Harberton Parish Hall - Standard Conditions of Hire

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Hirer – Keep this for your own reference.

Standard Conditions of Hire

 If the Hirer has any doubt of the meaning of any of the following, the Bookings Secretary should be consulted.



For the purpose of these Conditions, the term Hirer means the individual hirer. If the hiring is by an organisation then the Hirer is the authorised representative of the organisation. In either case the Hirer must be 18 years of age or over.
The term Premises means the Hall building and its grounds which takes in the lower car park, but not beyond.




Monday to Friday               8.00am to Midnight

Saturday                                8.00am to 11.45pm

Sunday                                  8.00am to 10.30pm

Activities should finish in good time before the final closure times stated above to allow time for departure of guests and clearing up.




1. The Hirer must be present during the period of hiring and shall be responsible for the supervision of:

·         the premises, the fabric and the contents, their care, safety from damage however slight or change of any sort;

·         the behaviour of all persons using the premises whatever their capacity;

·         car parking arrangements so as to avoid obstruction of the highway and Hall entrance;

·         noise levels, including music, so as to avoid disturbance to neighbours.

On occasions when the Hirer cannot be present, there must be a nominated representative responsible for abiding by all Conditions of Hire.

Damage.  As directed by the Hall Management Committee the hirer must make good or pay for all damage (including accidental damage) to the premises or to fixtures, fittings or contents and for loss of contents as a result of the hire.




2. The Hirer must not:

·         use the premises for any purpose other than that described in the Hiring Agreement;

·         sub-hire the premises;

·         use the premises or allow the premises to be used for any unlawful or unsuitable purpose or in any unlawful way;

·         do anything or bring onto the premises anything which might endanger the premises or render invalid any insurance policies covering the premises.




3. Public Liability Insurance is included for those that use the Hall so long as they act responsibly and comply with all the Conditions of the Hiring Agreement. The Hirer shall ensure that any sub-contracted activities, such as children’s entertainers, are fully insured for their operation.

The Committee accepts no responsibility for any equipment stored at the Hall by the Hirer or for property brought onto or left at the premises. Vehicles and their contents are parked in the Hall car park at the owner’s risk.

(Note: Full conditions of the Hall Insurance are available from the Bookings Secretary).





4. Care of the Wood Floor in Main Hall

The Hirer shall ensure that:

·         no water, cleaning agents or polish are used on the wood floor; spillages may be wiped up with a damp cloth or well wrung out mop;

·         if the Hall is used for sport, black-soled shoes are not worn unless specifically designated as “non-marking”.


5. Decorations

The Hirer shall ensure that no blu-tack, tape, drawing pins, staples, nails or other like fixings are attached to any part of any Hall wall or ceiling, except to the wooden rail provided around the Main Hall at 2.7m (8ft 9ins) for fixing decorations.


Decorations shall be inherently non-flammable.


Tea lights and candles must be used safely. They must never be left unattended. They must be clear of other decorations and out of the reach of small children. Candles must be held upright in suitable, stable holders which will catch liquid wax spillages. Tea lights must be stood on a heat resistant surface.


6. No Animals

The Hirer shall ensure that no animals, except guide dogs, and assistance dogs, are brought onto the premises.





7. At the end of the hiring the Hirer shall be responsible for:

·         cleaning and tidying the Hall;

·         returning contents to their usual positions;

·         taking away all rubbish from the premises;
(note: the Hall does not have a waste collection)

·         closing all interior doors and switching off all lights, not forgetting the car park floodlights;

·         properly locking and securing the Hall building ensuring that the windows are locked and the bolts are on both the outer and inner main double entrance doors.


The Hall Management Committee shall be at liberty to make an additional charge for failing to keep to this clause.




8. The Hirer shall comply with all conditions and regulations made in respect of the premises by the Local Authority; the Licensing Authority and the Hall’s Fire Risk Assessment, particularly in connection with any event which constitutes regulated entertainment, at which alcohol is sold or provided, or which is attended by children.


9. Hall Capacity

The maximum capacity (inclusive of organisers, helpers and performers) of the Hall is:
180 persons in the Main Hall and 20 on the Balcony.
The Hirer agrees not to exceed these numbers.


10.1 Fire Precautions

In advance of any assembly of people, the Hirer (with any stewards, see 10.3 below) shall:

·         be familiar with the location of the fire exits and the location of fire extinguishers;

·         be familiar with the evacuation procedure and the assembly point (top car park or, for disabled persons unable to reach top car park, the pedestrian entrance);

·         check that each internal and external escape route is unobstructed and can be safely used and fire exit doors will open instantly from the inside;

·         check that exit signs are illuminated;

·         check that there are no obvious fire hazards on the premises;

·         switch on the car park lights, unless in daylight.


FIRE EXITS AND ESCAPE ROUTES SHOULD BE KEPT CLEAR AT ALL TIMES. Both the outer and inner main double entrance doors to the Hall must be kept unfastened when the Hall is used for a function.


On discovery of a fire the priority is to evacuate the building and summon the Fire Service. Only use fire extinguishers if you feel confident to do so. The Fire Service shall be called to any outbreak of fire, however slight, and the Bookings Secretary informed immediately.


10.2. Regulated Entertainment Events - Seated Audience Seating shall be arranged to give good access direct to fire exits. Gangways shall be at least 1.05m wide. In general no seat shall be more than 7 seats from a gangway.


10.3. Regulated Entertainment Events – Stewards
Where the number of persons present exceeds 100 the Hirer shall be assisted by at least two stewards. They shall be 18+ years of age, wear a distinctive badge and, for evening events, carry a torch. Additional stewards may be required if people with mobility needs or a large number of children are present.

There is no phone on the premises or public phone in the village. The Hirer or a steward should have a mobile phone.


If you have to call the emergency services give this address:


11. Disabled Call Alarm

The Hirer shall be familiar with the method of emergency access to the disabled toilet, the assist alarm and its reset point.


12. First Aid Box/Accidents

First Aid Boxes are located in the kitchens. In the event of an accident the Hirer shall enter the details in the Hall’s Accident Book (in First Aid Box) and report it to the Bookings Secretary.


13. No Smoking

The Hirer shall ensure that there is no smoking in the building and that, if there has been smoking outside the building, cigarette ends are safely and tidily disposed of.


14. The Hirer shall not bring onto the premises any of the following:

·         highly flammable materials;

·         unauthorised heating appliances;

·         liquefied petroleum gas (LPG) cylinders;

·         fireworks, including sparklers (nor onto the Playing Field) or any other pyrotechnic device.


15. Electrical Appliance Safety

The Hirer shall ensure that any electrical appliances brought by them onto the premises and used there are safe, in good working order, and used in a safe manner.


16. Safeguarding Children, Young People and Vulnerable Adults
If providing regulated services or activities for children, young people or vulnerable adults the Hirer shall ensure that they comply with the provisions of the Childcare Act 2006, the Safeguarding Vulnerable Groups Act 2006 and any subsequent legislation, and that only fit and proper persons who have passed appropriate tests have access. When requested, the Hirer shall provide the Committee with a copy of their Safeguarding Policy and evidence of DBS checks.


17. Food Health and Hygiene

If preparing, serving or selling food on the premises the Hirer shall keep to relevant food health and hygiene standards (the Food Hygiene Regulations). The Hirer shall check the adequacy of the refrigeration provided.


18. Reporting faults

If the Hirer comes across a fault or damage or other situation which might cause injury they shall inform the Bookings Secretary.




19. The Hirer shall ensure they have the necessary licences and permits for their activities.


20. Sale of Alcohol

The Hall’s Premises Licence does not cover the sale of alcohol. Any event at which alcohol is sold in any form, (i.e. by cash, ticket, donation or included in the price of a ticket), needs a ‘Temporary Event Notice’ (TEN).
The Hirer shall be responsible for obtaining a TEN (available online) from the Licensing Authority, South Hams District Council. Such an application may only be made with the permission of the Hall Bookings Secretary.


21. Music Copyright Licensing

The Hall holds a Performing Right Society and Phonographic Performance Ltd. (PRS/PPL) Licence for the performance of live and recorded copyright music.
The Hirer will be covered by this unless the hiring is commercial in which case the hirer is responsible for obtaining their own PPL licence.


22. 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 Gambling Act 2005).




23.1. If the Hirer wishes to cancel the booking before the date of the event and the Committee is unable to find a replacement booking, the question of the payment or the repayment of the fee shall be at the discretion of the Committee.


23.2. The Committee reserves the right to cancel the booking in the event of:

·         the Hall being required for use as a Polling Station for a Parliamentary or Local Government election;

·         the Hall, or any part thereof, becoming unfit for the use for which it has been hired;

·         the Committee reasonably considering that
a) the booking will lead to a breach of licensing conditions or other legal requirements, or
b) unlawful or unsuitable activities will take place on the premises.

In any such case the Hirer shall be entitled to reimbursement of any monies already paid for the booking but the Committee shall not be liable to the Hirer for any resulting direct or indirect loss or damages whatsoever.



24. No Rights This Hiring Agreement is permission only to use the premises and confers no tenancy or other right of occupation on the Hirer.


Last Revised Feb 2017