This is a precis of the terms and conditions. For the complete document click the button below
Booking and Payment: If you have been sent a booking form (the old manual process) then complete it and submit it with full payment at least 4 weeks in advance. No refunds for cancellations.
Hallmaster Bookings: Bookings made after 1 September 2024 will be via the Hallmaster system. For events within 90 days you will be sent an invoice for the full amount payable within 14 days to confirm the booking. For a longer term booking you will be sent an invoice to pay a non refundable booking deposit to confirm the booking and a separate invoice for the balance will be sent, payable one month before the event at the latest
Setup and Cleanup: Hire times include setup and cleanup. Leave the hall tidy, clean the kitchen, stack chairs in piles of 6 or 7 only, and remove all rubbish.
Bar Services: The bar is operated by the Licensee; no outside alcohol is allowed. The bar must close by midnight, and all drinks must be returned to the bar. You must negotiate details with the bar manager. We need at least 7 days notice if you require the bar and it is subject to availability of staff on the required date. When the bar is open, please purchase your non-alcoholic drinks at the bar.
Noise Restrictions: Music and noise must stay within the hall. Functions and music must end by midnight, and the premises vacated by 12:30 am.
Insurance and Liability: Hirers must have appropriate insurance for their activities. DVHA is not responsible for loss or damage to property.
Child Supervision: A minimum ratio of 1 adult per 10 children under 11 is required. Parties are not allowed for ages 12-21.
Safety and Security: Ensure all safety protocols are followed, including fire exits and not blocking gangways. Leave the hall secure with all windows and doors properly closed.
Security Deposit: A refundable security deposit may be requested for private parties and other events at the discretion of the booking team.
Prohibited Items and Actions: No smoking, fireworks, inflammable substances, or illegal activities are allowed. Do not use adhesive materials or pins on the walls.
Parking: Use designated parking areas and avoid blocking entrances or exits. Do not park on the grass; damage to the turf must be rectified by the user.
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This is a precis of the terms and conditions. For the complete document
click the button below
Dorridge Village Hall Association (DVHA) Registered Charity 506221
STANDARD CONDITIONS OF HIRE of the VILLAGE HALL for PRIVATE HIRERS
MAXIMUM NUMBER OF PEOPLE ALLOWED IN THE HALL MUST BE STRICTLY ADHERED TO
220 STANDING AND 160 SEATED
There is free parking available.
Notice to hirers:
DVHA booking can be done online using the Hallmaster booking
platform accessed via this site.
A Health and Safety policy is
also available online here. We hope you have a
successful and enjoyable function.
DVHA is a non-profit making voluntary organization offering a community
facility at appropriate charges. Every effort is made to ensure the hall
is suitable for the purpose for which you hire it but we cannot always
guarantee that those who have left the hall beforehand have abided by
the conditions of hire. Nor can we always guarantee to regulate the
temperature precisely to meet the differing requirements of each user.
However we sincerely hope you find the hall satisfactory and that you
will hire it for your next function.
Please leave the hall as you would expect to find it ie floors swept,
chairs neatly stacked, rubbish removed and placed in the appropriate
bins, surfaces cleaned.
Please note:-
Crockery and cutlery are available to use
No washing up liquid, cloths and tea towels are supplied
The bar is run by the Licensee under the direction of DVHA and the
hirer will have a separate contract for all transactions relating to
the bar. DVHA is not responsible for any liabilities of the licensee
to the hirer. When the bar is hired all drinks (both soft and
alcoholic) are to be supplied by the licensee. No alcohol can be
consumed on site that has not been supplied by the licensee. Please
assist the staff by returning glasses to the bar when the bar
closes.
The bar must close by 12 midnight at the latest. Function/music must
cease at 12 midnight and the premises vacated by 12.30am. This is a
condition of our license from SMBC.
Always be aware that we have residential properties quite close to
the hall and try to minimise noise disruption.
Responsibilities
During the hire period, the hirers are fully responsible for all
their activities, the supervision and the behaviour of all persons
associated with their hire and the elimination of hazards to Health
and Safety in accordance with the policy you have been sent.
All hirers involved in activities involving children should have a
current CRB Disclosure Certificate and have a suitably qualified
instructor in charge.
DVHA and the Licensee take no responsibility for actions taken by
the hirer and do not accept responsibility for damage to, or loss of
property from the hall, car park or grounds.
The hirer must arrange adequate and appropriate insurances to cover
their activities.
The Premises Licence issued by SMBC permits music, singing, dancing
and other entertainment of the like kind.
Performances
The hall is licensed with the Performing Rights Society under the
National Licence for the performance of copyright music controlled
by the society. The hirer shall supply to DVHA such information as
may be required by the PRS in respect of their use.
Music shall only be performed or played within the confines of the
hall and noise and vibration shall not be allowed to emanate from
the premises. There is a noise limiter installed which must be used
for all live and recorded music played to prevent nuisance to our
‘neighbours’.
Hirers should ensure they have their own insurance cover for
performances and that all conditions attached to the granting of
stage plays or other licences (Including holding a PPL where
appropriate) be strictly observed. DVHA must be given at least 4
weeks’ notice of a stage play production and confirmation that the
licence has been applied for and granted. Hirers using sound
recordings shall complete the licence application required by
Phonographic Performance Limited and pay the required fee
Seat layouts shall include minimum gangway widths and shall comply
with the specific requirements of public entertainments licence as
displayed on the DVHA official noticeboard.
CONDITIONS
The hirer agrees to abide by the following hire conditions:-
Applications to use the hall should normally be completed with
the bookings secretary at least 4 weeks before the date of use.
There must be a minimum ration of 1 adult for every 10 persons
under the age of 11. Parties are not allowed for people between
12 and 21 inclusive.
The payment for the hire of the hall shall be made in full at
the time of booking. No refunds will be made in the event of
cancellation.
Hire times booked must include time to set up and clear away. A
volunteer will open and close the hall at the agreed times
The Association does not accept responsibility for any
consequential loss if the Hall is unavailable for exceptional
reasons.
The hirer is responsible for :-
Entrance security
Leaving the hall in a tidy condition and the kitchen and
equipment clean and returned to its usual places
Chairs should be neatly stacked in piles of 6 or 7
Removal of all rubbish and its deposit in the appropriate
bin. Where caterers are used they responsible for removing
all their waste from the premises.
Returning the thermostat to its original setting, if it has
been changed.
Ensure all gas water and electrical appliances are turned
off
Maintain the hall flooring. The floor has been sanded and
sealed. Do not use adhesive tape, talc or chalk. Avoid party
poppers as the colour can leach onto the floor which will
then require re sanding and sealing.
Ensure staples, pins, adhesive tape and blue tac are not
used to attach things to any part of the building.
Ensure smoking does not take place anywhere in the building
The Association reserves the right to levy cleaning charges
should the hirer not comply with the above responsibilities.
The hirer shall ensure the hall is left secure. Close and secure
all ventilated windows using the pole provided in the hall, and
check that all bar operated exit doors are properly closed with
their top and bottom latches fully engaged. If the hall is left
unsecured and insurance therefore invalidated DVHA will seek
reimbursement for any consequential costs.
Curtains should be returned to their daylight positions.
All internal and external lights should be turned off before
leaving the hall
Commercial advertising in not allowed.
The hirer shall not sub-let or use the premises for any unlawful
purpose or bring onto the site anything which may endanger the
premises or persons within. This includes inflammable substances
and fireworks.
The hirer will not use the hall for any other purpose than that
on their authorised hiring agreement.
The hirer shall indemnify DVHA for the cost of repair for damage
done to the building as a result of their booking. Any damage or
breakages must be reported to DVHA immediately after the
letting.
Fire emergency exits and gangways must not be blocked.
Fire extinguishers must not be removed from their designated
positions shown on the instructions and plan displayed on the
DVHA. Extinguishers shall not be used to prop open doors, nor
should they be covered. Temporary spotlights shall not be used
within proximity of any curtains or fabrics. Hirers may not
set off fireworks inside or outside the Hall.
Bar Services, where booked, will be provided by the Licensee. No
intoxicating liquors are permitted to be brought or sold by
the hirer or attendees on any part of the premises. Bags may
be checked and any alcohol confiscated. Illegal substances
shall not be brought onto the premises. Alcohol and other
drinks shall not be removed from the premises.
Nothing shall be done on or in relation to the premises in
contravention of the law relating to betting, gaming and
lotteries.
Cars may not be parked so as to cause an obstruction at the
entrance or exits to and from the Hall. The parking
accommodation should be used. Should any vehicle drive over or
park on the grassed areas surrounding Dorridge Village Hall the
user may be responsible for rectifying any damage to the turf.
Dogs should not be brought into the Hall with the exception of
guide dogs.
DVHA reserve the right to refuse any applications received for the hire
of the Hall or to refuse admission to any individual
