Hire Agreement

Hire Agreement

If the HIRER is in any doubt as to the meaning of the following, the Hall Secretary should be consulted immediately.

For the purposes of these conditions the term "HIRER" shall mean an individual hirer or, where the hirer is an organisation, the authorised representative.

"THE COMMITTEE" shall mean the Abberley Village Hall Management Committee.


The HIRER will, during the period of hire, be responsible for supervision of the premises and grounds and the fabric and contents of the building from damage and loss, however slight.

The HIRER will be responsible for the behaviour of all persons in whatever capacity using the premises.

The responsibility of the HIRER extends to the proper supervision of car parking, avoiding obstruction of the public highway and of all the Hall exits.

All vehicles must be moved to the car park after loading or unloading.


The HIRER shall not use the premises for any purpose other than that described in the Hiring Agreement and shall not sub-hire or allow the premises to be used for any unlawful purpose or in any way do or bring anything onto the premises which may endanger the same or render invalid any insurance policies in respect thereof, nor allow the sale of alcoholic liquor thereon without written permission.


The HIRER shall be responsible for obtaining such licences as may be required for the sale of alcoholic liquor and any other licence which may be required to cover an event.

A Temporary Event Notice ("TEN ") must be submitted to Malvern Hills District Council.

Forms available from the Malvern Hills District Council website.

The sale of alcohol must cease at the latest at 12 midnight in order to comply with Abberley Village Hall's Premises Licence.

All such notices must be agreed with the Hall Booking Agent before submission as such TENs count towards Abberley Village Hall's allocation under its Premises Licence.


The HIRER shall ensure that nothing is done within the boundaries of the Hall in contravention of the law relating to gaming, betting and lotteries. This includes the use of illegal substances.


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 the Police Authority or otherwise, particularly in connection with any event which includes public dancing or music or other similar public entertainment or stage plays.

As and when the law banning smoking in public places comes into force, Abberley Village Hall will become a no-smoking area


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


The HIRER shall ensure that any activities for children under eight years of age comply with the provisions of the Children's Act 1989 and that only fit and proper persons have access to the children.


The HIRER shall ensure that any electrical appliances brought to the premises and used there shall be safe and in good working order and used in a safe manner


The HIRER shall ensure that there is the minimum of noise at all times and most particularly on arrival and departure. If any sound amplification equipment is used then all doors and windows on the south side (ie Village School side) must be firmly closed.


The HIRER at the end of the hiring shall be responsible for leaving the premises and surrounds in a clean and tidy condition and all contents and furniture replaced in their designated storage areas and the Hall properly locked and secured, unless directed otherwise by a member of the Hall COMMITTEE.


No excessive water or other liquids should be used to clean the floor. In the event of a spillage this should be wiped dry as soon as possible. Failure to do this could result in an additional charge being made and, in the event of losses not covered by insurance, a claim for any such loss may be made by the COMMITTEE against the HIRER.


HIRERS with their own storage areas, eg Play Group, School, etc, are responsible for keeping such areas clean and tidy.

These areas may be inspected by the Fire and Health Authorities at any time, together with the rest of the premises.


The HIRER shall indemnify the COMMITTEE for the cost of repair of any damage incurred to any part of the property, including the curtilage thereof or the contents of the building, which may occur during the period of the hiring and as a result of the hiring.

In particular they should be aware of the damage caused to the floor by inappropriate footwear such as stiletto heels and spikes


The HIRER is responsible for any equipment stored at the Village Hall, whether in a designated cupboard or simply overnight prior to or following an event.

The Village Hall insurance does not cover HIRER's equipment or belongings.


If THE HIRER wishes to cancel a booking before the date of the event and the COMMITTEE is unable to conclude a replacement booking, the question of payment or the repayment of the fee shall be at the discretion of the COMMITTEE.


THE COMMITTEE reserves the right to cancel a hiring in the event of the Hall being required for use as a Polling Station, for Parliamentary or Local Government Elections or any other reason which might arise, in which case the HIRER shall be entitled to a refund of any deposit already paid.


IN THE EVENT of the COMMITTEE cancelling an event, the liability to the HIRER is limited to the total hire charge or deposit paid.


IN THE EVENT of the Hall, or any part thereof, being rendered unfit for the use for which it has been hired, the COMMITTEE shall not be liable to the HIRER for any resulting loss or damage whatsoever.


IN THE EVENT that it transpires that the HIRER has misrepresented the use to which he intends to use the Hall, the COMMITTEE reserves the right to cancel the booking without liability.


THE COMMITTEE reserves the right to alter or amend any of the above conditions as circumstances require.

January 2006