Llangoed Village Hall Terms and Conditions of Hire

By booking Llangoed Village Hall, the HIRER agrees to the following Terms and Conditions.

HIRER & Supervision

The HALL may only be hired by persons aged 21 or over.
The HIRER, or an alternative responsible person agreed in advance with the Committee, must be present throughout the period of hire.
The HALL is a non-profit, volunteer-run community facility. HIRERS are expected to use the building, grounds and facilities carefully and considerately.

The HIRER is responsible for the supervision and care of the premises, its contents, furniture, equipment and grounds during the hire period and will be responsible for any damage caused.
Nothing may be pinned, stapled, screwed or fixed to floors, walls, woodwork or furniture. Adhesives must not be used where they may leave marks or cause damage.
Any equipment brought onto the premises must be safe and suitable for its intended use.

The HIRER is responsible for the safety and wellbeing of everyone attending their event or activity.
HIRERS must familiarise themselves with the HALL’s fire procedures and fire exits before their event.
A suitable risk assessment must be undertaken for activities where appropriate, and appropriate public liability insurance must be in place where required.
Fire exits and access routes must be kept clear at all times.
Accidents and near misses must be recorded in the Accident Book and reported to a member of the Committee. The First Aid Kit and Accident Book are located in the passage near the kitchen.

The HALL is in a residential area. The HIRER is responsible for the behaviour of their guests and must ensure that noise and activities do not cause unreasonable disturbance to our neighbours or other residents of the village.
Events must finish promptly at the time stated on the booking form and no later than midnight on Fridays and Saturdays or 11pm on other days.
Outdoor activities must finish by 10:30pm.

Use of the garden and outdoor areas is available on request and must be agreed as part of the booking.
No outdoor music is permitted except for short periods during ceremonies or similar activities.
No open fires are permitted, except for a single raised fire bowl positioned over a gravelled area.
Fireworks are not permitted anywhere on the premises or grounds.
Vehicles and trailers must not be driven or parked on grassed areas.
High-voltage cables run above the garden. For safety, flagpoles are not permitted on grassed areas and kite flying is not allowed in the garden.
The HIRER is responsible for ensuring that the garden and grounds are left clean, tidy and undamaged after use.

Where use of the kitchen, stage, PA system or other facilities has been agreed as part of the booking, the HIRER is responsible for ensuring they are used safely and left clean and tidy.
HALL equipment must not be removed from the premises without prior permission.

The HIRER must comply with all regulations relevant to their event, including those relating to the sale of alcohol, music, dancing, performances and film screenings.
The HIRER is responsible for obtaining any additional permissions, approvals or licences required for their activities.

Where an organisation or individual is running an activity involving children, young people or adults at risk, the HIRER is responsible for ensuring appropriate safeguarding arrangements, supervision and any necessary DBS checks are in place.

Booking charges must be paid as agreed with the Committee.
A deposit of up to £200 may be required in advance depending on the nature of the event.

The HALL and any outdoor areas used must be left as they were found. The HIRER is responsible for:

returning tables and chairs to their proper places;
removing decorations and all personal belongings;
emptying indoor bins and placing rubbish in the appropriate outdoor bins, or removing it from the premises where necessary;
leaving the kitchen and any equipment used clean and tidy;
switching off heating, lights and appliances; and
closing and securely locking all doors and windows.

The HIRER and their guests must leave the premises by the end of the agreed hire period.

The HIRER shall indemnify the Committee against any loss, costs, damages or expenses incurred as a result of their use of the premises.
If the HALL, or any part of it, becomes unavailable or unfit for the booked use, the Committee will not be liable for consequential loss or damage.
The Committee reserves the right to terminate a hire where these Terms and Conditions are seriously breached or where continuing the event would present a safety or legal concern.

Members of the HALL Committee and Police Officers may enter the premises when necessary during a hire.