As the Hall is wholly owned by the Parish, priority of hire is first given to those individuals and organisations residing within the Parish (internal). Hiring to other individuals and organisations residing outside of the Parish Boundary (external) is welcomed subject to the following. On very rare occasions a regular (external) booking may have to be cancelled in favour of a priority booking but where this occurs alternative dates and times will be offered wherever possible.

1. Length of Event

The Village Hall can be hired out for the following lengths of time:

Minimum Hire time of 2 Hours (to include Set up and Clear up time).

Shorter hire times are possible but at the special discretion of the Committee only.

Day Event: 10am to 5pm
Evening Event: 6pm until 11pm (Music to be turned off by 10.30pm)

2. Charges & Deposit

Charges – Applicable from 1st June 2023

The hall is charged on an hourly basis – please allow time for set up and clear up which will also be charged at an hourly rate.

Once Hiring Agreement has been returned, a full payment must be made at least 10 days before the event – this must include both the charges below and deposit. An invoice will be emailed. Bookings are secured on payment of Charges and Deposit.

Deposit

Half Day or Less Event: £50

Full Day Event: £100 Evening Event: £150

Deposit will be refunded within 28 days of hire provided there has been no breach to the conditions of hire. Any breech will result in all or part of the deposit retained.

Hourly Charge

Residents of Brookthorpe & Whaddon: £13ph

Voluntary Organisations / Local Businesses: £16ph

Private Individuals / Businesses: £20ph

Should anyone wish to hire the grounds only (with no access to the hall), the hourly rate will be £12.00. There is an electricity point situated outside.

1. Entry

On the day of the booking, the hall will be opened by a committee member; there will also be someone present to lock up afterwards and check the condition of the hall and equipment.

2. Conditions of Hire

The responsibility for the premises during the hiring rests with the person who made the original booking. The hirer must not be under the age of 18 and must ensure that the following conditions are always complied with.

3. Use of Premises

• Not to be used (including the car park) for any purpose other than that described in the Hiring Agreement.
•  There will be no sub-hiring.
•  Not to be used for any unlawful or unsuitable purpose
•  Does not endanger or render the insurance policies invalid.

4. Consumption & Sale Of Alcohol

We are a licensed premises so sale of alcohol at any time is available only by the committee and only when a member or members of the committee is/are present to do so by prior arrangement and agreement. A charge will be made for their attendance to facilitate this.

If no one is available then alcohol cannot be sold on the premises under any circumstances. There are no exceptions to this condition.

Where the sale of alcohol has been arranged through the committee the following act is applicable.

The Licensing Act 2003

1. You must not sell or supply alcohol to anyone under 18 years of age (maximum fine on conviction is £5000).
2. You must not allow someone else to sell of alcohol to anyone under 18 years of age
3. You must not knowingly allow the consumption of alcohol on the premises by anyone under 18 years of age; except that young people aged 16 and 17 can consume beer, cider or wine when seated at a full meal.
4. You must not knowingly sell alcohol to any person who is drunk or for a drunken person’s consumption.
5. Alcohol is defined as any drink with 0.5% of alcohol by volume. This includes all ‘low alcohol drinks’.
6. You must take account of the Licensing Objectives under the Licensing Act which are :
   •  Prevention of Crime and Disorder
   •  Prevention of Public Nuisance
   •  Public Safety
   •  Protection of Children

Brookthorpe Village Hall Conditions relating to alcohol

1. No alcohol will be sold before (1200 hrs) and after (2230 hrs).
2. Alcohol purchased in Brookthorpe Village Hall may be consumed inside and outside the Hall in the hall gardens only.
3. The Hirer must remain at Brookthorpe Village all at all times that the alcohol is sold and consumed.
4. Any person attempting to purchase alcohol who appears to be under the age of 21 shall be asked for photographic ID to ensure they are over 18 (Passport, Photo Driving Licence or Validate card) and the sale shall not be made unless ID is produced.

 

Consumption of own alcohol

If it is your intention to bring alcohol to the hall this can only be done with written consent from the committee. Under the terms of our licensing it is important we are made fully aware of the amount of alcohol likely to be brought to the hall and to what extent it will be consumed.

Due care and full responsibility rests with the hirer(s) to ensure that excessive consumption is not indulged in.

If the committee is selling alcohol then you cannot also supply your own alcohol nor allow others to bring their own.

5. Health & Safety

•  Ensure that all EXIT doors are not obstructed.
•  During Winter, when there is a possibility of snow and ice freezing and obstructing the outward opening FINAL EXIT doors, ensure that doors will open by keeping area behind the doors clear.
•  No Smoking is permitted within the premises.
•  Smokers who smoke external to the premises must extinguish the cigarette and dispose of cigarette ‘butts’ safely, these ‘butts’ must also be cleared and removed from the grounds.
•  There must be no naked flames or candles used in the Premises. (The only exception is candles on a Birthday Cake).
•  No Barbecues are to be used in the grounds, without prior agreement with the Village Hall Committee.
•  No indoor Fireworks or any Theatrical Pyrotechnics are permitted.
•  There must be no use of Fireworks in the Village Hall grounds.
•  Children or Adults must not climb any trees within the Village Hall grounds.
•  Hirers should make themselves aware of the location of Fire Fighting Equipment.
•  Hirers should make themselves aware of where the nominated Assembly Point in case of an emergency – details are by the First Aid Box in the kitchen.
•  There is a First Aid Box located in the Kitchen. (Please notify if any items are used and record any accident in the Logbook kept in the Kitchen).

6. Hall Equipment & Contents

•  Electric storage heaters are situated in the toilet area – we ask that the controls to these are not changed or interfered with in any way.
•  All chairs & tables must be returned to their original position after use. It is essential that the floors are swept and surfaces cleaned before the building is vacated. With the hall in constant use there is often insufficient time for the hall to be cleaned between events.
•  Other equipment in the hall should not be used or tampered with unless its use has been negotiated with the committee.

7. Leaving the Building

• On leaving the building it is essential that a thorough check is carried out to ensure that all external doors are shut securely and that all electricity is switched off except for the security light which should be left switched on. Checks should also be made in the kitchen and toilet areas to ensure that taps are not left running.
• Should the building not be secured and damage or loss occur to the building and/or contents then the hirer would be held responsible and the Committee reserves the right to withhold part or all the Returnable Deposit.

8. Noise

• We ask that excessively loud music is not played – this in due consideration to people living nearby: also, please note that excessive noise or unacceptable behaviour in the hall grounds resulting in complaints from neighbours will not be tolerated and may lead to the withholding of some or all the deposit.

9. Drunk & Disorderly Behaviour

• This will not be tolerated on the premises or in the vicinity. Anyone suspected of being drunk, under the influence of drugs or behaving violently or anti socially will be asked to leave immediately. This is the hirer’s responsibility.

10. Neighbours

• We would ask that due consideration be given to those living nearby during the booking and particularly when leaving the premises.

11. Hall Capacity

• The maximum number of persons allowed in the hall is 60.

12. Faults or Damages

• Any faults or damages must be reported to the secretary as soon as possible so that they can be rectified promptly.

13. Bouncy Castle

• If a bouncy castle is hired, please note that it will not be covered under the Village Hall insurance and so separate arrangements should be made. Bouncy Castles cannot be erected in the hall and so can only be used outside.

14. Rubbish

• All rubbish must be taken home.

15. Kitchen

• If using the kitchen, hirers are requested to bring their own tea towels.

16. Car Parking

• We ask that cars are parked on the asphalted area and not on the grass. Additional parking for up to 15 cars available at St Swithuns Church.

17. SMOKING – VAPING – DOGS

• Not allowed in or around the Hall grounds

18. Electrical Appliances

• Anything bought in by the hirer must be safe, in good working order and used in a safe manner.

19. Decorations

• Please remove all decorations after the event.
• No internal decorations must be put up near light fittings/heaters.
• No helium balloons are permitted.
• Do not remove any pictures/decorations that are permanently in the hall.

 

20. Animals

• No animals to enter the kitchen at any time.
• Only animals allowed into the hall as agreed by the committee on event of hiring.

21. Cancellation

• If you wish to cancel 10 days or less prior to the Hire/Event, the question of repayment or cancellation of fee(s) is at the discretion of the committee.
• Committee can cancel – by written notice in the event of: Polling station, committee considers the event may lead to a breach of licensing conditions or other legal/statutory requirements or premises are unfit for use – in these cases the hirer will be entitled to a full refund.

22. Security

• Please note the building is fitted with a CCTV monitoring system.

23. Key Holders

Victoria Smart (Secretary) Tel: 07720 499221 Email: brookthorpevillagehall@gmail.com

Paul Gaze Tel: 01452 812948