Terms & Conditions

1. Capacity:  The maximum capacity of the hall is 150 people of which 125 may be seated in the main hall. Hirers/keyholders must ensure this condition is met and not exceed this limit.

2. Age of Hirer: The minimum age of the hirer/person in charge is 18.

3. Vulnerable Persons:  Where a hirer is to use the hall for an event involving vulnerable people, they must first confirm to the Booking Clerk that they have in place a Safeguarding Policy to ensure appropriate protection of, for example, children, people with learning difficulties, the physically disabled, the elderly and infirm etc, and provide this policy to the Booking Clerk at the time of booking or at least 5 days prior to the event.

4. During Hire: The person making the booking is the person responsible and should be present at all times. This does not apply to Regular Groups when a Group representative is responsible for making the bookings. In this case, the Chairman of the Group or delegated keyholder is responsible and must be present during the hire period and should ensure the terms and conditions are met in full.

5.  Hire Period: This should include setting up time beforehand and cleaning time at the end.

6.  Fire Regulation Compliance: Hirers, or keyholders in the case of Groups, are expected to familiarise themselves with lighting controls, fire exit doors, firefighting equipment, fire bells and evacuation procedure. All 3 exits and passageways must be kept clear at all times. Hirers/keyholders must ensure that users of the hall (whether guests, staff or customers) are aware of the above.

7.  Insurance:  Commercial hirers / groups who hire the hall must have their own public liability insurance cover and ensure that this provides appropriate cover for their needs including possessions. A copy of the policy must be provided to the Booking Clerk at the time of  booking or at least 5 days prior to the event.

8. Seating  for performances: It is a health & safety requirement that when 50 or more people are seated in “theatre style” rows for a performance in the main hall, the chairs must be set out in rows with a centre and two side aisles. It is not a legal requirement to link the chairs but it is strongly recommended to link them in order to provide a clear pathway to the escape route from the premises. Linking clips are stored in the rear corridor in a labelled box. Chairs and tables must be kept well clear of exit doors. Up to 80 people can be seated using tables with surrounding chairs in a “cabaret style” format, here sufficient walkways must be left to access all main fire exit routes from each table in the main hall.

9.  Entertainment: Baslow Village Hall is licensed for regulated entertainment by Derbyshire Dales District Council. For the latest details of what is covered by this licence, please see our website. 

10.  Provision of alcohol: If alcohol is to be served (with or without cost),  the booking clerk MUST be informed at the time of booking.

Sale of alcohol/alcohol included in ticket price: Baslow Village Hall is licensed by Derbyshire Dales District Council for this purpose from 10:00 to 23:00 hrs Monday-Sunday. If the Hirer wishes to use the Hall’s Alcohol License then a fee will be added to the hire cost (roughly equivalent to the fee for a Temporary Event Notice). Otherwise the Hirer should obtain their own TEN.

Serving of alcohol: The hirer or their “Designated premises supervisor” must be present at all times and is responsible for ensuring strict compliance of all licensing laws. They must abide by the Age Verification Policy to prevent young persons under the age of 18 consuming alcohol on the premises. Full guidance and a code of conduct as to what is expected from the hirer in terms of the supply of alcohol is detailed further on the Licensing page of the Baslow Village Hall website.

11. Provision of food: From December 2014 new legislation came into force that requires caterers to make consumers aware of the presence of 14 specified allergens, either by visually listing or signposting. The Food Standards Agency (FSA) has produced a series of publications to help Small and Medium food businesses to comply with new allergen rules. FSA advice is available here.
    
    

12.  Music: Baslow Village Hall is licensed by the Performing Rights Society (PRS) as a community building. Our license covers the playing of royalty free recorded music and live music performance. Commercial users need their own music licence to cover the Phonographic Performance Ltd (PPL) requirement for playing recorded music. A copy of this must be provided to the Booking Clerk. A selection of Royalty Free music can be supplied to hirers upon request, please see the Licensing page of the Baslow Village Hall website for details.
    
    

13.  Late Events: All entertainment must end at 11pm unless covered by a TEN licence, a copy of which must be emailed or given to the Booking Clerk in advance of hire. In this case the hall must be vacated by the terms of the TEN and by 12.30am at the latest. We ask that organisers of late events take every effort to ensure they and their guests show consideration to local residents.
    
    

14.  Advertising & Signage: A maximum of 3 signs may be displayed on the hall  itself, one of which may be a banner and this should be secured  using hooks provided above the main entrance. No attempt must be made to attach additional nails etc to the building, or to affix items by any means to doors and windows. This will be at the discretion of the Baslow Village Hall trustees. Help with advertising your event on the Village Hall website and social media accounts is available by emailing us. Advice on advertising elsewhere in the Parish can be obtained by contacting the Baslow and Bubnell Parish Council. Help with running a large organised event is available from the Peak District Park Authority.

15. Access Arrangements: On payment of the hire fee, casual and one-off hirers will be issued with a one-time passcode to access the hall during their booking. Access passcodes will be valid from 30 minutes before a booking commences, until 30  minutes after it ends. Regular hirers who pay the £15 key access charge will be issued with an individual key fob or key card, to enable access during their regular booked slots. Hirers or volunteers requiring access regularly at other times may be issued with an open-access key fob or card. To  avoid disturbing other hirers, hirers should not enter the hall  outside their booked times without permission from the Booking Clerk or a Trustee. If a hirer  wishes to change their access times, they should contact the Booking Clerk.
    
    

16. Keyholder Responsibilities:  It is the responsibility of the keyholder to ensure all terms and conditions of hire are met. This includes ensuring the security and wellbeing of the hall, that the building is left secured and clean and ready for the next hirer and that Health & Safety of the occupants is observed. The Hall should be left empty when vacated other than with the permission of a Trustee.
    
    

The safety of key fobs/cards is the responsibility of the hirer. Any loss must be reported immediately to the Booking Clerk, so the fob/card can be cancelled and a new one issued. A discretionary £5 admin charge may be payable for a replacement. Key fobs/cards should not be labelled with the name of the hall in case of loss. Hirers must not enter the building outside of their booked times without the express permission of the Booking Clerk or a Trustee. Key fobs/cards should be returned to the secretary when a regular booking is terminated.

17. Smoking: Is not permitted anywhere in the Hall or its gardens.

18. Fire Hazards: Flammable liquids, candles or any other appliance with a naked flame are STRICTLY FORBIDDEN.
    
    

19. Bouncy Castles: If hiring a Bouncy Castle for a children’s party it must be from a reputable company and have its own insurance. Hirers must make sure that it meets the industry and regulatory requirements and that all safety instructions are followed. It must be supervised by a competent adult at all times and maximum numbers must not be exceeded.

20. Provision of Food: If your event involves the storage, preparation, sale or consumption of food, it is the responsibility of the hirer to ensure that all food is completely free of any taint and entirely fit for human consumption, as stipulated by Environmental Health policies and procedures. Hirers must ensure that any areas of the kitchen used in the preparation or serving of food, including the oven and fridge, are thoroughly cleaned and dried after use, ready for the next hirer. The Hall is not licenced for the provision of late night refreshment (11pm to 5am).

21.  Heating: The warm air heating is regulated via a thermostat located on the back wall of the hall, nearest the main entrance. An ambient temperature is pre-set but can be adjusted up or down by pressing the plus or minus button. Please note that the heating takes approximately five minutes to come through and use of a higher setting will not speed this up. Hirers should return the thermostat to 12°C at the end of hire.
    Provision of Wi-fi Internet Connection: This is provided free of charge to our hirers. Connection is generally good but please be aware that there may be times when this is out of our control.

22. TV Licencing: Users must not plug into the Hall`s mains electricity supply to watch or record live television, whether this is on a television, a computer, a tablet, or a phone, as the Hall does not hold a Television Licence. Such watching or recording may only be done on a user's own portable device, not plugged into the Hall’s mains, and even then only if they have a TV Licence at their own home address covering it. If in any doubt about this, please consult the Licensing page on the Hall website. All users are expected to comply with the legislation.

23. Displays: Please use hooks provided on the picture rails to hang any wall displays. No items should be stuck or fixed to the wall by any other means. Any damage incurred through failure to comply will be charged to the hirer.

24. Clearing up: Before leaving the hall, the premises must be left clean, tidy and ready for the next user. Failure to clean or report absence of cleaning equipment may result in an additional cleaning charge or forfeit of any deposit paid.  See procedure below.

Cleaning equipment: Brooms, buckets & mops, dustpan & brush, etc, are located in the broom cupboard in the kitchen. Further cleaning materials are stored under the kitchen sink. Should any items not be available, please make contact with the Booking Clerk.

Stockdale Hall: SWEEP THOROUGHLY, ensuring no debris remains. Wipe tables if used and return to storage areas where they were found (small tables on storage trolleys under the stage, long tables against the wall next to the AV cabinet). Stack blue chairs in sets of 6 and use the chair trolleys to place them neatly against the wall where space allows around the hall. Do not put them against the blue feature wall and do not put stacks against the curtains or WI Embroidery picture. Red chairs should be returned to the Barbrook Room and also stored neatly in stacks against the wall.

Barbrook Room: Vacuum if necessary. Leave surfaces clean and remove any rubbish.

Kitchen: Sweep and mop as necessary. Clean all work surfaces and sink; wash, dry and put away any crockery and utensils used. Empty the bin into the GENERAL rubbish container located outside the side entrance. Please take any recyclable items away with you.

Electrical Equipment: Ensure that the cooker, extractor fan, water heaters and lights IN ALL AREAS are switched off. (The lights in the toilets switch off automatically). Kettles should be emptied and disconnected from the mains. The fridge should be left ON.

Water: Ensure that taps in all toilet facilities and the kitchen are turned OFF.

Toilets: Sweep and mop toilets as necessary (using red mop stored in the gents toilets); empty any bins if full.

25. Equipment Failure/ Breakages: If urgent, please contact the Booking Clerk 07876 661325 who will endeavour to rectify the problem. Otherwise please inform the Booking Clerk at your earliest convenience or make a note in the Comments Book which is located on the kitchen window sill.

26. Accidents: All accidents should be recorded in the Accidents Book located on the kitchen window sill.

27. Deposits: A deposit or full payment may be required at the discretion of the Booking Clerk to secure bookings. This will be offset against final payment.

28. Commission: For events where The Trustees are requested to advertise and sell tickets on behalf of the Hirer and/or prepare the Hall for the event, a minimum 10% commission charge will apply.

29. Damage: Hirers have full responsibility for the hall during the hire period and the cost of any damage incurred must be met by the Hirer. The Hirer will also be held responsible for damage arising after the hire period if the hall is left unlocked. An invoice will be raised in the case of damage and the hirer should pay this within 14 days.

30. Cancellation fees: If less than one month’s notice of cancellation is given and it is not possible to relet the hall, a minimum cancellation fee of 50% and maximum of 100%, will apply at the discretion of the Trustees.