LUTHRIE VILLAGE HALL

Conditions of Let (updated 2022)

1. The person/organisation with whom the Booking Secretary of Luthrie Village Hall Management Committee (hereinafter called 'the Committee')  has confirmed the booking shall be deemed to be the lessee.

2. Once a booking is confirmed with the Committee the lessee (organisation/individual) involved has agreed to abide by these Conditions of Let (note clauses 11, 12, 22).

3. It is the lessee's responsibility to ensure that all regulations pertaining to the use of the hall (contained herein and subject to clauses 11 and 16) and that all legislation (national and local) relevant to their activity, is adhered to. This is particularly important for those groups at which children are present; all child protection legislation must be observed.

4. The Hall shall be used only for the purpose intimated on the booking form by the lessee and for no other purpose whatsoever.

5. Only a responsible adult (18 years or older by the date upon which the application is made) can be a lessee.

6. If the lessee lives outwith the local area or the Committee or any of its representatives consider it necessary a deposit of at least £50.00 may be requested with the booking.

7. The Committee reserves the right to refuse any application.

8. Provisional bookings must normally be confirmed no later than one calendar month after the date the provisional booking is made and no later than one calendar month before the let is to take place, otherwise the provisional booking may be automatically cancelled. The Committee shall not be liable for any loss whatsoever caused thereby.

9. In the event of any let conflicting with any group, organisation or individual making regular use of the facilities the Committee may require the regular user to make way for the let if the Committee deem it necessary. This would not normally happen without full consultation. The Committee would normally try to ensure that optimum use was made of the subjects, perhaps requesting a change in the room used for that particular meeting. The Committee would not be liable for any loss whatsoever caused thereby.

10. In the event of a cancellation by the lessee, an administrative charge may be levied depending on the length of notice given.

11. Certain types of lets, for example those which include discos and live bands and lets of an extraordinary nature may be subject to additional terms and conditions as the Committee or its representatives may think fit in the circumstances.

12. Notwithstanding the terms of Clause 2 and 9 above, the Committee may cancel a booking at any time. In the event, the lessee may be entitled to the return of the full amount paid by way of hiring charge or deposit. The Committee shall not be responsible for loss of expense howsoever incurred by the lessee or any third party in consequence of such cancellation.

13. The Committee shall not be responsible for any loss to the lessee or any third party due to any circumstances, whatsoever which may cause the Hall to be closed, or the hiring thereof to be interrupted, postponed, cancelled or adversely affected in anyway, whether or not cased by negligence on the part of the Committee.

14. The Committee shall not be liable for any loss or damage to the property situated in or around the subjects, belonging to the lessee or third parties. Or for any loss, damage, injury or death arising as a result of any activities carried out, in or around the subjects by the lessee or third parties. The lessee shall indemnify the Committee in respect of any such claims for loss, damage, injury or death.

15. The lessee shall indemnify the Committee against any damage to the subjects and to fittings or equipment therein, caused during the period of let or arising from the let.

16. Any representative or employee of the Committee shall at all times be given full access to all parts of the Hall during the period of let and shall have the authority to issue instructions to the lessee, or their representative, to ensure compliance with all regulations governing any let. Any such instruction immediately becomes a condition of the let (see clauses 3 and 1). The lessee shall comply with all said instructions.

17. Dramatic. Music or other work over which here is copyright can only be performed with the written consent of the holder of the said copyright. It is the responsibility of the lessee to ensure that such permission has been obtained and shall be produced on request by any Committee representative or employee. The Committee reserve the right to recover charges in part or whole on behalf of the Performing Rights Society, Phonographic Performance Ltd and Video Performance Ltd.

18. The lessee or key holders for multiple lets are responsible for ensuring that ALL lighting and heating in the areas used during the let are turned off in compliance with hall notices. Should this not be complied with the lessee will be liable for an additional charge of £20. N.B. If, when starting a let heating and lighting are found left on out with compliance with hall notices, please let the Booking Secretary know.

19. Any Alcoholic liquor bar shall be under the control of the licensee whose decision on all matters relating to the sale of excisable liquor shall be final. The licensee shall comply with all conditions of the relative license granted by the appropriate Licensing Board.

20. The lessee shall ensure that the maximum number of persons, including staff, permitted in the subjects does not exceed the number prescribed.

21. No articles, materials, solid, liquid or gaseous, or equipment shall be brought in to the subjects which would be likely, in the opinion of the Committee or any of its representatives or employees, to cause damage to the Hall or to plant, machinery, equipment, fittings and fixtures therein. Nor shall nails, tacks or anything whatsoever be driven into or attached to the fabric of the Hall, including the floor without prior written consent of the Committee. (NB. The notice boards provided in the foyer and main hall are the only part of the Hall which are designed for the use of drawing pins, if the notice boards are used during a let they must be left 'as found' at the end of the let).

22. No inflammable or combustible substances shall be allowed within the subjects without prior written consent of the Committee. (This includes matches, candles etc.).

23. Prior to commencement of the let, the lessee must be satisfied with the condition of the Hall and the efficiency of the equipment therein. This will include familiarisation with all necessary emergency regulations and procedures relating to the premises, how to use all equipment and fittings safely i.e. the Committee shall not be responsible for loss, damage, injury or death suffered by the lessee or any third parties through the failure of equipment within the subjects. The lessee shall comply with all management rules, whether written or not, which apply to the Hall (see clauses 3, 11, 16).

24. The lessee shall provide a sufficient number of competent stewards to preserve order both within and out with the Hall.

25. The lessee shall provide all necessary first aid equipment and trained personnel required to use it.

26. Smoking is forbidden within the Hall.

27. The Hall must be cleared by the agreed finishing time and all appropriate equipment removed promptly. Failure to do so may result in a penalty charge being applied.

28. All equipment, the kitchen, lesser hall and all other areas of the subjects must be left thoroughly clean and in good condition. As it is Committee policy to keep rental charges to a minimum all lessees are required to leave the hall in good order for the next use. It is important that lessees ensure that they understand the appropriate cleaning procedures for all areas of the subjects (e.g. the wooden floor is very susceptible to damage from moisture, so all spills must be cleared immediately and it should never be wet mopped).

29. The Committee reserves the right to amend charges or conditions of let without prior notice to the lessee. If the Committee review charges or conditions of let at any time the new charges and conditions shall apply to all subsequent lets notwithstanding that the booking may have been made prior to the meeting at which the amendments were decided.

30. Notwithstanding the foregoing generality, in the event of any breach of, or non-compliance with, all or any of the above conditions, it shall be at the Committee's option to terminate the let with immediate effect if any representative or employee of the Committee thinks fit. Or to impose a penalty charge or to withhold any deposit paid or any combination of the foregoing. This is without prejudice to the right of the Committee to take legal action in respect of any such violation.