TARIFF AND CONDITIONS OF HIRE 2017/2018
All hire charges are with effect from April 1st 2016
Per Session (three hour blocks) (E.G. 9-12, 1-3, 3-6, 6-9, 9-12…some time leeway may be allowed, but must be negotiated in advance.
Prices in bold are for residents of the Village. Prices in italics are for users from outside the village and commercial users.
Main Hall & Kitchen £25.00/£50.00
Committee Room & Kitchen £15.00/£30.00
Community Cafe £35.00* (*Includes tea, coffee and sugar – coffee and tea to be charged at £1.00 per mug to customers)
Children’s Daytime Party £35.00/£70.00
Evening Party £70.00 (villagers ONLY at the discretion of the Committee)
(Notional earliest start time of 6.00 pm: allows for setting up/clear-up costs outside 3 hour block).
Private parties will be considered on an individual basis and will only be allowed at the discretion of the committee.
All parties must finish by 11.00 pm and be cleared up by midnight (this is an express legal condition of our entertainment licence). Hirers who break this rule will not be allowed to make further bookings in any circumstances. Clear-up must not cause disturbance to our neighbours. We regret that we cannot allow ‘morning after’ clearing except at extra charge.
We regret that we are unable to accommodate Teenage Parties. All facilities per session £45.00/£80.00
Main Hall 1 hr activity sessions £15.00/£30.00
(One and a half hours total) allowing 15 mins start-up/15 mins clear-up time
All facilities, whole day (3 sessions) £110.00/£220.00
Additional charge for stage lighting starts at £30.00 and is negotiable: where such lighting is ‘display lighting’ (say, for an exhibition) a lower charge is negotiable.
A session = up to 3 hours (morning, afternoon and evening)
Rates are per 3 hour session: rates are, to an extent, negotiable with the Management Committee depending on the nature of an event and the number of people involved.
Double rates shown in italics apply to non village residents and “for profit” organisations. Such hirings are at the Committee’s discretion.
Sporting and recreational activities organised primarily for the benefit of villagers are deemed to be ‘village’ events.
No charge is made for Cilcain Community Council usage.
Hire charges are subject to annual review by the Village Hall Committee, advised by the Treasurer.
The Hall is never available for hire between noon and 6.00 pm on Saturdays, except in August, due to the Community Cafe, with effect from January 2012.
In August Bank Holiday Weekend the Hall is reserved for Cilcain Show use.
All evening functions must finish by midnight.
1. Cilcain Village Hall is available for hiring by any village organisation or any individual member of the village. It may be also be hired by non-residents at the discretion of the committee.
2. All bookings for the hall must be made with Sonia Goulding via email@example.com. We regret we are unable to deal with telephone enquiries.
3. The charges for hiring the Village Hall are as shown above. A £100 deposit may be required for certain events: this is returnable on by arrangement after the conclusion of the event.
4. The committee reserves the right to review the booking requirements of regular hirers on an annual basis.
STANDARD CONDITIONS OF HIRE
For the purposes of these conditions, the HIRER shall mean an individual hirer or, where the hirer is an organisation, the authorised representative.
1. The hirer will, 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.
Any damage must be reported to firstname.lastname@example.org at the end of the hiring period.
2. 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 onto the premises anything which may endanger the same or render invalid any insurance policies in respect thereof, nor allow the consumption of alcoholic liquor thereon without written permission.
3. The hirer shall be responsible for obtaining such licences as may be needed whether for the sale or supply of intoxicating liquor or otherwise and for the observance of the same.
4. The hirer shall ensure that nothing is done to or in relation to the premises in contravention of the law relating to gaming, betting and lotteries.
5. The hirer shall comply with all conditions and regulations made in respect of the premises by the Fire Authority, Local Authority, the Local Magistrates Court or otherwise, particularly in connection with any event which includes public dancing or music or other similar public entertainment or stage play. The use or storage of liquid gas or petroleum products in the hall is not permitted without the express permission of the committee.
6. The hirer shall if preparing, serving or selling food observe all relevant food health and hygiene legislation and regulations.
7. The hirer shall ensure that any electrical appliance brought by him to the premises and used there shall be safe and in good working order, and used in a safe manner.
8. The hirer shall indemnify the committee for the cost or repair of any damage done to any part of the property including the curtilage thereof or the contents of the buildings which may occur during the period of the hiring as a result of the hiring.
9. If the hirer wishes to cancel the booking before the date of the event and the committee is unable to conclude a replacement booking, the question of the payment of the fee shall be at the discretion of the committee.
10. All events must conclude by midnight. The hirer shall ensure that the minimum of noise is made on arrival and departure (see notes on evening events above).
11. The hirer shall ensure that no dogs except guide dogs are brought into the hall.
12. At the end of the hiring, the hirer shall be responsible for leaving the premises and surrounds in a clean and tidy condition. A wide hall floor broom is stored in the chair and table store which is off the main hall whilst vacuum cleaner, mop and bucket and dustpan and brush are stored in the cloakroom/bookstall area of the lobby .
The hirer is also responsible for seeing that
a) The hall floor is swept, and tables and chairs are returned to the store opposite the main doors of the hall. They should be stacked as indicated in the photograph displayed there.
b) Heaters in the main hall and committee room and the water heaters in the kitchen and ladies’ toilets are either turned off, or are left as agreed at the commencement of the hire
c) lights inside and outside (where there is a time delay), are turned off
d) kitchen is left clean and tidy and all rubbish is taken home by hirer. The Hall has no refuse collection.
e) all doors are locked and windows securely closed
f) ALL KEYS SAFELY RETURNED TO THE KEYSAFE.
In the winter months, closing all curtains helps to conserve heat.
13. The committee reserves the right to cancel this hiring in the event of the hall being required for use as a Polling Stations for a Parliamentary or Local Government election, bye-election or referendum.
14. In the event of the hall or any part thereof being rendered unfit for the use for which it had been hired, the committee shall not be liable to the hirer for any resulting loss or damage whatsoever.
15. The hirer shall ensure that any activities for children under eight years of age comply with current legislation and that only fit and proper persons have access to the children. Youth organisations using the hall must have adequate adult supervision. Discos should be supervised by at least 4 responsible adults throughout.
16. The committee reserves the right to refuse a booking without notice or to cancel this hiring agreement at any time either before or during the term of the agreement upon giving 7 days notice in writing to the hirer.
If the hirer is any doubt as to the meaning of these conditions, please contact email@example.com.
Licences which may be required when hiring the Hall
Temporary Event Licence – this covers both the old ‘drinks licence’ plus a licence for certain entertainment and/or serving of late refreshments. It will cost £21 for each event and is available on application from the Licensing Section at Flintshire County Council Offices – see attached notice. The Cilcain Village Hall Secretary holds a copy of the application form for information only. Ten days notice is required when applying for this licence.
So if you are holding an event, check what you need:
Do I need a Temporary Event Licence?
You will, for selling alcohol, for certain entertainments and for late night refreshments.
If you are uncertain whether or not the activities that you propose require a licence, you should contact F.C.C.(currently Rachel Hughes in Licensing Section) for further advice.
Do I need a PPL Licence?
A Performing Rights Society Licence and a Public Entertainment Licence are applied for and held by Cilcain Village Hall Management Committee on a continuous basis.