Conditions of Let

FOWLIS WESTER VILLAGE HALL

Scottish Charity No. SC001195

CONDITIONS OF LET

1. Applications for hire of the Hall to be made on the Booking Form.  The person signing the form is the Hirer and must be over 18 years of age.  The Hirer is responsible for payment of the hire and any additional charges levied due to poor cleanliness on hand-back at the end of the Let.  The Hall must only be used for the purposes stated on the application form.

2. Where an individual signs the application form on behalf of an organisation, that organisation is jointly liable with the Hirer under these conditions.

3. In the event of cancellation by the Hirer, a charge may be made at the discretion of the Hall Committee.

4. Hirers are responsible for maintaining good order and behaviour both inside and in the immediate area outside when using the Hall premises.

5. The Hirer shall leave the Hall in a clean and tidy condition.

6. The Hirer shall ensure that all equipment brought onto the premises is in a safe condition.

7. No infringement of the Copyright Act shall be permitted by the Hirer.

8. The Hirer shall be held responsible for all damage to the Hall and fixtures during the Let and will be liable for all associated costs.

9. It is the responsibility of the Hirer to familiarise him/herself with the fire regulations within the building (on display in Hall entrance).  The Hirer shall ensure the maximum capacity of 120 persons is not exceeded.  To ensure compliance with fire safety guidelines, a designated person is required to be in overall control of a function.  The Hirer should nominate a person for this role prior to the event, and they should be present for the duration of the event.

10.  The Hirer shall ensure that all necessary licences are obtained.

11.  The Hall Committee will ensure the Hirer’s compliance with the Conditions of Let, also reserving the right to enter the premises during the hire and having the right to terminate or refuse admission at any time.

12.  In the interests of safety, children are not allowed in the kitchen area.

13.  Without limiting any other aspect of these conditions, the Hirer will indemnify the Fowlis Wester Village Hall Committee from and against all actions and claims, including loss of properties belonging to hirers or users. 

14.  Hirers are strongly advised to ensure that they take out suitable insurance to cover themselves for making good any damage or meeting a claim from an injured person at the event for which the organisers could be held responsible.  Where the Hirer plans to use any: (i) playground equipment, including trampolines, bouncy castles, slides, etc; (ii) fireworks, bonfires, pyrotechnics; or (iii) engage in gymnastics or contact sports activities, advance evidence of the Hirer’s insurance cover will be required.

15.  Smoking is not permitted in any area of the Hall building.

16.  When the Hirer wishes to arrange a firework display the Hall Committee must be informed.  It is the responsibility of the Hirer to obtain a site for any firework display and everything associated with it.

17.  Hire of Hall Marquees:

a) The hall owns two marquees (4m x 8m and 6m x 8m) which are available to rent at extra cost to anyone hiring the hall.

b) The Marquees are also available, subject to the discretion of the Hall Committee, for erecting locally to Fowlis Wester.  

c) When the Hirer wishes to hire and arrange for a Hall marquee to be erected in the car-park area as part of the event being organised, confirmation by the Hall Committee is required as the car park is used jointly by other organisations.

d) The Hall Committee retains the right to postpone the erection of a marquee prior to use or dismantle a marquee in advance of the intended dismantling time if the weather forecast indicates a possible threat to the stability of the marquee remaining in place.  In such cases, a charge for erecting/dismantling the marquee will apply, whether or not the marquee is used.

e) A fixed fee of £25 is payable to cover cost of electric lighting.

f)  When an electrical power connection, additional to that for lighting, is required to be taken from the Hall to the marquee, this should be installed at the electricity meter.  This should be carried out by a qualified electrician at the expense of the Hirer who shall be fully responsible for all safety and insurances relating to this connection.  At the end of the hire, the connections should be fully reinstated.  An additional fee dependent on the power consumed  is payable to cover the additional cost of electricity used.

18.  Where a bar or food is being provided at the function, it is the responsibility of the Hirer to remove all empty bottles and waste food from the premises and dispose of legally. Small quantities of any other rubbish may be appropriately triaged into the recyclable and landfill bins behind the hall for appropriate responsible disposal. Nothing is to be dumped beside or near the bins once full.

19.  All disputes which may arise shall be settled by Fowlis Wester Village Hall Committee, whose decision shall be final.

March 2024