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Rules & Regulations for hire of the Village Hall

General Conditions

G.1 – Fire regulations require that whenever the Hall is in use all exits must remain clear at all times. No smoking is allowed within the building.

G.2 – The Hirer shall be responsible for obtaining any licenses needed for the consumption of alcoholic liquor and for the observance of the licenses, also all other regulations relating to the premises stipulated by the Fire Authority, Local Authority, Local Magistrates Court or otherwise.

G.3 – The Hirer shall make their own arrangements for insurance in respect of any claims which might be made for personal injury or damage incurred during the period of hire. [The Management Committee’s Insurance only covers its own liabilities.]

G.4 – The premises shall not be used for any purpose other than that for which permission has been granted.

G.5 -The Hirer is deemed to be personally responsible for the behaviour of their guests and must not sub-let or transfer the booking to any other person.

G.6 -The Management Committee reserves the right to cancel the hiring if the Hall is required for use in an emergency, elections, or any such other business, in which case the Hirer shall be entitled to a full refund of the deposit paid.

G.7 – In the event of the Hall or any part thereof being rendered unfit for the use for which it was hired (by accidental damage or act of God sustained previously) the Management Committee shall not be liable to the Hirer for any resulting loss or damage.

G.8 – The Management Committee’s decision regarding the interpretation and application of these Rules and Conditions shall be final and conclusive.

Fees & Charges

F.1 – All fees including deposits must be paid by the Hirer in advance, prior to the Hall keys or key code being issued to them.

F.2 – Deposits [refundable] shall be determined by the Booking Manager with due regard to the risks associated with the hire. Deposits may not be refunded if there is a serious breach of these Rules and Regulations, including poor condition of the Hall after the period of hire, rubbish left inside or outside the Hall and excessive noise, anti-social behaviour or disturbance caused to neighbours. A suitable and non-negotiable sum will be deducted from the deposit to reflect the cost of the remedy.

F.3 – At least two weeks’ notice must be given to the Booking Manager if a booking is no longer required; otherwise the full hire charge may still be applied.

F.4 – The scale of Fees & Charges may be revised at any time at the discretion of the Management Committee and the new charges will apply to Hall and Meeting Room hire with effect from the agreed implementation date.

During the Period of Hire

D.1 – The Hirer and/or their invitees shall not cause any nuisance or annoyance to the occupiers of adjoining property or do any act or thing which may cause damage to such adjoining properties.

D.2 – The Hirer hereby acknowledges that it is an offence to cause or permit to be caused any noise amounting to a nuisance and agrees that during any event when amplified music is played, the volume is maintained at a level which will not cause a nuisance to the inhabitants of the neighbourhood. The front door of the building must not be left open during any events where amplified music is being played. This rule applies both to parties and to all types of dance classes.

D.3 – For Hirers holding parties in the Hall on Saturday nights the event must finish no later than 11.30 pm and the Hall must be vacated by 12.00 midnight. The Booking Manager will usually allow the Hirer to return on a Sunday morning to clear up after parties. Under no circumstances is any amplified music to be played after 11.30 pm.

D.4 – For Hirers with a residential address in the parish of Pembury 14th-21st birthday parties may be allowed but the function must end at 11.00 pm. The Police will be notified by the Manager in advance of such functions and can be expected to be present at various times during the function. [No 14th-21st birthday parties are permitted for Hirers with a residential address outside the parish of Pembury.]

D.5 – The Hirer shall personally ensure that when people leave the Hall during or after a function they do so in a quiet and reasonable manner. Children should not be allowed to run around unaccompanied outside the Hall at any time.

After the Period of Hire

A.1 – At the end of any period of hire, the Hirer shall remove all their own equipment from the Hall. Any Hall crockery and cutlery used, shall be washed and replaced. The kitchen appliances and work surfaces shall be left clean. All tables shall be wiped down before being returned to their original places. Chairs shall be stacked at the back of the Hall or in the foyer as found. The Hall shall be left in a clean and tidy condition. All rubbish and waste shall be taken away and disposed of by the Hirer.

A.2 – Any damages or breakages must be reported to the Manager as soon as possible after the incident. The cost of making good such damage or breakages may be borne by the Hirer from the deposit charge.

A.3 – The Management Committee accepts no responsibility for personal belongings including coats and clothing left in any part of the building. Any items left behind will be kept by the Booking Manager for 1 month, after which they will be thrown away.

A.4 – Before leaving the Hall all the external doors shall be securely shut and locked and the front door keys shall be replaced in the external key box using the code. The Hirer must ensure that all internal lights, including toilet lights, have been turned off.

Revised by Pembury Village Hall Management Committee – September 2014

Contact the Booking Manager on 07983 228181 for all your enquiries.