Portinscale Village Hall: Hall Hire Policy
1. Charitable Status
1.1The Trustees are required to provide and maintain the hall for the benefit of local inhabitants and this, together with the proposed activity, will be taken into consideration when assessing requests for bookings.
1.2The presumption will be that non-profit and village-organised activities shall take precedence over commercial and non-local organisations.
1.3The Trustees reserve the right to refuse any booking if it considers that it would not be in the best interests of the Hall or Portinscale village; no reason need be given.
1.4 The booking secretary is responsible for referring to the Chair of Trustees \ny booking where there are concerns about safety issues or potential damage to the building or the reputation of the hall.
1.5Events involving the consumption of alcohol and where a significant number of young (under 25) persons are likely to attend must be referred to the Trustees for specific minuted approval.
2. Conditions of Hire
2.1 The Hirer must be a named individual over the age of 25 years.
2.2 The Hirer is the named responsible person and must be present throughout the period of hall hire.
2.3The Trustees require that all Hirers sign the Conditions of Hire and Application for Booking.
2.4 All hirers must be given a copy of the Hall Health and Safety and Fire Policies and must sign that they have received them.
2.5 These forms must be completed and signed by the Hirer and submitted together with any required deposit at least 7 days prior to the event.
2.6Only when the form has been countersigned by the Lettings Secretary will the booking be confirmed.
2.7The hirer is responsible for ensuring that the Conditions of Hire are fully implemented.
2.8A deposit is required at the time of booking for wedding receptions, parties and the like
2.9The Conditions of Hire and the amount of any deposit are reviewed bi-annually by the Trustees
3. Insurance
3.1 The Trustees maintain appropriate Public Liability Insurance with a reputable insurance company in the sum of £5,000,000, and this cover is (save for the exception set out below) extended to any hirer of the Hall.
3.2 The Trustees do not provide public liability cover for commercial or business hire.
3.4 Commercial or business hirers must have comprehensive insurance arrangements in place. Such hirers must provide a copy of their insurance cover when making a booking.
4. Licences
4.1 The Hall holds current PPL and PRS licenses cover all users for the playing of live and recorded music.
4.2Where an event includes the sale of alcohol whether for sale separately or included in the cost of tickets for the event, the hirer must obtain an alcohol licence for the event from the local authority. Hirers may be required to produce this by the Trustees.
4.3 Where any events includes the screening of commercial films, a film licence must be obtained.
4.4 Portinscale Village Hall is registered with Allerdale Borough Council for the purposes of Small Society Lotteries
January 2019
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1. Charitable Status
1.1The Trustees are required to provide and maintain the hall for the benefit of local inhabitants and this, together with the proposed activity, will be taken into consideration when assessing requests for bookings.
1.2The presumption will be that non-profit and village-organised activities shall take precedence over commercial and non-local organisations.
1.3The Trustees reserve the right to refuse any booking if it considers that it would not be in the best interests of the Hall or Portinscale village; no reason need be given.
1.4 The booking secretary is responsible for referring to the Chair of Trustees \ny booking where there are concerns about safety issues or potential damage to the building or the reputation of the hall.
1.5Events involving the consumption of alcohol and where a significant number of young (under 25) persons are likely to attend must be referred to the Trustees for specific minuted approval.
2. Conditions of Hire
2.1 The Hirer must be a named individual over the age of 25 years.
2.2 The Hirer is the named responsible person and must be present throughout the period of hall hire.
2.3The Trustees require that all Hirers sign the Conditions of Hire and Application for Booking.
2.4 All hirers must be given a copy of the Hall Health and Safety and Fire Policies and must sign that they have received them.
2.5 These forms must be completed and signed by the Hirer and submitted together with any required deposit at least 7 days prior to the event.
2.6Only when the form has been countersigned by the Lettings Secretary will the booking be confirmed.
2.7The hirer is responsible for ensuring that the Conditions of Hire are fully implemented.
2.8A deposit is required at the time of booking for wedding receptions, parties and the like
2.9The Conditions of Hire and the amount of any deposit are reviewed bi-annually by the Trustees
3. Insurance
3.1 The Trustees maintain appropriate Public Liability Insurance with a reputable insurance company in the sum of £5,000,000, and this cover is (save for the exception set out below) extended to any hirer of the Hall.
3.2 The Trustees do not provide public liability cover for commercial or business hire.
3.4 Commercial or business hirers must have comprehensive insurance arrangements in place. Such hirers must provide a copy of their insurance cover when making a booking.
4. Licences
4.1 The Hall holds current PPL and PRS licenses cover all users for the playing of live and recorded music.
4.2Where an event includes the sale of alcohol whether for sale separately or included in the cost of tickets for the event, the hirer must obtain an alcohol licence for the event from the local authority. Hirers may be required to produce this by the Trustees.
4.3 Where any events includes the screening of commercial films, a film licence must be obtained.
4.4 Portinscale Village Hall is registered with Allerdale Borough Council for the purposes of Small Society Lotteries
January 2019
`