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Conditions of hire

CONDITIONS OF HIRE & INFORMATION FOR HORDLE WI HALL HIRERS

18 Ashley Lane, Hordle, HAMPSHIRE SO41 0GA (Reg. Charity 299798)

Please note this address should not be used for enquiries, booking correspondence or delivering cheques or cash.
Managed by a committee of Hordle WI members who on the 28 March 2023 agreed the following hall conditions.

PLEASE BE AWARE THAT THE ENTIRE BUILDING IS A NON-SMOKING AREA AND THAT THIS INCLUDES NO VAPING. SMOKE MACHINES OR SIMILAR DEVICES ARE ALSO FORBIDDEN
All hirers must be over 18 years of age and accept responsibility for checking that Health & Safety and Fire regulations are adhered to. The Trustees reserve the right to refuse hire of the hall and other equipment.

  • The number of persons occupying the hall at any one time must not exceed 100.
  • All Fire exits to be kept free of obstructions at all times.
  • All users are to be advised each meeting of the fire exits and the car park assembly.
  • The evacuation of all persons, in line with “The Fire Procedures” on the Notice Board & Exit doors are to be followed.
  • You should consider the health and safety of all occupants during their time together, ensuring proper supervision of their behaviour in the hall
  • Any property of the hirer or user is used entirely at the hirers or users’ risk. Hirers are to make their own provision for all insurance & public liability cover.
  • All electrical appliances brought on to the premises for use in the hall must be safe, in good working order and used in a safe manner. (P.A.T. is recommended)
  • If slide projectors, or any other electrical items have trailing power cables across any gangway, mats can be found at the front of the stage, to be used to cover the wires to prevent accidents.
  • Two people must carry tables and the chair trolley is to be used, please do not drag furniture across the floor.
  • Please be aware the following is not allowed:
    • Heating of the hall is pre-set by the WI Committee, so please do not attempt to interfere with the controls, switches, boiler or thermostat.
    • The use of loud discos and reproduction of any music likely to cause annoyance to the public
    • The playing of music must stop by 11pm
    • The sale of alcoholic drink is strictly forbidden, unless a Temporary Event Notice (TEN) has been obtained and copy sent to This email address is being protected from spambots. You need JavaScript enabled to view it. However, consumption is allowed if supplied without charge by the hirer.
    • Nothing should be stuck to the walls or floor for any reason.
    • Stiletto heels should not be worn as they damage the wooden floor.
    • The Hall Stage is out of bounds to individuals under 18 unless supervised by an adult and a hirers risk assessment sent to This email address is being protected from spambots. You need JavaScript enabled to view it.
    • Bouncy Castle, inflatable devices and disco roller skating are not permitted inside or outside of the WI Hall.

PLEASE NOTE

  1. Please ensure to sign the hall register in grey folder (stored in the wire rack, to the right of the double entrance doors to the hall) indicating the date and time of entry and exit from the hall.
  2. Please read and adhere to Hordle WI Risk Assessment displayed on the notice board. If you would prefer an electronic copy, please advise This email address is being protected from spambots. You need JavaScript enabled to view it.
  3. Please note you are responsible for raising a Risk Assessment for your own activity and if asked should send a copy to This email address is being protected from spambots. You need JavaScript enabled to view it.
  4. Any damage, breakage or malfunction of equipment provided, to be reported, by recording details in the “Accident/Incident Book” (Stored in the wire rack to the right of the double entrance doors to the hall) and please advise This email address is being protected from spambots. You need JavaScript enabled to view it.
  5. The First Aid box is in the kitchen, in a cupboard marked FIRST AID. Please ensure you record any minor/major accidents that occur in the “Accident/Incident” book stored in the wire rack and list any first aid items used and advise This email address is being protected from spambots. You need JavaScript enabled to view it.
  6. All furniture to be placed to its original position, chairs to be stacked no more than five high, hall and kitchen blinds lowered and kitchen fire door closed.
  7. The hall must be left in a clean and tidy condition. Cleaning equipment is available in the store room by the stage.
  8. As we do not have a council bin collection, all rubbish to be REMOVED by the hirer on leaving.
  9. Ensure to insert a new black bag into the bin cylinder, found in the hirers cleaning cupboard.
  10. Should anything not be left in a clean and useable condition, an additional charge will be made for the cost of replacing, repairing breakages and cleaning costs.
  11. Regular hirers first month’s session to be paid in advance prior to the first hire date, thereafter invoiced monthly and payment to be paid by BACS within 14 days of date of invoice.
  12. The single use hire fee is to be paid 4 weeks in advance or immediately if hire date is less than 4 weeks away.
  13. For single use hire an additional security fee of £50.00 is charged.
  14. Should there be any damage, breakages or the Hall is not left clean and in a useable condition the security fee will be retained
  15. Any cancellation taking place less than 14 days prior to the date of the booking will be liable to 50% of the hire fee. This applies to both regular and one-off booking.


KEY HOLDER CONDITIONS FOR REGULAR BOOKINGS
Regular hirers are permitted, with the discretion of the WI Committee, to hold a key. With the following conditions made clear, Hordle WI Committee reserve the right to withdraw keys from regular holders if you do not abide by the following conditions.
You, the person booking the Hall will become the Key Holder. In the rare instance this is not the case, (please advise the WI Committee when booking the hall) and you will both be jointly responsible for the condition in which the Hall is left.

  1. You are not to make copies of the key.
  2. Key holders, consent to their name, address, telephone number, email and signature being stored on the WI Hall’s Key Holder register.
  3. In addition to leaving the Hall in a safe and secure manner, you are responsible for ensuring all windows are shut including the one window in the hall, lowering the blinds, shutting the kitchen fire door and locking the main front door at the end of your session,
  4. The key is to remain in your possession and not be lent out to anyone else.
  5. The key remains the property of Hordle WI and must be returned when a regular booking is cancelled if not a lock replacement fee plus keys will be applied based on applicable costs at the time.


All other hirers, will be admitted to the hall via a WI Committee key holder, who when locking up will check that hall conditions (6,7,8,9) are met, then the security fee (clause 12 & 13) will be refunded via BACS or your cheque destroyed. To allow payment by BACS please ensure Hordle Treasurer is aware of your bank details.

BY Ticking “I agree to terms and conditions & Privacy Policy on the “The Booking Application Form” you agree to abide by THE TERMS & CONDITIONS SET OUT ABOVE.