Please read the following document so you are aware of your responsibilities as a Hirer.

Carnon Downs Village Hall is hired on the condition of your agreement to the Terms and Conditions of Hire.

To print or view a PDF version click terms-and-conditions

Terms and Conditions of Hire 2017
Contents
1. General hire
1.1 Booking contract
1.2 Booking acceptance
1.3 Entry to the hall
1.4 Data protection
1.5 Rights of occupation
1.6 Rights of third parties
1.7 Elections
1.8 Cancellations by CDVH
2. Hirer Responsibilities
2.1 Number of people attending your event
2.2 Supervision
2.3 Sub-letting
2.4 Damage
2.5 Health & Safety
2.5.1 General Health and Safety Rules
2.5.2 Fire Safety Guidance
2.5.3 In the event of the Fire Alarm sounding
2.5.4 In the event of a Fire
2.6 Insurance
2.7 Protection of Children & Vulnerable Adults
2.8 CDVH Premises Licence
2.9 Cornwall Council Licensing
2.10 TV Licensing
2.11 Our neighbours
2.12 Animals
2.13 Catering
2.14 Consideration for other hall hirers
2.15 Booking Times
2.16 Room restrictions
2.17 Decorations
2.18 Bouncy Castles
2.19 Glow sticks/mist machines
2.20 Discos/Entertainers
2.21 Before you leave the hall
3 Booking Terms and Conditions
3.1 Hire Rates
3.2 Standard Hire Rates
3.3 Regular Hirers Rates
3.4 Concessionary Hirers Rates
3.5 Booking priorities
3.6 Payment
3.7 Cancellation by the Hirer
3.7.1 Standard rate
3.7.2 Regular or Concessionary hirers rate
Appendix 1: DAMAGE REPORT FORM
Appendix 2: Hirer’s Notes

1. General hire
1.1 Booking contract
Anyone wishing to hire the Hall must be aged 18 years or over.
1.2 Booking acceptance
The Management Committee reserves the right to decline any booking request.
1.3 Entry to the hall
If your booking is accepted, you will be met at the hall main entrance by one of the hall trustees at the specified start time on the day of your booking. You will be shown the hall facilities and the Information for Hirers document.
The Management Committee reserves the right to attend the Hall on Hall business at any time.
1.4 Data protection
Personal details about the hirer and, if appropriate, the organization they represent, will be stored on the CDVH booking system database. The data will be used to manage the hall. Personal information stored by CDVH may be examined on request. The Data Protection policy may be seen on the CDVH website.
1.5 Rights of occupation
The Hiring Agreement constitutes permission only to use the premises and confers no tenancy or other right of occupation on the Hirer.
1.6 Rights of third parties
None of the provisions of this Hiring Agreement are intended to or will operate to confer any benefit pursuant to the Contracts (Rights of Third Parties) Act 1999 on a person who is not named as a party to this Hiring Agreement.
1.7 Elections
The Committee reserves the right to cancel any hiring if the Hall is required for use as a Polling Station. A full refund of any hire payment will be made.
1.8 Cancellations by CDVH
In the event of the need for the CDVH to cancel a booking because of an emergency or unforeseen difficulties with the premises (e.g. heating breakdown, damage to premises) the Hirer will be notified as soon as possible and a full refund of fees will be made if alternative accommodation cannot be found and mutually agreed.
2. Hirer Responsibilities
2.1 Number of people attending your event
When making your booking, you must inform us of the number of people (adults and children) attending your event. If numbers exceed 60, almost all the car parking is likely to be taken up by your guests, this will significantly restrict the hire of other rooms that are not booked for your use and we need to know if we will be able to accommodate another group in the building when you make your booking.
2.2 Supervision
The Hirer will be responsible for supervision of the premises, the fabric of the building and its contents as well as the behaviour of persons using it, during the period of hire. The Hirer shall not use or allow the Hall to be used for any unlawful purpose.
2.3 Sub-letting
The Hirer may not sub-let the Hall or any part of the building during their period of hire.
2.4 Damage
The Hirer shall indemnify the committee for the cost of repairs of any damage that may occur on the premises during the period of hire as a result of the hiring. Any damage must be reported to the Hall Secretary, using the report form provided (Appendix 1 and at the mini office opposite the kitchen hatch), at the end of the Hire Period.
2.5 Health & Safety
The Hirer must familiarise themselves with the General Health & Safety Rules and the Fire Safety Guidance & Regulations.
2.5.1 General Health and Safety Rules
General Health & Safety Rules for Hirers, Volunteers and Contractors whilst using, maintaining or working in Carnon Downs Village Hall.
 All fire exits must be kept clear of obstacles at all times.
 Fire extinguishers must only be removed from their positions for use in fire emergencies.
 All portable electrical equipment brought into the CDVH must have an in-date P.A.T. inspection tag.
 No naked flames are permitted within the buildings or the external grounds, except for celebration cake candles.
 All food and drink preparation areas and equipment are to be cleaned after use.
 All CDVH equipment used during hire of the hall (chairs, tables, stage etc) must be returned to the correct storage area after use.
 All liquids and substances that are left within the building will require COSHH data sheets.
 All maintenance and repair operations will require a risk assessment and method statement to be prepared.
2.5.2 Fire Safety Guidance
 The number of people occupying the Letting Spaces, at any one time, must be compliant with Local Authority Fire Safety Regulations.
 When arranging seating, pathways to Fire Exits and all doorways must always be kept clear, allowing an exit path of the same width as the doorway.
 For group hire, Fire and Door Stewards should be appointed to help people out of the building in the event of an emergency.
 Fire Exits – the Main Doors and East Exit Doors are designated Fire Exits and should remain UNLOCKED while the building is occupied.
 Smoking is not allowed inside the hall.
For fire safety reasons, no barbecues, bonfires or fireworks are allowed in the grounds of the hall. No LP Gas or Gas appliances may be used in the Hall or grounds.
 No naked flames or candles, (other than cake celebration candles), are permitted in any part of the premises and the use of glow sticks is also not permitted.
 The use of mist machines is not permitted.
 Permission must be sought at the time of booking for the erection of any decorations that may contain combustible materials, and any allowed decorations must not be placed near light fittings or heaters.
 Electrical appliances brought on to the premises must be PAT tested and used in a safe manner.
2.5.3 In the event of the Fire Alarm sounding
 The alarm will be automatically sounded if the smoke detection system activates. On hearing the alarm all persons in the building must immediately evacuate the premises using the nearest fire escape route.
 If the alarm system has been accidentally sounded there are instructions on the Alarm Box for turning off the sounder. Please notify the Hall Secretary (07815 456636) immediately if this happens.
2.5.4 In the event of a Fire
 On discovery of a fire, the alarm should be raised by using one of the alarm activation points. The alarm will be automatically sounded if the fire or smoke detection system activates.
 The Hirer or a nominated person must call for the Fire Services. There is no fixed landline telephone available at the CDVH and so hirers must ensure that a person with a mobile telephone is in attendance at all times whilst hiring the CDVH. The Fire Service must be called using the 999 number and the post code address of TR3 6GH must be quoted.
 Occupants of the Hall should muster at the designated muster point by the white bollards at the far end of the car park. Hirers are responsible for ensuring their members/guests are accounted for. It is recommended that a system of signing in or a tally count at the beginning of the Hire period is used to facilitate this.
 Hirers must keep the car park entrance free of cars; with no parking on hatched yellow lines, to enable emergency services access. The Entrance Gates should be left unlocked and open during the period of hire.
2.6 Insurance
Although CDVH holds Public Liability insurance, the Hirer is responsible for the Health & Safety of the group they represent and/or their guests and for arranging insurance to cover legal liability arising out of third party loss, injury or damage in connection with all activities on the premises. Any accidents should be recorded in the log book provided in the First Aid box.
Items stored at the hall by hirers are not covered by CDVH insurance.
2.7 Protection of Children & Vulnerable Adults
The Committee of Trustees endeavours to keep the premises safe for use by children and vulnerable adults and has a duty to safeguard children and vulnerable adults who utilise the hall and its facilities and those who may encounter vulnerable users.
 However, CDVH Committee of Trustees does not supervise children or vulnerable adults as part of its function within the Committee and Disclosure & Barring Service (DBS) checks are not required for Trustees unless they are to have unsupervised access to children or vulnerable adults. Any suspicions or allegations of abuse against a child or vulnerable adult who attends the Hall should be made to Mrs Jane Woolcock, CDVH Trustee. Who has the responsibility for immediately reporting those concerns to the relevant Local Authority Agency.
 It is the Hirers responsibility to read the CDVH Terms and Conditions of Hire, & Hirer’s Notes (Appendix 2) when a booking is made and follow the rules and advice contained therein to promote the Health & Safety of all those attending the Hall.
 Hirers should note their obligations under the Licensing Act 2003 to ensure that alcohol is not sold to those under 18 years of age.
 Hirers should note that they should adhere to age regulations regarding the classification for any film on show.
 Hirers should note that no gambling (other than raffles) shall be permitted on the premises.
 Organisations or Individuals hiring the hall for activities for children/vulnerable adults (other than private parties) are required to have Child Protection/Vulnerable adult’s policy in place prior to the first booking.
 In addition, any User hiring the hall to provide a facility for Children [playgroups, for example] will be required to show their DBS disclosure certificate to the Booking Manager. Any delegation of that Hirer to other people to supervise the children is the responsibility of the Hirer and the Committee of Trustees will not vet these delegates for DBS disclosure.
 The only exception to the above is when the hall is hired out for a private children’s party. The Committee of Trustees take no action to vet the person[s] hiring the hall for these one-off events.
 If the building is also in use by other groups at the time of your booking, you will need to be aware that other people may be opening and closing the doors at both the Front and the East exits and take appropriate steps to safeguard children or vulnerable adults in your group.
 Children are not allowed to play in the Hall grounds or on the car park.
 Children are not allowed in the kitchen.
2.8 CDVH Premises Licence
The Hirer should comply with all conditions and regulations in the CDVH Premises Licence (PRS and PPL).
Activities authorised by the Licence – permissible between 8:00 am and 11:00 pm
 A performance of a play
 An exhibition or film
 A performance of live music
 Any playing of recorded music
 A performance of dance
 Entertainment facilities for making music
 Entertainment facilities for dancing
2.9 Cornwall Council Licensing
 The Hirer is responsible for adherence to Cornwall Council licensing objectives relating to gaming, betting and lotteries and consumption of alcohol during their period of hire.
 CDVH does not have a licence to sell alcohol.
 Hirers must apply to Cornwall Council for any temporary licences to sell alcohol and will need to inform the Hall Booking Manager of those arrangements when they make a booking.
2.10 TV Licensing
CDVH do not have a TV license to view live or recorded programmes.
2.11 Our neighbours
 Hirers are responsible for ensuring that no nuisance is caused to our neighbours.
 The playing of music, singing, acting or dancing is not allowed outside the hall.
 Occupants of vehicles should leave the car park quietly, particularly after 11 pm.
 All entertainment and music should stop at 11pm.
 Clearing up should be completed at the end of the evening and you should leave the premises by 11.30pm.
 The outside lights are automatically turned off at midnight.
2.12 Animals
No birds or animals, except for guide dogs, are permitted in the building.
2.13 Catering
 The cooking facilities in the kitchen are limited to a single domestic sized cooker, a hot-water boiler for hot drinks and a small microwave oven. The equipment is unlikely to be suitable for large scale food cooking and Hirers intending to cater for larger numbers (over 50) should discuss their requirements with the Booking Manager prior to their event.
 If Hirers intend to prepare and cook food for public consumption, they should at least hold the Level 1 Basic Food Hygiene Certificate.
 The refrigerator should be emptied at the end of the hire period but be left switched on.
 For safety reasons, children should not be allowed in the kitchen.
Hires should advise the Booking Manager if outside Caterers are to be used and the Hirer should ensure the Caterer is made aware of the Terms and Conditions of hire.
2.14 Consideration for other hall hirers
If you have booked one of the Halls for a party/event, please be aware that the other rooms may be booked to another Hirer. Please be considerate in your use of the access doors and the concourse and where possible keep the doors to your Hall closed to reduce noise nuisance to others.
2.15 Booking Times
Your booking time must include any additional time you need to set up and clear away your event. You must inform the Booking Officer in advance should you wish to access the hall outside of your agreed booking times.
2.16 Room restrictions
If you are serving food and/or drink at your party or event, please use the Hall you have booked and/or the kitchen to prepare, serve and consume food (no food should be consumed in the concourse, but may be served from the kitchen hatch). Hirers must not put tables in the concourse as this would restrict fire exits. The Meeting Room is not suitable for serving food for parties as it is carpeted. The main kitchen is a shared facility, if you would like to use it, please request at the time of booking.
2.17 Decorations
Please note the restrictions on permissible decorations in the Fire Safety Guidance. Please do not affix decorations or other materials to the walls. You can use blu-tack or masking tape to affix balloons, banners etc on other suitable surfaces in the room but please don’t use other sticky tape (e.g. sellotape, duck tape), which can remove paint from doors and windowsills and leave a sticky residue on windows or lift the polish from the floor.
2.18 Bouncy Castles
There is limited height in both our halls for Bouncy Castles, you must inform the Booking Manager when making your booking and before you book your equipment.
2.19 Glow sticks/mist machines
The use of glow-sticks & chemical mist machines (which will set off the fire alarm) is not permitted.
2.20 Discos/Entertainers
Hirers should advise the Booking Manager if a Disco or Entertainer is being hired for their event. Hirers are responsible for advising third parties of the relevant regulations and Fire Safety Guidance.
2.21 Before you leave the hall
 Kitchen surfaces should be wiped clean.
 Crockery, glasses, cutlery should be washed, dried and returned to the appropriate cupboards.
 Hirers should clear up and bag their rubbish. One black bag per hirer may be placed in the dustbin in the bin store next to the Main Gate. Any additional bags must be taken home.
 Hirers should take any recyclable materials (i.e. glass or plastic bottles and cardboard) away with them.
 Chairs should be returned to the appropriate cupboards and stacked safely (maximum 8 high) as shown on the cupboard doors.
 Tables should be wiped clean and returned to the appropriate cupboards.
 Floors should be brushed and swept cleaned using equipment in the large cupboard in the kitchen.
The hall will be closed and locked up by a trustee unless you are provided with other instructions or are a Regular Hirer.
3 Booking Terms and Conditions
3.1 Hire Rates
Can be found on our web site and on our notice board at the hall and are subject to annual review in September with any change in rates notified to Hirers at that time and implemented in January of the following year.
3.2 Standard Hire Rates
Standard hourly Hire rate (which is our published rate) applies to all bookings unless they meet one of the criteria below.
Standard hourly Rate Bookings for more than 60 people will be charged a ‘whole hall per hour rate’. To seat more than 60 people, chairs will need to be moved from another room, therefore, the hirer will be charged a “whole hall rate” per session, even if it is not the intention of the hirer to use the other rooms. The rest of the Hall will not be available to be booked out to anyone else, as we have limited parking, and the additional wear and tear and utility costs such bookings will incur.
A service charge may be applied if we are requested to help set up equipment or provide extended opening hours.
A refundable deposit may be required for Parties or any other event where alcohol will either be served or sold, at the discretion of the Trustees.
3.3 Regular Hirers Rates
Regular Hirers rate is available to any group that is deemed by the Trustees to meet the Trust Deed in providing benefit to the community when they make more than three bookings in any calendar year, and is applied at the discretion of the Trustees. It applies to any additional ad hoc bookings for less than 60 people made that year. The rate will not be applied retrospectively, only to additional bookings.
Ad hoc bookings for more than 60 people will be charged a whole hall rate.
If less than three bookings are made in a calendar year they may revert to Standard Hire rate at the discretion of the Trustees.
Regular hire rate may be applied to one off events when the hirer lives in the electoral ward of Carnon Downs, at the discretion of the Trustees.
3.4 Concessionary Hirers Rates
A hirer may be entitled to the Concessionary rate if, 25% or more of the people attending live in the electoral ward of Carnon Downs and/or the group is deemed by the Trustees to meet the Trust Deed in providing benefit to the community. The concessionary rate will not automatically apply to all bookings made by a group, for example, public fundraising events by the group would not be discounted. The Concessionary rate is given at the discretion of the Trustees.
3.5 Booking priorities
Bookings are taken up to the end of the next calendar year.
Regular hirers take priority over ad hoc bookings and are therefore input to the system before ad hoc bookings are taken, and are based on information supplied by hirers. If the hirer can’t give future dates they will be shown as provisional (requested) and assumed to be the same as the current year. Then confirmed with the hirer at least a month in advance of the booking date.
If another booking request is made for their provisional slot the booking officer will give the regular hirer the option to make a firm booking or if they don’t want to, give the slot to the other hirer.
3.6 Payment
Full payment for a booking is due on the issue of an invoice, with payment preferably by BACs transfer.
For Regular hirers, invoices will be sent out at the end of the month prior to the booking date, unless otherwise agreed. For Regular Hirers payment, can be made up to a calendar year in advance (January – December)
Payment in full will confirm the booking.
3.7 Cancellation by the Hirer
3.7.1 Standard rate
No refund will be considered unless notice is given one month before the booking date. The Trustees will consider the reason for the cancellation. For example, illness.
All refunds are at the discretion of the Trustees and will depend on whether the slot can be filled by an alternative booking.
3.7.2 Regular or Concessionary hirers rate
Monthly bookings- if cancelled within a month of the meeting then 50% of hire rate is due, but no charge if cancelled more than a month in advance.
Fortnightly bookings – if cancelled within a fortnight of the meeting then 50% of hire rate is due, but no charge if cancelled more than a fortnight in advance.
Weekly bookings- if cancelled within a week of the meeting then 50% of hire rate is due, but no charge if cancelled more than a week in advance.

Appendix 1: DAMAGE REPORT FORM
You can find copies of this form on the shelf located on the wall opposite the kitchen hatch in the concourse, please place the completed form in the white post box .
URGENT REPAIRS: Please text or telephone the Hall Secretary on 07815 456636 to report any fault you would consider to be a likely hazard for another Hirer that day.
Thank you for your help.

Appendix 2: Hirer’s Notes
Parking & Unloading: There are two spaces for Blue Badge Holders (please display your badge). There is also a Drop-Off Zone at the front where you can unload equipment.
Powered Door Opening: The doors to the hall operate manually – just push or pull to open as with any door, but you can use the power-assist function, press the silver button on the wall adjacent to the doors to enter and exit the building. The powered door can be set to stay open for loading and unloading but please be sure to return the key to the 12 o’clock position when you have finished.
Internal Doors: The door to the room/Hall you have booked will be unlocked. The East Exit door, opposite the kitchen at the end of the concourse, leads on to steps into the car park. This is a designated Fire Door and for safety reasons this door should be left unlocked while you are in the building. This door can be used by people using the hall to enter and leave at that end of the car park but please be sure to turn the lock on that door again from the inside if you are the last to leave and make your exit via the front door.
Exit: After clearing the room and switching off lights and equipment, close the door of the Room you have been using and leave the building.
Lighting: The lights at the far end of the concourse by the New Hall, in the toilets, and outside are automatic and controlled by sensors. The lights for the Main Hall can be dimed by following the instructions by the switch. Switches for spotlights are located on the wall by the piano.
Heating: Each separate letting space has its own heating thermostat just inside the door of each Hall. Use the THERMOSTAT to turn on/off the heating for your Room. PLEASE DO NOT ATTEMPT TO CONTROL HEATING BY TURNING RADIATORS UP, DOWN OR OFF. If you open any windows, please shut them before you leave. MOST IMPORTANTLY, WHEN YOU LEAVE THE ROOM YOU HAVE BEEN USING, PLEASE CLOSE ALL WINDOWS & TURN THE THERMOSTAT BACK DOWN TO 130 SO THAT WE DO NOT WASTE GAS BY HEATING AN EMPTY ROOM.
Windows & Blinds: There are keys in each room in case you need to open a window. To open the side windows and the top hung windows, push in the white button on the handle to release the lock and turn the handle gently from horizontal to vertical. The velux windows and blinds in the Main Hall are operated by a remote control located by the piano. Take care when putting the remote control back on the wall as it is held in place by a magnet. The solar powered Velux window in the New Hall also has a remote control to open and close the blind which is stored in the right- hand kitchenette cupboard by the sink. The window blinds on the side windows should be pulled gently to open and close them – please pull the blinds back up and close any windows before leaving.
Alarms: If the red light outside the disabled toilet door is flashing this indicates that the emergency alarm cord has been pulled by someone inside the toilet. If the red light in the Concourse, New Hall or Meeting Room ceiling is flashing, this indicates that there is a fire in the roof space. There are instructions by the alarm box should the fire alarm be accidentally set off. In the event of a fire, you should follow the emergency fire procedures as indicated on notices by fire alarm points.
Furniture: Tables and chairs are stored in the large cupboards in each of the letting rooms. Please open the left-hand door first, unbolt the right hand door and take furniture out carefully and return it to the cupboard you got things from at the end of your session. Mobile table trolleys are designed for storing tables safely (please use the straps and the brakes as per instructions attached) but must be taken out of the cupboard before tables are loaded or unloaded. Chairs are stacked eight high so please take care when lifting them. Chair trolleys are provided for moving stacked chairs in the Main Hall and the New Hall. Chairs should not be stacked more than 8 high. If you find you cannot fit chairs into the cupboards, please leave them stacked neatly at the side of the room. The cupboards in the New Hall & Main Hall have automatic lighting – double cupboard doors need to be bolted shut (on the right hand side) and the door firmly closed to ensure the lights are switched off when you have returned furniture to the cupboards.
Pianos: If you must move the pianos please be careful as they will go out of tune if they are constantly moved around. If you find the Main Hall piano locked, the key is in the kitchen drawer by the door.
Refreshments: All the hot water Boilers in the kitchen and kitchenettes are plumbed in and cannot be moved. Switches to turn on both the sockets and the boiler are at wheelchair level on the front of the worktop in the kitchenettes. Please follow the instructions on the wall by the boiler. If the boiler does not come on (green light glows) check that the touch switch next to the green light on the top left front of the boiler has not been accidentally switched off. If you are catering for larger numbers please use the larger capacity boiler in the kitchen. A selection of cups and saucers and mugs, small plates etc have been provided in each Hall/room for you to be able to serve light refreshments to modest numbers. If you want extra crockery please fetch some from the kitchen and return it to the kitchen at the end of your session. Any Hiring group may use the kitchen and the crockery etc in it to prepare and serve refreshments but as there are often other groups using the Halls at one time please be prepared to share the space! Noticeboards: We have a whiteboard by the front door – please look for any special instructions for the day. Please don’t pin notices on our concourse notice-boards but you are welcome to use the plastic leaflet holders for (non-commercial) flyers. If you would like to place a notice on behalf of your group to advertise your activity or publicise an event please leave it in the outside post-box or in the envelope provided in the first kitchen drawer. Notices are A5 sized but if you leave an A4 copy it can be reduced to A5 and displayed for you. We have a “mini-office” opposite the kitchen hatch – please look on the shelf to see if there are any special instructions or an invoice left for you. Any envelopes for us can be posted into the white post-box on the wall by the shelf.
Cleaning & Caretaking: Although we have a very good Cleaning/Caretaking Contractor, we depend on Hall-Users to leave everything as they would wish to find it. If you have filled a rubbish bin please take the bag out to the Bin Store and fit a new bag in the bin. Spare bags are stored under the sink in the kitchen. Recycling material should be taken home please. The Hall is cleaned early each morning, but please be considerate to other users of your space and leave tables and crockery clean after your use. There is a floor duster, broom and a dustpan and brush in the large cupboard in the kitchen if you need to make use of them. Please don’t attempt to use scourers or any cleaning products other than washing up liquid! In case of difficulties or to report any breakage or missing items at the Hall please fill in a damage form located on our mini office shelf or for anything which is potentially serious the Hall Secretary can be contacted on 07815 456636.
Many thanks for your help from the CDVH Committee of Trustees

Terms and Conditions of hire 2017 version 1