LLANBEDR HALL ASSOCIATION

 

Booking Form

 

Applicant’s Name  
Address and Post Code  
Telephone Number  
Date Required  
Event Activity  
Time Required FROM:                     a.m. / p.m.      TO:                          a.m. / p.m.

  

FACILITIES:  Please indicate facilities required 

 

TABLES      yes / no      Quantity: CHAIRS   yes / no    Quantity:

KITCHEN  yes / no

 

Any additional requirements:  

 

 

 

  

 Please complete and sign this section:

·         I have read and understood the Terms and Conditions of Hire and agree to comply with them.

·         I have also received a copy of the document entitled “Fire Precautions & Fire Evacuation Procedures” and undertake to comply with  its provisions. 

 

NAME OF HIRER (please print)       …………….………………...….

 

SIGNATURE OF HIRER       ……………………..……………………  

 

DATE  ……………………...……… 

 

Please return completed form with £10 deposit, which will be forfeited in the case of cancellation or if the hall is not left clean & tidy, plus £5 if you are applying for permission to sell alcoholic drink at your event (see below).  The balance of the hire charges due must be paid no later than 7 days following the date of hire. 

Please make cheques payable to Llanbedr Hall Association 

Mary Davies, Booking Secretary:

Ivy Villas, Llanbedr, Crickhowell, Powys, NP8 1SR  -   Tel. 01873 810172

 

APPLICATION FOR PERMISSION TO SELL ALCOHOLIC DRINK IN LLANBEDR VILLAGE HALL

 Do you wish to apply for permission to sell Alcoholic Drink at your event? 

YES / NO

If yes:[i]  please complete and sign the declaration below [ii] please send an additional £5 with the £10 deposit, as a contribution towards the Hall licensing costs: 

 

 ·      Persons selling Alcoholic Drink in Llanbedr Village Hall must satisfy the Hall Committee that they will abide by the conditions, as laid down in the Licensing Act 2003.

·      Alcoholic Drink must not be sold to persons under the age of 18.  Proof of age must be obtained in cases of doubt.  The Hall’s Age Verification Policy (see paragraph 8.2 of the Terms and Conditions of Hire) must be complied with.

·      Alcoholic Drink must not be sold to persons who show signs of being drunk.

·      The event must be conducted in such a way as to maintain good public order. 

Are you engaging a publican to run the bar?                     Yes / No 

If Yes, please state name of the publican

 …………………………………………………………………..

 Declaration 

I ………………………………(please print) as the hirer of Llanbedr Village Hall for the above event, agree to abide by the conditions of the Licensing Act 2003, including the above conditions, and to comply with the Hall’s Age Verification Policy. 

Signed  ……………………………………………………      

Date     …………………………………….. 

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LLANBEDR HALL - TERMS AND CONDITIONS OF HIRE

 

LHAMC = Llanbedr Hall Association Management Committee

The Health & Safety folder is a red ring binder which can be found in the Kitchen

 

1.  BOOKING CONDITIONS

 

1.1 The Llanbedr Hall Association Management Committee (LHAMC) reserves the right to refuse any booking or to impose additional conditions.

 

1.2 The LHAMC undertakes to make every effort to honour all confirmed bookings; however in the event of exceptional circumstances the Committee reserves the right to cancel a booking after advising the hirer. No claims for any losses incurred by the hirer as a result of such a cancellation will be considered.

1.3 The Hirer and those taking part in the function must comply with all directions given by the officers of the LHAMC for the safety and security of the Hall, its contents and all persons using the facilities. 

2.  PAYMENT

2.1 Please return the completed booking form with £10 deposit, which will be forfeited in the case of cancellation or if the hall is not left clean & tidy.   Cheques should be made payable to Llanbedr Hall Association.  The balance must be paid no later than 7 days following the date of hire. 

3.  SUPERVISION:

3.1 The Hirer must take all reasonable precautions to ensure the safety and security of all parts of Llanbedr Hall Association including, furniture, fittings and the fabric of the building.

 

3.2 The Hirer must exercise effective control at all times to prevent any dangerous or disorderly conduct. 

3.3 The Hirer undertakes to appoint a sufficient number of competent persons, aged 18 or over, to provide adequate supervision throughout the hiring to ensure the provisions and stipulations referred to in the Hall conditions and any applicable licences are complied with. 

4.       USE OF PREMISES:

4.1 The Hirer shall not use the premises for any purpose other than that described in the hiring agreement and shall not sub-hire or use the premises or allow the premises to be used for any unlawful purpose or in any unlawful way, nor do anything or bring onto the premises anything which may endanger the same or render invalid any insurance policies in respect thereof.           

 5.  CARE OF PREMISES AND PROPERTY:

5.1 No application will be accepted from any person under the age of 18. 

5.2 The Hirer will be responsible for any damage, loss or breakages caused to the building or its contents during the letting.

 

6.  LIABILITY:

 

6.1 The LHAMC will not accept responsibility or liability in respect of damage to, or loss of, any property or items whatsoever placed in or left on Hall premises, including the car park. 6.2 The LHAMC will not accept liability for any injury sustained by the hirer, his/her guests or other persons attending the function for which the premises have been hired.  

 

7.  ACCESS BY LHAMC MEMBERS:

 

7.1 The LHAMC reserve the right, if deemed necessary, to enter the Hall at any time during the hire period.  

                                                                                      

8.  CONSUMPTION OF ALCOHOL:

 

8.1 If alcohol is to be sold during any function, the Hirer must complete and sign the relevant section of the Booking Form indicating their agreement to abide by the conditions of the Licensing Act 2003 and the Hall’s own conditions, which are:

·   Alcoholic Drink must not be sold to persons under the age of 18.  Proof of age must be obtained in cases of doubt.  The Hall’s Age Verification Policy (see 8.2 below) must be complied with.

·   Alcoholic Drink must not be sold to persons who show signs of being drunk.

·   The event must be conducted in such a way as to maintain good public order.The LHAMC reserves the right to require the Hirer to obtain their own licence direct from Powys County Council Licensing department. The terms of the licence must be strictly adhered to and the person booking the Hall will be held personally responsible for any breach of the licence. 

8.2    Age Verification Policy: The Hall’s Age Verification Policy is posted on the Hall Notice Board and in the Kitchen next to the serving area.  A copy will be supplied to any Hirer who has requested permission to sell Alcoholic Drink at their event.                                  

9.  GAMING, BETTING & LOTTERIES

 

9.1 The Hirer shall ensure that nothing is done on or in relation to the premises in contravention of the law relating to gaming, betting and lotteries.                                                             

10.  REMOVAL OF PROPERTY:

 

10.1 Property belonging to the Hall must not be removed from the premises under any circumstances. No equipment is to be taken outside the building except by specific approval of LHAMC or their agents.                                                                                        

11.     MAXIMUM NUMBER

11.1 The Hirer must ensure that the number of persons attending the event will never exceed 120 persons. 

      

12.  FIRE SAFETY PRECAUTIONS:

 

12.1 The Hirer shall be given a copy of the document entitled “Fire Precautions & Fire Evacuation Procedures”, and undertakes to comply with its provisions, which form part of the Terms and Conditions of Letting.

 

12.2 All parts of the Hall are No Smoking areas.

13.  SAFETY OF ELECTRICAL EQUIPMENT:

13.3 All electrical equipment brought into the Hall by the Hirer must comply with current electrical safety standards. 

14. CAR PARKING:

14.1 Parking facilities are limited and it is advisable to ensure that cars are parked in an orderly manner to ensure maximum usage.   

14.2 The speed limit in the car park is 5 miles per hour. 

14.3 Parking is at owners risk.                                                                                        

15. HEALTH, SAFETY & FOOD HYGIENE:

15.1 The Hirer shall, if preparing, serving or selling food, observe all relevant food, health and hygiene legislation and associated regulations. 

15.2 The Hirer shall ensure that no animals (including birds and reptiles) except Guide Dogs are brought into the building, other than with special approval of the LHAMC. At no time shall animals be allowed to enter the kitchen.  

16. ACCIDENTS & DANGEROUS OCCURENCES:  (Please refer to the Health & Safety folder, a red ring binder located in the kitchen) 

16.1 The Hirer must report all accidents involving injury to the public to a member of the LHAMC as soon as possible and complete an Accident Form which can be found in the Health & Safety folder.   

16.2 Further advice on the reporting of accidents can be found in Section 3.3 of the Hall’s Health, Safety & Fire Policy “Procedure in Case of Accidents”.  The Policy is in the Health & Safety folder.   

16.3 Children are not allowed to enter the kitchen at any time. 

16.4 Any spillages must be cleared up immediately to prevent accidents.  Equipment for this can be found in the kitchen. 

16.5 The stepladder should only be used with the permission of a Committee Member.  Users must  follow the guidelines for the Safe Use of Stepladders contained in the Health & Safety folder. 

16.6 Tables and chairs must be stacked carefully and not above chest height.  Trolleys are available to move heavy equipment, e.g. tables.

16.7 The Hirer must take full responsibility for First Aid cover.  

17. COMPLIANCE WITH LEGISLATION & LICENCES:

17.1 It is the Hirer’s responsibility to obtain any relevant licenses and insurances and to abide by the terms of them.

 

17.2 The Hirer must ensure that the number of persons attending the event will comply with relevant licenses.

 

17.3 The Hirer must ensure that they have the right to perform any copyright material. By signing the booking form the Hirer indemnifies the LHAMC against any liabilities for infringement of copyright. 17.4 Compliance with the Children Act 1989 : The Hirer shall ensure that any activities for children under eight years of age comply with the provisions of The Children Act of 1989 and that only fit and proper persons who have passed the appropriate Criminal Records Bureau (CRB) checks have access to the children. Checks may also apply where children over eight and vulnerable adults are taking part in activities. The Hirer shall provide the LHAMC with a copy of their CRB check and Child Protection Policy on request but in all cases the Hirer agrees to assume sole responsibility for the safety and well-being of any children and vulnerable adults attending their events.                                                                                        

18. NOISE AND NUISANCE:

18.1 The Hirer must ensure that nothing is done that will cause nuisance or annoyance to the occupiers of properties in the vicinity of the Hall.

 

18.2 The Hall must be vacated by midnight unless permission for later use has been sought from and granted by the Committee. 

19. TIDYING THE HALL AFTER USE:

19.1 All parts of the Hall must be left in a clean and tidy condition and the Hirer is requested to ensure that the condition of the Hall as far as possible is left as found on arrival All rubbish should be placed in the black plastic bags provided (in the kitchen) and taken away by the Hirer.                                                                                        

20. PUBLIC SAFETY COMPLIANCE:

 

20.1 The hirer shall comply with all conditions and regulations made in respect of the premises by the Local Authority, the Licensing Authority, the Hall’s Fire Risk Assessment and the Hall’s Health, Safety and Fire Policy or otherwise in connection with any event which constitutes regulated entertainment, at which alcohol is sold or provided or which is attended by children. 

 

20.2 The Hirer acknowledges that they have received a copy of the document entitled “Fire Precautions & Fire Evacuation Procedures”, and undertakes to comply with its provisions, which form part of the Terms and Conditions of Hire.

 

                                                                                                                                       
Bitmap 2, 32, 7, 11, 4, 0, 8, 5
 
FIRE ASSEMBLY POINT
  (TOP OF CAR PARK)
 
 
                     
 
       
  CAR PARK    
 
                       
                               
ENTRANCE GATES
                   
 
       
   
GENTS TOILET
                 
                     
     
 
      LADIES      
                    TOILET        
                           
                             
 
 
                         
                    DISABLED
        ENTRANCE HALL     TOILET   EXTERNAL DOOR
MAIN ENTRANCE DOORS                  
           
 
             
                BOILER ROOM    
                   
                                                                             
 
        Fuse Box & Stopcock          
     
             
    MAIN HALL  
LOFT ACCESS
    First Aid Box
 
 
ESCAPE ROUTE
    Health & Safety File
      and Accident Forms
                             
        ESCAPE ROUTE                  
    REAR                    
    LOBBY                    
     
 
                     
            DOORS TO FIRE EXIT ESCAPE ROUTE   KITCHEN  
               
           
ESCAPE ROUTE                  
                             
                               
    FIRE DOORS                    
 
 
                   
       
       
     
     
PUBLIC TELEPHONE BOX                                                                                              
   
FIRE EXIT    
   
                                                                                                                                       
N.B.                                                          
 
    DRY POWDER EXTINGUISHER
The Fuse Box and Stopcock are located in the Boiler Room    
    KEY
 
The First Aid Box and Health & Safety file are in the Kitchen WATER EXTINGUISHER  
                                                   
   
 
FIRE BLANKET  
                               

 

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