These standard conditions apply to all hiring of the village hall. If the Hirer is in any doubt as to the meaning of the following, the Booking Administrator or Chairperson should be consulted.

1. Supervision

The Hirer shall, during the period of the hiring be responsible for supervision of the premises, the fabric, and the contents, their care, safety from damage however slight or change of any sort, and the behaviour of all using the premises. Children are to be supervised at all times.

2. Use of Premises

The Hirer shall not use the premises for any purpose other than that described in the Hiring Agreement and shall not sub-hire or use the premises or to be used for any other purpose or in any lawful way.

3. Gaming, Betting and Lotteries

The Hirer shall ensure that nothing is done on or in relation to the premises in contravention of the Law relating to gaming, betting and lotteries.

4. Public Safety Compliance

The Hirer shall comply with all conditions and regulations made in respect of the premises by the Fire Authority, Local Authority or otherwise, particularly in connection with any event which includes public, music or other similar public entertainment or stage plays or at which alcohol is sold or provided or which is attended by children.

5. Fire Safety

The Hirer must comply with the Fire Conditions displayed in the Entrance Hall. Means of escape of exit from the premises must be kept free from obstruction and immediately available for immediate public exit. The Hirer must identify Fire Exits to all those attending at the start of the event. The emergency lighting is operated automatically. The Hirer shall call the Fire Brigade to any outbreak of fire, however slight, and details there after shall be given to Booking Administrator or Management Committee.

6. Health & Hygiene

The hirer shall, if preparing, serving or selling food, observe all relevant food health and hygiene legislation and regulations.

7. Electrical and Appliance Safety

The Hirer shall ensure that any electrical appliances brought by them into the premises and used there shall be safe, in good working order, and in a safe manner in accordance with the Electricity at Work Regulations 1989.

8. Indemnity

The Hirer shall immediately notify at the end of the hire period any damages caused and will indemnity the committee for cost of repair of any damage to any part of the property including the curtilage of the buildings, which may occur during the period of hire as a result of the hiring. The Village Hall is insured against any claims arising out of it’s own negligence but it’s insurance does not cover liability any of the hirer.

9. Accidents and Dangerous Occurrences

The Hirer must report all accidents/incidents in the Hall’s Accident/incident book located in the community room and inform the Booking Administrator or Management Committee as soon as possible. Any failure of equipment, either that belonging to the hall or brought in by the hirer, must also be reported as soon as possible. Certain types of accident/incidents or injury must be reported on a special form to the local authority. The Hall Chair will give assistance in completing this form. This is in accordance with the Executive Reporting of Injuries, Diseases, and Dangerous Occurrences Regulation 1995

10. Animals

The Hirer shall ensure that no birds or animals except guide dogs are brought into the hall, other than a special event agreed by the Management Committee. No animals whatsoever are to enter the kitchen at any time.

11. Child Protection and Compliance of The Children’s Act 1989

The hirer shall ensure that any activities for children comply with the provisions of the relevant legislation, regulation and that only fit and proper persons have access to the children. For a private event involving “Family & Friends”, that adequate supervision is provided for those less than 16 years of age and special attention is paid to those less than 8 years old at all times.

12. Fly Posting

The Hirer shall not carry out or permit fly posting or any other form of unauthorised advertisements for any event taking place at the premises or elsewhere.

13. Sale of Goods

The Hirer shall, if selling goods on the premises, comply with Fair Trading, including alcohol and any code of practice used in connection with such sales.

14. Smoking

Smoking is forbidden by Law on the Village Hall premises.

15. Drunk & Disorderly Behaviour and supply of Illegal Drugs

The Hirer shall ensure that in order to avoid disturbing neighbours to the hall and avoid violent or criminal behaviour, care shall be taken to avoid excessive consumption of alcohol. NO illegal drugs may be brought onto the premises.

16.Noise

The Hirer shall ensure that the minimum of noise is made on arrival and departure, particularly late at night and early morning.

17. Heating / Explosives & Flammable Substances

The hirer shall ensure that NO unauthorised heating appliances shall be used on the premises. Highly flammable substances are NOT brought into or used in any part of the premises and the hirer must not bring in or not store fireworks in the village hall. The hirer must ask permission to let off fireworks on the outside patio. NO decorations are to be put up near light fittings or heaters / radiators.

18. Physical Activities

All hirers should make sure that furniture around the perimeter of the hall does not impede their activities and remind users that the badminton court has limited space beyond the base lines and that the apron of the stage projects over the hall floor.

19. Cancellation by the Management Committee

The Committee reserves the right to cancel hiring in the event of the hall being required for use as a Polling Station for a Parliamentary or local Government elections or bye-election, in which case the Hirer shall be entitled to a refund of any fee already paid. Southwick Village Hall is held on strict trust with The Charity Commissioners for the purpose of the Village Hall. The Management Committee is bound to ensure that the hall is administered in accordance with it’s Trust Deed.

20. Cancellation by the Hirer

Should the hirer wish to cancel the booking the following rate will be applied: Provided 28 days notice of cancellation is provided, we will return your deposit. In exceptional cases, we would consider a shorter notice period for the return your deposit.

21. End of Hire

The Hirer shall be responsible for leaving the premises and surrounding area in a clean and tidy condition, properly locked and secure. All equipment used, including tables and chairs to be packed away safely. Bagged general waste, Recycling in the named kitchen bins. Food waste to be taken home.

Revised November 2025