For the purpose of these Conditions, the term Hirer shall mean an individual hirer, or where the hirer is an organisation, the authorised representative.

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Abbreviations

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1. EVHMC = Ecchinswell Village Hall Management Committee.

2. EVH = Ecchinswell Village Hall.

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Premises Hire

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The hirer will receive confirmation of the booking after they have provided EVH with the following. 

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1. A completed booking application.

2. Acceptance of booking terms and conditions.

3. A paid deposit of 30%.

4. Full balance is payable 14 days before the hire date.

5. A damage deposit of £100 applies to all bookings payable 14 days before the hire date.

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Only those over 18 may hire the hall; an adult must be present if under 18s attend.

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EVHMC my refuse any application for hire without stating a reason. 

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Hire of EVh Hall does not include the right to hire the playing fields or changing facilities.  These can be booked separately.

EVH can be hired daily from 8am to midnight. Access outside these hours requires EVHMC approval. Use is limited to the times stated on the booking form; the facility cannot be used beyond those agreed periods.

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Hirers have a 15-minute buffer before and after their booking to set up and clear away.  

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Hire Charges

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1. Standard hire charges are £25 per hour with a minimum hire duration of 4 hours. 

2. Full day hire charge is £375 running noon to noon.   

3. Two-day wedding hire running noon Friday to noon Sunday is £800.

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Cancellation Policy

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A 30% non-refundable deposit applies to every booking. 

If cancelled within 7 days, the hirer must pay the full hire charge.

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EVHMC reserves the right to cancel user bookings if:

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1. EVH is required for use as a Polling Station for Parliamentary or Local Government election or by-election.

2. In the event the hall is rendered unfit or unsafe for use.

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In the unlikely event that EVHMC cancels a booking, the hirer will be entitled to a full refund.

 

Indemnity

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EVHMC will use all care to ensure EVH facilities are safe and fit for user hire. 

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Hirers participate in activities and use EVH facilities at their own risk.  No liability or responsibility is accepted by EVH for any injury, illness, damage, loss (direct or indirect, consequential or economic), accident, expense or any other claim arising from hir or provision of any facilities or service howsoever suffered except where EVH have acted negligently or, breeched any duty of care that they may owe or have owed in connection with such facilities and services except where such liability cannot be excluded by law.  Under no circumstances does EVHMC accept any liability for any activities or services provide by third parties.

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Responsibility of the Hirer

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The Hirer is responsible for ensuring that the premises are only used for the purpose described in the booking form and they may not sub-hire or allow the premises to be used for any unlawful purpose.

During the period of hire, the Hirer is responsible for the supervision of behaviour and safety of all persons attending the event and the care of the premises, including the fabric and contents.

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No illegal acts shall be allowed, and any breach will result in the hirer being required to leave the premises immediately and in the closure of the event and loss of monies paid.  EVHMC are obliged to inform the Police where appropriate.  The Hirer must ensure that the number of people using the hired area does not exceed those permitted and confine members to those parts of the facilities which have been included in the hire agreement.  Details of these limits are available on request and are published in the hall.

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The Hirer shall be responsible for leaving the building and its surrounds in a clean and tidy condition.  All decorations should be removed from the premises at the end of the hire period. The use of sticky tape and staple guns to affix decorations or signage is not permitted.  Furniture and other equipment should be put back in its original location.

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The hirer shall be held responsible for any damages or missing items.  EVHMC reserves the right to make an additional charge, or retain any deposit paid to meet the cost of replacement of broken or missing items, or reparation of the building.  Any damage or breakages should be brought to the attention of any staff or EVHMC member as soon as possible.

 

Noise and Nuisance

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Hirers are welcome to play music, hire discos or live bands for classes, weddings and functions. Music must cease at 11pm.  To avoid noise nuisance to our neighbours, the sound levels must not exceed levels regulated by the local authority in accordance with Environmental Health Regulations.  At the end of the hiring, the Hirer shall be responsible for ensuring that all guests leave the premises quietly.  If a complaint is received or visit made by the police in connection with any noise or nuisance, it may result in the immediate closure of the event and a full loss of deposit and hire charges.

 

Equipment and Property

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EVHMC is not responsible for equipment or property brought by the Hirer. Items may only be left with prior written consent and must be stored as directed by EVHMC. EVHMC may request removal at any time. Lost personal items will be kept in the office for 14 days before disposal if unclaimed.

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The Hirer must ensure all electrical appliances used are certified, safe, and in good condition.

Any equipment failure, whether EVH-owned or Hirer-provided, must be reported to EVHMC.

 

Health and Safety

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The Hirer must comply with all regulations set by EVHMC and authorities. Activities that risk safety or invalidate EVH insurance are prohibited.

Any accident resulting in injury must be reported to EVHMC immediately. First Aid kits are located in the kitchen and main entrance.

Animals, except guide dogs, require EVHMC permission to enter the building.

Electric scooters and e-bikes are not permitted inside.

 

Child Protection

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The Hirer must ensure compliance with the Children’s Act 1989 and related laws for activities involving children or vulnerable adults, allowing access only to suitable individuals.  Adequate supervision is required at all times, and anyone under 18 may enter only when accompanied by a responsible adult.

 

Smoking

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Smoking, including e-cigarettes, is not permitted anywhere inside the EVH. You may smoke only in the designated areas outside.

 

Fire Prevention & Evacuation Procedure

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Evacuation signs and wayfinding lights are clearly visible in the building. The Hirer must inform visitors of evacuation routes and fire procedures. Fire exits must remain unobstructed, and fire doors should not be left open.

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EVHMC ensures that all fire appliances are inspected routinely as per the EVH Fire Policy.  The Hirer must ensure fire appliances are kept in their proper places and used for no other purpose during the hire period.  

 

No flammable or explosive materials are allowed; candles or naked flames are prohibited.

 

Food and Drink

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The hirer may bring alcoholic and non-alcoholic drinks for guests. For a pay bar, provide an alcohol sale license with your booking; a pay bar can be arranged if requested with at least 28 days’ notice. Alcohol sale or consumption by those under 18 is illegal; violations will result in immediate removal from the premises.

Hirers must follow food health and hygiene rules when preparing or serving food. Kitchen equipment should be used carefully and cleaned after use. All food must be taken off-site after each hire.

 

• Keys must be returned immediately unless agreed otherwise; extra hours may incur charges.

• Paid bars require a licensee; details must be provided on the booking form. A bar is available on request.

• Fire exits must remain clear.

• Hirers must secure the hall and turn off heating, lighting, and kitchen appliances when leaving.

• Key collection details are given after final payment.

• Additional heaters run with £1/£2 coins (meters in Kingsmill Room cupboard); keys in the kitchen key-press.

• Main hall heating uses a movement-sensitive thermostat; lower it after use. Water heater controls are in the foyer; lighting and heating are included in the hire fee.

• The hall has internal security cameras; please notify us if this affects your booking.