1. Conditions of Hire
• The Hall is let subject to these regulations and those of Runnymede Borough Council whose regulations are posted in the Hall Entrance Lobby.
• The Hall is let at the discretion of the Hall Management Committee and the Committee’s decision is final in every application for hire.
2. Nature of Hire Function
• The purpose of the hire of the Hall shall be notified to the Administrator when the hire is arranged.
• No auction, sale or other form of commercial activity is allowed unless sanctioned by the Management Committee.
• See paragraph 3 for details of regulated entertainment activities covered by the Hall Premises Licence. Note that the Hall is not licensed for film shows requiring a licence.
3. Licensed activities:
The Hall Premises Licence, granted by Runnymede Borough Council, authorises the following activities:
a) Provision of regulated entertainment:
• Plays (by amateur dramatics clubs)
• Films (training videos, slide shows and short films accompanying talks by local societies)
• Live Music
• Recorded Music (discos, DJs. Sometimes amplified)
• Performances of Dance
• Anything of similar description to that of live music, recorded music or performances of dance.
b) Provision of entertainment facilities:
• Making music (use of piano on premises)
• Dancing (on the main hall floor and stage)
A Performing Rights Society certificate is also held which enables music to be played in the hall.
Obtaining any other licences required for activities in the hall is the responsibility of the hirer.
4. Hire Restrictions
• The Hall may usually be let from 8 am to Midnight on Monday-Saturday and 1pm to Midnight on Sunday. The Hall may be let on Sunday mornings at the discretion of the Management Committee.
• Any activities covered by the Hall Premises licence can not start until 9am.
• No hirings for the purposes of music provided by live bands or discos are allowed after 6pm Monday to Thursday and Sunday or after 7pm Friday and Saturday.
• All music must end by 11.30 pm and the Hall must be vacated no later than 12.00 midnight for any event.
• The maximum number of persons admitted to any function in the Hall shall not exceed 140. The maximum number of persons permitted to be seated at any stage play production is 100 in ten rows of ten persons.
5. Booking Charges
• Fees for hiring the Hall are payable in advance unless other arrangements have been approved by the Administrator.
• Cancellations are chargeable in full, but a refund may be made at the discretion of the Management Committee, in part depending on whether the Hall is re-let.
• For all bookings for parties, discos, live bands and suchlike (other than parties solely for children under 12) a separate deposit of £100 will be required. This is refundable within ten days of the hire, provided that, in the opinion of the Administrator, all the Hall regulations have been met and the hirer has carried out their responsibilities as described below.
• It is a condition of the Hall licence that all events involving amplified or live music will be monitored by a person independent of the hirer. A separate charge may be made to cover this.
6. Management Committee Disclaimer
• Whilst every endeavour will be made by the Management Committee to fulfil any booking, they will not be held responsible for any cancellation of a letting. Note that on rare occasions, lettings may be cancelled when the Hall is required at short notice for use as a Polling station.
• The Management Committee will not accept liability for any injury, loss or damage incurred by hirers or any other person whilst using the Hall, including loss or damage to goods or property left in the Hall.
7. Responsibilities of Hirer
All persons and organisations hiring the hall do so on the understanding that they accept responsibility for ensuring that there is no breach of the Hall or Borough Regulations.
It will be deemed that where the person who signs the booking form (the hirer) is not present in person at the Hall at all times during the hire to fulfil their responsibilities, a responsible person over the age of 21, who will be present, shall be nominated to act on their behalf. They shall be given a copy of these regulations by the hirer to read and abide by. This shall not be regarded as a subrogation of the hirer’s responsibilities.
The hirers responsibilities include:
• ensuring that any entertainment provided during the letting is appropriately licenced (see paragraph 3).
• ensuring the safety of all persons using the Hall during or in connection with the letting (see paragraph 8).
• ensuring that music (including any form of amplification) and any other activities are duly controlled so as not to cause a disturbance or any nuisance to nearby residents or passers-by (see paragraph 9).
• leaving the Hall (including its contents and surrounds) secure, undamaged and in a clean and tidy condition, suitable for use by the next hirer (see paragraph 10).
• following all other regulations and guidance on the use of the Hall (see paragraphs 11 to 17).
• paying (or forfeiting deposit) for any additional cleaning, repair or replacement costs deemed necessary by the Administrator where the Hall has been left in an unacceptable condition.
8. Safety of Persons using the Hall
The hirer shall take the following safety precautions:
• Locate the four exit doors, (main entrance, right-side of main hall, from room at right of stage and from rear of kitchen) and check they are unobstructed and remain so.
• Check the position and operation of fire extinguishers – two in the entrance lobby, one in the main hall, one in kitchen, one behind stage and two in the room to right of stage.
• Check position and operation of fire blankets in kitchen and on left wall of stage.
• Ensure EXIT signs are switched on at all times.
• Ensure the Hall’s NO SMOKING policy is rigidly observed. Note: Real flame candles are not to be used, unless they are in safety containers which extinguish the candle if knocked over.
• Locate the first aid box in the kitchen.
• Record any accident that may occur in the designated book in the entrance hall. Please also enter into this book any items in the Hall found to require repair or attention.
• When the hall is used for stage play performances, all scenery, curtains, stage effects etc shall be of non-inflammable material and no naked candles may be used on stage without permission of the Licensing Authority.
9. Music and Nuisance
• The hirer shall ensure that music or any other activities shall not cause any nuisance to nearby residents or passers-by.
• Any form of amplification shall be so controlled by the hirer as to prevent any nuisance.
• All external doors and windows must be kept closed at all times during the hiring. The internal doors between the main hall, kitchen and back stage area should be kept closed to minimise noise leaving the rear of the Hall.
• All music must end by 11.30 pm and the Hall must be vacated by 12 midnight.
• It is a condition of the Hall licence that all events involving amplified or live music will be monitored by a person independent of the hirer. The hirer is expected to cooperate with any requests made by this monitor.
• In the event of a complaint about music or nuisance, the Environmental Health Officer may be called to investigate. The hirer will be deemed responsible and accept any necessary action which may be taken, including the forfeiture of their deposit.
• Litter must not be left in any area around the outside of the premises.
10. Condition and Security of the Hall
• The hirer must ensure that the Hall (including its contents and surrounds) is left secure, undamaged and in a clean and tidy condition, suitable for use by the next hirer.
• Any spillages should be dealt with promptly; cleaning utensils are provided and stored in the room to the rear of the kitchen. Please do not wash the entire wood flooring in the main hall with water as it destroys the wax polish.
• Fire extinguishers must be intact.
• Tables and chairs used must be returned to the store area.
• All lights and electric/gas appliances must be switched off.
• All doors and windows must be closed and locked up securely after the hire.
• Refuse must be placed in the outside bins provided or removed from the premises.
• The key must be returned immediately after the hire period to the Administrator.
• Any items in the Hall found to require repair or attention should be recorded in the designated book in the entrance hall.
11. Kitchen
• Facilities for heating water and/or food are provided in the kitchen, but hirers must supply their own crockery and cutlery.
• There must be no attempt to open locked cupboards in the kitchen, which are the property of regular village user groups.
• There is a fridge in the room to the rear of the kitchen. Please do not move the fridge to any other position in the hall – any damage will be charged for.
12. Balcony
The balcony is not available for public use. It may only be used by accredited electricians with specific permission from the Administrator.
13. Alcoholic Drinks
Alcoholic drinks may be provided by the hirer for consumption on the premises. No
alcohol shall be sold on the premises.
14. Fixings
Adhesive tape, nails, screws etc. are not to be used as fixings in the Hall, as they cause damage to property. Blue-tack and similar adhesives may be used sparingly, but please check with the Administrator first. Notices may only be placed on the notice board provided at the rear of the main hall.
15. Storage
No articles may be stored in the Hall without permission from the Management Committee, which, if given, will be at the risk of the hirer.
16. Curtains
• Curtains to windows should be left open on leaving the Hall.
• Stage curtains shall not be opened without permission from the Administrator and should be left closed on leaving the Hall. The curtains may only be operated by use of the handle in the room to the right of the stage.
17. Electrics
No alterations or overloading of electrical circuits is permitted.
Ottershaw Village Hall Hire Regulations
Revised January 2008