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

Abbreviations
1.      EVHMC = Ecchinswell Village Hall Management Committee.
2.      EVH = Ecchinswell Village Hall.

Premises Hire
The Hirer will receive confirmation of the booking after they have provided EVH with the following.

1.      A completed booking application.
2.      Acceptance of booking terms and conditions.
3.      A paid deposit of 30%.
4.      The full balance is payable 14 days before the hire date.
5.      A damage deposit of £100 applies to all bookings and is payable 14 days before the hire date.

Key collection details will be provided after final payment has been received.

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

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

Hire of EVH 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 hire period stated on the booking form and the facility cannot be used beyond the agreed booking window.

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

EVH reserves the right to charge additional costs if the hire period exceeds the agreed booking window.  Additional time will be charged by the hour or part thereof.

Hire Charges
1.      Standard hire charges are £25 per hour.   
2.      Full day hire charge is £375 running noon to noon.   
3.      Two-day wedding hire running noon Friday to noon Sunday is £800.

Cancellation Policy
A 30% non-refundable deposit applies to every booking. 
If cancelled within 7 days, the Hirer must pay the full hire charge.
EVHMC reserves the right to cancel user bookings if:

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.

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

Indemnity
EVHMC will take all reasonable care to ensure EVH facilities are safe and fit for hire.

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, accident, expense, or any other claim arising from hire or provision of any facilities or services, except where EVH has acted negligently, breached any duty of care owed in connection with such facilities and services, or where such liability cannot be excluded by law. Under no circumstances does EVHMC accept any liability for activities or services provided by third parties.

Responsibility of the Hirer
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 supervising the behaviour and safety of all persons attending the event and for taking care of the premises, including the fabric and contents.

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.

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.

The Hirer will be held responsible for any damage caused to EVH, its fixtures, fittings, equipment, contents, grounds, or any missing items, except for normal wear and tear.  Any damage or breakages should be brought to the attention of EVH staff or an EVHMC member as soon as possible.  EVHMC reserves the right to retain the damage deposit and offset it against the cost of repairing any damage, replacing broken or missing items, or making good the building and its surrounds.  Where the cost exceeds the damage deposit, EVHMC reserves the right to recover the additional amount from the Hirer.

Waste Segregation
It is EVH’s mission to reduce its environmental impact.  As part of this policy, EVH strives to segregate waste into recycling and non-recycling items.

The waste skips outside are for usual black bag waste, paper, cardboard, and aluminium cans. Hirers are asked to help EVH in its mission by separating waste during their hire.

EVH does not have a facility to recycle glass bottles. Glass bottles will be managed and disposed of responsibly by EVHMC.

CCTV
Ecchinswell Village Hall uses internal and external CCTV to support safety and protect its assets. Internal cameras can be switched off during your event on request.  Please advise us at the time of booking if you would like the internal cameras disabled.

Noise and Nuisance
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.

Hirers must respect neighbours’ access to their driveways.  Several neighbouring properties have parking access through the EVH car park to their property, and this access must not be obstructed at any time.

Equipment and Property
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.

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

Fire Prevention & Evacuation Procedure
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.

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. Table candles and naked flames are prohibited. Birthday cake candles are permitted; however, they must be used on birthday cakes only.

Food and Drink
The Hirer may provide free alcoholic and non-alcoholic drinks for their guests.

Where a pay bar is used, the Hirer is responsible for providing EVHMC with a valid licence for the sale of alcohol at the time of booking.  EVHMC may arrange a pay bar on request for an additional modest fee.

The sale of alcohol to, or consumption of alcohol by, anyone under 18 is illegal.  Any breach 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.

Closing Duties
Before leaving the premises, the Hirer must ensure the following requirements have been

1. Keys must be returned immediately unless agreed otherwise; additional time will be charged by the hour or part thereof.

2. Windows and doors are secure and locked.

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