The following document outlines the Standard Conditions of Use and Safeguarding Policy for hirers of Ribchester Village Hall.

By completing and submitting the form at the end of this document, you are acknowledging and agreeing to both. This is required to secure your booking.

STANDARD CONDITIONS OF USE

If the Hirer is in any doubt as to the meaning of the following, the Ribchester Village Hall Management Committee ("the Committee") should immediately be consulted.

1. The Hirer will, during the period of the hiring, be responsible for the supervision and care of the Hall, its fabric and contents, the arrangement of any entertainment, publicity and refreshments for their event and the behaviour of all persons using the Hall. This includes proper supervision of car parking arrangements to avoid obstruction of the access to the Church, Museum and Rectory. Guests should be advised to use the Pope's Croft public car park in the Village.

2. The Hirer shall not use the Hall for any purpose other than that agreed with the Committee and shall not sub-hire or allow the Hall to be used for any unlawful purpose or in any unlawful way. Nor will they do anything to bring into the Hall anything which might endanger the same or any insurance policies in respect thereof.

3. No alcohol shall be sold in the Hall. All alcohol provided to guests shall be consumed within the Hall and not in the surrounding area including the car park and churchyard.

4. The Hirer shall be responsible for obtaining such licences as may be needed -whether for the supply of intoxicating liquor, from the performing rights society or otherwise, and for the observance of the same.

5. To avoid damage to theatrical sets and equipment, the Hall stage should not be used without prior permission from the Committee. The stage lighting can only be used by prior agreement with the Ribchester Amateur Theatrical Society (RATS), for which a charge will be made.

6. The Hirer shall comply with all the conditions and regulations made in respect of the Hall by the Fire Authority, Local Authority, the Local Magistrates Court or otherwise, particularly in connection with any event which includes public dancing or music or any other similar public entertainment or stage play.

7. The maximum capacity of the Hall is 110 seated theatre style or 80 seated at tables. The maximum capacity if the Hall is used for dancing is 100. These numbers must not be exceeded.

8. The Hirer shall indemnify the Committee for the cost of repair of any damage done to any part of the property or the contents of the Hall which may occur during the period of the hiring or as a result of the hiring.

9. If the Hirer wishes to store anything in the Hall written permission should first be obtained from the Committee.

10. The Hirer shall not attach anything to the walls. The use of freestanding display boards is encouraged and the hire of boards from the Committee can be arranged.

11. The Hirer shall be responsible for ensuring the strict No Smoking policy in any part of the Hall is maintained.

12. The Hirer shall not tamper with the Heating or Air Conditioning apparatus which is pre-set for maximum efficiency.

13. The Hirer shall be responsible for ensuring that no noise or nuisance is caused to local residents.

14. All events must finish by 11.00 pm and the Hall and surrounding area vacated by no later than 11.30 pm.

15. If the Hirer wishes to cancel the booking before the date of the event and the Committee is unable to secure a replacement booking, the question of payment of the fee shall be at the discretion of the Committee.

16.  At the end of the hiring and within the hire period, the Hirer shall be responsible for leaving the Hall and surrounds in a clean and tidy condition, properly secured unless directed otherwise. The setting out of any tables and chairs is the responsibility of the Hirer and any contents temporarily removed from their usual storage should be properly replaced. The Committee reserves the right to make an additional charge for cleaning, repairs or reinstatement that is required as a result of the hire.

17. The Committee reserves the right to cancel this hiring in the event of the Hall being required for use as a polling station for Parliamentary, Local Government or By-election and for unexpected Church usage, in which case the Hirer shall be entitled to a full refund of any deposit or fee already paid.

18. In the event of the Hall or any part thereof being rendered unfit for the use for which it has been hired, the Committee shall not be liable to the Hirer for any resulting loss or damage. The Committee recommends that the Hirer arranges cancellation insurance cover effective from the date of agreeing to these conditions.

19. The Hirer is responsible for arranging public liability insurance to cover the event or activity for which the hall is hired. The Committee reserves the right to request sight of the policy or certificate of insurance.

CHILD PROTECTION & SAFEGUARDING POLICY 

Our Safeguarding Policy applies to all groups and individuals hiring the Hall.

Ribchester Village Hall operates an active Safeguarding Policy, in accordance with the rules laid down by the House of Bishops and Child Protection Legislation.

The Parochial Church Council (PCC), as owner of the property, is anxious to ensure that all children and young people using the premises are safe. The Parochial Church Council and the Incumbent accept responsibility for Church events but draw your attention to the need for you to ensure that children for whom you are responsible are also safe.  The PCC insures against Public Liability but is not responsible for the actions of hall users.

Please make sure that you:

• Know where the fire exits and fire extinguishers are.
• Know where the First Aid equipment is available to you if you do not provide your own.
• Report any safety hazard to a hall representative as soon as possible.
• Make sure that you have sufficient adults present, at all times, to supervise children present at your activity.
• Make sure that children are not allowed onto the premises before the appropriate adults arrive or are left at the end of your event.

The Village Hall Committee wishes it to be clear that the care of children and young people attending your event is your responsibility. Your use of the Hall is conditional upon this. You may wish to take this into account in considering insurance as well as safety.

The full Safeguarding Policy Statement for Ribchester Village Hall is published on our website.

BOOKING ACCEPTANCE FORM

Please complete and submit the form below to confirm that you have read and agree to the Ribchester Village Hall Standard Conditions of Use and Safeguarding Policy. This is required to confirm your booking.

If you are unable to submit this form online, hard copies may be returned to:  Village Hall Booking Administrator, c/o The Rectory, Riverside, Ribchester, Preston PR3 3XS.

Please submit your completed form using the button below. A PDF of your signed document will be emailed to you after you submit it.

If you are unable to provide a signature online, please contact us at ribchestervillagehall@live.co.uk. We will be happy to provide you with a version that you can print and sign manually then post to us.