Terms and Conditions

KILCHRENAN VILLAGE HALL (KVH) HEALTH AND SAFETY STATEMENT

KVH Board take full responsibility for the Health and Safety at the Village Hall and of the people who use and volunteer at the hall. We ensure the Health and Safety policies are available to all visitors and volunteers. Health and Safety, Fire and coSHH risk assessments are completed and reviewed each year by a competent person appointed by the Board.

All hall users should familiarise themselves with the hall’s health, safety and fire policy, risk assessments, kitchen hygiene rules and fire exit plan. This information is available in the wall mounted folder, marked hall health and safety information, in the entrance area.

Hirers must inform the Board of any accidents and all such incidents must be documented in the Accident book.

NOTES:

• Telephone and provisional bookings must be confirmed on the Hallmaster online booking system. If the person booking does not have online access then permission must be given for a member of the Board to confirm the booking on their behalf.
• Full payment will be taken for a booking cancelled with less than 14 days’ notice.
• (There will be no charge if more than 14 days’ notice is given.)
• Electricity is included in the hire charge for all uses apart from heating and for full use of the commercial kitchen. If the hall is being used for a full day event we will take a meter reading before and after and any costs over and above £10 will be invoiced separately.
• Heating is (currently) metered and is the responsibility of the hirer. Meters are in the front entrance and take £1 coins. This is due to be updated by autumn 2023.

CONDITIONS OF HIRE

1. The Hirer must be aged 18 or over.
    
2. The Hirer must sign a written undertaking to accept responsibility for being in charge of all activities and must be on the premises at all times when the public are present, and for ensuring that all conditions of management and supervision are met. If the Hirer is unable to be in attendance a deputy must be nominated to whom all conditions will apply as if he/she were the Hirer.
    
3. The Hirer is solely responsible for payment of hire fees for the Hall and for equipment.
    
4. The Hirer shall indemnify the Hall Management Committee for any damage caused to the hall, equipment or fittings. Any clothing or equipment brought into or left in the hall is entirely at the owner’s risk.
    
5. The Hirer must ensure that he/she is familiar with the fire precautions and escape routes.
    
6. The Hall capacity is recommended as 150 for an event which uses both inside and outside and 70 for a sit-down indoors event.
    
7. The Hirer must carry out the following safety checks before the public are admitted: -
    
8. Exits – ensure they are unlocked and available for use.
    
9. Escape routes – ensure they are free of obstructions and can be safely used.
    
10. Where the hall is being hired by groups working with children or vulnerable people the hirer is responsible for ensuring all adults have been checked and are approved under the DBS system and all such rules are complied with.
     
11. SMOKING IS PROHIBITED IN ALL AREAS OF THE HALL and Candles must not be used. There is an outside smoking area. That is the only place smoking is permitted.
     
12. The Main Hall hardwood floors must be kept dry at all times. Any accidental spillage must be wiped up immediately using paper towels and not water. (This is due to the type of wooden flooring)
     
13. Stiletto heels are not allowed inside the Hall and please do not drag tables and chairs across the floor.
     
14. Chairs, tables and stage units used as tables must be stored correctly on the trolleys provided after use.
     
15. If the stage is to be erected this must be requested at the time of the booking as two members of the Hall Committee will need to be present to set it up beforehand.
     
16. The kitchen area must be cleared of all food. Any crockery and cutlery used must be put through the dishwasher and put away. Any rubbish must be put in the appropriate bins outside. All bottles must be removed for recycling by the hirer and any excess rubbish must be taken away. If the cloth tablecloths are to be used they must be booked with the hall and a £10 laundry fee is required. All breakages must be notified and paid for. The hirer is responsible for the safety of any food they prepare on the premises and the hirer must comply with the food handling and hygiene rules of the kitchen (which are on the wall)
     
17. The Hirer is responsible for ensuring that all lights and electrical appliances are switched off before leaving the Hall, particularly the toilet lights. Before leaving the hirer must check for any damage to the building and misuse of the toilets. The hirer is also responsible for electrical safety of any appliances they bring with them.
     
18. Any organisation, which has been issued with a door key, is responsible for its safekeeping and for ensuring that the Hall is left secure, which entails checking all windows and both outside doors before leaving. Any organisation losing its key will be charged for the replacement of the relevant lock and its associated keys.
     
19. The Hall Committee reserves the right to add to or change these Conditions of Hire without notice.
     
20. It is possible to request an alcohol license. Please contact us to discuss your requirements.  

Please allow enough setting up and cleaning time when you book as the charge will be for the whole time you use the facilities.

The hall employs a cleaner and a quote can be given to clean the venue after the event – contact us separately for a quote.

If items have been hired to be used elsewhere, they must be returned in a clean condition in the Village Hall as soon as possible. Damages losses must be notified, and replacement costs will be charged to the hirer.

Bank details for Payment: Kilchrenan Village Hall

Bank of Scotland – Sort Code: 80 22 60  Account No: 14424362 (Please use your name as the reference)

 We can recommend booking kilchrenancleaningservice@outlook.com to clean and tidy after your event. Please contact Karen on 07738 940519 to discuss.