Hire Agreement

Housekeeping Rules

  • Access is via the door up the path to the right of the hall; front doors for emergency exit only
  • No Pre-school equipment is to be used
  • All furniture is returned to where you found it – please pick up rather than drag to minimise wear to the floor
  • Both halls are hoovered through and your rubbish is removed from the premises; hoovers are in the back room.
  • You return the thermostats to the 15 calibration.
  • You familiarise yourself with the fire safety information located on the noticeboard in the kitchen.
  • The left hand (as you face it) door is bolted at the bottom before locking the right-hand door.
  • After your event, the keys are returned promptly.
  • Keys are not passed to the next hirer as it may put your damage deposit in jeopardy.
  • Keys are to be collected/returned to the Village Shop, located by the parking in the sports field 2 mins walk away
  • There is a £150 refundable breakage deposit require for all day parties, which will be returned after the event

Covid 19 Rules

  • You must not enter if you or anyone in your household has COVID-19 symptoms.
  • If you develop COVID-19 symptoms with 7 days of visiting these premises please alert us immediately.
  • Ensure to keep and supply a list of attendees for 21 days.
  • Maintain the 1 metre plus social distancing as far as possible.
  • Use the hand sanitiser provided on entering the premises. Clean your hands often.
  • Ensure that everything that has been used is properly cleaned and wiped down. Door handles, tables, other equipment, sinks, surfaces etc
  • Agree to follow and use all Covid rules currently in place within the hall (one- way systems, two people to use the toilet at any one-time etc)
  • Where possible keep the hall well ventilated.

Hire Agreement

These conditions apply to all hiring of Wigginton Village Hall or any part thereof. If the Hirer is in any doubt as to what the following conditions mean, the Bookings Secretary or the WVHMC should immediately be consulted.  

1.       Parties to the agreement 

a.       Wigginton Village Hall (registered charity number 803319) acting by its Management Committee known as The Wigginton Village Hall Management Committee (“WVHMC”), whose authorised representative and Bookings Secretary is Amy Howman C/O Wigginton Village Hall, Chesham Road, Wigginton Tring, Herts HP23 6HJ and
b.       The person or organisation specified in the booking request form (“Hirer”) 

2.       Supervision

The Hirer who shall not be a person under the age of eighteen (18) shall be responsible throughout the period of hire for:

a.       supervision of the premises, their fabric, and contents
b.       care of the premises, their safety from damage however slight and/or change of any sort
c.       the behaviour of all persons using the premises whatever their capacity
d.       proper supervision of car parking arrangements to avoid obstruction of the highway and emergency exits.  

As directed by the WVHMC, the Hirer shall 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.

3.       Use of Premises

The Hirer shall not use the premises for any purpose other than that described in the Hiring Agreement and shall not:
a.       sub‐hire the premises
b.       use the premises or allow the premises to be used for any immoral purpose or in any unlawful way
c.       do anything or bring on to the premises anything which may endanger the same or render invalid any insurance policies in respect thereof
d.       permit the consumption of alcohol thereon without permission of the WVHMC and/orobtaining an appropriate licence if required
e.       permit any performance involving either danger to the public and/or invitees
f.        permit any performance of a sexually explicit nature
g.       permit children to view age‐restricted films classified according to the recommendations of the British Board of Film Classification
h.       permit smoking either inside or outside the premises as the Hall is a designated No Smoking area
4.       Gaming, Betting and Lotteries

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. The Hall is not licensed for gambling.  

5.       Licences

The Hirer shall ensure that a Premises Licence or such other licence as may be required is obtained if any regulated entertainment and/or licensable activity is to take place. Such activities include the performance of plays, the exhibition of films, indoor sporting events, boxing or wrestling entertainment, the performance of live music, the playing of recorded music, the performance of dance, making music, dancing, the provision of hot food or drink after 11pm, and the sale of alcohol. This list is not exhaustive. It is for the Hirer to check if a licence is required for any activity and if so, to obtain the same. WVHMC does not hold a licence with The Performing Rights Society for the performance of recorded music and nor does it hold any licence permitting the sale of alcohol and/or gambling.

6.       Public Safety Compliance

The Hirer shall comply with all conditions and regulations made in respect of the premises by the Fire Authority, Local Authority and/or any Licensing Authority or otherwise, particularly in connection with any event which constitutes regulated entertainment, at which alcohol may be sold or provided or which is attended by children.

a.       The Hirer acknowledges that they have received instruction in the following matters:
                                                   i.      the action to be taken in event of fire including calling the Fire Brigade and evacuating the hall
                                                 ii.      ethe location and use of fire equipment
                                               iii.      escape routes and the need to keep them clear
                                               iv.      how to operate escape door fastenings
                                                 v.      the importance and location of fire doors and of closing all fire doors if there is a fire

b.       In advance of an entertainment or play, the Hirer shall check:
                                                   i.      that all fire exits are unlocked, and panic bolts are in good working order
                                                 ii.       that all escape routes are free from obstruction and can be safely used  
                                               iii.       that the fire doors are not wedged open  
                                               iv.      that there are no obvious fire hazards on the premises  

7.       Means of Escape

All means of exit from the premises must be kept free from obstruction and immediately available for instant free public exit.

8.       Outbreaks of Fire

The Fire Brigade shall be called to any outbreak of fire, however slight, and details thereof shall be given to the Booking Secretary

9.       Health and Hygiene

The Hirer shall, if preparing, serving, or selling food, observe all relevant food health and hygiene legislation and regulations.

10.   Electrical Appliance Safety

The Hirer shall ensure that any electrical appliances brought by them to the premises and used there shall be safe, in good working order, and used in a safe manner in accordance with manufacturers’ instructions.  

11.   Accidents and Dangerous Occurrences

The Hirer must report all accidents involving injury to the public to the Booking Team as soon as possible and complete the relevant section in the accident book. Any failure of equipment belonging to Wigginton Village Hall or equipment brought in by the Hirer must be reported on a special form to the local authority. The Bookings Team and/or the WVHMC will give assistance in completing this form in compliance with the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995 (RIDDOR).

12.   Indemnity

The Hirer shall indemnify and keep indemnified Wigginton Village Hall Trust and each member of the WVHMC and its employees, volunteers, agents, and invitees against:

a.       the cost of repair of any damage done to any part of the premises including the curtilage thereof
b.       loss or damage to the contents of the premises
c.       all claims, losses, damages, and costs in respect of damage or loss of property or injury to persons arising because of the use of the premises (including the storage of equipment) by the Hirer 
d.       all claims, losses, damages, and costs suffered or incurred because of any nuisance caused to a third party because of the use of the premises by the Hirer. 
The Hirer shall take out adequate insurance to ensure the Hirer and members of the Hirer’s organisation and/or invitees against the Hirer’s liability under this paragraph and any or all claims arising because of the hire and shall produce the insurance policy and current receipt or other evidence of cover on demand to the Bookings Secretary or the WVHMC.
Wigginton Village Hall Trust and the WVHMC are insured against any claims arising out of its own negligence.  
13.   Explosives and Flammable Substances

The Hirer shall ensure that:
a.       no highly flammable substances are used in or brought into any part of the premises
b.       no internal or external decorations of a combustible nature shall be erected without the consent of the WVHMC. No decorations are to be put up near light fittings, radiators, fires, heaters, or any other heat source    

14.   Heating  

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 WVHMC. Portable Liquefied Propane Gas (LPG) heating appliances shall not be used without specific authorisation.

15.   Drunk and Disorderly Behaviour and Supply of Illegal Drugs

To avoid disturbing the Village Hall’s neighbours and to avoid violent or criminal behaviour, the Hirer shall ensure that:
a.       care is taken to avoid excessive consumption of alcohol by members of the public and/or
b.       there is no drunken and/or disorderly behaviour either on the premises or in The Hall’s immediate vicinity
c.       no alcohol is served to any person suspected of being drunk or to any person suspected of being under the age of 18
d.       any person suspected of being drunk, under the influence of drugs or who is behaving in a violent or disorderly way is asked to leave the premises 
e.       no illegal drugs are brought onto the premises

16.   Animals

The Hirer shall ensure that no animals or birds (except guide dogs) are brought into the premises except with the specific consent of the WVHMC. No animals whatsoever are permitted to enter the kitchen at any time.

17.   Compliance with The Children Act 1989

The Hirer shall ensure that any activities for children under eight years of age comply with the provisions of The Children Act of 1989 and that only fit and proper persons who have passed the appropriate Criminal Records Bureau checks have access to the children. The Hirer should note that checks may also apply and be required where children over eight and vulnerable adults are taking part in activities and shall make it his, her or their responsibility to inform themselves of and comply with any relevant legislation. The Hirer shall provide the WVHMC with a copy of their Child Protection Policy on request.

18.   Fly Posting

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 WVHMC against all actions, claims and proceedings arising from any breach of this condition. Failure to observe this condition may also lead to prosecution of the Hirer by the local authority.

19.   Sale of Goods

The Hirer shall, if selling good on the premises, comply with Fair Trading Laws and any code of practice used in connection with such sales. In particular, the Hirer shall ensure that the total prices of all goods and services are prominently displayed, as shall be the organiser’s name and address and that any discounts offered are based only on Manufacturers’ Recommended Retail prices.

20.   Cancellation

The WVHMC reserves the right to cancel any hiring by written notice to the Hirer in the event of
a.       the WVHMC reasonably considering that such hiring will lead to a breach of licensing conditions, if applicable, or other legal or statutory requirements
b.       the WVHMC reasonably considering that unlawful or unsuitable activities will take place at the premises because of this hiring.
c.       the premises becoming unfit for the use intended by the Hirer
d.       an emergency requiring use of the premises as a shelter for the victims of flooding, snowstorm, fire, explosion, or those at risk of these or similar disasters. In any such case, the Hirer shall be entitled to a refund of any deposit or hire fee already paid, but the WVHMC shall not be liable to the Hirer for any resulting direct or consequential loss or damages whatsoever.  

21.   Noise

The Hirer shall ensure that the minimum of noise is made on arrival and departure, particularly late at night and early in the morning. The Hirer shall, if using sound amplification equipment, make use of any noise limitation device provided at the premises (if any) and/or comply with any direction to reduce noise to a level deemed acceptable at the sole discretion of the Bookings Secretary and/or any member of the WVHMC. Failure to do so may result in the forfeiture of the Hirer’s deposit.

22.   Stored Equipment

WVHMC accepts no responsibility for any stored equipment or other property brought on to or left at the premises, and liability for loss of damage is hereby excluded.

23.   No Alterations

No alterations or additions may be made to the premises, nor may any fixtures 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 Booking Secretary or the WVHMC. Any alteration, fixture or fitting or attachment so approved which remains in or on the premises at the end of the hiring will become the property of the WVHMC unless removed by the Hirer who must then make good any damage caused to the premises by such removal to the satisfaction of the WVHMC.

24.   No Rights

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

25.   End of Hire

The Hirer shall be responsible for leaving the premises and surrounding area in a clean and tidy condition, properly locked and secured (unless directed otherwise) with any contents or other items temporarily removed from their usual positions properly replaced. Failure to do so will entitle the WVHMC to make an additional charge to cover the cost of rectification.

26.   Removal of waste