West Peckham Village Hall Booking Form and Hiring Agreement

Hirer please complete and submit and pay the Hire Fee and Security Deposit (if applicable) by bank transfer to the account, details of which are in clause 3.4(b)

PARTIES:

(1) West Peckham Village Hall Charitable Incorporated Organisation, registered charity number 1190977; and

(2) The person or organisation named in clause 3.3 (“Hirer”)

AGREED as follows:

1. Interpretation

1.1. West Peckham Village Hall is referred to as “we”; “our” is to be construed accordingly; and “we” and “us” includes the Village Hall’s charity trustees, employees, volunteers, agents and invitees.

1.2. The Hirer is referred to as “you”; “your” is to be construed accordingly; and “you” also includes the members of your management committee (if appropriate), your employees, volunteers, agents and invitees.

1.3. Where you are required to seek our consent, tell us about something or give us something, you must contact the Bookings Clerk (details of whom are in clause 3.2) or, if the Bookings Clerk is not available, any of our Trustees.

1.4. References to any legislation or regulation are to be construed as references to any amendment or re-enactment of the legislation or regulation, from time to time.

2. Agreement

2.1. In consideration of the hire fee described in clause 3.4, we agree to permit you to use the premises described in clause 3.1 (the “Premises”) for the purpose described in clause 3.5 (the “Purpose”) for the period(s) (the “Hire Period”) described in clause 3.1 (the “Hire”).

2.2. This Agreement includes the Schedule, the Standard Conditions of Hire (the “Standard Conditions”), the Special Conditions of Hire (if any), the Emergency Plan, the Health & Safety Policy and the Instructions for Hall Users, all of which have been sent to you and form part of this Agreement and which by signing this Agreement you acknowledge you have read and agree.

3. Hire

3.1 Date(s) and Inventory required

The Premises comprises the West Peckham Village Hall building, its fixtures and fittings and the use of the car park for the purposes described in clause 14 of the Standard Conditions but does not include the grounds unless otherwise agreed. The use of the Main Hall and/or the Committee Room includes the use of the kitchen, toilets and the items listed in the inventory in the schedule (the ”Inventory”).

The booking times allow a 15 minute hirer changeover period only, and the Hire Period must include any set up and clear-up time that you require.

Main Hall Date(s) and Times

Committee Room Date(s) and Times

Inventory Requested

3.2 West Peckham Village Hall Authorised Representative

Our authorised representative is:

Mr Ron Wright

Fairmile,

Forge Lane,

West Peckham,

Maidstone ME18 5JP

(the “Bookings Clerk”)

Telephone number: 07761 005995

Email: bookings@westpeckhamvillagehall.co.uk

3.3 Hirer

All notices and other communications pursuant to this Agreement must be in writing, sent to the Bookings Clerk if sent to us, to the Private Hirer in the case of clause 3.3(a) and to the named authorised representative in the case of clause 3.3(b) and in each case may be sent by email.

3.4 Hire Fee

For Security Deposit/Hire Fee refunds by BACS please enter your account details

(b) All payments by the Hirer must be made by bank transfer only to

West Peckham Village Hall CIO: 

Sort code: 55-81-07

Account no: 84721464

(c) We will refund the Security Deposit within 28 days of the end of the Hire Period provided that there is no damage to the Premises; or loss or damage to the fixtures and fittings or the Inventory; the Premises and the Inventory are left clean and tidy; and no complaint has been made to us about noise or other disturbance 3(d) during the Hire Period as a result of the Hire. If there has been damage or loss, the Premises and the Inventory are not clean and tidy and/or a complaint has been made, a deduction will be made from the Security Deposit equal to the cost of repair of the damage or of the loss, the cleaning costs and/or an amount equal to what we consider in our absolute discretion is proper compensation for the complaint made. Any deduction is without prejudice to the provisions of clause 4 of the Standard Conditions.

(d) Provisions relating to cancellation of the Hire are contained in clause 21 of the Standard Conditions.

3.5 Purpose of the Hire

You confirm that you have:

(a) Inspected the Premises and the Inventory and that they are suitable for the Purpose;

(b) Not relied on any warranty, representation or undertaking from us as to the suitability or otherwise of the Premises and the Inventory, that you have conducted your own risk assessment relating to the Hire and that it is your decision to use the Premises and the Inventory for the Purpose; and

(c) All necessary certificates and consents to hire the Premises for the Purpose (which shall, at our request, be made available to us).

3.6 Booking Confirmations

In order to confirm the following, please select Yes or No as appropriate:

4. Permitted Numbers

You agree not to exceed the maximum permitted number of people per room including the organisers/performers:

Main Hall: 100

Committee Room: 20.

5. Licences

5.1 There is a licence for music in respect of the Premises with the Performing Right Society for the performance of copyright music and from Phonographic Performance Limited for the playing of copyright recorded music.

5.2 This Agreement confers on you permission for the performance of live music and the playing of recorded music under the Deregulation Act 2015.

5.3 It is your responsibility to ensure that the licence referred to in clause 5.1 is appropriate for the Purpose and if not you must obtain the necessary licences.

5.4 It is also your responsibility to ensure that screenings of age-restricted films are only shown in accordance with the recommendations of the British Board of Film Classification. You must ensure that you have the appropriate copyright licences for film. The Deregulation Act 2015 requires you to have our written permission to show a film and this Agreement confers the required permission on you.

5.5 You agree that if regulated entertainment which is outside the Deregulation Act 2015 is to be held you will obtain our prior consent before giving notice of a Temporary Event Notice (“TEN”) to the licensing authority.

5.6 We do not have a licence for the sale of alcohol in respect of the Premises.  You must obtain our prior consent to provide alcohol at any event on the Premises and before giving notice of a TEN to the licensing authority.

5.7 If you fail to comply with clauses 5.4, 5.5 or 5.6, we will cancel the Hire immediately and without compensation. The Hire Fee will not be refundable and if not paid will become due and payable. This is because there is a limit on the number of TENs that can be granted annually for any Premises. Lack of co-operation could affect future fundraising by us and by local voluntary organisations.

5.8 You will comply with the terms of any licence for the sale of alcohol and other licences obtained by you or us in connection with the Hire.

6. Privacy Notice

The Privacy Notice on the West Peckham Village Hall website (westpeckhamvillagehall.co.uk) and our Data Protection Policy which is accessible from the Privacy Notice, explains the types of personal data we may collect about you when you interact with us. It also explains how we store and handle that data and keep it safe and also your rights in connection with your personal data. We may update our Privacy Notice and Data Protection Policy from time to time but all updates are incorporated into the versions on our website.

7. Termination

7.1. Without affecting any other right or remedy available to us, we may terminate this Agreement with immediate effect by giving notice to you if:

(a) At any time the Hire Fee or any other payment payable under or pursuant to this Agreement by you is unpaid for 14 days after becoming due (whether demanded or not);

(b) You have failed for a period of 14 days to remedy any breach (capable of remedy) of any of the terms of this Agreement after being required to remedy the same by notice from us specifying the breach and requiring the same to be remedied;

(c) You commit a material breach of the terms of this Agreement which in our sole opinion is not remediable and is stated to be so in the notice of termination given to you;

(d) You repeatedly breach the terms of this Agreement in such a manner as to reasonably justify our opinion that your conduct is inconsistent with having the intention or ability to comply with the terms of this Agreement; or

e) You cease to trade, a receiver is appointed over the whole or part of your assets or a petition is filed, a notice given, a resolution passed or an order is made for or in connection with your winding up or any application is made or an order made to court for the appointment of an administrator, or being an individual, you become bankrupt, or you make an assignment for the benefit of or enter into any compromise or arrangement with your creditors generally or threaten to do any of these things.

8. Other Clauses

8.1. You agree that you will be present at the Premises either personally as the Hirer or by your authorised representative, if appropriate, at all times during the Hire Period.

8.2. You, as the Hirer in clause 3.3(a) or the organisation in clause 3.3(b) will, and will procure that all persons referred to in clause 1.2 will, comply fully with the terms of this Agreement.

8.3. None of the provisions of this Agreement are intended to or will operate to confer any benefit pursuant to the Contracts (Rights of Third Parties) Act 1999 on a person who is not named as a party to this Agreement.

9. Signatures

Signed by or on behalf of the parties to this Agreement or their duly authorised representatives:

Add your text