Terms and Policies

The Hall has a capacity of 120 people. 

Our catering kitchen is equipped with the basics. 

The Hall is only available for use by our regular hire groups.

Please see below our Terms and Conditions, Safeguarding and Health and Safety Policies

Terms and Conditions

(A Registered Charity No 1174761)

REGULAR HIRERS CONDITIONS OF HIRING

To All Hirers

  1. Farnborough Village Hall (FVH) have agreed that the Conditions of Hire as set out below shall be provided to all Regular Hirers as a reference of their commitment and responsibilities.
  2. The dates, duration and charges for the Hire will be agreed in advance of the first booking by the Hirer and the Letting Officer and maybe subject to ratification by FVH Management. All charges are subject to review at the Farnborough Village Hall AGM which is normally held in June. Regular hirers (i.e. principal key holder or otherwise agreed representative) will normally be invoiced monthly in advance. Exception to this arrangement requires agreement of FVH Management. Hirers are expected to settle their account within 28 days. 
  3. There is a minimum charge of two hours for each hire session and the hall capacity is 120. 

Keys, Access and Occupancy

  1. Keys to the Hall are issued for the convenience of Regular Hirers and to mitigate caretaking costs. Access to the Hall is limited strictly for the purpose and to the times officially booked with the Letting Officer, any variation or extension must be agreed in advance with the Letting Officer. Cancellation of these agreed times is subject to a minimum period of 14 days notice or in exceptional circumstances agreed by FVH Management.
  2. Hirers hold keys to the Hall entirely at the discretion of FVH Management. They must be held by a nominated person or persons on behalf of the organisation concerned and should not be passed on to any unauthorised person for the sake of convenience. Exception to this arrangement needs to be agreed with FVH Management.
  3. The Letting Officer must be advised of the name, address and telephone number of all nominees authorised by the hiring organisation to be key holders and these key holders will be held responsible for any misuse of the Hall or its amenities during the designated period of hire. It is important that any changes to the nominated persons be likewise advised to the Letting Officer. FVH reserves the right to levy financial penalties, cancel further bookings and withdraw keys in the event of such misuse. Hirers should check the Hall on arrival and if issues need resolution contact the Lettings Officer ASAP. This Is so that issues can be raised with the previous user and if repairs are required, properly recharged. Any queries on the terms and conditions of hiring should be referred to the Letting Officer at bookings@farnboroughvillagehall.org.uk

Liabilities

  1. 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 the part of the hirer. Any defect in the fabric or equipment in the Hall should be reported to Lettings Officer and they will decide if immediate action is required. The hirer should also report the matter to the FVH Lettings Officer and any resulting serious injury by email (bookings@farnboroughvillagehall.org.uk asap, for record purposes and possible further subsequent action if required.
  2. No smoking or vaping is allowed inside the Hall. Any smoking or vaping must take place outside the Hall building, preferably next to the paladin bin.
  3. 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.  
  4. In order that the safety of members of the public is not compromised, the hirer shall be fully responsible for ensuring that all indicated fire exits from the Hall are kept free from obstruction during the period of hire. (Please note the Hall does not provide a first aid kit).
  5. Under the terms of the Food Safety (General Food Hygiene) Regulations 1995, the Hall kitchen is deemed unsuitable for the preparation and/or cooking of food. Any food prepared elsewhere and brought to the Hall is the responsibility of the hirer. The Hall does not provide cutlery or crockery, only kettles. We do not permit warming plates, hot water urns or similar. 
  6. 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 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.
  7. Hirers must ensure that all doors (including fire doors) have been secured and all lights (including those round the rear of the hall and in the toilets!) are turned off, that all taps have been turned off and the wall thermostat in the main hall turned down to 16 degrees.

Fixtures and Fittings

  1. In the event of any problem with or damage to the fabric of the Hall or the Hall equipment during the period of hire (eg. lighting, heating, furniture etc;) the hirer should contact the Lettings Offices and they will decide if immediate action is required and the Letting Officer: bookings@farnboroughvillagehall.org.uk
  2. No attempt should be made by the Hirer to correct, repair or alter any of the fixtures or fittings to the Hall. This is the responsibility of FVH.
  3. Please read all FVH policies including the FVH Health & Safety Policy, the Fire Risk Assessment and the Safeguarding Policy. These are published on the noticeboard between the gents and ladies toilet doors. 

 Updated May 2024

Safeguarding

FVH is a Charitable Incorporated Organisation run by a volunteer management committee which includes the four trustees.

The objective of FVH is to maintain and hire out the premises at 65 High St, Farnborough, Kent, BR6 7BB for the use and enjoyment of regular and casual hirers residing in Farnborough and the surrounding area. Hirings are undertaken in accordance with the FVH constitution and associated hire agreements.

FVH does not have any staff or direct employees. Maintenance issues are resolved by engaging the services of external building contractors, plumbers and electricians as required. An external cleaning contractor is engaged to clean the hall on a regular basis. These contractors do not access the hall during periods of hire unless in an emergency.

FVH do not contract hire the hall out to persons under the age of 18.

The contracted hirer is responsible for the safety and well being of all adults and children present in the hall during the period of hire. In particular the contracted hirer is responsible for safeguarding children and vulnerable adults, in accordance with published guidelines.

FVH complies with the Health and Safety Executive checklist issued in respect of village halls. Details of the FVH Fire Risk Assessment and Health and Safety Policy are posted adjacent to this information sheet on the FVH noticeboard.

(Farnborough Village Hall Management Committee: 2019)

Health and Safety

(INCORPORATING THE FIRE RISK ASSESSMENT)

The hall has a capacity of 120

Smoking and vaping is not permitted in the hall or either porch. Naked flames are only permitted on a child’s birthday cake candles. Otherwise it requires permission from the hall trustees.

There are 2 main exits to the hall, fitted with emergency exit push bars. The front door leads out onto the high street, the side door leads out onto the driveway by the paladin bin. A 3 rd exit does exist at the end of the passage behind the stage leading into a narrow slightly uneven side alleyway at the end of which is a gate which leads out onto the high street. The gate is secured by a waist height bolt, but not locked. This alleyway is illuminated by motion sensor lights. It should only be used in very exceptional circumstances ie both main exits being inaccessible, or by regular hirers familiar with the layout.

There are 6 fire extinguishers in the hall, 1 in the front porch, 1 front right of the stage, 2 in the side passage a C02 extinguisher and fire blanket in the kitchen and a CO2 extinguisher on the stage by the side entrance steps inside the door. In the event of any issues with the hall, contact as per the hire agreement.

In accordance with H&SE guidelines the hall electrics are inspected and tested every 5 years. The fridge, cooker and kettles, for hirer use, are tested by the committee as required. The emergency lighting which comes on in the event of a power failure is tested monthly. It will illuminate the main hall, stage,

passageways, back room, toilets and kitchen. The exit signs remain illuminated permanently. For heating control during hire, see hire agreement. The contracted hirer is responsible for ensuring that all electrical equipment used in the hall, and not hall property, is safe.

The contracted hirer has responsibility for the health, safety and well being of all persons in the hall during that period of hire. 

FVH does not provide a first aid kit. If hirers feel they need one they must provide their own. Hirers are advised for safety reasons not to allow children on the stage. FVH does not provide ladders and requests that hirers and guests do not climb on tables or chairs as this is unsafe and may damage the furniture.

The central heating systems and boilers are inspected and serviced annually. Hirers must not block any of the exits out of the hall into the passages or foyer and not block any of the exits leading outside the hall.

If the chairs are set out in audience format there must be a maximum of ten per row linked together with a maximum of eleven rows. There should either be an aisle down either side of just over a meter wide or a central aisle two meters wide. If using chairs and tables in other formats a clear access path to all exits must be available as above.

(Farnborough Village Hall Management Committee: 2020)