Terms & Conditions

HIRER’S INFORMATION SHEET – TO BE RETAINED BY HIRER

Please take time to read the Standard Conditions of Hire carefully.

The Hall Caretaker is: – Martin Eccles 07714 022358
Other contact – Hannah Seddon 07752 246255

Please note that all setting up and clearing up must be done within the hire period. Please ensure that any outside caterers, contractors and bar staff are aware of the hire period and that they will not be able to enter before or leave after your hire period.

All cheques should be made payable to “Kirton in Lindsey Town Hall”.

Deposits are collected by cheque and will be forfeited in the event of damage, excessive noise, abuse to the property or if the property is left in an unsanitary condition. Some parties (at the discretion of the Trustees) carry a deposit of £250 to be paid one month in advance of the booking. These will be banked prior to the event and refunded within 28 days of the event if all Conditions of Hire have been met. For all other bookings the Deposit to be paid is £100 damage deposit plus the amount noted on the hire agreement. The Damage Deposit cheque will be retained by us and shredded after the event if all Conditions of Hire have been met, unless its return is requested in which case a stamped addressed envelope is to be supplied.
Guests are expected to vacate the premises within fifteen minutes of the end of a licensed period. After midnight (unless by prior arrangement under our licence provisions) only those helping to clear up the Town Hall should be on the premises. Failure to comply with this will result in forfeiture of your deposit. Late arrival or vacating, causing inconvenience to the Caretaker will be charged at an hourly rate.

Safety

The Town Hall has a strict No Smoking Policy this includes E-cigarettes and all other Electronic Smoking Devices, smoking is allowed in the rear garden area but not in the Lobby or front of the building.

Also please note NO candles of any kind to be lit/used.
The exact location of the nearest telephone, fire exits and fire extinguishers must be noted before the Town Hall is occupied. A sketch plan showing the position of the exits and extinguishers is enclosed.

Hirers must point out the positions of the exits to guests/customers at the start of the event.
Regular hirers are strongly advised to carry out an occasional fire drill.
In the event of a fire the Town Hall should be evacuated in an orderly manner using the appropriate exits, and the Fire Brigade must be called by dialing 999. The centre of the Market Place should be used as an assembly point.

Wheelchair and Disabled Users

All hirers and event organizers should make themselves familiar with the refuge area on the upper floor. All wheelchair users and those persons with walking difficulties should use this area to await assistance to descend staircase in the event of an evacuation. Hirers must be aware of persons who might require this assistance and delegate the appropriate number of adults to assist.

THE LIFT MUST NOT BE USED IN THE EVENT OF A FIRE

Please use the trolleys provided for moving chairs in order to avoid injury. Please stack chairs and tables in the storeroom in an appropriate manner.

FIRST AID BOXES are located in the kitchens on both floors – Appendix 4 of the Standard Conditions of Hire.

TELEPHONE
The Town Hall has no public telephone.
You are advised to bring a fully charged mobile telephone for use in case of emergency.
In the event of a dispute, the Hirer shall clearly set out their case in a letter to the Trustees within 7 days of notification of a claim. Any direct representations to individual members of the Trustees will not be considered. Please address your letter to The Chair of Trustees c/o Kirton in Lindsey Town Hall, High Street Kirton in Lindsey, DN21 4LZ. The Trustees at their next monthly meeting will then consider the letter. The Committee’s decision will be sent to the Hirer in writing within 7 days of the meeting.

PLEASE ASK GUESTS NOT TO WEAR METAL STILETTO HEELS ON THE WOODEN FLOOR OF THE UPPER HALL.

STANDARD CONDITIONS OF HIRE

These standard conditions apply to all hiring of the Town Hall. If the Hirer is in any doubt as to the meaning of the following, the Management Committee 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 so as to avoid obstruction of the highway. As directed by the Town Hall, 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 sub-hire or use the premises or allow the premises to be used for any unlawful purpose or in any unlawful way nor do anything or bring on to the premises anything which may endanger the same or render invalid any insurance policies in respect thereof nor allow the consumption of alcohol thereon without permission.

3. 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.

4. Public Safety Compliance

The Hirer shall comply with all conditions and regulations made in respect of the premises by the Fire Authority, Local Authority, the Licensing Authority or otherwise, particularly in connection with any event which constitutes regulated entertainment, at which alcohol is sold or provided or which is attended by children.
(a) The Hirer acknowledges that they have received instruction in the following matters:

  • The action to be taken in event of fire. This includes calling the Fire Brigade and evacuating the hall.
  • The location and use of fire equipment. (Include diagram of location when handing over keys.)
  • Escape routes and the need to keep them clear.
  • Method of operation of escape door fastenings.
  • Appreciation of the importance of any fire doors and of closing all fire doors at the time of a fire.

(b) In advance of an entertainment or play the Hirer shall check the following items:

  • That all fire exits are unlocked and panic bolts in good working order.
  • That all escape routes are free of obstruction and can be safely used.
  • That any fire doors are not wedged open.
  • That exit signs are illuminated
  • That there are no obvious fire hazards on the premises.

6. Means of Escape

(a) All means of exit from the premises must be kept free from obstruction and immediately available for instant free public exit.

(b) The emergency lighting supply illuminating all exit signs and routes must be turned on during the whole of the time the premises are occupied (if not operated by an automatic mains failure switching device).

7. Outbreaks of Fire

The Fire Brigade shall be called to any outbreak of fire, however slight, and details thereof shall be given to the secretary of the 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. In particular dairy products, vegetables and meat on the premises must be refrigerated and stored in compliance with the Food Temperature Regulations. The premises are provided with a refrigerator but not a thermometer.

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, and used in a safe manner in accordance with the Electricity at Work Regulations 1989. Where a residual circuit breaker is provided the hirer must make use of it in the interests of public safety.

10. Insurance and Indemnity

(a) The Hirer shall be liable for:

(i) the cost of repair of any damage (including accidental and malicious damage) done to any part of the premises including the cartilage thereof or the contents of the premises

(ii) all claims, losses, damages and costs made against or incurred by the Town Hall management committee, their employees, volunteers, agents or invitees in respect of damage or loss of property or injury to persons arising as a result of the use of the premises (including the storage of equipment) by the Hirer, and

(iii) all claims, losses, damages and costs made against or incurred by the Town Hall management committee, their employees, volunteers, agent or invitees as a result of any nuisance caused to a third party as a result of the use of the premises by the Hirer, and subject to sub-clause (b), the Hirer shall indemnify and keep indemnified accordingly each member of the Town Hall management committee and the Town Hall’s employees, volunteers, agents and invitees against such liabilities.

(b) The Town Hall shall take out adequate insurance to insure the liabilities described in sub-clauses (a)(i) above and may, in its discretion and in the case of non commercial hirers, insure the liabilities described in sub-clauses (a) (ii) and (iii) above. The Town Hall shall claim on its insurance for any liability of the Hirer hereunder but the Hirer shall indemnify and keep indemnified each member of the Town Hall Management Committee and the Town Hall’s employees, volunteers, agents and invitees against (a) any insurance excess incurred and (b) the difference between the amount of the liability and the monies received under the insurance policy.

(c) Where the Town Hall does not insure the liabilities described in sub-clauses (a) (i)(ii) and (iii) above, the Hirer shall take out adequate insurance to insure such liability and on demand shall produce the policy and current receipt or other evidence of cover to the Town Hall secretary. Failure to produce such policy and evidence of cover will render the hiring void and enable the hall secretary to rehire the premises to another hirer.

11 . Accidents and Dangerous Occurrences

The Hirer must report all accidents involving injury to the public to a member of the Town Hall management committee as soon as possible and complete the relevant section in the Town Hall’s accident book. Any failure of equipment belonging to the Town Hall 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. The Hall Secretary will give assistance in completing this form. This is in accordance with the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995 (RIDDOR).
(see Appendix 4)

12. Explosives and Flammable Substances

The Hirer shall ensure that:

(a) Highly flammable substances are not brought into, or used in any part of the premises and that

(b) No internal decorations of a combustible nature (e.g. polystyrene, cotton wool) shall be erected without the consent of the management committee. No decorations are to be put up near light fittings or heaters.
(see appendix 7)

13. Heating

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 management committee. Portable Liquefied Propane Gas (LPG) heating appliances shall not be used.

14. Drunk and Disorderly Behaviour and Supply of Illegal Drugs

The Hirer shall ensure that in order to avoid disturbing neighbours to the hall 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 nor 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.

14a. Smoking

The Hirer shall, and shall ensure that the Hirer’s invitees, comply with the prohibition of smoking in public places provision of the Health Act 2006 and regulations made thereunder. Any person who breaches this provision shall be asked to leave the premises. The use of E-cigarettes and all other Electronic Smoking Devices is also prohibited on the premises.

15. Animals

The Hirer shall ensure that no animals (including birds) except guide dogs are brought into the premises, other than for a special event agreed to by the Town Hall. No animals whatsoever are to enter the kitchens at any time.

16. Compliance with The Children Act 1989

The Hirer shall ensure that any public activities for children under eight years of age comply with the provisions of The Children Act of 1989 and that only fit and proper persons who have passed the appropriate Criminal Records Bureau checks have access to the children (checks may also apply where children over eight and vulnerable adults are taking part in activities). The Hirer shall provide the Town Hall committee with a copy of their Child Protection Policy on request and copies of CRB checks where appropriate.

16b. Compliance with Film Classification Regulations

The Hirer must pay strict adherence to the film classification BBFC regulations. No children may be
present for films that contain content unsuitable for their age. No films containing “adult” content
may be shown at any time.

17. Fly Posting

The Hirer shall not carry out or permit fly posting or any other form of unauthorised advertisements for any event taking place at the premises. Failure to observe this condition may lead to prosecution by the local authority.

18. Sale of Goods

The Hirer shall, if selling goods on the premises, comply with Fair Trading Laws and any code of practice used in connection with such sales. In particular, the Hirer shall ensure that the total prices of all goods and services are prominently displayed, as shall be the organiser’s name and address and that any discounts offered are based only on Manufacturers’ Recommended Retail Prices. Further detail can be found in Town Hall Information Sheet 34.

19. Cancellation

If the Hirer wishes to cancel the booking before the date of the event and the Town Hall is unable to conclude a replacement booking, the question of the payment or the repayment of the fee shall be at the discretion of the Town Hall. The Town Hall reserves the right to cancel this hiring by written notice to the Hirer in the event of:

(a) the premises being required for use as a Polling Station for a Parliamentary or Local Government election or by-election

(b) the Town Hall management committee reasonably considering that (i) such hiring will lead to a breach of licensing conditions, if applicable, or other legal or statutory requirements, or (ii) unlawful or unsuitable activities will take place at the premises as a result of this hiring

(c) the premises becoming unfit for the use intended by the Hirer

(d) an emergency requiring use of the premises as a shelter for the victims of flooding, snowstorm, fire, explosion or those at risk of these or similar disasters.
In any such case the Hirer shall be entitled to a refund of any deposit already paid, but the Town Hall shall not be liable to the Hirer for any resulting direct or indirect loss or damages whatsoever.

20. End of Hire

The Hirer shall leave the Venue and all things therein as clean, tidy and in as good order as
they were at the commencement of the Hire Period, otherwise the Town Hall shall be at liberty
to make an additional charge.
(see Appendix 3)

21. Noise

The Hirer shall ensure all windows are closed when music is played as to not have the sound travel to nearby residences. 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, comply with any licensing condition for the premises.
(see Appendix 2)

22. Stored Equipment

The Town Hall accepts no responsibility for any stored equipment or other property brought on to or left at the premises, and all liability for loss or damage is hereby excluded. All equipment and other property (other than stored equipment) must be removed at the end of each hiring or fees will be charged for each day or part of a day at the hire fee per hiring until the same is removed.

No Alterations

The Hirer shall not cause or permit any person to drive any nails, screws or other fixings into the walls or floors or into any furniture or fittings or do or permit to be done anything likely to cause damage to the Venue or any Premises or any chattels or fittings therein.
No notice, decoration, drapery or other item shall be affixed to any part of the Premises or to furniture, fittings or chattels therein by adhesive tape or other adhesive substance unless prior written permission has been obtained.

23. No Rights

The Hiring Agreement constitutes permission only to use the premises and confers no tenancy or other right of occupation on the Hirer.

Appendices

1. Noise levels must be restricted so that no sound shall be audible within any premises in the vicinity of the hall, whether emanating from within the hall or outside. Spot checks will be carried out. Any infringement will result in loss of the deposit and closure of the event.

2. Please make sure that you sweep the main hall floor after use. All rubbish must be removed. Any sacks or containers left inside or loose outside of the building will be charged at £1.50 per receptacle

3. The first aid boxes are located in the kitchens on both floors – clearly marked. There is an accident book inside both boxes. If an accident occurs please make a note in the book and inform the Trustees..

4. Deposits must be paid within 14 days of receiving the Hiring agreement otherwise the Lettings Secretary will deem that the booking is no longer required. The balance is to be paid at least 14 days prior to the event together with the damage deposit.Deposits are collected by cheque and will be forfeited in the event of damage, excessive noise, abuse to the property or if the property is left in an unsanitary condition. Where appropriate, parties carry a deposit of £250 to be paid one month in advance of the booking. These will be banked prior to the event and refunded, if all conditions have been met, within 28 days. For all other single bookings the deposit is £100. The cheque will be retained by us and shredded if all conditions have been met, unless return of cheque is requested in which case a stamped addressed envelope is to be supplied with the cheque.

5. Disco smoke effects are not permitted as these set off the fire alarms.