Victoria Hall: Terms and Conditions of Hire
1. Introduction
Whilst the premises are occupied, the number of persons within the premises should not exceed
the following:
Hall – 200 + 34 on stage
Meeting Room – 20
As The Victoria Hall (TVH) is a community resource, we request that all hirers are aware of the following requirements of hire. The management committee aim to be as accommodating as possible, please ask if there are any specific needs when you hire through the booking secretary.
2. Responsibilities of the Hirer:
The Hirer shall:
Be over 18 years of age at the time of booking, and during the period of the hiring shall be responsible for the safety and security of the whole building, its surrounding area and its occupants, e.g., ensuring fire exits are kept clear at all times. If hiring the meeting room, please note there may be others using the hall and the gym at the same time. You are responsible for the room you are using and do not need to do anything in the main hall. However, when you leave, please check if the hall is empty.
Appoint a person who will have responsibility for contacting the emergency services should theneed arise during the use of the Hall/Meeting room.
Be responsible for the setting up and clearing of all areas used after the event, putting back the furniture, securing doors and windows, turning off all equipment properly and cleaning the Hall
in line with the Exit Checklist for Hirers on display on the internal entry/exit doors.
Return keys to the Booking Secretary, other appointed person or agreed secure location. In the case of hiring the meeting room please exit via the emergency door being sure it’s securely shut behind you. You will be given the door code at the time of booking. Please note the code is changed regularly and you will be informed if you are a regular hirer.
Ensure that all activity within the Hall ceases by 11.30 p.m. (11.00 p.m. on Sundays) with a reasonable clearing up time thereafter unless specifically agreed in writing by the Hall’s Booking Secretary. The performance of plays must cease by 11.00p.m.
Ensure the minimum of noise is made on arrival and departure. If Hall volunteers request noise levels be reduced this request is to be adhered to. Failure to do so will result in loss of part or all of the damage deposit paid. Ensure that at no time does the hirer, or any people involved with the hiring, do anything to limit in any way the quiet enjoyment of other facilities within the hall by other hirers and users.
The hirer shall not use the premises for any other reason than stated on the booking form and shall not sub-hire the premises or allow the premises to be used for any unlawful purpose. Nor do anything or bring onto the premises anything that may endanger the public or render invalid any insurance policies in respect of the premises.
Inform the Booking Secretary if the sale or supply of intoxicating liquor will take place. TVH holds a licence and charges £25 per event for usage of the licence.
Be responsible for obtaining any other licenses that may be required for the purpose of their booking that are not held by TVH. All additional licences must be obtained prior to the booking and made available to the Booking Secretary.
Ensure that nothing is done on the premises in contravention of the law relating to Gaming, Betting and Lotteries. (If you would like to hold a lottery you must obtain your own licence). Comply with all conditions and regulations made in respect of the premises by the Fire Authority, Local Authority or otherwise, particularly in connection with dancing or music or other similar public entertainment or stage plays.
Be responsible for ensuring that all legislation relating to participating children and vulnerable adults involved in their booking be complied with at all times and that such people are supervised at all times.
If preparing, serving, or selling food: observe all relevant food health and hygiene legislation and regulations.
Ensure that any electrical appliances brought onto the premises and used shall be safe and in good working order and are used in a safe manner, plus carry the current appliance test certificate. Sign and agree to the terms of use for electrical equipment within the hall, specifically the sound system and stage lighting. Ensure that no animals (including birds) but excluding Guide Dogs and registered Assistance Dogs are brought into the premises unless agreed to by the Booking Secretary. Ensure that for public and commercial events for over 100 people, 2 stewards are present whilst the premises are occupied. To be appointed by the hirer and names given to the Booking Secretary.
Ensure that any notices relating to what should be done in the event of a fire or other emergency should be read by the appointed stewards at the start of the hiring. Each steward shall be readily identifiable to members of the public and shall be made aware of the following:
a) the action to be taken upon discovering a fire
b) the position of the exits which shall be unlocked and free from obstruction
c) raising the alarm and correct method of calling the fire brigade
d) evacuation of the public in the event of an emergency
The Fire Brigade shall be called to any outbreak of fire, however slight, and details thereof shall be given to the Booking Secretary.
All cleaning substances must be used with care and returned to their storage place after use. Bleach must be kept in the child locked cupboard under the sink so children cannot use it. In the event of an accident with these substances an ambulance must be called immediately. This is in accordance with the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations
1995 (RIDDOR).
Ensure awareness of, and compliance with, all the relevant policies of TVH and organisations must have all their own relevant formal written policies relating to their activities if required. Specifically, Covid Risk assessments when required.
3. The Victoria Hall:
Reserves the right to refuse or cancel any booking. Provisional bookings shall be held for 14 days only, after which time the booking will be considered lapsed.
TVH reserves the right to seek a damage deposit of £50 for any function in the main hall. If no damage or excessive cleaning occurs the deposit will be refunded in full, usually by subtracking from the invoice amount. For long term bookings an agreement is made between the hirer and the booking secretary. Ainsley Jones 01591 610487
The management committee reserves the right to cancel any hiring in the event of the hall being required as a Polling Station or similar purpose. In this case the hirer shall be entitled to a full refund of any monies paid
Will clearly display in the hall details of what should be done in the event of a fire or other emergency.
4. Insurance
TVH shall not be responsible for: Loss of or damage to any property brought onto the premises for the event for which the hall was hired, or by anyone attending that event.
Death of or injury to any person while on the premises for that event unless such death or injury is caused by negligence of TVH and validated by evidence.
Any loss due to the hiring being interrupted, postponed, or cancelled because of, failure of electricity, leakage of water, fire, government restriction, public health emergency or act of God which may cause the premises to be temporarily or permanently closed.
In the event of any damage or loss to the premises, or to anything within the said premises or surroundings, arising out of the hire, the hirer shall make good damage or loss at their own expense. If the Hirer fails to do so within ten days of the occurrence it shall be taken as authorised for TVH to make good such damage and the hirer undertakes to pay all costs, charges, and expenses in respect of the damage or loss. Safeguarding Children and Vulnerable Adults Organisations or clubs working with children and vulnerable adults should hold a valid DBS certificate and organisations hiring the facilities should have a current child/adult protection policy. The booking secretary will request sight of this documentation at the booking stage.
The Hall's Safeguarding Policy can be found under the 'Governance' section of our website.
Please report any concerns immediately as indicated.
For hirers who are booking the hall for their own children’s event. i.e. a birthday party do not need to hold DBS certificates.