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Church Eaton Village Institute Hire Agreement - revision date Jan 2014

Church Eaton Village Institute, High Street, Church Eaton, Stafford, ST20 0AG.

 In order to hire Church Eaton Village Institute the Hirer is required to complete and sign a Booking Form.

Hire is entirely at the discretion of the Church Eaton Institute Management Committee.

Booking Secretary: - Jenny Annis - 01785 824882

A 50% deposit is required upon making the booking.  The balance should be paid to the Bookings Secretary upon receiving the keys. Please make cheques payable to Church Eaton Village Institute.

Conditions of Hire

The Hire includes provision of the agreed facilities but, as the hall has no Premises Licence, hirers must ensure that they comply with the relevant Licensing Laws, particularly for alcohol sales and live or recorded music at public events.

Capacity and Supervision.
The number of people on the premises shall not exceed 100 including organisers or entertainers.

Hire Agreement Standard Conditions of Hire

These standard conditions apply to all hirings of Church Eaton Village Institute. If the Hirer is in any doubt as to the meaning of the following, the Booking Secretary should immediately be consulted.

 1. Supervision

The Hirer shall, during the period of the hiring, be responsible for: supervision of the premises; the fabric and the contents; their care, safety from damage however slight or change of any sort; and the behaviour of all persons using the premises whatever their capacity, including proper supervision of car parking arrangements. As directed by the Institute Management Committee, the Hirer shall make good or pay for all damage (including accidental damage) to the premises or to the fixtures, fittings or contents and for loss of contents.

 2. Use of Premises

The Hirer shall not use the premises for any purpose other than that described in the Hiring Agreement, and shall not do, or bring onto the premises, anything which may endanger the building, its users or render invalid any insurance policies.

 3. Heating and Electricity

The Hirer shall ensure that no unauthorised heating appliances shall be used on the premises when open to the public without the consent of the Institute Management Committee. Portable Liquefied Propane Gas (LPG) heating appliances shall not be used inside the building

Setting Up time – 2 hours prior to the event included in hiring fee. 

Heating and electricity – 2 hours prior to the event included in hiring fee. 

If access is required for longer than two hours there is a charge of 2 per hour.

 4. 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.

 5. Licences

If licences are required in respect of any activity in Church Eaton Village Institute, the Hirer should ensure that they hold the relevant licence or Church Eaton Village Institute Committee holds it (e.g. alcohol or entertainments licence). It is the Hirers responsibility to ensure the correct licences are in place.

 6. Public Safety Compliance

The Hirer shall comply with all conditions and regulations made by the Fire Authority, the Local Authority or the Licensing Authority. This is particularly relevant to any event which constitutes regulated entertainment, attendance by children or the selling/provision of alcohol.

Upon collection of the keys instructions will be given relating to

  • The action to be taken in event of fire (calling the Fire Brigade and evacuating the hall);

  • The location and use of fire equipment;

  • Escape routes and the need to keep them clear;

  • Method of operation of escape door fastenings.

 In advance of the function the Hirer shall check that:

  • All fire exits are unlocked and panic bolts in good working order;

  • All escape routes are free of obstruction and can be safely used;

  • There are no obvious fire hazards on the premises.

 7. Outbreaks of Fire

The Fire Brigade shall be called to any significant outbreak of fire and details thereof shall be given to the Institute Management Committee.

 8. Health and Hygiene

The Hirer shall, if preparing, serving or selling food, observe all relevant food health and hygiene legislation and regulations. 

 9. Electrical Appliance Safety

The Hirer shall ensure that any electrical appliances brought by them to the premises and used there shall be safe, in good working order (PAT tested), and used in a safe manner.

10. Accidents and Dangerous Occurrences

The Hirer must report all accidents involving injury to the public as soon as possible and complete the relevant section in Church Eaton Village Institute’s accident book. Any failure of equipment belonging to the Church Eaton Village Institute or brought in by the Hirer must also be reported as soon as possible. Certain types of accident or injury must be reported on a special form to the local authority. A member of Church Eaton Village Institute Management Committee will give assistance in completing this form. This is in accordance with the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995 (RIDDOR).

11. Indemnity

For the casual hirer Church Eaton Village Institute insurance covers most eventualities, including ‘Public Liability’.  However reimbursement is as stated in 1 above. Supervision will be required.

For organised groups or commercial hirers each hirer shall:-

(a) Indemnify, and keep indemnified, each member of Church Eaton Village Institute Management Committee and the Church Eaton Village Institute’s employees, volunteers, agents and invitees against the cost of repair of any damage done to any part of the premises (including the curtilage thereof) or the contents of the premises and any claims, losses, damages and costs suffered or incurred as a result of any nuisance caused to a third party as a result of the use of the premises by the Hirer.

(b) Take out adequate insurance to insure the Hirer and members of the Hirer’s organisation and invitees against the Hirer’s liability and all claims arising as a result of the hire. On demand, the Hirer shall produce the policy and current receipt or other evidence of cover to the Bookings Secretary. Failure to produce such policy and evidence of cover will render the hiring void. Church Eaton Village Institute is insured against any claims arising out of its own negligence.

12. Explosives and Flammable Substances

The hirer shall ensure that: highly flammable substances and internal decorations of a combustible nature are not brought into or used in, any part of the premises. No decorations are to be put up near electrical fixtures and fittings. Candles and tea lights can only be used in suitable containers approved by the Institute Management Committee.

13. Drunk and Disorderly Behaviour and Supply of Illegal Drugs

The Hirer shall ensure that, in order to avoid disturbing neighbours and avoid violent or criminal behaviour, care shall be taken to avoid excessive consumption of alcohol. Drunk and disorderly behaviour shall not be permitted either on the premises or in its immediate vicinity. Alcohol shall not be served to any person suspected of being drunk or to any person suspected of being under the age of 18. Any person suspected of being drunk, under the influence of drugs or who is behaving in a violent or disorderly way shall be asked to leave the premises. No illegal drugs may be brought onto the premises.

14. Animals

No animals whatsoever allowed in the kitchen.

15. Children

The Hirer shall ensure that any activities for children under eight years of age comply with the provisions of The Children Act of 1989.

16. Cancellation

If the Hirer wishes to cancel the booking before the date of the event and Church Eaton Village Institute is unable to conclude a replacement booking, the question of the payment or the repayment of the fee shall be at the discretion of Church Eaton Village Institute Management Committee.

The Institute Management Committee reserves the right to cancel this hiring by written notice to the Hirer in the event of the premises being required for use as a Polling Station for a Parliamentary or Local Government election or by-election.

17. Noise

The Hirer shall ensure that the minimum of noise is made on arrival and departure, particularly late at night and early in the morning. The Hirer shall, if using sound amplification equipment, make use of any noise limitation device provided at the premises and comply with any other licensing condition for the premises.

18. Stored Equipment

Church Eaton Village Institute Management Committee accepts no responsibility for any stored equipment or other property brought on to, or left at, the premises. All liability for loss or damage is hereby excluded.

19. No Alterations

No alterations or additions may be made to the premises nor may any fixtures or decorations be installed which cannot be easily removed without causing damage to the fabric of the building.

20. End of Hire

The Hirer shall be responsible for leaving the premises and surrounding area in a clean and tidy condition, returning anything used to its original position. All empty bottles and recyclable waste must be removed from the premises and disposed of by the Hirer and no rubbish bags should be left by the bins, otherwise Church Eaton Village Institute Management shall be at liberty to make an additional charge.  All doors and windows must be locked and secured.


* Clearing up time and the returning of keys to be negotiated with the Bookings Secretary. *

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