Conditions of hire

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The maximum capacity of the Hall must not exceed 100, including catering and bar staff.

The hire is for the Hall only and not the surrounding outside areas. The surrounding land is for public use and not under the jurisdiction of the Village Hall Trustees.

The hirer is not permitted to erect any external structures including but not limited to Barbecue Equipment, Gazebos, Tents, Marquees and inflatable structures such as Bouncy Castles on the surrounding land. This also includes ice cream, fish & chip vans etc.

It is not permitted to park vehicles of any kind on the surrounding land except in the marked parking areas.

The hirer shall not sublet or transfer this booking to any other person or organisation.

The hirer is responsible for payments as per the terms: £50 non-refundable payment (to secure the date), the full hire charge (less the £50 non-refundable payment) at least 8 weeks before the hire date and the £200 refundable security/damage deposit at least 5 working days before the hire date.

Any cancellations before 8 weeks of the date of hire will forfeit the £50 non-refundable payment. If you have paid your full hire fee (ie less non-refundable payment), this will be returned to you via bank transfer.

If you wish to cancel your booking within 8 weeks of the hire date, no monies will be refundable (with the exception of the £200 security/damage deposit if this has already been paid).

It is important that you arrive promptly for your hire. You will be met by a member of the hall team who will open up, ensure you are fully aware of the hall facilities and requirements. If you are over 15 minutes late the team member will have left the site and you will have difficulty gaining entry for your hire.

No one (including caterers and entertainers) will be permitted entry to the building before the hirer arrives.

The Hall is to be left in a clean and tidy condition and all the furniture returned to the Storeroom after your booking.

If the hall is not left in a satisfactory condition, the return of your full security/damage deposit will not be made. A decision on the amount to be withheld and or any additional fees to be paid (taking into account any damage, untidiness/cleanliness, black sacks left at the hall, late exits etc) will be made by the Trustees after the event and you will be notified in writing within 10 working days of their decision.

If there is room in the second Serco bin outside the hall, you may place your black sack rubbish in it. However, if there is no room in the bin, all rubbish is to be taken away and not left inside or outside the hall. Leaving rubbish at the hall will forfeit the return of some of your security/damage deposit. (The first Serco bin is private and not for use by hirers.)

Helium balloons must not be left on the ceilings as they set the intruder alarm off when they fall down. If any are found on the ceiling, £12.50 of your security/damage deposit will be withheld to cover the time taken to remove.

Use of smoke/bubble/foam machine(s) are prohibited.

The function MUST NOT CONTINUE BEYOND 10.00 pm, all music and/or dancing must stop by 10.00 pm to comply with Trustees requirements. If the event does overrun and you do not vacate the premises by the agreed hire time, you will be charged £50 for every 15 minutes delay/late finish (£200 for every 15 minutes after midnight). These fees will be deducted from the security/damage deposit and or charged in addition to the monies already paid for the hire if the fee is more than £200.

If you are given keys to the Hall and they are lost, £100 will be deducted from your security deposit.

If you leave the hall unlocked and unattended you will forfeit your full security deposit of £200 and will be liable for any damage that occurs to the hall prior to the time agreed with a member of the hall team arriving for the handover procedure.

If alcohol is to be sold a Personal Licence or a Temporary Events Licence must be obtained from the Licensing Team at Milton Keynes Council and displayed on the notice board in the bar during your function.

The hirer is responsible for obtaining any licences required for any type of function and will be responsible for observing all regulations which may be stipulated by any outside authority.

The following must not be brought into the Hall: live animals, except Guide or Hearing Dogs, anything inflammable or explosive, such as candles (with the exception of candles on cakes which will be blown out immediately), indoor fireworks or articles producing an offensive smell, steam, gas, etc.

Milton Keynes Village Hall has a policy of NO SMOKING and this must be adhered to at all times. Smoke detectors are fitted on all the ceilings throughout the building.

No fittings or fixtures may be moved or additions made to the lighting, without consent.

FIRE EXITS must not be obstructed in any way. They must be unlocked and unbolted before your function and locked and bolted after. Fire Action notices are displayed in each room of the hall and give instructions on what to do when the fire alarm is heard (or seen), please ensure you familiarise yourself with the notice instructions. After contacting the fire brigade please also ensure that you contact the Hall Coordinator or one of the name contacts in the Hirer’s Guide if the alarm goes off.

All electrical equipment brought into the Village Hall must have a current Portable Appliance Test Certificate.

No auxiliary cooking or heating equipment is permitted to be used.

The hirer is responsible for ensuring that adequate stewarding is provided throughout the period of hire and that no nuisance is caused to local residents by any means, especially the playing of loud music.

Please ask all your guests to leave the Hall and car park as quietly as possible so they do not disturb local residents.

Please do not leave valuables in the Hall overnight. Alcohol, money, food or possessions may attract a break-in.

As the hirer, you are deemed to be in charge and must be present throughout the hire period, for the purposes of the Premises Licence and to indemnify the Trustees of Milton Keynes Village Hall against fines, claims or expenses arising out of any breach of the licence from the letting. Please thorough read and adhere to the General Emergency Evacuation Plan for Milton Keynes and Broughton Village Hall, which forms part of the Hirer’s Pack.

As the hirer, you agree to indemnify Milton Keynes Village Hall against any loss, damage, claim of expenses, howsoever arising, inside or outside the Hall, caused or occasioned during your hiring.

Your event is not covered by the Milton Keynes Village Hall insurance. Please arrange your own insurance for your event and ensure that any third-party entertainers, caterers or service providers have adequate and appropriate insurance cover.

The Trustees accept no responsibility for injury to persons or loss or damage to personal belongings at the Hall.

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