Terms & Conditions

REGULATIONS OF HIRE

Tresillian Village Hall (TVH) is hired on condition of acceptance of the following regulations:

GENERAL CONDITIONS OF HIRE

BOOKING CONTRACT: Persons wishing to hire the Hall must be aged 18 years or over.

HIRING FEES: are subject to annual review.

BOOKINGS ACCEPTANCE: TVH Committee reserves the right to decline any booking request.

ENTRY TO THE HALL: TVH Committee reserves the right to enter the Hall on business at any time.

ELECTIONS: TVH Committee reserves the right to cancel any hiring if the Hall is required for use as a Polling Station. A full refund of any deposit or hire payment will be made.

CANCELLATION BY TVH MANAGEMENT: In the event of the need for TVH to cancel a booking because of an emergency or unforeseen problems with the premises (e.g. heating breakdown, damage to premises) the Hirer will be notified as soon as possible, and a full refund of any pre-­­paid fees made, excluding any additional expenses incurred by the hirer.

CANCELLATION BY THE HIRER: The Letting Secretary [Tel: 07817072264] must be given at least 24 hours’ notice otherwise the normal charge will be made.

HIRER RESPONSIBILITIES:

1. The Hirer will be responsible for supervision of the premises, the fabric of the building and its contents as well as the behaviour of the people using it, always during the period of hiring. The Hirer shall not use or allow the Hall to be used for any unlawful purpose.
2. The Hirer may not sub-­­let the Hall or any part of the building during their period of hire.
3. The Hirer shall indemnify the Committee for the cost of repairs of any damage that may occur on the premises during the period of hire because of the hiring. Any damage must be reported to the Hall Secretary at the end of the Hire session.
4. Tresillian Village Hall is insured with Allied Westminster. The Village Guard policy includes a Hirer’s Liability extension: this extends £2,000,000 Public Liability cover to hirers who meet the following criteria:
   
   1. No insurance is held elsewhere.
   2. No commercial/profit-­­making hirers of the Hall.
   3. No excluded activities are carried out at the Hall (e.g. firework displays or bonfires; bouncy castles and other inflatable devices). For a full list apply to the Letting Secretary.
      
      TVH Committee holds Public Liability Insurance but accepts no responsibility for loss of or damage to private property or injury to persons caused by hirers use.
      
      Any commercial / profit-­­making hirers of the Hall should have their own Public Liability insurance in place and furnish the Letting Secretary with an up-­­to-­­date copy of the certificate.
5. Any accidents caused by the hirer’s use should be recorded in the logbook provided with the First Aid box which is in the kitchen. Hiring groups are encouraged to have their own First Aid kit.
6. The Hirer shall comply with all conditions and regulations in the Premises Licence held by TVH in relation to all Public Events. A copy of the updated Licence information can be found on the noticeboard in the foyer.
7. The Hirer is responsible for adherence to Cornwall Council licensing objectives relating to gaming, betting and lotteries and consumption of alcohol during their period of hire. TVH does not have a licence to sell alcohol. Hirers must apply to Cornwall Council for a Temporary Events Notice if they wish to sell alcohol and must notify their intention to do so with the Letting Secretary at the time of booking.
8. The Hirer is responsible for keeping all fire exits clear during their period of hire. Fire equipment (extinguishers, blankets, etc.) must not be moved or used for any other purpose than fire. All entrances and exits must be kept clear and unlocked. In the event of a fire the Hirer is responsible for evacuating their group and should have a procedure planned. An assembly point is indicated near the gate, which must be kept clear for emergency vehicles.
9. Hirers are responsible for ensuring that no nuisance is caused to residents. The Hall must not be used after midnight.
10. Cars are left in the car park at the owner’s risk and must not block exits or entrances. Overnight parking is not permitted.
11. Smoking is not allowed in any part of the Hall, and this includes e-cigarettes and vaping.
12. Please note we have wi-fi and the password is on the noticeboard; please do not turn off the router.
13. Any electrical equipment brought into the premises must be PAT tested.‍
14. Safeguarding children, young people and adults at risk. You must ensure that any activities for children, young people and adults at risk are only provided by fit and proper persons in accordance with the Children Act 1989 and 2004, the safeguarding Vulnerable Groups Act 2006 and any subsequent legislation. When requested, you must provide us with a copy of your safeguarding policy and evidence that you have carried out relevant checks through the Disclosure and Barring Service (DBS).All reasonable steps must be taken to prevent harm, and to respond appropriately when harm does occur. Relevant concerns must be reported.
15. Catering – The cooking facilities in the kitchen are limited to a single domestic sized cooker; a kettle; a hot-water boiler for hot drinks and a small microwave oven. The equipment is unsuitable for large-scale food cooking. The refrigerator should have been emptied at the end of the hire session but left switched on.
16. Heating – Hirers are requested not to interfere with the heating controls or bring in portable heaters / fires.
17. At the end of the hire period: The Hirer is responsible for leaving the Hall (including the kitchen surfaces, floors, equipment, and crockery) as clean and tidy as they would wish to find it. Any materials or debris from their activity should be removed. Floor cleaning equipment is kept in the cupboard in the foyer. Please note, the hall floor should only be wiped with a damp cloth.
    
    Chairs should be left tidily in the main Hall in stacks of no more than five; tables cleaned, folded, and stacked safely in the Committee room.
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18. When leaving the Hall: The Hirer is responsible for ensuring that all internal lights are switched off, including those in the toilets; any electrical equipment in the kitchen (excluding the fridge) is switched off; all windows securely fastened; all doors locked. [Outside lights are on automatic sensors.]
19. Key safe: Hirers using the key safe will be given the code on booking or prior to the session. Please phone the Lettings Secretary before your booking if you haven’t got it. Enter the code and pull the button with the arrow downwards to open. The key must be replaced in the safe at end of session. Please inform the Lettings Secretary (Tel 07817072264) if there are any problems.

TVH hiring regs 22.04.24.

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Name of Organisation/ person hiring the Hall:

Day/days of hire:

Time/times required:

Contact name:

Tel.no:

Contact address:

Email address:

Purpose for hiring the Hall:

Charge: £10 PER HOUR

I have read, understood and confirm I will comply to the attached booking terms and conditions.

Signed………………………………… (The Hirer) Date …………………………………

I am happy for TVH committee to hold my personal details to issue invoices and to communicate about hall usage. Details will be stored securely and will not be passed on to third parties.

Signed………………………………… (The Hirer) Date …………………………………