Booking Terms & Conditions
Please note that all prospective hirers are required to abide by the terms and conditions below. Your signature on the booking form indicates your understanding of, and compliance with these.
Hirers are strongly advised to view the premises and facilities therein to assess the suitability for the function, before making a booking.
Hertford Heath Village Hall Management Committee shall be known as the ‘Committee’ for the purposes of this document.
The accommodation available at the Village Hall comprises a main hall with maximum capacity of 100 seated or 150 partial seating/standing, a small bar area and small kitchen. As well as the usual W.C. facilities there is also a disabled toilet combined with baby changing table.
- Only persons over the age of 18 may apply to hire the premises and sign the ‘Application to Hire’ form.
- The Committee reserves the right to refuse a request for hire.
- Your booking fee and holding deposit is due a full month prior to your booking date, or if a late booking, as soon as you have returned the application form. (Please note that no reminders will be sent and failure to pay by due date may result in cancellation of your booking).
- The key can be retrieved from the key safe next to the back door of the hall. The code will be given to you within 24 hours of your booking by text message.
The hirer shall be responsible for:-
A. Ensuring that the conditions of the hire are observed by those attending the function.
B. Only using the premises for the purpose as described in the hire agreement and shall not sub-hire or use the premises or allow the premises to be used for any unlawful purpose or in any unlawful way, or do anything or bring onto the premises anything that may endanger the same or render invalid any insurance policies in respect thereof.
C. The cost of making good any damage caused to the premises, furniture and fittings etc. Any damage must be reported to the committee.
D. Arranging and putting away of table and chairs (using trollies provided), the removal of all rubbish to the large bin at rear of property, and leaving the hall, including toilets, kitchen and bar, in a clean and tidy condition. Failure to do so may incur an additional charge at the discretion of the Committee.
E. Ensuring all persons on the premises act in a seemly and orderly manner.
F. Ensuring the occupancy limits of the hall are not exceeded.
G. In the event of fire, ensuring that the fire evacuation procedures are made clear to all people using the hall (on wall in kitchen and main hall) and that these procedures are adhered to, and all those attending the function are made aware of the exits to be used in an emergency.
H. Ensuring that all emergency exits are kept clear, and exit signs are illuminated at all times.
I. Ensuring that no unauthorised persons are allowed to gain access to the premises. Charging for admission at the door is not permitted, all persons should have invitation or ticket paid for before or reserved to pay on date of function.
J. Ensuring that no illegal substances are brought onto or consumed on the premises.
K. Ensuring that nothing is done on or in relation to the premises in contravention of the law relating to gaming, betting and lotteries.
L. Ensuring that any electrical appliances brought onto the premises by the hirer and/or entertainer shall be safe and in good working order, and used in a safe manner.
M. Ensuring that if an official bar is in place, no unauthorised alcohol shall be brought onto the premises.
N. Ensuring that under no circumstances, either of the vehicular entrances to the premises be blocked in such a way as to prevent access or egress to the premises.
O. Ensuring that no dogs, other than service dogs, are brought onto the premises.
P. Observing all relevant food health and hygiene legislation and regulations if preparing, serving or selling food on the premises.
Q. Obtaining of licences for the sale and supply of alcohol and the playing of live music. Please contact the bookings secretary to ensure a licence is possible for your event prior to apply for one.
R. Ensuring that any activities for children comply with the provisions of the current legislation and that only fit and proper persons have access to the children.
S. Ensuring that after checking that all rubbish has been removed, all furniture put away, floors swept, all lights are extinguished and all taps are in the off position, the hall is properly locked and secure and the key is returned to the key safe, mixing the combination before closing.
5. The Village Hall may be hired during the following hours: -
Monday to Saturday 9am to midnight. Bar and music to cease at 11.00pm, premises to be empty by midnight.
Sunday 9am to 11pm. Bar and music to cease at 10.30pm, premises to be empty by 11pm.
Application for a TENS is at the hirers cost and can be obtained directly from East Herts District Council, this can take up to 21 days.
6. If the hirer needs to cancel the booking below is the cancellation policy;
30+ days’ notice full refund of deposit
14 days’ notice 50% refund of deposit
less than 14 days’ – no deposit refund will be given
7. Tape or drawing pins shall not be used when putting up notices or posters except on the notice boards. Please use ‘blu tack’ or similar, and ensure this is removed along with notices. No ‘cellotape’ or similar is to be used on the tables or walls.
8. In order that disruption to local residents is kept to a minimum, hirers are asked that those attending a function ensure that the minimum of noise is made on arrival and departure.
9. The Committee reserves the right to refuse a booking without notice or to cancel a booking at any time if a) The premises are required for any public purpose (elections etc) or b) due to any circumstances beyond our control, and in these cases the hirers booking fee would be refunded. However, the Committee shall not be liable for any loss or claim incurred by the hirer, or any other person connected to the booking, as a consequence of such cancellation.
10. The Committee maintains Public Liability Insurance in the event of claims made by the public alleging personal injury or damage to property caused by defects in the premises. The Hirer shall otherwise fully indemnify the Committee from and against:
A. All claims by third parties in respect of personal injury or loss or damage to property, theft or otherwise, which may arise out or in consequence of the use of the premises for the purpose of the function.
B. All damage to property belonging to the Committee which may arise out or in consequence of the use of the premises for the purpose of the function.
C. The cost of reinstating or replacing any part of the Village Hall, or any property or parts of property, which is damaged, destroyed or removed, arising out or in consequence of the use of the premises during the hire period.
D. Hirer to ensure any outside hire i.e. bouncy castle/outside caters have the necessary insurance and certificate and copies must be provided to the committee in advance of your hire.
Instructions for Entering the Village Hall
If you have not had the chance to visit the hall for directions on the location of the lights, tables and chairs etc. you may find this useful.
You enter through the rear door, the key safe is to the left. Push down front of safe, align numbers to those sent via text message within 24 hours of hire, pull down switch and safe will fall open. Remove key and close safe.
As you enter, the kitchen light switches are to the right.
The kitchen has a cooker, microwave, fridge, kettle and an urn, plus an assortment of cups and saucers and plates.
Pass through the kitchen onto the stage and the cupboard to the left has all the hall lights.
Turn on:-
- Top switch labelled toilet light
- Row labelled hall lights
- Row labelled stage lights
- Bottom switch labelled stage sockets
The cupboard at the back of the stage has the broom and dusting mops for cleaning at the end of your hire. Please bring your own bin bags and ensure no items are left in the fridges as these will be disposed of by the committee.
Down the steps into the main hall and walk to the very end, the double doors on your left ‘The John Benson Room’ is the home of the tables, chairs. High chairs are located in the kitchen. The chairs can be moved out on the trolley provided, only eight at a time please. The tables are also on a trolley, so if you need them all, this can be wheeled out.
Half way down the hall, on the left, are the doors out into the hallway and bar area. The double doors to the carpark (this is the entrance your guests will use) can be secured back using the ‘hook and eye’ fasteners.
The bar area has a fridge freezer and a sink and also plenty of glasses and a few glass jugs, in the cupboards under the window.
Wi-Fi password – ttrah4Nbpwrk
When you are ready to leave, please put all tables and chairs back in a tidy manner as the photo shows on the inside of the door, sweep/dust the floors, and wipe down sides in bar and kitchen. Ensure all taps are turned off in toilets/bar and kitchen. Confirm doors to car park are closed securely and if you have had garden doors open also check them.
Switch off all the lights and close doors between stage and kitchen. Lock rear door and return key to key safe, mix up numbers before pulling up the front flap.
