Wellow Village Hall Hire Agreement 

Wellow Village Hall – Conditions of Hire

Registered charity number 278081

For the purpose of this document the hirer will be referred to as “you”.
“In writing” can include a written letter or an email confirmation.

Your responsibilities: You accept responsibility for always overseeing and being on the premises during the period of hire, all hirers must be over the age of 18 years of age and ensure that all under 18s are supervised at all times.

You are responsible for the behaviour of those persons using the premises, including safe management of the car park and ensuring no obstruction of the highway occurs. Use of the car park is entirely at the owner’s risk.

Alternative usage: You must not use the premises, including the car park for:

  • Any other purpose other than described at the time of booking
  • Any sub-hire
  • Unsuitable or unlawful purpose
  • Anything that may endanger the premises
  • Activities that may invalidate the insurance policies that cover the hall

Damage & Defects: You are responsible for the supervision and care of the building, its fabric and contents. If any damage occurs to equipment, the building, its fabric or the grounds, however slight, you must report it in the damage report log (held in the main kitchen). Any damage caused during use will be liable to costs for replacement or repair.

Room Occupancy: You agree not to exceed the stated room maximums as displayed on the Wellow Village Hall website: Main Hall:150, Nightingale Room: 35, Wellow Room: 35. Please note that the maximum capacity for the whole building is 150 people in total (across all rooms combined) at any one time. 

Insurance: You must have appropriate liability insurance covering your activity and group members where applicable. You must conduct a Risk Assessment for the activity prior to using the venue. You must supply a copy of your insurance and Risk Assessment prior to your event. Please note, roller skates, roller blades and skateboards are prohibited in the building as they invalidate our insurance and could damage the floor.

Security: You must only access the building at your allotted times of hire and at no other time without written permission of Wellow Village Hall Management Committee.

Safeguarding: You must ensure that any activities for children, young people and other vulnerable adults are only provided by fit and proper persons in accordance with the Safeguarding Vulnerable Groups Act 2006 and any subsequent legislation. You should 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) prior to your event. The Safeguarding policy of Wellow Village Hall can be found on the notice board in the foyer, and on the Website..

Emergencies: In the event of an emergency, you are responsible for the safety of your group. You must ensure that all attendees are aware of the fire procedure and fire exits. Each room has an emergency procedure plan displayed on the wall which you should familiarise yourself with. Should the need for Emergency Services arise, dial 999 and ask for the relevant service, once the immediate danger has gone, please also notify the Hall Secretary on 07957 769049. Should any fire extinguishers be used, this must be reported straight away to the Hall Secretary on 07957 769049. Any misuse of the fire extinguishers will be liable to the cost of a replacement.

Accident: Should an accident occur, this must be reported in the accident book located in the main kitchen. One copy of the accident report should be kept by you and the other placed securely in the post box by the front door. You should report accidents to the hall Secretary on 07957 769049 at the time of the incident. Please leave a message if the phone is not answered.

First Aid Kits: There are first aid kits located in both kitchens which are to be used in emergencies only. You should provide your own first aid kit along with suitably qualified first aiders if required.

Wi-Fi: You must agree that when using the hall’s wi-fi, to not use it for any unlawful purpose. You should keep any username and password which forms part of the wi-fi service confidential and must not disclose it to any third party. We make no guarantee that the wi-fi service will meet your requirements or be 100% reliable.

Electrical Appliances: Any electrical appliances used on the premises must be in good and safe working order and PAT tested. Portable heaters are prohibited. The charging of electric vehicles or scooters on the premises is not allowed.

Storage of equipment: Any equipment stored on the premises must be with the prior consent of the hall’s Management Committee and kept in the designated area. Any non-essential items should be removed. We accept no responsibility for any stored equipment or other property brought onto or left at the premises. We accept no liability for the loss or damage of any items.

Smoking and Vaping: Smoking and Vaping are prohibited inside the building. You must ensure that anyone wishing to smoke does so outside and disposes of the cigarette ends and matches etc. in a responsible manner. Please use the purpose-built receptacle on the wall by the main door.

Candles: Candles are prohibited with the exception of small birthday cake candles, which must be used responsibly. If cake candles are used, it must be:

  • In a responsible manner
  • Extinguished safely
  • Removed from the premises safely

Fireworks: Fireworks, sparklers and indoors fireworks are prohibited on the site.

Decorations: If you plan to decorate the venue for your event, please seek permission from the Management Committee. You will be liable for any damage caused.

Kitchens: Kitchen users are required to supply their own dish clothes, tea towels etc for hygiene purposes. The kitchens must be left clean and tidy after use.

Exiting: You are responsible for leaving the premises and surrounding area in:

  • A clean and tidy condition
  • With the furniture put away neatly
  • All lights switched off (where necessary)
  • Securely locked
  • Please ensure ALL areas are checked (including toilets) before leaving the building

Failure to do so may incur an additional charge.

Neighbours: We want you to enjoy the facilities that we offer, but please be considerate to other hall users and our neighbours by keeping noise to a sensible level. Please ensure that the garden is vacated and all doors closed by 10:30pm and that the hall is secured, clean and vacated by 12pm.

Cancellation: If you cancel your booking with less than 7 days’ notice, you will be liable to pay a proportion of the full charge.