• The Hall bookings are managed by the Bookings Secretary SARAH ANSLEY bookings@firbeckvillagehall.co.uk / 07792991299.

• If you would like to make a booking first check the date is available on the calendar on our home page. Please note only confirmed bookings are recorded.

• Please read the Terms and Conditions and Hire policy documents

• If you have any further questions, would like to view the Hall or make a provisional booking, please fill in the Booking Enquiry Form. Provisional bookings are kept for one week.

• If you would like to make a firm booking please fill in the Booking Form.

• Once complete, please email the booking form to bookings@firbeckvillagehall.co.uk 

• On receipt of the Booking Form, the Treasurer will email you an invoice for a non-refundable deposit of 20% of the hire charge. On receipt of payment your hire will be confirmed and the Calendar updated. 

• An invoice for the balance will be sent 30 days before the event. Payment is required before the hire period.

• Contact the Bookings Secretary a few days before your hire to arrange access.

Lettings to individuals and organisations based in Firbeck - £10.00 per hour 

Non-profit private lettings to individuals and organisations based outside Firbeck - £17.00 per hour

Commercial lettings - £25.00 per hour

Use of stage - £15.00 supplement

Music licence - £15.00 supplement

Movie licence - £5.00 supplement

Use of car park only - £10.00 per day

This document is a modification of a Model Hiring Agreement provided for Village Halls by ACRE (Action with Communities in Rural England).

Firbeck Village Hall Management Committee (FVHMC) on behalf of The Trustees of Firbeck Village Hall informs hirers of the Hall that by signing an agreement to use the Hall they are entering into a contract that could be used in evidence should legal action become necessary

Definitions 

For the purposes of this agreement and the conditions of hire, the following terms shall apply:

Firbeck Village Hall Management Committee (FVHMC) including the Village Hall’s trustees, employees, volunteers, agents and invitees referred to as “we” “our” and  “us”.

“Hirer” referred to as “you” or “your” shall mean an individual hirer or, where the “Hirer” is an organisation that organisation.

“Premises” means those parts of the Village Hall stated on the Booking Form being those subject to this hire agreement.

“Booking” means the contract between the Hirer and Firbeck Village Hall Management Committee as detailed within the terms of this agreement and “the Booking Form” of which these conditions form part.

“Period” means the time or times reserved under these conditions and “the Event” means that described and authorised by the Booking.

If the Hirer is in any doubt as to the meaning of any of the conditions please contact the Bookings Secretary.

Hiring Agreement

In consideration of the hire fee we agree to permit you to use the premises for the purpose described and for the times described in the Booking Form.  All details inserted in the Booking Form are part of this Agreement. This Hiring Agreement includes the Standard Conditions set out below.

Standard Conditions of Hire

1. Age

You, not being a person under 18 years of age, accept responsibility for being in charge of and on the premises at all times when the public are present and for ensuring that all Standard Conditions under this Agreement relating to the management and supervision of the premises are met.

2. Supervision

During the hire period you are responsible for:
(i)Supervision of the premises, the fixtures, fittings and contents.
(ii)Care of the premises, safety from damage or change of any sort, however slight.

(iii)The behaviour of all persons using the premises including proper supervision of car parking arrangements so as to avoid obstruction of the highway.

As directed by FVHMC you must 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.

3. Use of premises

You must not use the premises, including the car park, for any purpose other than that described in the Agreement. You must not sub-hire or use the premises or allow the premises to be used for any unlawful or unsuitable purpose or bring on to the premises anything which might endanger the premises or render invalid any insurance policies covering the premises nor allow the consumption of alcohol without our written permission.

4. Insurance and indemnity

(i)You are liable for:

(a)the cost of repair of any damage (including accidental and malicious damage) done to any part of the premises including its curtilage or contents.

(b)all claims, losses, damages and costs made against or incurred by us 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 you.

(c)all claims, losses, damages and costs made against or incurred by us as a result of any nuisance caused to a third party as a result of your use of the premises and subject to sub-clause (ii), you must indemnify us against such liabilities.

(ii)We will take out adequate insurance to insure the liabilities described in sub-clause (i)(a) above and may, at our discretion and in the case of non-commercial hirers, insure the liabilities described in sub-clauses (i)(b) and (c) above. We may claim on our insurance for any liability you incur but you must indemnify us against any insurance excess incurred and the difference between the amount of the liability and the monies we receive under the insurance policy.

(iii)Where we do not insure the liabilities described in sub-clauses (i)(b) and (c) above, you must take out

adequate insurance to insure such liability and on demand must produce the policy and current receipt or other evidence of cover to the Bookings Secretary. If you fail to produce such policy and evidence of cover, we will cancel this Agreement and re-hire the premises to another hirer. We are insured against any claims arising out of our own negligence.

5. Gaming, betting and lotteries

You must ensure that nothing is done on or in relation to the premises in contravention of the law relating to gaming, betting and lotteries

6. Music copyright licensing

You must ensure that we hold relevant licences under Performing Right Society (PRS) and the Phonographic Performance Licence (PPL) or, where appropriate, you must hold such licence(s).

7. Music

You must have our written permission for performance of live music and the playing of recorded music under the Deregulation Act 2015. This Agreement confers that permission.

8. Film

You must restrict children from viewing age-restricted films classified according to the recommendations of the British Board of Film Classification. You must ensure that you have the appropriate copyright licences for film. This Agreement confers the required permission on you. (The Deregulation Act 2015 requires you to have our written permission to show a film).

9. Safeguarding children, young people and vulnerable adults

You must ensure that any activities for children, young people and adults at risk are only provided by fit and proper persons in accordance with the Children Act 1989 and 2004, the Safeguarding Vulnerable Groups Act 2006 and any subsequent legislation. When requested, you must provide us with a copy of your Safeguarding Policy and evidence that you have carried out relevant checks through the Disclosure and Barring Service (DBS). All reasonable steps must be taken to prevent harm, and to respond appropriately when harm does occur. Relevant concerns must be reported.

10. Public safety compliance

You shall comply with all conditions and regulations made in respect of the premises by the Local Authority, the Licensing Authority, and the Hall’s Fire Risk Assessment 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. The Hirer shall also comply with the Hall’s health and safety policy.

The Fire Service shall be called to any outbreak of fire, however slight, and details shall be given to the Bookings Secretary.

(i) You acknowledge that you 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.
• 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.
• Location of the First Aid Box.

(ii) In advance of any activity whether regulated entertainment or not you must check the following:

• That all fire exits are unlocked and in good working order.
• That all escape routes are free of obstruction and can be safely used for instant free public exit.
• That any fire doors are not wedged open.
• That exit signs are illuminated.
• That there are no obvious fire hazards on the premises.
• That the emergency lighting supply illuminating all exit signs and routes are turned on during the whole of the time the premises are occupied.

11. 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.

12. Drunk and disorderly behaviour and supply of illegal drugs 

You must ensure that in order to avoid disturbing neighbours of the hall and avoid violent or criminal behaviour:

 (i) No one attending the event consumes excessive amounts of alcohol. 

(ii) No illegal drugs are brought onto the premises.
Drunk and disorderly behaviour is not permitted either on the premises or in its immediate vicinity. We will ask any person suspected of being drunk, under the influence of drugs or who is behaving in a violent or disorderly way to leave the premises in accordance with the Licensing Act 2003.

13. Food, health and hygiene

You must, if preparing, serving or selling food, observe all relevant food, health and hygiene legislation and regulations. In particular, dairy products, vegetables and meat must be refrigerated and stored in compliance with the Food Temperature Regulations. The premises are provided with a refrigerator and thermometer.

14. Electrical appliance safety 

You must ensure that any electrical appliances brought by you to the premises and used there are 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 you must use it in the interests of public safety.

15. Stored equipment

We accept 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.

16. Smoking

You must comply with the prohibition of smoking in public places provisions of the Health Act 2006 and regulations made thereunder. We will ask any person who breaches this provision to leave the premises

You must ensure that anyone wishing to smoke does so outside and disposes of cigarette ends, matches etc. in a tidy and responsible manner, so as not to cause a fire.  

17. Accidents and dangerous occurrences

You must report to us as soon as possible any failure of our equipment or equipment brought in by you. You must report all accidents involving injury to the public to us as soon as possible and complete the relevant section in our accident book, to be found in the kitchen. Certain types of accident or injury must be reported to the Incident Contact Centre (H.S.E.) on a special form. The Bookings Secretary will give assistance in completing this form and can provide contact details.

18. Flammable substances

You shall ensure that highly flammable substances are not brought to or used in any part of the premises.

19. Animals

You must ensure that no animals with the exception of guide, hearing and assistance dogs are allowed on the premises.

20. Fly posting

You must not carry out or permit fly posting or any other form of unauthorised advertisements for any event taking place at the premises. You must indemnify us accordingly against all actions, claims and proceedings arising from any breach of this Condition. If you fail to observe this Condition you may be prosecuted by the local authority.

21. Cancellation

If you wish to cancel the booking between 30 and 14 days before the event you will forfeit the 20% non refundable deposit. Within 14 days of the day of the event we will, at our complete discretion, require payment of the entire hire fee.

We reserve the right to cancel this Agreement by giving you written notice in the event of:

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

(ii)FVHMC reasonably considering that (a) such hiring will lead to a breach of licensing conditions or other legal or statutory requirements or (b) unlawful or unsuitable activities will take place at the premises as a result of this hiring.

(iii)The premises becoming unfit for your intended use.

(iv)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 you will be entitled to a refund of any deposit already paid, but we will not be liable to you for any resulting direct or indirect loss or damages whatsoever.

22. End of hire

You are responsible for leaving the premises and surrounding area in a clean and tidy condition, properly locked and secured unless directed otherwise and any contents temporarily removed from their usual positions properly replaced, otherwise we may make an additional charge.

23. No alterations

No alterations or additions may be made to the premises nor may any fixtures be installed or placards, decorations or other articles be attached in any way to any part of the premises without the prior written approval of the Bookings Secretary. Any alteration, fixture or fitting or attachment so approved must be removed at the end of the hire period.  You must make good to our satisfaction any damage you cause to the premises by such removal.

24. No rights

This Agreement constitutes permission only to use the premises and confers no tenancy or other right of occupation on you.

Gaining Entry

Please contact the Bookings Secretary a few days before your event to discuss arrangements for access to the Hall.

Please ensure that any outside caterers and contractors are aware of the hire period and that they will not be able to enter before or leave after the hire period.

Fire Precautions

Hirers must ensure that all precautions are taken against risk of Fire and damage to the property.

Instructions on what to do in the event of Fire can be found in the entrance hall.

It is your duty to point out to attendees of your event where the Emergency Exits and Fire Extinguishers are sited.

The Hall has no telephone and mobile reception is poor. You may have to contact neighbouring

properties to request access to a landline to phone the Emergency Services.

There are two Emergency Exits in the Main Hall, one in the Side Hall plus the Main Exit. In an emergency push hard on the bars of the doors and they will open.

All Fire Exits should be kept free from obstruction.

The assembly area is in the car park.

In the event of power failure the Emergency lights and Fire Exit lights will remain illuminated to aid

evacuation of the building.

Accidents / First Aid

A First Aid Box and Accident Report Book is located in the kitchen.

All recorded accidents must be reported to the Bookings Secretary.

Heating

Please do not alter the heating thermostat. The Hall is heated by a Ground Source Heat Pump which can take several days to adjust. If the hall is too warm please turn off the radiators remembering to turn back on before leaving the building.

Storeroom

Apart from the tables and chairs the contents of the storeroom belong to Firbeck Village Hall and Regular Groups and should not be used by ad hoc Hirers.

Furniture

Tables and chairs are kept on trolleys in the storeroom.

Please use the trolleys provided for moving chairs and tables in order to avoid injury.

Please stack chairs and tables on the trolleys provided in the storeroom when you have finished.

If you require use of the stage this will be assembled and taken down for you by a member of FVHMC.

There is a charge of £15 per hire period for this service.

Kitchen

The kitchen is equipped with a range cooker, refrigerator, freezer, water boiler, kettles, microwave, crockery, cutlery and glassware.

Hirers may use any of the equipment in the kitchen apart from items in the cupboard marked Private.

The oven should be used for reheating only.

The serving hatch opens using the key on the right, please follow the instructions for opening and closing.

You will need to bring your own table cloths and tea towels.

Decorations

You must not use drawing pins, tape or Blu-Tack on the walls or other surfaces. You may use the notice board and hooks situated around the hall. Please ask the Bookings Secretary for advice.

Audio visual system

The Hall is equipped with a laser projector, desk and hand microphones, dvd player and speakers connected via hdmi or bluetooth. Please let the Bookings Secretary know if you require access to the AV system.

Consideration for others

Please ask your guests to leave quietly at the end of your event to avoid disturbing local residents.

Cleaning

The hall should be left clean and tidy after the hire period so that everything is in order for the next user.

Cleaning materials can be found in the cupboard next to the kitchen.

You should :

• Wipe down kitchen work tops and oven if used.
• Wipe tables before stacking with the chairs on the trolleys provided in the storeroom.
• Sweep floors. Brushes are kept in the Cleaner's cupboard next to the kitchen.
• Place all rubbish in the dustbins in the car park. Replacement bin liners can be found in the cupboard next to the kitchen.

Locking up

Please make sure you close windows, turn off lights and appliances and lock the main door.

Return the key to the Bookings Secretary.

Comments

FVHMC welcome comments or observations that you may have about your hire of the village hall so that we can improve our facilities. Please contact us HERE

YOU CAN DOWNLOAD THIS LIST OF INSTRUCTIONS HERE

BEFORE THE HIRE

Who should I contact to make a booking enquiry?

Please contact the Bookings Secretary - Sarah Ansley bookings@firbeckvillagehall.co.uk / Phone

07792991299.

Is there car parking available?

Yes, 18 spaces plus 2 disabled spaces.

What’s the layout of the Hall?

Click on the link to see the Plan of the hall Link to Plan of the Hall in the About Us section

Can I visit the Hall before I book?

Yes, please complete the Booking Enquiry Form. 

Can I arrange a Bouncy Castle for my party?

The use of Bouncy Castles are not permitted as they are excluded from our insurance policy.

Is there a stage?

Yes, the hall has a modular stage system that can be erected to your specification. A charge of £15 per hire is made for this service.

What audiovisual equipment is available?

The hall has a laser projector, dvd player, speakers connected via hdmi or bluetooth and desk and hand microphones.

Is there WiFi in the Hall?

No, there is no WiFi available in the Hall.

What is the capacity of the Hall?

The hall is licensed and insured for up to 100 people.

What equipment is available?

A large cooker is available for re-heating food only, a refrigerator, freezer, microwave, water boiler, kettles, pans and utensils. There is also a selection of crockery, cutlery and glassware. Check with the Bookings Secretary for the number of items available.

What facilities are available for the disabled?

There are 2 dedicated disabled parking spaces. The Hall is on one level and is fully accessible for those in wheelchairs. There is a separate disabled toilet. A hearing loop system is also available, if required please ask for the system to be switched on.

Is any free time allowed for setting and clearing up?

No, you will be charged for the time you use the hall.

Can I provide alcohol at my event?

If alcohol is provided at the event completely free of charge or attendees bring their own, no licence is required. If you sell alcohol or sell tickets which include a free drink you will need to apply for a Temporary Event Notice (TEN) from Rotherham Metropolitan Borough Council. This also applies to outside caterers, their own licence is not valid for use in the Hall as the licence is specific to the premises. As the number of TENs is limited to 15 per annum you will need the permission of FVHMC as priority is given to FVH organised events. The Bookings Secretary will need to see the TEN licence at least 14 days before the event.

When do I pay for my hire?

The Treasurer will email you an invoice for a non-refundable deposit of 20% of the hire charge. On receipt of payment your booking will be confirmed. You will receive a further invoice for the balance approximately 30 days prior to the hire date. The balance is to be paid before the date of the event.

Do you have any restrictions as to who can hire the hall or the type of events taking place?

A hirer has to be over 18 years old. We reserve the right not to hire the Hall if we consider that activities or events are unsuitable or that there is inadequate supervision.

ON THE DAY 

Do I collect a key?

Please contact the Bookings Secretary to make arrangements.

My caterer wants to gain access before my event, what should I do?

The Hall is only available for the time period you have booked. If it is not booked by another hirer it may be possible, but you will be charged for the extended period.

Can I attach decorations to the walls and ceiling?

No. Tape and blu tack leave a residue which is difficult to remove. There are hooks around the hall that you may use as well as the noticeboard. Please contact the Bookings Secretary for further advice.

Will someone show me how to operate the audio visual equipment?

Yes, you will be given written instructions and shown how to use the equipment.

DURING THE HIRE 

What should I do in the event of fire?

Please refer to and familiarise yourself with the fire procedures prior to the event. As the hirer, you are the designated person responsible during the hire period.

Who should I report faulty equipment to?

After the event please report to the Bookings Secretary. If the fault is interfering with the running of your event please contact a member of FVH Management Committee immediately who will provide advice. A list of committee members can be found on the noticeboard in the Hall.

I’ve broken something belonging to the Hall, who should I report it to?

Report to the Bookings Secretary. Depending on what it is you may be charged.

How much cleaning do you expect me to do?

We expect that you clean the tables, sweep the floor, leave the kitchen clean and tidy and empty the bins into the dustbins outside. Tables and chairs should be placed on the trolleys provided and wheeled into the store room. Cleaning materials and equipment can be found in the Cleaner’s cupboard next to the kitchen.  You will need to provide your own tea towels. We reserve the right to charge a cleaning supplement.

Off-Site Hire Rates

Tables                             50p per item per hour

Outside Chairs            20p per item per hour

Terms

• We do not loan Indoor Chairs, Marquees, Gazebo, Crockery, Cutlery, Kitchen Pans & Utensils.

• Equipment can only be loaned if not required by Village Hall Hirers.

• A non-refundable deposit of 20% of the total hire charge is required to confirm the booking.

• The balance is due 30 days prior to the event.

• Cancellation - See Item 21 of the general Terms and Conditions.

• We reserve the right to charge a security deposit against damage.

How to book

Contact the Booking Secretary on bookings@firbeckvillagehall.co.uk to check that the equipment is available.

Fill in the Equipment Booking Form below and email to Bookings Secretary

On receipt of the equipment booking form the Treasurer will email an invoice for the nonrefundable deposit to confirm booking and a further invoice for the balance 30 days prior to the hire date.