Terms and Conditions


Horton and Chalbury – Standard Conditions of Hire

For the purposes of these conditions, the term HIRER shall mean an individual HIRER, or where the HIRER is an Organisation, the authorised representative. Please consult a Committee member should any of the following need clarification.

The HIRER will, 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 persons using the premises whatever their capacity; including proper supervision of car parking arrangements so as to avoid obstruction of the highway [the hall can accommodate 30 car parking spaces plus 2 disabled]. The HIRER shall ensure that the minimum of noise is made on arrival and departure. The Village Hall Committee reserve the right to put an immediate stop to any event which in their opinion is in breach of the conditions of hire. The hall can accommodate a maximum of 100 persons for any one event. Doors and windows at the hall must not be left open after 8.00 p.m. in compliance with the Premises Licence for the Hall.
The HIRER shall not use the premises for any purpose other than that described in the Hiring Agreement and shall not sub-let or use the premises or allow the premises to be used for any unlawful purpose or in any unlawful way nor do anything or bring onto the premises anything which may endanger the same or render invalid any insurance policies in respect thereof.

The HIRER shall ensure that no drawing pins, sellotape or other similar materials are used to fix items to any part of the Hall.  There is a wooden picture rail around the hall for the hanging of decorations/bunting across the room

The Hall holds a Premises Licence under the provision of the Licensing Act 2003. In general, it permits regulated entertainment in the hall between the hours of 0900 and 2300 daily with the exception of Sundays when the hours are 0900 and 2200. The HIRER shall observe the permitted regulated activities. A copy of the Hall Premises Licence may be viewed if required and the HIRER shall be deemed to have had notice of the permitted activities. If the HIRER wishes to operate an event outside these regulated activities the HIRER may, with the prior agreement of the Committee, apply for a Temporary Event Notice [TEN] for the event from East Dorset District Council and any fee for this notice shall be paid by the HIRER.
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.
The HIRER shall comply with all conditions and regulations made in respect of the premises by the Fire Authority, Local Authority, the Local Magistrates’ Court or otherwise, particularly in connection with any event which includes public dancing or music or other similar public entertainment or stage plays. The HIRER should nominate a responsible person to communicate the FIRE ACTION PLAN and FIRE ASSEMBLY points detailed on the notice board.
The HIRER shall, if preparing, serving or selling food, observe all relevant food health and hygiene legislation and regulations.
The HIRER shall ensure that no smoking takes place anywhere in the building, in compliance with the No Smoking in Public Places Act.
The HIRER shall ensure that any electrical appliances brought by him to the premises must have been tested under the Institution of Electrical Engineers (IEE) regulations and be safe and in good working order.
The HIRER shall indemnify the Committee for the cost of repair of any damage done to any part of the property including the curtilage thereof or the contents of the buildings which may occur during the period of the hiring as a result of the hiring. The HIRER shall be responsible for making arrangements to insure against any third party claims which may lie against him or her (or the organisation if acting as a representative) whilst using the Village Hall. The Village Hall is insured against any claims arising out of its own negligence.
The HIRER must report all accidents involving injury to the public to a member of the Management Committee as soon as possible.  Any failure of equipment either belonging to the hall or brought in by the HIRER must also be reported as soon as possible.  Certain types of accident or injury must be reported on a special form to the local authority.  The Hall Secretary will give assistance in completing this form.  This is in accordance with the Executive Reporting of Injuries, Diseases and Dangerous Occurrences regulation 1995.
The HIRER shall ensure that no animals (including birds) except guide dogs are brought into the hall, unless special permission has been obtained from the Management Committee.
The HIRER shall ensure that any activities for children under eight years of age comply with the provisions of The Children Act of 1989 and that only fit and proper persons have access to the children. To comply with Health and Safety Regulations all children must be properly supervised by a responsible adult at all times.
The HIRER shall not carry out or permit fly posting or any other form of unauthorised advertisements for any event taking place at the Hall, and shall indemnify the Committee accordingly against all action, claims and proceedings arising from any breach of this condition. Failure to observe this condition may lead to prosecution by the local authority.
The HIRER shall, if selling goods on the premises, comply with Fair Trading Laws and any code of practice used in connection with such sales. In particular, the HIRER shall ensure that the total prices of all goods and services are prominently displayed, as shall be the organiser’s name and address and that any discounts offered are based only on Manufacturer’s Recommended Retail Prices.
If the HIRER wishes to cancel the booking before the date of the event and the Committee is unable to conclude a replacement booking, the question of the payment or the repayment of the fee shall be at the discretion of the Committee and will normally be in accordance with the Cancellation Policy stated on the Booking Form.
The Committee reserves the right to cancel a hiring in the event of the hall being required for use as a Polling Station for a Parliamentary or Local Government election or by-election, in which case the HIRER shall be entitled to a refund of any money already paid.
In the event of the hall or any part thereof being rendered unfit for the use for which it has been hired, the Committee shall not be liable to the HIRER for any resulting loss or damage whatsoever.
The Committee reserves the right to refuse a booking without notice or to cancel a Hiring Agreement at any time whether before or during the term of the agreement upon giving 7 days notice in writing to the HIRER. The HIRER shall be entitled upon such notice to reimbursement of such monies including the deposit or a proportion of the same as have been paid by the HIRER to the Committee but the Committee shall not be liable to make any further payment to the HIRER.

The HIRER shall be responsible for leaving the premises and surrounding area in a clean and tidy condition, properly locked and secured unless directed otherwise and any contents temporarily removed from their usual positions properly replaced, otherwise the Committee shall be at liberty to make an additional charge.