To make enquiries about booking the hall or parts of it please contact us via bookings@oakwoodhillvillagehall.org

Once you have decided what you would like to book (and provided it is something we can do) please click on this link. You will then be able to make an online booking. 

There is some additional information on our ‘What’s Here’ to assist with your booking enquiry. 

Conditions of Hire -Hall Hire Agreement 

These standard conditions apply to all hiring of the Hall. If the Hirer is in any

doubt as to the meaning of the following, the Hall administrator should be

consulted immediately

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, and the behaviour of all persons using the premises in

whatever capacity, including proper supervision of car parking arrangements

to avoid the obstruction of the highway. As directed by the Committee, the

Hirer shall make good or pay for all damage (including accidental damage) to

the premises or to the fixtures, fittings, or contents and for loss of contents.

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 allow

the premises to be used for any unlawful purpose or in any unlawful way not

do anything or bring onto the premises anything which may endanger the

same or render invalid any insurance policies in respect thereof nor allow the

sale or consumption of alcohol thereon without indicating such

consumption on the Hire Agreement.

2. Licenses

The Hirer shall be responsible for obtaining such licenses (with consent from the

Committee) and for any temporary event notice as may be needed whether for

the sale or supply of intoxicating liquor or any other activity. No intoxicating

liquor shall be supplied to or sold to any persons appearing to be under the age

of 18 years or to persons appearing to be inebriated.

If any persons seeking to purchase alcohol at any event appear to be under the

age of 18 years, proof of identity will be required to verify the age of the person.

Where appropriate the Hirer should return with the Hire Agreement a copy of their

PPL (Public Performance) License.

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

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, (as displayed on notices within the Village Hall) particularly in

connection with any event which includes public dancing or music or other

similar public entertainment or stage plays.

Where appropriate, the Hirer should return with the hire agreement a copy

of the Hirer’s Public Liability Insurance Certificate providing evidence of cover

in the event of injury to third party persons or damage to third party

property.

5. Health Hygiene and Safety

The Hirer shall, if preparing serving or selling food, observe all relevant food,

hygiene legislation and regulations.

The Hirer shall not allow any activity to take place that is inherently unsafe (see

copy of Health and Safety at Work displayed in the Village Hall).

There is a chair trolley available in the hall for moving chairs which are stacked

(no more than 10 at a time) which is always available for use by the Hirer.

Large tables should be moved by 2 persons in the interests of Health and

Safety.

There is also a special tool available to assist in folding down table legs.

No responsibility is accepted by the Committee for injury caused by failure to

observe these requirements.

6. Electrical Appliances

The Hirer shall ensure that any electrical appliances brought by them onto the

premises and used there, have been subject to a Portable Appliance Test

(PAT)within the last year by a trained person and is found to be safe and in good

working order, and used in a safe manner. Where a residual circuit breaker is

provided in the terms of the PEL, or CPL the Hirer must make use of it in the

interests of Public Safety.

7. Indemnity

The Hirer shall indemnify and keep indemnified each member of the

Committee and their employees, volunteers, agents, and invitees against (a)

the cost of repair of any damage done to any part of the premises including

the curtilage thereof of the contents of the premises and (b) all claims in

respect of damage or loss of property or injury to persons arising as a result of

the use of the premises (including the storage of equipment) by the Hirer.

Where there is a potential safety risk e.g. the use of a Bouncy Castle or similar,

the Hirer shall ensure that either the hirer of the equipment has adequate

public liability insurance or must themselves arrange adequate insurance to

insure the Hirer and members of the Hirer’s Organisation and invitees against

all claims arising as a result of the hire and on demand shall produce the policy

and current receipt or other evidence of cover” to the Hall Administrator.

Failure to produce such policy and evidence of cover on demand will render

the hiring void and permit the Committee to rehire the premises to another

hirer.

8. Accidents and Dangerous Occurrences

The Hirer must report all accidents involving injury to the public to a member

of the Committee as soon as possible and complete the relevant section of

the Village Hall’s Accident and Damage Book. The accident and damage book

is situated to the left as you enter the entrance lobby below the notice board.

Any failure of equipment either that belongs to the Village Hall brought in by

the Hirer must also be reported as soon as possible. Certain types of accident

or injury must be reported on a specific form to the Local Authority. The Hall

administrator may be able to give assistance in completing this form, which is

in accordance with the Reporting of Injuries, Diseases and Dangerous

Occurrences Regulations 1995. (RIDDOR)

9. Animals

The Hirer shall ensure that no animals (including birds) except assistance dogs

or dogs in training are brought into the premises, other than for a special event

agreed by the Committee.

No animals whatsoever are permi t ted t o enter the kitchen at any time unless

agreed by OHVH Committee.

10. The Children Act (1989)

The Hirer shall ensure that any activities for children under 8 years of age comply

with the provisions of The Children Act 1989 and that only fit and proper persons

have access to the children (in the meaning of the Act)

All children under the age of 14 years of age (or of any age who are unable to

be fully responsible for themselves) MUST be always accompanied by an

adult.

11. 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 and

shall indemnify and keep indemnified each member of the Committee

accordingly against all actions, claims and proceedings arising from any breach of

this condition. Failure to observe this condition may lead to prosecution by the

Local Authority.

12. Sale Of Goods

Any hirer selling goods on the premises shall comply with the Fair-Trading

Laws and any code of practice used in connection with such sales.

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 also that

any discounts offered are based only on Manufacturers’ Recommended Retail

Prices.

13. Cancellation

If a Hirer wishes to cancel before or on the date of the booking payment of the

cancellation charges will be required. A cancellation fee will be required in any

event of ANY cancellation of hire. This will apply to ALL cancellations and covers

some of the costs to OHVH of administration and time incurred in seeking a

replacement booking or defraying lost income.

Cancellation fees apply as follows:

28-21 days before event 25% of hire fee

21-14 days before event 50% of hire fee

14-7 days before event 75% 0f hire fee

Less than 7 days before event 100% of hire fee

The Committee reserves the right to cancel any hiring by written notice to the

Hirer in the event of:

• Premises being required as a Polling Station for Parliamentary or Local

Government or similar event.

The Committee reasonably considering that (i) such hiring may lead to a breach

of licensing conditions or other legal or statutory requirements and/or (ii)

unlawful or unsuitable activities are likely to take place at the premises because

of the hiring, bearing in mind that the premises are essentially a church owned

hall.

The premises becoming unsuitable for the use intended by the Hirer.

In any such case, the Hirer shall be entitled to a refund of any deposit already

paid but shall not be liable to the Hirer for any resulting direct or indirect loss or

damages whatsoever.

14. Conclusion of Hire

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 by a Committee member) and any contents temporarily removed

from their usual positions properly replaced, otherwise the Committee shall be

entitled to make an additional charge.

15. Noise

The Hirer shall ensure that the minimum amount of noise is made on arrival

and departure, particularly late at night and early in the morning. All music

must cease by 23.00 hours.

16. Stored Equipment

The Committee accepts no responsibility for any stored equipment or other

property brought on to or left at the premises and therefore all liability for loss

or damage is hereby excluded. All equipment and other property (other than

stored equipment) must be removed at the end of each hiring period –

otherwise fees will be charged for each day or part of a day until the items

are removed.

If the Hirer fails to remove any stored equipment or to pay any storage

charges due within 7days after the agreed storage period has ended or if

within 7days after the hiring, the Hirer fails to remove any other property brought

on to the premises for the purposes of the hiring, the Committee may dispose

of any such items by sale or otherwise on such terms as they think fit, and

charge the Hirer any costs incurred in that sale or disposal.

17. Alterations

No alterations or additions may be made to the premises, nor may any

fixtures be installed, or placards, decorations or other articles be attached in

any way to any part of the premises without the prior written approval of the

Committee. Any alteration, fixture or fitting or attachment so approved shall

at the discretion of the Committee remain in the premises at the end of the

hiring and become the property of the Village Hall or be removed by the Hirer

who must make good to the satisfaction of the Committee any damage

caused to the premises by such removal.

Under no circumstances should posters or advertisements, decorations

organised by Hirers be attached to the walls or doors of the Hall. No drawing

pins should be used in the hall. lf posters are temporarily required for the

function in question, they should be displayed with blu-tac and removed very

carefully at the end of each function. Any damage caused by decorations should

be made good by the Hirer to the satisfaction of the Committee.

18. Rights

The hiring agreement constitutes permission only to use the premises and confers no

tenancy or other hire.