Personal Responsibility: Lettings are booked through the Eastleach village hall website. The hirer (the person making the booking) must be present during the period of hire, be at least 18 years old, and will be held responsible for taking care of the building (and contents), for checking it is safe to use, and for the behaviour of those present during the booking period. All children’s parties must be supervised by at least two responsible adults at all times. The hirer must ensure that the conditions below are met.

Appropriate use: The premises must not be sub-let or used for any unlawful purpose or in any unlawful way. Users are required to fully disclose their intended use of the hall. The cost of any extra cleaning, replacing broken items, or repairing damage to the property or contents, will be charged to the user responsible, or failing that, to the person making the booking.

Capacities: Hirers are not to exceed the maximum capacity of the building (76 people seated in the main hall, with a central aisle of at least 1.2 metres) and are to arrange any furniture and equipment so that people (including those with reduced mobility) can evacuate the building quickly & safely in an emergency. Reduced limits may be imposed for health reasons (e.g. COVID-19), or to comply with government rules.

The Main Hall & kitchen: Please leave the rooms clean, tidy and secure. Tables should be wiped down and put away with the chairs and returned to the stacking trollies.

Kitchen: Hirers are not permitted to bring onto the premises any propane gas heaters or cooking equipment, without the written permission of the Trustees.When leaving the hall, please make sure that:

• the cooker, urn and kettle are turned off at the mains
• floors and surfaces are cleared of crumbs and spills
• all equipment is washed, dried and put away

Water: Please check that all taps are turned off before leaving the hall.

Lavatories: Please flush all toilets before leaving.

Lights and Heating: Turn off all lights (the outside security lights stay on). The heating controls should not need adjusting, but have a problem with the heating, please email: admin@eastleachvillagehall.co.uk or call Rob on 07980 602018

Rubbish: Please take away any rubbish generated during your booking and leave the hall as you found it. Do not leave bin bags outside - there are no bin collections for the hall.

Cupboards and Equipment: Regular groups should confine their equipment to the agreed space, and keep cupboards tidy. Hall users must not use equipment stored by other groups without their direct permission.

Alcohol: You must inform the Trustees if alcoholic drinks are to be available at the event. Sale of alcohol may be undertaken only with the written permission of the Trustees and must not be sold after 10.30 pm. Alcohol should NOT be stored or left in the building. Alcohol is NOT to be consumed by persons under the age of 18. Alcohol is NOT to be consumed in the environs of the building. The hirer accepts responsibility for full compliance with the Licensing Act 2003.

Smoking: Smoking is not permitted anywhere on the premises, inside or out.

Animals: No animals are to be brought into the hall. Additionally, the local council do not permit animals in the children's play area or playing fields.

Fire Escape: Please make yourself familiar with the floor plan and the emergency procedures displayed on the notice board in the main hall. Exits are marked and should be kept clear at all times. The Fire & Rescue Service must be called to ANY outbreak of fire. Do not tamper with fire extinguishers or discharge them except in emergencies. Should an extinguisher be discharged FOR ANY REASON, please inform the hall booking clerk immediately.

Parking: Please park any vehicles with consideration for local residents and avoid blocking the highway or people’s driveways. Whenever possible, use the hall car park and do not park on the pavements or on the grassed areas beside the hall.

Noise: Please show consideration for our neighbours, especially if you are playing music. Complaints about excessive noise will result in the immediate curtailment of your event. Please keep noise to a minimum after 10.30pm and leave the premises quietly. All events must finish by 11pm, except by prior arrangement with the Trustees.

Keys: Ensure all the doors and windows are secured before leaving and return the keys to the key safe.

Closures & Cancellations:

• For one-off bookings, payment in full is required on confirmation of booking, but a full refund will be given if the event is cancelled more than two weeks beforehand. After that time no refund will be given. Regular users will be billed at intervals.
• The Trustees reserve the right to cancel a booking or close the hall if there are health & safety concerns, or in the event of the hall being required for use as a polling station for a Parliamentary or Local Government election or by-election, or for any other essential reasons. Any charges already paid will be refunded.
• In the event of the hall or any part thereof being rendered unfit for the use for which it has been hired the Trustees shall not be liable to the hirer for any resulting loss or damage whatsoever.

COVID-19: Please read the COVID-19 Risk Assessment (updated July 2021) and abide by whatever Covid safety precaution signs are put up in the hall or on the website. Hirers are responsible for cleaning any frequently-touched surfaces at the end of the session, referring to the checklist on the hall noticeboard.

Safe Guarding Children and Vulnerable Groups: The person responsible for the booking must ensure reasonable steps are taken to ensure that there is adequate parental/guardian supervision of minors and vulnerable groups.

GDPR:The Eastleach Village Hall committee comply with data protection (GDPR).Your details will be used to communicate with you regarding your use of the hall and we will not pass your details to a third-party.We do not wish to send too many emails, as & when we do we will endeavour to ensure content is relevant and valuable to you i.e.invitations to events and Village Hall news.If you want to find out what details we hold, or to amend your details please email admin@eastleachvillagehall.co.uk

Thank you for booking Eastleach village hall.

Eastleach Village Hall Management Committee,  email admin@eastleachvillagehall.co.uk