Conditions of Hire & Safety

1. Bookings, Deposits and Payments:
Bookings are secured by completion of a Booking Request Form, the payment of a deposit (£50) and acceptance by the Booking Officer of the Booking Request Form.

Fire Safety and Licencing conditions limit numbers in the main hall to 120 and to not more than 150 in the premises as a whole.

If an alcohol licence is required, then please read Annexe 1 – “Conditions related to the Sale of Alcohol” and complete the licence application/declaration on the reverse of the Booking Request Form. An additional fee will be charged.

If you request full use of the Kitchen then please read Annexe 2 – “Conditions for use of the Kitchen”

2. Cancellations:
Cancellation of the function, by the hirer, within 28 days of an event, will render the hirer liable to a charge of £25.

3. The Rates for Hire:
These are set annually (normally June). The appropriate rate prevailing on the date of the function will be charged.
For one-off events, please check with the Booking Officer . The areas available for hire are:

Main hall (optional use of kitchen and car park)

Side hall (optional use of kitchen and car park);

The stage area is not fully accessible to wheelchair users, and therefore it is not included in the hire of the main hall or the side hall. However, hirers can use the stage at their own discretion The Main & Side Hall together (optional use of kitchen).

The rates for hire apply per hour, half day or full day and depend upon which facilities are to be used. Ipplepen residents receive a discount from the full prices.

The period of hire should include all time required for preparation/setting up prior to an event, and the time for clearing up at the end of the event.

4. Setting Up and Clearing Up:
We do not have the resources (financial or people) to set up or clear away after each hirer, and this is reflected in our hire charges. However, if you have particular difficulties, please speak to us at the time of booking.

All areas used should be left clean, tidy and safe.

Chairs and tables should be stacked neatly at the back and side of the main hall, green chairs no more than 4 high, red chairs no more than 6 high and tables safely stowed in a table trolley. All furniture moved from the side hall to the main hall should be returned there after use and vice versa. A vacuum cleaner and cleaning materials are in the broom cupboard in the main hall. Please keep the tools clean and stored in an orderly way.

We do charge for any setting up and clearing up time..

5. Kitchen:
Unless otherwise stated, hire will include use of the kitchen for the making of drinks. Crockery (in unlocked cupboards) and cutlery (in the cutlery drawers) are available for general use, along with the kettle, dish washer and water boiler.

The kitchen can be hired for food and refreshment preparation and/or cooking, if requested on the booking form. For such hirers there are dual fuel cooker (6 burner gas hob plus twin electric ovens), microwave oven and fridge/freezer.

Some small cupboards (the locked ones) are for the sole use of regular hirers.

All items should be washed (manually or in the dishwasher) and put away, and the worktops and floor should be cleaned after use. The standard of hygiene is especially important. Please bring your own tea-towels, none are provided.

Kitchen users must clean-up afterwards, as per details in annexe 2. Any additional deposit that they have provided will be refunded if the cleaning is satisfactory.

6. Rubbish:
Special Pedal Bins are provided in each of the halls, for safe disposal of issue waste etc. Small amounts of rubbish can be placed in the recycling and land-fill bins outside but large amounts should be taken away by the hirer. Please separate waste correctly, and ensure use of correct bin, as per detailed instructions in the kitchen.

7 Service Charge for Utilities (Electricity, Gas & Water):
Each hirer is responsible for the payment of a “service charge for utilities”. This is determined by the number of units of electricity consumed, at a rate set by the committee. The current rate is 25p per unit (from March 2019). Meter readings at the start and end of hire should be recorded in the meter reading books (even if no electricity has been used); Main hall users to record the reading from the Main Meter and Side Hall users to record readings from the Side Hall Meter.

Please turn off all lights and electrical appliances when leaving the building; this includes the ‘sound system’ and the side hall’s electric heaters. Note that the lights in the Toilet Block are automatic and will extinguish shortly after the last person leaves, there are no switches. Ensure that all doors are closed, especially the Fire Doors.

8 Electricity:
Electrical outlets must not be overloaded. The stage lighting and electrics can only be used if agreed with the Booking Officer at the time of hire. (IADS are exempt from this.)

9 . Gas Heaters:
Nothing is to be placed upon the gas heaters’ guards. Instructions for the use of the gas heating are to be found in the Main Hall by the timer.

10. Sound and Vision Systems (including Induction Loop):
The sound system includes an Induction Loop (for hearing-aid users, with T-switch), and a Public Address system. The system is available for use by hirers, but instruction is required before it is used. Use of sound system, to be arranged at the time of booking.

The hall is equipped with projector, large screen and loudspeakers for slide shows and for film shows. These are also available, but instruction is required before it is used. Use of vision system, to be arranged at the time of booking.

11. Telephone:
A landline telephone is provided in the Entrance Lobby which is provided for Emergency Use only. Outgoing calls can only be made to:
a. 119 – if you have Covid-19 Symptoms
b. 111 – for NHS advise,
c. 999 – for Emergency calls to Police, Ambulance or Fire Service

12. Wi-Fi:
Free access to the internet is provided via Wi-Fi. See notice boards for how to access this.

13. Toilets:
Toilets are available and accessed from the entrance lobby, including a unisex disabled one. Please dispose of bulky paper items and ‘towels’ in the bins provided. We reserve the right to charge for blockages caused by disposal via the toilets.

14 Damage:
We aim to keep the hall in a good and comfortable condition. Therefore, please do not use tape, drawing pins, staples or glue, nor affix any items to any parts of the building structure, including walls or paintwork. Any damage (accidental or otherwise) should be noted in the Accident Report/Comment Book and reported to the Booking Officer at the end of the hire period. We reserve the right to charge for all damage caused. Should you so wish, decorations may be tied to the hooks in the ceiling or affixed to woodwork using blue-tac (but not on walls!). For permitted decorating there are step ladders available, behind the stage. Please do not work at height unless a second person is present to assist you.

15. Fire Procedures:
Candles and other naked flames are not permitted. The hirer and/or their representative should make themselves aware of the hall’s “Fire Safety Procedures”. These are also on display on the Notice Board in the main hall.

16. Car Park:
A limited number of parking spaces are available in the car park. Please leave the disabled spaces clear to be used by disabled persons. Please note that when there are concurrent events, one in the Main Hall and another in the Side Hall, then users from both events may be using the car park. Also, The Gate to the Car Park is to be locked overnight, so the last person leaving from an evening booking should close the main gate and use the padlock and chain to lock it provided there are no cars in the car park. Details of how to “Access to the Village Hall” are set out in a document that will be issued to hirers once their bookings are confirmed – this sets out how to open the gates and how to obtain the key for the hall.

17. Licence for use of the Hall:
The Village Hall has a “Premises Licence” from Teignbridge District Council which defines what types of activities are permitted in the hall – for details see clauses a. to c. of the full Licence. If your activity requires any additional type of Licence it is your responsibility to obtain it.

a. Entertainment Licence: We are licenced for the purpose of public entertainment (Monday – Saturday, 10am to 1am and Sunday, 10am to midnight). The Main Hall seating capacity is 120 with a total premises capacity of 150. If your event requires this type of licence, please speak to the Booking Officer and refer to the information displayed on the notice board in the main hall.

b. Licence for Public Performance of Plays and Films: We are licenced for the performance of plays and films. If your event requires this type of licence, please speak to the Booking Officer and refer to the information displayed on the notice board in the main hall.

c. Alcohol Licence: We hold a Premises Licence which permits alcohol to be sold for consumption on the premises, between Noon and Midnight only, subject to certain special conditions. If you wish to sell alcohol you must apply to us for use of this licence for each such event. The rules that will then apply are laid down by the committee and they are set out in annexe 1 of this document. These must be strictly adhered to.

A charge will be made if you are allowed to use this aspect of the licence. Should the committee decline your request, for whatever reason, you will not be allowed to sell alcohol!

It is permitted to supply alcohol at no charge to those attending your event for consumption on the premises, this must be stated on the Booking Form.

18. Insurance:
Our insurance includes:
a. Contents – for items belonging to the Village Hall Committee;
b. Public Liability – includes cover for all non-profit making organisations and individuals while they are using the hall, but excludes hire for commercial purposes. If the hall is hired for commercial use, we require proof that the hirer has their own public liability insurance in place. A photocopy of the insurer’s current certificate to be provided with the booking form.
c. Employers Liability – includes “voluntary workers”;
d. Personal Accident – limited to people between 12 and 80 years old.

19. No Smoking:
It is against the law to smoke within the Hall. Furthermore, as a person hiring the Hall, you are required to ensure compliance with this law, during the period of your hire. Should someone attempt to smoke:
a. Draw the person’s attention to the no-smoking signs and ask them to stop smoking or go outside the building to smoke;
b. Explain that it is a criminal offence to smoke in a smoke-free area;
c. Remind the person that under the law you have responsibilities to prevent smoking and that you could both be fined;
d. Make an entry in “the Comment Book”, so that the Village Hall Committee are aware of the incident. Note that the front entrance porch is not a “permitted smoking area”, because it is “substantially enclosed”.


20. Access for the Disabled:
a. Wheel-chair access is provided, through the main entrance and through the entrance to the side room.
Also the fire exit doors from the main hall are fully accessible for wheelchair users. The fire exits at the rear of the stage are for use, in the event of an emergency, for non-wheelchair users, operating on the stage at the time of the emergency.

b. A unisex accessible toilet (for wheelchair users) is available off the main lobby.

c. The Sound System includes facilities for hearing-aid users (via their “T-Switch”); it is the responsibility of the hirer to familiarise themselves with the operation, at the time of booking.

d. The stage area is not accessible to wheelchair users, and is therefore not available for general hire. However, hirers can use the stage at their own discretion.

e. All hirers are responsible for familiarising themselves with access procedures (including managing emergency evacuation of the building).

21. Dogs:
No Dogs, apart from “assistance dogs” are to be brought into the hall. This restriction may sometimes be lifted, for special events, pre-arranged with the Bookings Officer.

22. Keys:
Hirers will be provided with a key for the main entrance door (it also fits the locks for the entrance to the side room, the kitchen and main hall doors). The key will be available from the Bookings Officer, shortly before the event and it is to be returned immediately after.

Other keys are available for the sound system and the windows, available in the Kitchen. Hirers will be charged for loss of keys.

23. Accident Report/Comment Book:
Please record any accidents, incidents or problems in the “Accident Report Book”, in the kitchen, to make the committee aware of any issues or difficultie

All hirers are required to sign the Booking Request Form declaring that they will adhere to these special conditions

For alcohol consumed within the Premises (i.e. within the Village Hall), between Noon and Midnight, there are the following additional conditions:

1. Groups and hirers will be required to comply with health and safety legislation.

2. All the conditions attached to the premises licence are available to view on the notice board in the main hall.

3. The sale or provision of alcohol on the hired premises is not permitted except by prior permission of the Hall Committee.

4. Where the sale or provision of alcohol is permitted the hirer will comply fully with the committee’s requirements and with the licensing laws. The hirer confirms that they are aware of and will comply with the laws and the requirements of the committee. In addition, the hirer confirms that they are aware of and will comply with the four licensing objectives. These are:
A. The prevention of crime and disorder.
B. Public safety.
C. The prevention of Public Nuisance.
D. The protection of Children from Harm.

5. Alcohol may not be sold for a price which is less than the permitted price (i.e. Duty plus VAT).
For a Calculator, visit:
www.gov.uk/government/publications/banning-the-sale-of-alcohol-below-the-cost-of-duty-plus-vat

6. The person or persons 23 yrs (or over) authorised by the committee to sell alcohol must be present for the entire duration of the hiring, and remain sober during the evening. No person under the age of 18 years shall be permitted to sell or supply alcohol on the premises.

7. No person under the age of 18 shall be allowed at the bar. Also, the “designated person” will be responsible to ensure that under age persons are not served with alcohol. All persons who appear to be under age are to be asked for proof. This must include a Photo, Date of Birth and either a Holographic mark or an Ultraviolet Feature. Should they fail to do so, they should not be served.

8. Alcohol must not be sold to any person who is drunk or heavily under the influence of alcohol.

9. All customers are to be made aware that Beer, Cider and Larger are available in half-pint glasses, spirits in 25ml or 35ml measures and wine in 125ml measures. These measures must be displayed on a menu, price list or other printed material. Where a customer fails to specify the quantity they want they must be made aware these measures are available.

10. If the committee feel that extra door or supervision should be required, the hirer will be responsible for engaging, at their own expense the number of Security Industry Licenced Door Staff stipulated by the committee for the duration of the event.

11. No items likely to cause damage to the floors etc. shall be brought into the premises or allowed to remain without necessary precautions being taken by the hirer to safeguard Village Hall property.

12. It is the duty of the hirer to ensure that users leave the premises and disperse and do not cause a nuisance to occupiers of adjacent or other premises in the vicinity.

13. A Member of the committee may visit the premises unannounced to ensure that the rules are being observed.

14. Should there be serious disorder or the rules laid down by the Hall Committee are broken, the Hall Committee retains the right to refuse any application from that person or organisation in the future.

15. The sale of alcohol shall cease immediately, irrespective of the time previously agreed upon, when instructed to do so by the licence holder or their duly authorised representative.

This statement of policy and procedures applies to users of, and activities in, Ipplepen Village Hall and any ancillary activities which are the responsibility of the Village Hall Trustees.

The Ipplepen Village Hall Trustees, their staff and volunteers have a duty to safeguard all vulnerable users of the hall and its premises.

They should respond to any concerns they may have regarding the physical, sexual, emotional or psychological safety of a child, young person or vulnerable adult or concerns relating to discriminatory or financial violation or exploitation of a child, young person or vulnerable adult.

This policy is in place to protect all children, young persons or vulnerable adults regardless of gender ethnicity, disability, sexuality, religion or faith. This policy applies to all users of the village hall and its environs managed by the Trustees.

The welfare of the child, young person or vulnerable adult is paramount and is the responsibility of everyone. All children, young people and vulnerable adults, without exception, have the right to protection from abuse, whether physical, verbal, sexual, bullying, exclusion or neglect. Bullying, shouting, physical violence, sexism and racism towards children, young people and vulnerable adults will not be permitted or tolerated and may well be crimes. All Hall users must have their privacy respected and dignity preserved at all times.

The responsibility for ensuring the safety of children, young people or vulnerable adults while at the hall rest with the individual or organisation hiring the hall.

All Village Hall Trustees, staff and volunteers need to be aware of this Safeguarding Policy

All suspicions or allegations of abuse against a child, young person or vulnerable adult will be taken seriously and dealt with speedily and appropriately.

There will be a nominated and named Child Protection and Vulnerable Users representative (see appendix) to who any suspicions or concerns may be reported.

No member of the Trustees, helpers or other volunteers or staff will have unsupervised access to children, young people or vulnerable adults.

The trustees will endeavour to keep the premises safe for use by children, young people and vulnerable adults and they recognise that a higher standard of safety is required where use is made by small children, those who cannot read safety notices and physically disabled adults.

Any organisations or individuals hiring the hall for the purposes of holding activities involving children, young people or vulnerable adults must confirm by signing the terms and conditions of booking that they have read this Policy Document.

The Trustees will ensure that hirers are made aware of their obligations under the Licensing Act 2003 to ensure that alcohol is not sold to those under the age of 18. The Trustees will ensure that hirers are aware that no children may be admitted to films when they are below the age classification for the film or show.

This policy and procedures will be reviewed annually at the Annual General Meeting and updated as appropriate in the interim periods.

Any Trustee or user of the Village Hall should be aware that if they have a concern about a child or young person they should contact the Multi-Agency Safeguarding Hub (MASH) on 0345 155 1071 or email mashsecure@devon.gcsx.gov.uk. If they think a vulnerable adult is being abused in any way they should contact Care Direct on 0345 1551 007 or email csc.caredirect@devon.gov.uk. If they consider a child, young person or vulnerable adult to be at immediate risk they should contact the Police by telephoning 999. Further details can be found at https://new.devon.gov.uk/

All Village Hall Trustees are advised to read and be aware of the Parents and Carers Page of the Devon Children and Families Partnership (https://www.devonchildrenandfamiliespartnership.org.uk/parents-carers/ )

An annual review will take place following the AGM to allow for any required up-date of policies and or procedures following the expectations of Government and Devon County Council. New Village Hall Trustees must be made aware of this policy and understand their responsibilities.

A copy of the policy will be available on the website and displayed in the village hall. Hirers must have their attention drawn to it.

Organisations hiring the hall for activities for children will be asked to confirm that they have suitable Child Protection policies in place before the first booking commences. Individuals hiring the hall for activities for children will be made aware of this policy. Organisations hiring the hall for activities specifically involving vulnerable adults will be asked to confirm that they have a suitable Vulnerable Adults Protection policy before the first booking commences. Other organisations hiring the hall whose activities may involve vulnerable adults will be made aware of this policy.

If the premises is used by more than one hirer, the attention of hirers will be drawn to the need to ensure that children and vulnerable adults are supervised when using toilets.

The supervision of all groups remains the responsibility of the people who hire the hall and sign the terms and conditions of booking.

Appendix
The nominated Child Protection and Vulnerable Adult representative is
Alistair Dewhirst, Village Hall Trustee
Tel 01803 812958 – alistair.dewhirst@teignbridge.gov.uk

The representative will have responsibility for reporting any concerns that may arise, as a matter of urgency, to the local authority Child Protection and Vulnerable Adult agencies or the Police as appropriate.

The nominated person should:

know who to contact for advice and referrals

know about helplines and other sources of help for children and young people and vulnerable adults

ensure that there is an environment in which Trustees and users of the Hall have the opportunity to raise any child protection or vulnerable adult protection concerns.

Ipplepen Village Hall – Escape Routes