HALL HIRE AGREEMENT

OLDLAND VILLAGE CLUB

Venue Hire Agreement, Terms & Conditions and Booking Contract

Oldland Village Club

West Street

Oldland Common

Bristol

BS30 9QL

Serving the Community Since 1912

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Document Reference: OVC/VHA/001

Version: 1.0

Effective Date: _______________________

Approved by: Oldland Village Club Management Committee

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Welcome

Thank you for choosing Oldland Village Club for your event.

We are proud to have served the local community since 1912 and are committed to providing a

welcoming, safe and enjoyable venue for members, guests and the wider community.

This Venue Hire Agreement, Terms & Conditions and Booking Contract has been produced to

ensure that all events are conducted safely, responsibly and in accordance with our licensing

obligations, health and safety requirements and Club policies.

By signing this agreement, the Hirer confirms that they have read, understood and agree to

comply with all terms and conditions contained within this document.

Failure to comply with this agreement may result in:

● Immediate termination of the event.

● Removal of guests from the premises.

● Retention of all or part of the security deposit.

● Recovery of additional costs where losses exceed the security deposit.

● Refusal of future bookings.

● Notification to the Police or other relevant authorities where appropriate.

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Mission Statement

Oldland Village Club is committed to providing a welcoming, safe and enjoyable venue for

members, guests and the local community.

These Terms & Conditions have been introduced to protect our customers, volunteers, staff,

facilities and the Club while ensuring every event complies with licensing legislation, health and

safety requirements and safeguarding good practice.

DOCUMENT CONTROL

Item

Details

Document Title

Venue Hire Agreement, Terms & Conditions and Booking Contract

Document Reference

OVC/VHA/001

Version1.0

Effective Date

__________________

Approved By

Oldland Village Club Management Committee

Document Owner

Oldland Village Club Management Committee

Review Frequency

Annually or sooner if required

Next Review Date

__________________

VERSION HISTORY

Version

Date

Summary of Changes

Approved By

1.0

__________

Initial Issue

Management Committee

Contents

1. Booking Information Form

2. Booking & Payment

3. Security Deposit

4. Strict No Outside Drinks Policy

5. Licensing Conditions

6. Maximum Capacity

7. Health & Safety

8. Decorations

9. Kitchen Use

10.Cleaning & Vacating

11.Damage, Breakages & Liability12.Children’s Parties & Supervision

13.Noise & Conduct

14.Smoking & Vaping

15.Illegal Activity

16.Parking

17.Animals

18.Electrical Equipment

19.Third Party Suppliers

20.Lost Property

21.Data Protection (GDPR)

22.Force Majeure

23.Right of Entry

24.Club’s Right to End an Event

25.Cancellation Policy

26.Right to Refuse Future Bookings

27.Hirer’s Declaration

28.Committee Approval

29.Signatures

31.Pre-Event Checklist (Club Use)

31.Post-Event Inspection Checklist (Club Use)

1. Booking Information Form

Hirer’s Details

Full Name: __________________________________________

Address: ____________________________________________

Postcode: ___________________________________________

Telephone Number: ___________________________________

Email Address: ______________________________________

Event Details

Type of Event:

☐ Birthday Party

☐ Children’s Party

☐ Anniversary

☐ Christening

☐ Baby Shower

☐ Wake☐ Meeting

☐ Other ____________________________

Date of Event: _______________________________________

Hire Time From: _______________

Hire Time To: _________________

Expected Number of Guests: ___________

Number of Children Attending: __________

Facilities Required

☐ Main Hall

☐ Kitchen

☐ Club Bar

☐ Tables

☐ Chairs

☐ Other __________________________________

Payment Details

Hire Fee: £________________

Security Deposit: £________________

Deposit Paid: Yes / No

Balance Paid: Yes / No

Payment Method:

☐ Cash

☐ Card

☐ Bank Transfer

Emergency Contact During HireName: _______________________________________

Telephone: ___________________________________

Hirer’s Confirmation

I confirm that the information provided is accurate and that I have read and agree to comply

with the Oldland Village Club Venue Hire Agreement, Terms & Conditions and Booking

Contract.

Hirer’s Signature: ______________________________

Date: ________________________________________

2. Booking & Payment

2.1 A booking will only be confirmed once the completed Booking Form has been received and

the required booking deposit has been paid.

2.2 The remaining hire balance must be paid no later than 14 days before the event, unless

otherwise agreed in writing by the Club.

2.3 Failure to pay the outstanding balance by the due date may result in cancellation of the

booking and forfeiture of any monies already paid.

2.4 The Club reserves the right to refuse access to the venue where payment has not been

received in full.

3. Security Deposit

A refundable security deposit is payable at the time of booking.

Following the event, the premises will be inspected by an authorised representative of Oldland

Village Club.

Provided the premises have been left in a satisfactory condition and all Terms & Conditions

have been complied with, the security deposit will be refunded within 28 days of the event.

Where deductions are necessary, the Hirer will be advised of the reason(s) before the refund is

processed.

Where costs exceed the value of the security deposit, the Hirer agrees to reimburse the Club

for the outstanding balance.

The Club reserves the right to retain all or part of the security deposit for, including but

not limited to:

Damage to the building, fixtures, fittings or equipment.

Breakages or missing items.Excessive cleaning required.

Failure to leave the premises clean and tidy.

Failure to vacate the premises by the agreed time.

Unauthorised drinks brought onto or consumed on Club premises.

Guests consuming alcohol not purchased from the Club Bar where the Club Bar is operating.

Breaches of licensing laws.

Damage caused by decorations.

Obstruction of fire exits or emergency escape routes.

Failure to supervise children appropriately.

Bringing prohibited equipment onto Club premises.

Loss of keys or access devices.

False activation of the fire alarm through negligence.

Additional cleaning resulting from smoking or vaping inside the building.

Failure to return furniture to its original position.

Failure to comply with any condition contained within this Agreement.

The Club’s decision regarding deductions shall be final.

4. Strict No Outside Drinks Policy

Oldland Village Club operates a strict No Bring Your Own Drinks Policy.

No alcohol, soft drinks, bottled water, canned drinks, energy drinks, mixers or beverages of any

description may be brought onto or consumed anywhere on Club premises by the Hirer or any

guest unless prior written permission has been granted by the Club Management Committee or

its authorised representative.

Where the Club Bar is operating, all alcoholic drinks consumed during the event must be

purchased from the Club Bar.

Any person found bringing in, possessing or consuming unauthorised drinks will be deemed to

be in breach of this Agreement.

The Club reserves the right to:

Remove unauthorised drinks.

Refuse entry.

Refuse further bar service.

Require individuals to leave the premises.

Close the event immediately.

Retain the whole security deposit.

Recover any additional financial losses suffered by the Club.

The Hirer accepts full responsibility for ensuring all guests are aware of and comply with this

policy.

Any breach by a guest shall be deemed a breach of this Agreement by the Hirer.

5. Licensing Conditions

The Hirer is responsible for ensuring that all guests comply with the Licensing Act 2003 and

any conditions attached to the Club’s Premises Licence.The Club reserves the right to:

Refuse admission.

Refuse the sale or supply of alcohol.

Remove any person who is intoxicated, abusive or behaving in a disorderly manner.

Terminate the event immediately where licensing laws or Club rules are breached.

No refund shall be payable where an event is terminated due to misconduct or breach of this

Agreement.

6. Maximum Capacity

The maximum permitted occupancy of the Function Room is 125 persons, including:

Adults

Children

Entertainers

Contractors

Staff engaged by the Hirer

This maximum occupancy must not be exceeded under any circumstances.

7. Health & Safety

The Hirer must ensure that:

Fire exits remain unobstructed at all times.

Fire doors remain closed except during emergency evacuation.

Fire-fighting equipment is not tampered with.

Emergency escape routes remain clear.

Guests are made aware of emergency exits.

The following are strictly prohibited unless authorised in writing by the Club:

Naked flames.

Candles.

Fireworks.

Pyrotechnics.

Smoke machines.

Dry ice effects.

Failure to comply may result in immediate termination of the event.

8. Decorations

To protect Club property, the following must not be used on walls, ceilings, doors or fixtures:

Nails.

Screws.

Pins.

Staples.

Blu Tack.

Adhesive tape.

Glue.Hooks.

Confetti.

Glitter.

Confetti balloons.

Only free-standing decorations are permitted unless prior written permission has been granted.

Any damage caused by decorations will be charged to the Hirer.

9. Kitchen Use

Where use of the kitchen has been agreed, the Hirer must ensure:

All equipment is cleaned after use.

Work surfaces are sanitised.

Crockery, cutlery and utensils are washed and returned.

Ovens, microwaves and appliances are left clean.

Food waste is removed or disposed of correctly.

All lights are switched off before leaving.

Failure to leave the kitchen clean may result in cleaning charges or deduction from the security

deposit.

10. Cleaning & Vacating the Premises

Before leaving, the Hirer must ensure that:

Tables and chairs are returned to their original positions.

All rubbish is placed in the bins provided.

Personal belongings are removed.

Decorations are removed.

Floors are left free from litter.

Kitchen facilities are left clean (if used).

Windows and doors are secured (where applicable).

The premises are vacated by the agreed finishing time.

Additional cleaning or overtime charges may be deducted from the security deposit.

11. Damage, Breakages & Liability

The Hirer accepts full responsibility for any damage to the premises, fixtures, fittings, furniture

or equipment caused by themselves, their guests or contractors engaged by them.

Any damage or breakages must be reported to a Club representative as soon as reasonably

practicable.

Where the cost of repair, replacement or cleaning exceeds the value of the security deposit, the

Hirer agrees to reimburse Oldland Village Club for the full amount.

Oldland Village Club accepts no responsibility for injury, loss or damage arising from equipment

or services supplied by the Hirer or third-party contractors.Excellent. This is the safeguarding and operational section of the agreement. I’ve written it in

the style used by professional venues and community organisations.

12. Children’s Parties & Supervision

Where the function is a children’s party (defined as an event where the majority of guests are

under the age of 18 years), the Hirer accepts full responsibility for the safety, supervision and

behaviour of all children attending.

Children must be supervised by responsible adults at all times and must not be left unattended

anywhere on Club premises, including:

The Function Room

Kitchen

Toilets

Corridors

Entrance and exit areas

Car park

Outdoor areas

The Club does not provide childcare or supervision and accepts no responsibility for the

supervision, welfare or safety of children during the hire period.

Minimum Adult Supervision

The Club requires the following minimum level of adult supervision throughout the event:

Age of Children

Minimum Adult Supervision

Under 5 years

1 responsible adult for every 4 children

5 to 7 years

1 responsible adult for every 6 children

8 years and over

1 responsible adult for every 8 children

Supervising adults must:

Be aged 18 years or over.

Remain present throughout the event.

Be capable of supervising children at all times.

Not be under the influence of alcohol or drugs to the extent that supervision is impaired.

Prevent unsafe behaviour.

Ensure fire exits remain unobstructed.

Ensure children do not enter restricted areas.Prohibited Activities

Prohibited Activities

For insurance and safety reasons, the following are strictly prohibited on Club premises:

Bouncy castles.

Inflatable play equipment.

Trampolines.

Mechanical rides.

Foam parties.

Bubble parties.

Paint parties.

Smoke machines.

Fireworks.

Pyrotechnics.

Confetti cannons.

Glitter cannons.

Any unauthorised equipment must be removed immediately.

Failure to comply may result in:

Immediate termination of the event.

Retention of all or part of the security deposit.

Recovery of additional costs.

Refusal of future bookings.

13. Noise & Conduct

The Hirer is responsible for the conduct of all guests attending the event.

Guests must behave in a respectful manner at all times.

The Hirer must ensure that:

Music is maintained at an appropriate volume.

Guests respect neighbouring residents when arriving and leaving.

Excessive shouting or disorderly behaviour is prevented.

Guests leave quietly at the end of the event.

The Club reserves the right to reduce music levels or terminate an event where noise becomes

excessive.

14. Smoking & Vaping

Smoking and vaping are prohibited inside the Club building.

Smoking and vaping are permitted only within any designated outdoor smoking area provided

by the Club.

Cigarette ends and other litter must be disposed of responsibly.Damage caused by smoking, vaping or burns may result in deductions from the security

deposit.

15. Illegal Activity

The following will not be tolerated:

Illegal drugs.

Drug use or supply.

Violence.

Threatening behaviour.

Offensive or discriminatory behaviour.

Criminal damage.

Theft.

Possession of offensive weapons.

Any such activity may result in:

Immediate termination of the event.

Removal from the premises.

Police attendance.

Loss of the security deposit.

Refusal of future bookings.

16. Parking

Parking is available for patrons of Oldland Village Club; however, vehicles are parked entirely at

the owner’s risk.

The Club accepts no responsibility for:

Theft.

Damage.

Loss of property from vehicles.

Guests must:

Park considerately.

Avoid blocking emergency access routes.

Avoid obstructing neighbouring properties.

Keep disabled parking bays available for authorised users.

17. Animals

Only registered assistance dogs are permitted inside the Club unless prior written permission

has been granted by the Club Management Committee.

The Hirer is responsible for ensuring that any permitted animal is kept under proper control at

all times.

18. Electrical Equipment

All electrical equipment brought onto Club premises by the Hirer or their suppliers must:Be safe.

Be suitable for its intended purpose.

Be maintained in good working order.

The Club reserves the right to prohibit the use of any equipment considered unsafe.

The Hirer accepts responsibility for any damage caused by electrical equipment brought onto

the premises.

19. Third-Party Suppliers

The Hirer is responsible for ensuring that any third-party supplier engaged for the event

complies with this Agreement.

This includes, but is not limited to:

DJs

Bands

Musicians

Entertainers

Photographers

Caterers

Balloon decorators

Cake suppliers

Equipment hire companies

The Hirer remains responsible for the conduct of all contractors engaged by them.

Any damage or breach of this Agreement by a contractor shall be treated as a breach by the

Hirer.

20. Lost Property

Oldland Village Club accepts no responsibility for the loss, theft or damage of personal

belongings brought onto the premises.

Any property found following an event will be retained for 28 days.

Items not claimed within this period may be disposed of or donated at the Club’s discretion.

21. Data Protection (GDPR)

Oldland Village Club will collect and process the Hirer’s personal information solely for the

purpose of administering the booking and fulfilling this Agreement.

Personal information will be processed in accordance with the UK General Data Protection

Regulation (UK GDPR) and the Data Protection Act 2018.

Personal information will not be shared with third parties except:

Where required by law.Where necessary for the administration of the booking.

Booking records will be retained only for as long as reasonably necessary.

22. Force Majeure

Oldland Village Club shall not be liable for any failure to fulfil this Agreement where such failure

is caused by circumstances beyond its reasonable control, including but not limited to:

Fire.

Flood.

Severe weather.

Structural damage.

Utility failure.

Public health emergencies.

Government restrictions.

Industrial action.

Any other event making the premises unavailable or unsafe.

Where the Club cancels a booking for these reasons, any monies paid by the Hirer will be

refunded.

The Club shall not be liable for any consequential loss, including costs relating to entertainers,

caterers, decorations or other third-party suppliers.

23. Right of Entry

Authorised representatives of Oldland Village Club may enter the premises at any reasonable

time during the hire period to:

Ensure compliance with this Agreement.

Monitor licensing requirements.

Inspect the premises.

Deal with emergencies.

Protect Club property.

Failure to comply with reasonable instructions given by an authorised representative may result

in termination of the event.

24. Club’s Right to End an Event

Oldland Village Club reserves the right to terminate the hire and require the Hirer and guests to

leave the premises immediately if, in the opinion of the Club or its authorised representatives,

any of the following occur:

A breach of these Terms & Conditions.

A breach of the Club’s Premises Licence or licensing legislation.

Disorderly, abusive or violent behaviour.

Illegal drug use or other criminal activity.

Consumption of unauthorised alcohol or other drinks brought onto the premises without prior

written approval.

Damage to Club property.

Failure to comply with Health & Safety requirements.Failure to follow reasonable instructions given by an authorised Club representative.

In such circumstances:

The event may be terminated immediately.

No refund of hire fees will be made.

All or part of the security deposit may be retained.

The Hirer may be liable for any additional costs incurred.

Future bookings may be refused.

25. Cancellation Policy

If the Hirer wishes to cancel a booking, notice must be given to the Club as soon as possible.

The following cancellation terms apply unless otherwise agreed in writing:

Notice Given

Refund

More than 28 days before the event

Full hire fee refunded (deposit retained only if non-refundable under booking terms)

14 to 28 days before the event, 50% of the hire fee refunded

Less than 14 days before the event, No refund of hire fees

Where the Club is able to re-let the venue for the cancelled date, it may, at its discretion, refund

all or part of the hire fee.

Any security deposit already paid will be refunded where no breach of this Agreement has

occurred.

26. Right to Refuse Future Bookings

Oldland Village Club reserves the right to refuse future bookings where previous events have

resulted in:

Damage to Club property.

Breaches of licensing legislation.

Violence or abusive behaviour.

Failure to comply with this Agreement.

Outstanding unpaid charges.

Repeated complaints from neighbours, members or other users.

Misuse of Club facilities.

Failure to follow instructions given by Club representatives.

The decision of the Management Committee shall be final.

27. Hirer’s DeclarationI confirm that:

I have read and understood this Venue Hire Agreement, Terms & Conditions and Booking

Contract.

I accept responsibility for the conduct and behaviour of all guests attending my event.

I accept responsibility for any contractors or suppliers engaged by me.

I understand that I am responsible for any damage, loss or breach of this Agreement caused by

myself, my guests or contractors.

I agree to comply with all Club rules, licensing requirements and Health & Safety procedures.

I understand that failure to comply with this Agreement may result in immediate termination of

the event, forfeiture of the security deposit, recovery of additional costs and refusal of future

bookings.

I further acknowledge that this document forms the contractual agreement between Oldland

Village Club and the Hirer for the hire of the Club’s facilities.

28. Committee Approval

This Venue Hire Agreement, Terms & Conditions and Booking Contract was approved and

adopted by the Management Committee of Oldland Village Club.

Position-Chairperson

Name-Mrs Beverly Purnell

Signature

Date

Chairperson- Beverly Purnell

Secretary- Mark Coles

Treasurer- Emma Cook

29. Booking Agreement & Signatures

Hirer

Full Name: _______________________________________

Address: _________________________________________

Telephone: _______________________________________

Email: ___________________________________________

Event Date: ______________________________________Signature: _______________________________________

Date: ____________________________________________

Oldland Village Club Representative

Name: ___________________________________________

Position: ________________________________________

Signature: _______________________________________

Date: ____________________________________________

30. Pre-Event Checklist (Club Use)

Item

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Completed

-

Booking Form Received

-

Hire Fee Paid

-

Security Deposit Received

-

Balance Paid

-

Bar Booked (if applicable)

-

Kitchen Booked (if applicable)

-

Tables & Chairs Confirmed-

Hall Inspected Before Hire

-

Hirer Issued with Terms & Conditions

-

Emergency Contact Confirmed

-

Completed By: _______________________

Date: ______________________________

31. Post-Event Inspection Checklist (Club Use)

Inspection Item

-

Satisfactory

-

Action Required

-

Hall Clean

-

Kitchen Clean

-

Toilets Clean

-

Furniture Returned

-

Decorations Remove

-Rubbish Removed

-

Damage Identified

-

Outside Drinks Found

-

Smoking/Vaping Inside Building

-

Fire Exits Clear

-

Additional Cleaning Required

-