Terms of Hire

TERMS & CONDITIONS OF HIRE FOR CRUDWELL VILLAGE HALL & RECREATION GROUND

The Hirer is the person named under ‘Name of Hirer’ in the Acceptance of Hire Policy and Terms and Conditions agreement. Trustees referred to are the CVHRG ‘Managing’ Trustees.

All persons using the Hall and facilities do so at their own risk. The Trustees of Crudwell Village Hall & Recreation Ground (CVHRG) accept no responsibility for any injury, loss or damage howsoever caused. The Trustees also disclaim responsibility for equipment or property stored or left on the premises. Any vehicle parked in the Hall car park, or its environs is left at the owner’s own risk.

It is the Hirer’s responsibility to ensure that adequate insurance is in place to cover the event and/or equipment used during the event. If the Hall is being used for commercial purposes (where goods or services are being exchanged for money) the Hirer will, at his or her own expense, take out appropriate liability insurance to cover the event. Under Insurance rules, if a function is for commercial purposes, then the Hirer must ensure they have at least £5 million of Public Liability insurance. Evidence of this by way of certificates must be provided to the Booking secretary before such a booking can be accepted.

As stipulated in the Hiring Policy, if alcohol is to be sold during the function, a TENS (Temporary Events Notice) is required. It is the Hirer’s responsibility to obtain the necessary TENS and evidence of this must be provided to the Booking secretary at least one week before the date of this booking.

The play equipment in the enclosed area at the back of and between the Hall and Tetbury Lane, is owned and operated by Crudwell Pre-School and as such is not included in the hire of the Hall. If use of this equipment is desired, it is the Hirer’s responsibility to obtain prior written permission from Crudwell Pre-School and copied to the Bookings secretary.

The Hirer accepts the conditions as laid down in the Hiring Policy of the Crudwell Village Hall & Recreation Ground, a copy of which is available on our website at www.crudwellviallgehall.org.uk  or from the Booking secretary.

These terms and conditions are in addition to those governing national Covid hygiene protocols ruling and in place at various stages of the exit from national restrictions.  Please refer to the Covid page on our website.

The Hirer will:

• Be present on and in charge of the premises throughout the booking period.
• Accept responsibility for the supervision, fabric and contents of the building and the behaviour of everyone using the premises.
• Comply with the conditions and regulation of the Premises License.
• Comply with the Fire Safety regulations posted in the Hall foyer.
• Ensure that any electrical equipment brought onto the premises is safe to use and has been Portable Appliance Tested (PAT) within the last two years
• Comply with Fair Trade Laws where goods are being sold.
• Ensure compliance with the Children’s Act 1998 (or as amended).
• Ensure that decorations are put up in a way that avoids damage to the Hall fabric, and that they are situated at least 1 metre from heaters or light fittings. Any decorations used must be made of fire-resistant material.
• Minimise noise levels made by those arriving or departing from the event, and ensure that noise levels from the event itself are acceptable to our neighbours.
• Report accidents and dangerous occurrences to a Trustee of CVHRG and record them in the Accident Book located on the premises.
• Ensure that the Hall and grounds are clean and tidy before leaving and before the end of the hire time. This includes:
• Returning all supplied equipment such as chairs and tables, neatly stacked, to the original location.
• Removing all the Hirer’s own equipment and decorations, and all rubbish from the premises.
• Cleaning the premises, especially the Hall floor and toilet areas, to a satisfactory standard and in accordance with the Covid hygiene protocol in place.
• Ensuring that the Hall approach and car park are cleared of litter and any discarded bottles and cans.
• Leave the premises secure, with all lights, dishwasher and taps switched off (unless directed otherwise).

The Hirer will not:

• Allow explosives and flammable substances to be brought onto the premises without the prior written consent of the Trustees of CVHRG. This includes fireworks, Chinese lanterns, or similar items
• Attempt to enter the premises before the commencement of the hire time, and leave the premises promptly at the end of the hire time
• Permit anyone to smoke in the Hall, grounds, or car park
• Allow excessive consumption of alcohol, or drunk and disorderly behaviour within the building or in the vicinity
• Allow illegal drugs or other similar substances to be brought onto or used on the premises
• Allow any animals (except registered assistance dogs) to be brought onto the premises, unless for a specific event for which prior written permission has been given by the Trustees
• Permit the Hall to be used for purposes which expose attendees to unreasonable danger, offensive language, or undesirable behaviour. 

Covid-19 – Hygiene precautions and cleaning

The cleaning rules shown here and in our Hiring Policy HP14/2022, include those governing sensible hygiene precautions to prevent any risk of viral infection. There are several reminders and instructions displayed on the notice boards in the main entrance to the Hall that must be adhered to.

Face masks should be worn, and periodic ventilation is important during indoor functions and activities that will reduce the risk of infection.  Windows and doors should be opened regularly to increase and freshen air flow, particularly during exercise classes or similar.

1. In the event an individual becomes ill and displays Covid-19 symptoms during the hire, isolation facilities if required will be available in the changing room at back of Hall. If such an event occurs, the Hall must be evacuated immediately and will be closed.
2. The Hirer hires the Hall and its facilities entirely at their own risk. The Trustees accept no liability for personal injury or claim for damages or compensation or if any Hirer(s) contract Covid-19.

For an overview of the current rules governing any restrictions (from January 2022 onwards) please go to our Hire Handbook on the table at the main entrance. Updates to this will also be on the notice board located in the main entrance.