HIRING THE HALL

Enquiries & Booking

Tel: 07415 832271, email stibbardvillagehallbookings@gmail.com or leave a message via the CONTACT tab at the top of this page.

Hall Facilities

Capacity: 60 seated.

80 standing.

Double door, wheelchair friendly, ramped entrance.

Wooden floored hall (41' x 23' / 12.5m x 7m).

Separate male & female toilets.

Unisex disabled toilet.

Well fitted kitchen with serving hatch and cutlery & crockery for 50.

Parking

The hall does not have a car park but there is free on street parking - please be considerate to our neighbours. Alternatively, you may park at the nearby All Saints Parish Church.

Hire Charges

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Event ¦ Parish Resident ¦ Non-Parish Resident

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Short Term Hire (up to 2 hours) ¦ £8 per hour ¦ £10 per hour

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Organisation regular meeting (WI, Craft Group etc) ¦ £20 ¦ £30

Up to 4 hours. __________________________________________________________________________________________________________________

Organisation functions (village supper, quiz night etc) ¦ £40 ¦ £70

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Private functions (party, children's party age 15+ and disco) ¦ £70 ¦ £90

Maximum of 8 continuous hours ¦

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Children's party (up to age 14) ¦ £30 ¦ £40
Maximum of 6 continuous hours ¦

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Weddings ¦ £150 ¦ £200

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Elections ¦ N/A ¦ £250

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Parish funerals ¦ £50 ¦ £100

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ALL EVENTS SUBJECT TO A DAMAGE/CLEANING DEPOSIT ¦ £100 ¦ £200

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Lettings Policy

1. Introduction

1.1 The following document sets out the Lettings Policy in relation to the letting of the Stibbard Village Hall, Guist Bottom Road, Stibbard, Norfolk. NR21 0AQ. The Village Hall includes all rooms which form part of those premises (“the premises”). This Policy document takes into account the provisions of The Equality Act 2010.

1.2 A Premises Hiring Agreement, which is attached to and forms part of this Policy document must be completed and signed in respect of every booking of the premises. The person signing the Premises Hiring Agreement shall be known as “the Hirer” and shall accept full responsibility for the due observance in all respects of the Terms and Conditions as set out in this Policy document. The Hirer must be a responsible adult over the age of 25.

2. Primary Intent

2.1 The Village Hall is to act as a resource for all the residents of the village of Stibbard, and other persons from the wider area, including clubs, societies, groups and individuals.

2.2 The premises are primarily to be used for the hosting of events and functions for the enjoyment of residents and other members of the community.

3. Letting Restrictions

3.1 Our attitude towards an application for the use of our premises will be a positive one. We will seek to encourage appropriate organisations to use the premises for meetings and activities for the enjoyment of all.

3.2 Lettings will not interfere unduly with village life. They will not normally be accepted if the premises are already booked for another pre- existing event.

3.3 We will not normally hire out the premises for any parties which will involve large groups of teenagers or young adults between the ages of 14 – 21.

3.4 Out of respect to other users and our neighbours surrounding the premises, we expect all users to conduct themselves in a reasonable and courteous manner whilst on the premises, and when leaving the premises. Lettings will not normally be taken for events likely to create excessive noise or other nuisance to neighbours, eg; where a live band or music is involved.

3.5 All events are to finish by 11pm, with the premises to be empty by midnight. The premises will not be available to the Hirer before the beginning of the booking time and must be vacated 15 minutes after the end of the booking.

3.6 Due to the timber floor throughout the hall, lettings involving animals are not allowed

(eg: puppy training classes).

4. Charges

4.1 We will charge for the use of the premises by all persons wishing to use the Village Hall. Charges may be waived or reduced in exceptional circumstances and at the discretion of the Village Hall Committee.

4.2 Charges will be set at a reasonable rate, below full commercial value, consistent with covering costs and providing a modest contribution to maintenance costs. A notice of Charges levied and Conditions relating to the Charges forms part of the Premises Hiring Agreement. The schedule of Charges will be reviewed on an annual basis.

4.3 A refundable security deposit must be paid, the amount of which is set out in the Premises Hiring Agreement. The deposit will be returned after satisfactory inspection of the premises by a member of the Village Hall Committee. Should the premises be in an unsatisfactory condition the deposit will be retained to allow for professional cleaning of the village hall to take place.

5. Access and Security

5.1 Stibbard Village Hall does not employ a cleaner or caretaker; therefore, the Hirer is responsible for all setting up and putting away of any equipment used.

5.2 Any letting of the premises will require a responsible person to be present at the beginning and end of the letting period on each occasion that a letting is to take place to check that the facilities are in order. The premises must not be left unattended during the period of the booking.

5.3 A key is provided / made available to the ‘Hirer’ on the day of their hire. This Key must be safeguarded at all times and returned to the designated safe place, at the end of the letting period or as soon as is reasonably possible. The keys shall not be copied nor given or lent to any third party. It is the Hirer’s responsibility to ensure that all fire doors and windows are closed, all doors locked, and all lights, heating & hot water switched off (including the toilets) at the end of the letting period.

5.4 The right is reserved for a representative of the Village Hall Committee or their appointed officer to enter any part of the building at any time.

6. Health and Safety

6.1 Whilst Stibbard Village Hall will take steps to ensure the premises are safe to use, it is the responsibility of the Hirer to ensure the safe conduct of their activity during the period of hire, including the presence of a suitably qualified First Aider if necessary. A First Aid box is located in the kitchen. There is also a COVID 1st aid box in the main hall which should be used if anyone displays symptoms. Basic instructions are included in the box.

Any accident involving personal injury must be reported to one of the emergency contacts & to be recorded in the Accident Book located in the kitchen next to the first aid box.

6.2 All entrances and exits must be kept clear at all times and the number of people attending must be declared at the time of booking to ensure that this does not exceed the maximum number allowed as follows:

Main Hall – 80 persons standing

Main Hall – 60 persons seated

The Hirer will be responsible for ensuring that Security, Fire and Health and Safety requirements are met.

6.3 There are no public telephones in the premises, therefore the Hirer must ensure that he/she has access to a mobile telephone in case of emergencies. Free wifi is provided and the password is displayed on noticeboards in the hall and entrance lobby.

6.4 Any portable electrical appliance or device brought in from elsewhere and used on the premises must have an up-to-date safety certificate which must be made available for inspection upon request.

6.5 The Hirer is not permitted to bring in supplementary heating appliances.

7. General

7.1 A strict No Smoking Policy applies to all rooms (including toilets) in all the premises.

7.2 Alcohol cannot be sold in the building. The Hirer is not permitted to apply for Occasional Licences for the sale of intoxicating liquor in the building. Any alcohol consumed in the building must be restricted to persons over the age of 18 years, and must be done sensibly, with responsibility being with the hirer.

7.3 Any advertising material must be submitted to the Village Hall Committee for approval by the committee. All such material must clearly display the name of the person or organisation responsible for the event.

7.4 No adhesive or fixing material may be used which may damage the fabric of the premises.

7.5 All rubbish, including empty bottles must be taken from the premises by the Hirer and must not be deposited or left at the village hall, or in its grounds. No food or drink must be deposited on the ground outside the village hall. No food or drink must be consumed outside the curtilage of the village hall.

8. Car Parking

8.1 There is no car park associated with the village hall but there is unrestricted parking on the village roads. However, the hirer should ensure parking is considerate and does not obstruct access to dwellings.

9. Responsibilities

9.1 The Village Hall Committee will be responsible for providing facilities as agreed in good working order throughout the letting period.

9.2 The Hirer will be responsible for ensuring that all users are aware of the procedures for safe and correct use of equipment and facilities and shall report any deficiencies that may be found.

9.3 The Hirer shall ensure that there is a responsible adult or adults present and able to supervise at all times during the letting. During the period of hire, the Hirer is responsible for the orderly behaviour of guests/members on the premises.

9.4 The Hirer must leave the premises in a clean and tidy condition. The hirer is responsible for cleaning the village hall at the end of their period of hire. Cleaning materials are provided to enable this. Losses, breakages and damage must be reported, and paid for in full. Hirers may re- arrange tables and chairs in the premises but must restore them to their original places immediately at the end of the letting.

9.5 The Hirer agrees to indemnify the Village Hall Committee against all claims, demands, actions, proceedings, damages, costs and expenses arising out of non-observance of the Terms of this Policy document.

9.6 The hiring of the village hall is restricted to using the equipment and facilities of the village hall within the curtilage of the hall and its grounds. No equipment, tables, chairs are to be removed from the curtilage of the village hall. The hire of the hall does not extend to the removal of these items from the village hall for any other external purposes.

10. Kitchen Use/ Refreshments

10.1 Use of the Kitchen in the premises is included within the hire agreement. The kitchen may be used for the preparation of Tea/Coffee and refreshments. It is the responsibility of an external Hirer to ensure that any persons using the kitchens are aware of the requirements of the relevant Food Hygiene Regulations and Food Safety Act Codes of Practice. Particular attention should be paid to the cleanliness of the kitchen, kitchen utensils and crockery at the end of the letting. It is the responsibility of the hirer to ensure that all persons using the kitchen are familiar with the kitchen equipment and are able to use it correctly and safely. Any breakages must be reported immediately in writing and will be subject to an additional charge.

11. Insurance

11.1 It is the responsibility of the Hirer to effect whatever insurance he/she requires to cover his/her liabilities. Insurance effective by the Village Hall Committee does not extend to a Hirer’s liabilities. The Village Hall Committee accepts no liability for accidents, injuries, damage and/or loss of personal property as a consequence of using the premises.

12. Legal Requirements

12.1 The Hirer must comply with any legal requirement concerning music, singing and dancing licences, theatre licences and copyright. The Village Hall Committee provides a Performing Rights Society Licence which allows for the playing of live and recorded music in the hall.

12.2 Hirers must also have in mind the provisions of the Children’s Act at any event involving children. Events for persons under 18 years of age must at all times be properly supervised by an adequate number of responsible adults, in accordance with the Children’s Act.

12.3 The Hirer shall not use the premises for any other purpose than that specified in the Premises Hiring Agreement, and is specifically forbidden to use, or allow the use of the premises or its surrounding grounds for any illegal or immoral purpose.

13. Compliance

13.1 Failure by the Hirer to comply with any or all of the terms of this Policy document where applicable, whether intentionally or not, may be deemed by the Village Hall Committee to be just cause for immediate cancellation of any letting or series of lettings.

14. Administration

14.1 Bookings of the premises will be administered by the Booking’s Clerk. This includes the acceptance and declining of bookings in consultation with the Village Hall Committee Members if necessary. The Village Hall Committee will act as final arbiter if required.

Effective 17 July 2023