The Victoria Hall, Bryn Road, Lampeter, Ceredigion, SA48 7EE
07891632614
info@vichall.org.uk

Venue Hire – Terms & Conditions

Lampeter's community hall

BOOKING AGREEMENT

By proceeding with your booking, you are deemed to have accepted the following terms and conditions for the hire of the hall.

TERMS & CONDITIONS OF HIRE

Agreements with the Directors of Transition Llambed Development Trust, (“Management”) of The Victoria Hall – Lampeter (“Hall”) for the hire of The Victoria Hall or any part thereof (“the Premises”) are subject to these Terms and Conditions of Hire (“the Hire Conditions”).

Undertaking of the Hirer

The Hirer undertakes to ensure that they understand the Hire Conditions for the time being in force.

Supervision by the Hirer

The Hirer undertakes to be present or arrange for sufficient adult representatives to be present in numbers relevant to the event, throughout the hiring to ensure compliance with the provisions and stipulations contained or referred to in these Hire Conditions and any relevant licenses.

Responsibility of the Hirer

The Hirer shall be responsible during the period of hire for: –

  • Being familiar with, and complying with, the guides provided for the use of the Premises
  • Ensuring that the Premises are kept secure for the duration of the hire
  • Supervision of the use of the Premises and the care of its fabric and contents
  • Ensuring that the purpose and conduct of the hire does not disrupt the use of any other room hired by other persons
  • Ensuring that they use only parts of the Premises that have been agreed between the Hirer and Management and not entering other parts of the Premises, access to the toilets is granted to all Hirers and their attendees
  • Ensuring that the Premises (including foyer, kitchen, kitchen appliances, kitchen utensils and toilets as appropriate) are left clean and tidy with rubbish removed from the premises at the end of the hire. If we are required to clean the premises after your booking, you accept you will be held liable for the full amount incurred in doing so and will be invoiced for any work undertaken in respect of cleaning the premises.

There will be a fee of £9.00 per the hour should we be required to clean the Premises after your booking.

  • Ensuring that all equipment, chairs and tables have been returned to their storage positions safely, the Premises are cleared of people, all lights switched off, and the building secured, except for any facilities or room or public area in use by another continuing hire
  • Ensuring that any temporary fittings and fixtures comply with Health and Safety guidance, and in particular ensuring that any decorations used are not a fire hazard
  • Ensuring that any equipment or electrical appliances brought onto the Premises and used there shall be certified safe and in good working order, and used in a safe manner
  • Ensuring that no animals (including birds), except assist dogs are brought into the building, without written permission of the management on the occasion of a special event or hire agreed to by the Management
  • Ensuring that NO animals or children whatsoever enter the kitchen at any time
  • Ensuring that NO Barbeques, LPG appliances or highly flammable substances are brought onto the Premises
  • Ensuring that they and their attendees recognise the fact that the Premises are situated in a residential neighbourhood and conduct themselves accordingly by, for example, taking care not to slam car doors, especially late at night, and not playing music or making other sounds at inappropriate levels.
  • Ensuring no damage will come to any item present in the Premises during your booking. Any damage should be reported immediately, you will accept full liability for the costs of replacement or repair and will be invoiced the full amount incurred in doing so.

Regulations

The Hirer shall:

  • Ensure that the “Emergency Exit” signs are kept illuminated and not obscured
  • Ensure any equipment stored on the Premises is done so in a way that does not contravene current fire & health and safety regulations
  • Ensure any equipment brought on to the Premises does not contravene current fire & health and safety regulations
  • Ensure that the Fire Brigade is called to any outbreak of fire, however slight, and details given to the Management
  • Ensure that any incidents involving fire & health and safety are reported as soon as possible to the Management and relevant logs are made
  • Prior to the start of an event indicate the fire exits and Evacuation Meeting Place to the persons attending the event

The Evacuation Meeting Place is at the corner of the Park adjacent to Bryn Road directly across from the front of the building. No person may re-enter the Hall without the permission of the Fire Brigade.

Use of Premises

The Hirer shall not: –

  • sub-let or use the Premises for any purpose other than that described in their Booking Application
  • use the Premises or allow the Premises to be used for any unlawful purpose or in any unlawful way
  • do anything or bring onto the Premises anything which may endanger the Premises or render invalid any insurance policies in respect thereof
  • allow the use of drugs on the Premises
  • allow smoking in the Premises, or near the entrances.

Car Parking

The Premises does not have a car park accessible to the public, parking spaces can be located throughout Lampeter town centre however vehicles are parked at owner’s risk, and the Management accepts no responsibility for any damage that may occur whilst attending the premises. The spaces at the side of the hall are reserved for neighbouring businesses and are not accessible to the public.

Premises Licence and other relevant legislation

The Hirer is responsible for:

  • conforming to the terms of the Premises Licence granted to the Hall, including, but not limited to, permitted hours for licensable activities (serving alcohol, playing live or recorded music). Alcohol may not be served to any person under the age of 18 years. We have opted to implement the challenge 25 scheme into the premises which should always be adhered to.
  • Ensuring no excessive noise occurs, particularly late at night or early morning, with a minimum of noise being made by any person on arrival or departure

The Hirer shall ensure that the attendees:

  • do not contravene the law relating to gaming, betting, and lotteries
  • comply with all conditions and regulations required by the Licensing Act, particularly in connection with events which include public dancing or music, or stage plays, or films, or similar entertainment taking place at the premises.

A breach of this condition may lead to prosecution by the local authority.

Compliance with legislation relating to children or vulnerable adults

The Hirer shall ensure that any activities held at the Premises for children or vulnerable adults comply with current legislation in that regard and that only fit and proper persons have access to children or vulnerable adults and are DBS checked at the relevant level. 

In addition, a register must be kept on site with the Hirer during the booking which must include emergency contact details of any parent/guardian in line with current Child Protection Laws. Although the Premises has a child protection policy in place, each respective Hirer providing activities for children or vulnerable adults must have their own policy in place in accordance with current legislation.

Child Protection Policies are the responsibility of the Hirer and the Management accept no liability for any breach during use by the Hirer.

Indemnity

The Hirer shall indemnify and keep indemnified each of the Directors of the Transition Llambed Development Trust and their employees, volunteers, agents and invitees against:

  • the cost of repair of any damage done to any part of the Premises including the curtilage thereof or the contents of the Premises
  • against all actions, claims, and costs of proceedings arising from any breach of the Hall Conditions
  • all claims in respect of damages, including damage for loss of property or injury to persons, arising as a result of the use of the Premises (including the storage of equipment) by the Hirer

As directed by the Management, the Hirer shall 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

Insurance

The Hirer is responsible for ensuring that any catering company or operator hired to bring equipment such as bouncy castles or sound equipment onto the Premises has relevant and appropriate insurance, which shall include public liability insurance.

Commercial hirers must provide Public Liability insurance (£2,000,000 minimum indemnity).

Accidents and Dangerous Occurrences

The Hirer must report all accidents involving injury to the public to an authorised representative of the Premises as soon as possible and complete the relevant section in the Premises Accident Book. Any failure of equipment, either that belonging to the Premises, or brought in by the Premises must also be reported as soon as possible.

Stored equipment

The Management accepts no responsibility for any stored equipment or other property brought onto or left at the premises and all liability for loss or damage is hereby excluded. All equipment and other property, other than that stored on the Premises by agreement, must be removed at the end of each hiring or storage period. The Management may dispose of any such items 7 days thereafter at its discretion, by sale or otherwise on such terms and conditions as it thinks fit and charge the Hirer daily storage fees and costs incurred in storing and selling or otherwise disposing of the same.

If an agreement is made between the Hirer and the Management for the storage of items in the Premises this will be at the complete discretion of the Management and may be revoked at any time with notice of at least 48 hours. The Hirer is responsible for ensuring that all stored equipment is done so suitably and not in away that causes a breach of health and safety or fire regulations. If we are required to arrange the items in a suitable manner, where not to contravene current legislations the Hirer accepts full liability of the cost of doing so and will be invoiced the full amount incurred in doing so.

There will be a fee of £9.00 per the hour incurred if we are required to arrange your items in storage.

No alterations

Decorations may be hung in the venue. On request, Hirers must produce a certificate that the decorations are not a fire hazard.  

No other alterations or additions may be made to the Premises, and no fixtures may be installed, or placards, or other articles be attached in any way to any part of the Premises without the prior written approval of the Management.

Any alteration, fixture or fitting, or attachment, so approved, shall, at the discretion of the Management, remain in the Premises at the end of the hiring and become the property of the Management or be removed by the Hirer. The Hirer must make good to the satisfaction of the Management any damage caused to the Premises by such removal.

Payments

Regular Hirers who use the Premises will be invoiced on a monthly basis, this will include fees for your use of the hall and may include any additional fees incurred for cleaning or storage.

For one of bookings a 30% deposit is required upon booking this is due within 7 days to ensure your booking. If payment is not received within 7 days your booking will be cancelled. The other 70% of the balance is due to be paid in full up to 1 week prior to the booking date. We greatly prefer electronic payments but appreciate that some people would rather use cash or cheques – and that is ok with us.

Please post all cheques to:

Transition Llambed Development Trust

Victoria Hall

Bryn Road

Lampeter

Ceredigion

SA48 7EE

If the booking request is performed within 2 weeks of the booking date and we are able to accommodate your booking 50% of the fee will be required to secure your booking. Provisional bookings must be made via our online booking form, telephone or email to ensure the venue is available on the dates you require. A provisional booking will be held for 7 days to allow you to pay the deposit.

Provisional Bookings do not guarantee your preferred date will be available, however we will always endeavour to accommodate your requirements.

Hirers are responsible for reimbursements in case of damage

 Paying Electronically

  • Bank: Natwest Bank.
  • Account name: Transition Llambed Development Trust.
  • Sort code: 53-61-42
  • Account number: 67576885
  • Please use your booking reference as the reference
  • Please ensure your deposit is made within 7 days to avoid your booking being cancelled.

 Interruption of Regular Bookings

If a Hirer is a regular weekly user, the Management may request to reschedule all, or part of, certain bookings in favour of one-off bookings which would benefit the Hall. Such cancellations shall not occur more than once a month, and at least two weeks’ notice shall be given of such cancellation.

Regular weekly hirers will be under no obligation to accept the request should it be inconvenient.

Cancellation by the Hirer

If the Hirer cancels the booking before the date of the event and the Victoria Hall is unable to conclude a replacement booking, the Management may require a further payment of hire fees or withhold part of the deposit and hire charge already paid. Cancellation fees are listed below:

  • Cancellations of 6 weeks or more prior to a booking date 0% cancellation fee.
  • Cancellations of 4 weeks or more prior to a booking date 25% cancellation fee.
  • Cancellations of 2 weeks or more prior to a booking date 50% cancellation fee.
  • Cancellations of 1 week or more prior to a booking date 75% cancellation fee.
  • No-Show or earlier departures 100% cancellation fee

Cancellation by the Village Hall

The Management reserves the right to cancel a hiring by written notice to the Hirer in the event of the Premises being required for use as a Polling Station for a Parliamentary or Local Government election or bye-election or referendum or if the management reasonably consider that:

  • such hiring may lead to a breach of the licensing conditions, or other legal or statutory requirements, or
  • unlawful or unsuitable activities may take place at the Premises as a result of the hiring, or
  • the Premises have become unfit for the use intended by the Hirer

In any such case the Hirer shall be entitled to a refund of any deposit or hire fees already paid, but the Management shall not be liable for any resulting direct or indirect loss or damages whatsoever.

Acceptance

These Terms and Conditions and any attached appendixes will have been made available to the Hirer at the time of making the booking. By proceeding with your booking, the Hirer is deemed to have accepted these terms and conditions.

This agreement will be governed by and interpreted according to the law of England & Wales. All disputes arising under the Agreement will be subject to the exclusive jurisdiction of the English and Welsh courts.