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Terms and Conditions of Hire

ALL hirers

The safety of our Hirer(s) and their guests is our highest priority. To help us to maintain this, we ask that you agree (by signing the Hire Agreement) the following:

· For safety reasons, the Hall capacity is 190 people, please respect this and ensure that it is not exceeded, the Hirer is ultimately responsible for the safety of their guests whilst hiring the Hall

· We are a community-led group, as such, we expect hirers and their guests to be respectful of our neighbours around the Hall. Cars must only be parked in designated spaces – respectfully we ask that any on-street parking allows for the passage of local traffic and emergency vehicles.

· Any verbal or physical abuse of committee members or agents representing the committee (e.g. caretakers) will NOT be tolerated in any form

· The committee reserve the right to withhold money from the deposit for costs incurred for cleaning, materials,  OOC bin emptying, time etc at the sole discretion of the committee.

To ensure that we continue to maintain and improve the facilities at the Village Hall:

· For security purposes, the Hall keys will not be available to any Hirers

· The Hirer, or a representative of the Hirer must be on the premises at all times (this includes any time setting up for events).

· No liquids of any kind are to be taken on to the dancefloor. Any spillages MUST BE CLEANED IMMEDIATELY to prevent damage to the surface. This includes wet wipes on shoes. Liquid spills incur an immediate £50 deduction from the deposit for repolishing. 

Confetti/beads/glitter/sequins etc are strictly forbidden. Any found will incur an immediate £50 cleaning charge.

Food/drink is not to be served on the dancefloor. It must only be served from the serving hatches, lino area of wooden area near the windows. Any food/drink spillages resulting in the dancefloor needing to be re-polished incurs a £50 charge. 

Nothing is to be stuck to our walls under any circumstances.

• FIREWORKS ARE FORBIDDEN AT ALL TIMES. HIRERS FOUND LETTING OFF FIREWORKS IMMEDIATELY LOSE FULL DEPOSIT WITH NO EXCEPTIONS

· Hirers must ensure that anyone in the Hall during time of Hire has FULL access to fire exits

· Please respect our Hall and leave it clean and tidy, ready for the next hirer. In an 'as you found it' condition.

• Hirers are welcome to use our large bin to dispose of waste, however should  a hire generate a large volume of waste to fill the bin out of the bi weekly collection, a charge of £40 will be deducted from the deposit to cover the out of cycle collection

· In order to comply with our public entertainment licence, all music must end by 22:45, 22:00 on Sunday and events must end at 23:00 and 22:30 on Sunday.

· The committee reserves the right to refuse any application without stating the reason for doing this and reserves the right to impose special conditions should this be required

· The Hall does not hold a licence for the sale of alcohol. However, we can provide a bar via an arrangement with a local licensee

· Hirers should not bring onto the premises any hazardous materials such as compressed gas cylinders, paraffin heaters etc.

· The hirer shall not carry out any alterations to the building, nor fix or cause to be fixed any apparatus, equipment, notice or decoration without prior consent from the Committee

· The Committee or its agents shall not be responsible for any loss or damage to any property of the Hirer or of any other person, left, deposited in or brought onto the premises, and the Hirer shall indemnify the Weston Coyney Village Hall Association against all actions, claims, damages, expenses and penalties arising out of, or in any way connected with such loss or damage or use of the Village hall by the Hirer

· Under no circumstances will smoking be allowed in or around the Hall

· Animals (with the exception of guide/ hearing dogs) are not allowed in the Village Hall building, animals under the full control of their owners will be allowed on the grounds, when permission is sought and granted from the Committee

· New ongoing hire agreements must be for a minimum of 2 hours, current hire charge is £18 per hour

· Vacation of the premises must be prompt. 

Failure to keep to agreed hire times will incur additional hire fees – up to 30 minutes, a charge of £50 will be charged, between 30 minutes and 1 hour will incur £100 charge. Over 1 hour will be £150 per additional hour. 

· Any damages must be paid for in full, should they exceed the deposit.

· The Terms & Conditions will be reviewed annually.

· Failure to comply with Terms and Conditions above WILL result in loss of deposit/ termination of hire agreement by The Committee, we also reserve the right to immediately close ANY event should the safety of anyone within the Hall be compromised.   

Single Event Hire

· The standard security deposit for a single event hire is £250 (must be cash only) fully refundable if the hall is left clean tidy and damage free. (See top of page)

· Tables and chairs are included in the hiring fee for the Hall. It is also possible to hire tables and chairs to take to another venue, but priority is given to Hall bookings.

· The hall has a sound system and lighting setup, available by arrangement

· Should the Hall be left in an unreasonable condition, damaged or the function unreasonably over-runs its exit time, the entire deposit will be withheld until the committee have assessed. Should any damage be more than the deposit, the hirer hereby agrees to cover additional costs.

 If you need to cancel within 28 days of the date of the booking 10% of the total fee is charged. 21 days 15% of the total cost. 14 days is 25%. 7 days is 40%. 48 hrs is 65% 24 hrs is 75% on the day cancellation is non refundable. No shows, 15 minutes after booked start time, with no contact the booking will be cancelled and will not be refunded.   

All cancelations will incur a 2.5% charge, on top of any other fee, to cover our merchant costs which we pay regardless of if a refund is issued. 

Online booking is acceptance of these terms.