Hire Charges
ESCOMBE COMMUNITY ASSOCIATION
Registered Charity Number 1162706
HIRE OF HALL CHARGES POLICY
Revised May 2021
In order to fulfil its commitment to public benefit and achieving the aim of maintaining the village hall, the trustees of the association have agreed to adopt a fair and reasonable strategy in charging for the hire and use of the village hall as follows:
1. For clubs and activities where surplus money, after hire charges are paid, is credited to the group, the charge will be £8 per hour. Groups will be responsible for their own accounts.
2. For hire of the hall for an activity or event for which an individual or group derives an income, the charge will be £10 per hour.
3.1 For the hire of the hall to occasional hirers, e.g. a child’s party or similar event, the charge will be £10 per hour with an additional single charge of £5 for use of the oven or if a bouncy castle is hired.
3.2 An information only copy of the guidelines and agreement will be posted to occasional hirers before the event.
3.3 Payment will be taken at the beginning of the event and a receipted copy of the guidelines given. We will also keep a copy on file.
4. For corporate or business hire, the charge will be between £15 and £20 per hour, depending on the size of the company and its reason for hire.
5. Any extra time needed will be charged by the ½ hour.
6. The management committee may waive or vary the charges it makes and decide on matters of priority for the hire of the hall at its sole discretion.
AGREEMENT FOR HIRING THE HALL
The following acts as a receipt for payment. You will be asked to sign 2 copies, one to be kept as reference for yourselves and one for our records.
GUIDE LINES and AGREEMENT FOR HIRE OF THE HALL
FOR INFORMATION ONLY
Telephone: 07470 819 800 ESCOMBE COMMUNITY ASSOCIATION
escombevillagehall@gmail.com Escombe Village Hall
www.escombecommunityassociation.org.uk High Escombe
Reg. Charity Number 1162706 Bishop Auckland
DL14 7ST
Reviewed September 2021
Dear Hirer,
This letter is to explain how the hiring system works at our village hall. The trustees, who manage the hall, signed a thirty year Fully Repairing and Insuring Lease with Durham County Council in2016, which means they have taken on the responsibility for the maintenance, safety and day-to-day running of the building, patio, hard court area, car park and garden. Durham County Council and the Charity Commission expect the hall to be managed as a business.
The trustees are all volunteers - the only person who is paid is the cleaner who goes in for two hours per week. The system works by users/hirers leaving the hall clean and tidy ready for the next users. Hirers are asked to sign two copies of the guidelines and agreement when they arrive so that they know what is expected of them. The copy with this letter is for information only. This system of everyone clearing up after themselves is reflected in our hire charges which are very reasonable for the quality of the premises and the surrounding area. Some of the things we ask hirers to do, like shutting windows and turning down heating, are obvious but to leave the premises ready for the next group means that kitchen sinks and toilets need to be checked as well.
We would appreciate your co-operation in this.
New hirers: Please look at our website.
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ESCOMBE COMMUNITY ASSOCIATION
GUIDE LINES and AGREEMENT FOR HIRE OF THE HALL
Please ensure that:
o there is a designated person in charge in case of fire who is aware of the escape plans on the hall walls
o at the first sign of fire, clear the hall and call 999
o chairs are stored safely (with seats all facing you) in the store cupboard at the back of the hall
o 4 small tables, each with 2 chairs, are left in the corners
o tables are wiped before putting away in the store cupboard
o floor is swept and spills mopped (equipment in store cupboard and/or kitchen)
o kitchen worktops, sinks, cooker and floor are clean and tidy
o washbasins, toilets and floors are clean (paper towels to wipe washbasins and seats, mop in kitchen for floors)
o all rubbish is bagged and put into wheelie bin on the patio behind the hall, or taken home. The bins across the track are for the farms nearby – do not use them.
o anything you wish to recycle must be taken home
o nothing is stuck on the walls or the floor (use doors, windows)
o you have checked that entertainers e.g. magicians, bouncy castles etc. have their own insurance cover
o Do not operate the intruder alarm or the dishwasher.
Before leaving, please check that:
· oven is switched off (knobs and wall switch)
· windows (including kitchen and toilets) are closed
· all lights, including toilet lights, are switched off
· heating is turned to off position (blue arrow)
· internal fire doors (hall and kitchen) must be shut
Additional information:
q No ball games allowed
q There must be no more than 60 people, including helpers and performers, in the hall due to safety regulations
q All exit doors must be kept free of obstruction at all times
q The Association cannot accept responsibility for damage to, or loss or theft of hall users property and effects
q The hirer of the hall must be responsible for the supervision of the premises, the care of all equipment and the behaviour of all persons using the premises whatever their capacity
q Please remember we have neighbours so keep noise to a reasonable level.
q Any damage to the premises or contents must be paid for.
q No Smoking anywhere on the premises, this includes the toilets, the front block paving and the slate garden. If you have smokers in your party, please make sure they dispose of cigarette ends safely and do not leave them as litter.
q Do not leave nappies anywhere on the premises
q Do not prop open the front automatic door. This damages the automatic gear which costs over £200 to service and £4,000 to replace. If you are carrying heavy loads, use the pressure pads at the side of the door.
q Do not enter the premises without a Trustee being present, even if the door is unlocked. The class/group using the hall before you deserves their privacy.
q Please make sure your entertainer, disco, bouncy castle etc. are informed about these last 2 points. They are often the worst offenders.
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FOR INFORMATION ONLY
Hire Charges: £10 per hour - extra time will be charged by the ½ hour.
Use of the oven or a bouncy castle is a single payment of £5 to cover the cost of electricity.
Agreement:
START TIME:.............................. END TIME:...................................... COST:..............................
I agree to the above guidelines.
Print Name:…………………………..............… Signed: ………...……………………............ Date:………….............
Fee received by: …………………………………………………..(Trustee)
We hope you enjoy your visit to our hall and would be grateful if you would treat the building with respect and leave it as you find it. Thank you.