Farnborough Village Hall

FARNBOROUGH VILLAGE HALL

(A Registered Charity No 1174761)

TERMS & CONDITIONS OF LETTING

By signing these Terms & Conditions you, the “Hirer”, agree to be bound by them.

1. It is the responsibility of the Hirer to ascertain whether a Temporary Event Notice (TEN) is required for the event under Section 100 of the Licensing Act 2003. If in doubt, further information is available on the Department for Culture website www.culture.gov.uk/alcoholandentertainment or from the hirer’s licensing authority.
2. The premises does NOT have a drink or music license. FVH does NOT allow adult parties of any kind. This includes Birthdays, Anniversaries, Weddings etc. The use of disco music is forbidden except for entertainment for children’s parties taking place during the day. FVH does NOT allow teenage parties. Children’s parties are allowed up to the age of 12 and must end by 8pm. Live music is at the discretion of FVH Management and dependent on the nature of the hire. The Hirer is responsible for ensuring noise is kept to a minimum and that security measures are taken to avoid gatecrashers. Any breach of these conditions may result in financial penalties, loss of deposit and possibly, legal action.
3. In the case of Children’s Parties, ball games or any other equipment or activity likely to cause damage to the floor, windows, light fittings etc. in the main Hall are not permitted.  NO Bouncy Castles or other inflatable play objects are permitted under any circumstances. There are 14 tables 6’0”x 2’6” & 8 tables 3’0”x 2’3” plus 140 chairs. The dimensions of the Main Hall are 12.3M (40’ 6”) x 7.6M (25’ 0”). Hirers please note that the Hall does not provide cutlery or crockery, only 2 kettles. Hirers also note the Hall capacity is 120 people.
4. No smoking or vaping is allowing inside the Hall. Any smoking or vaping must take place outside the Hall building, preferably next to the paladin bin. 
5. Heating in the main Hall is controlled ONLY by the thermostat located to the left of the double doors leading to the side entrance hall and toilets. No one should attempt to adjust thermostats on the radiators, they are FIXED. Repairs to damaged thermostats will be recharged to the hirer concerned. 
6. Farnborough Village Hall DO NOT provide Public Liability Insurance in respect of individual hirers of the Hall. The Management Committee, jointly or severally, cannot be held responsible for any injuries sustained whilst on the premises, or security of any property belonging to the parties hiring or using the Hall. Personal property left at the Hall will be retained for one week and then discarded. Please note FVH does not provide a first aid kit. 
7. Hirers shall indemnify FVH Trustees and/or FVH Management against any claim which may arise out of the hiring or which may be made by any person resorting to the Hall during the hiring in respect of any loss, damage or injury to person or property. FVH, it’s Agents or Servants, shall not be responsible or liable for injuries or damage sustained by any person or property during or consequent upon the hiring, nor shall the Committee be liable or responsible for any act or omission on their part. Any defect in the fabric or equipment in the Hall should be reported to Peter Reeve landlord of the Woodman pub opposite and he will decide if immediate action is required. The Hirer should also report the matter to the FVH Lettings Officer and any serious injury by email (bookings@farnboroughvillagehall.org) asap, for record purposes and possible further subsequent action if required. There should be NO attempt by the Hirer to effect repairs. Hirers should check the Hall on arrival and if issues need resolution, contact Peter Reeve at the Woodman and report any issue to the Letting Officer ASAP. This Is so that issues can be raised with the previous user and if repairs are required properly recharged. Contact bookings@farnboroughvillagehall.org or 07591 338666.
8. The date, duration and charge for the hire of the Hall will be agreed in advance by the Hirer and the Lettings Officer. The Booking cannot be confirmed until all the charges are Paid. The booking may also be subject to a refundable deposit at the discretion of the Management Committee. Setting-up time and clearing-up time after the event is chargeable. When vacating the Hall after use, Hirers are required to leave the premises in a clean and tidy condition. Chairs in the main Hall should be placed singly unlocked around the walls (excluding the stage front), taking care particularly when placing chairs in front of the radiators. Any chairs taken off of the stage must be replaced as found. If the large tables have been used, these must be dismantled and returned to the rear corridor stacked neatly, and secured by the chain, likewise the smaller tables returned to their positions in the entrance hall. If the kitchen has been used, kettles are to be emptied and put away. The toilets are to be left clean. Failure to adhere to these conditions may result in loss of deposit. All bookings must end no later than 11pm.
9. Under the terms of the Food Safety (General Food Hygiene) Regulations 1995, the Village Hall kitchen is deemed unsuitable for the preparation and/or cooking of food. However, containerised meals or sandwiches, cakes, buffet meals etc, which have been prepared elsewhere and brought to the hall are acceptable. We DO NOT permit food to be cooked or heated on site (including warming plates, hot water urns or similar).
10. In order that the safety of members of the public is not compromised, the Hirer shall be responsible for ensuring that all indicated fire exits from the Hall are kept free from obstruction during the period of hire and checked at the end of the period of hire for the safety and benefit of subsequent hirers. On departure, the Hirer will ensure that all doors are locked.
11. The Hall will be opened and closed by a member of the Management Committee or it’s Agent at the times agreed and the Hirer must be in attendance.
12. In the event of cancellation by the Hirer, providing this is a minimum of 28 days prior to the hiring the hire charge is refundable, otherwise the hire charge will be forfeited. The Management Committee reserves the right to cancel any booking with or without notice.
13. Please read all FVH policies including the FVH Health & Safety Policy and Fire Risk Assessment and the Safeguarding Policy. These are published on the noticeboard between the gents and ladies toilet doors.

Updated May 2024