fire.

Any failure of equipment belonging to the LMPH or brought in by the HIRER must be reported as soon as possible. The HIRER must report all accidents involving injury to the public to a member of the PHMC as soon as possible and complete the relevant section in the LMPH’s accident book. Certain types of accident or injury must be reported on a special form to the Incident Contact Centre. The LMPH Secretary will give assistance in completing this form and can provide contact details of the Incident Contact Centre. This is in accordance with the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995 (RIDDOR).

The first aid kits are located in the kitchen and the bar area. Please note that these kits do not contain drugs.

The HIRER shall ensure that:

• Highly flammable substances are not brought into, or used in any part of the premises and that;
• No internal decorations of a combustible nature (e.g. polystyrene, cotton wool) shall be erected without the consent of the PHMC. No decorations are to be put up near light fittings or heaters.
• No Fireworks or Smoke machines are allowed in the LMPH or the land surrounding it at any time.

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 PHMC Portable Liquefied Propane Gas (LPG) heating appliances shall not be used.

The HIRER shall ensure that no animals (including birds) except assistance dogs, or similar, are brought into the premises, other than were agreed to by the PHMC. No animals whatsoever are to enter the kitchen at any time.

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 PHMC 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.

The hire period includes set up and clearing up at the end of the hire. Any additional time for setting up and clearing up is absolutely at the discretion of the PHMC and we reserve the right to make an additional charge for such a period, or to restrict the booking strictly to the stated time in the event of demand for bookings for other users.  

No alterations or additions may be made to the premises. No fixtures may 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 PHMC. Any alteration, fixture or fitting or attachment so approved shall, at the discretion of the LMPH, remain in the premises at the end of the hiring. It will become the property of the LMPH unless removed by the HIRER who must make good to the satisfaction of the PHMC any damage caused to the premises by such removal.

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