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Terms and Conditions

OUR BOOKING PROCEDURE

  • Please confirm your preferred date and time is available to you.
  • Once you receive your booking form, please check all details,
  • read the terms and conditions, as these may affect your deposit refund.
  • Pay your deposit by BACS only with a reference code supplied. Holding deposits will secure the booking.
  • Full payment is required 4 weeks prior to the event.
  • Late payments may incur an additional charge, or your event being cancelled by the Charity Committee.
  • Provisional enquiry will be valid for 14 days from the date of your booking form being sent.
  • Should another enquiry be received for the same date within that 14-day period, we will contact you, for you to confirm or release your provisional booking within 24 hours. As new clients will want to book.
  • Bank Holiday fees will apply for events on these days.

 

FULL VENUE DETAILS – For your guest invites or any advertising.

  • Armitage with Handsacre Village Hall, Shropshire Brook Road, Armitage. Staffordshire. WS15 4UZ

T: 07716 190051
E awhvillagehall@outlook.com
W: www.awhvillagehall.org.uk

http://www.facebook.com/armitagevillagehall/

 

OUR MAILBOX

  • A black mailbox is situated to the right of the main entrance, please advise if you post forms.
  • Please ensure all post is clearly marked for the Village Hall Office, as it is shared mailbox.

 

PAYMENTS

  • Please complete and return the booking form, signed, by email or post with security deposit by BACS
  • Payment to; Lloyds Business Bank Account: Armitage with Handsacre Village Hall Committee.

Sort code: 30-91-58 Account no: 01072662.

Use REF YOUR SURNAME and YOUR EVENT DATE. e.g. SMITH210726

 

DEPOSITS

  • Deposits are required to secure every booking. Final payments required 4 weeks prior to the event.
  • The administrator must receive deposits as cleared funds within 14 days of the provisional booking.
  • On receipt of your booking form, it is advised that you secure your event by deposit as soon after booking

as possible to avoid disappointment.

  • A paid deposit confirms that you have read and agreed to our terms and conditions.

 

HIRE FEES

  • Full payment for the event is required 4 weeks before the event.
  • Failure by the Hirer to return signed booking forms and pay the deposit or final fees before the due dates will result in the event being cancelled by the Committee.
  • Late final payments will result in deposits being withheld.
  • Overrun events due to delays by you or your suppliers will be charged for.

 

CANCELLATION CHARGES

  • If the Hirer cancels the booking prior to the date of the event; 8 weeks’ notice or more

given – the booking fee will be refunded or transferred to another date. Less than 4 weeks’ notice – booking fee will not be refundable.

  • Conference Packages only – Final catering numbers/dietary requirements needed 48 hours pre event.

 

CANCELLATIONS BY THE COMMITTEE

  • The Committee reserves the right, to cancel a Hiring in the event of the premises being required for use as a polling station for a Parliamentary or Local Government Elections or similar event, in which case the Hirer shall be offered alternative dates or entitled to a refund of any hiring charges already paid.

 

YOUR DEPOSIT REFUND

  • These will be processed within 4 weeks after your event if all is satisfactory with the T&Cs that

you have agreed to, by hiring the venue.

  • All TCs and caretaker reports are considered before refunds are agreed. You will

receive your deposit back within 4 weeks, by BACS, once it has been agreed.

  • Any issues with hirers events, will be discussed at the next available Charity Committee meeting which normally meets every two months.
  • We will contact you for bank details personally. No cash payments can be made. Payment is refunded to

the initial payee only. Deposit refunds are normally paid out by our Administrator each Wednesday.

 

DATA PROTECTION

  • Your details are used only by our Administrators and will not be given to any 3rd party.

 

Venue Information

YOUR EVENT – ARRIVAL & DEPARTURE

  • Meet and Greet – A caretaker is responsible for meeting the Hirer at the venue and will be on site 15 minutes prior to the pre-booked time of arrival, on your event booking form. The caretaker is to be contacted 30 minutes prior to the end of the event by the hirer, as some events may finish earlier or later than expected. caretakers must be able to check the premises before you leave. The premises must not be left unsecure at any time. The caretaker may not be on site throughout your event. Overrun events caused by delays by you or your suppliers will need to be charged for. Please advise us if another person is responsible for being on site to deal with your event and provide contact details.

 

SECURITY & CCTV

  • Audio CCTV is in operation 24 hours a day inside the venue, car park areas and playing field areas. Coded door locks have been installed on external and inner doors for your security whilst in the venue. Door codes will be provided to hirers on the day.

 

FREE – PRIVATE CAR PARKING – NO OVERNIGHT PARKING as PCN Charges now apply.

  • There are 50 private parking spaces including disabled bays and an unloading/loading zone at the hall.

(Pavilion only – private car parking available. The Pavilion, Milmore Avenue is walkable from the Hall).

A public car park is situated at the War Memorial on Shropshire Brook Road

 

UNLOADING / LOADING

  • Please report to caretakers when delivering as other entrance doors may be more suitable. Please clear the unloading zone immediately after use.

 

DOGS

  • Are not normally permitted within the venue, except for Guide Dogs, Dogs for Good and Therapy dogs. Well behaved dogs on leads are welcome at our public events. If unsure please contact us.

 

OTHER GUESTS

  • Please be aware that there may be other meetings and events on in the venue at the same time as yours as there are 3 function rooms. Please always respect client privacy and keep public areas tidy.

 

ABUSE – We will not tolerate any abuse!

  • Any abuse given to staff, management, volunteers, or other guest altercations, will result in your full deposit refund being withheld and additional charges may apply.
  • Event Shut Down. Depending on the level of abuse the VHCC has the right to shut down your function and ask all guests to leave the premises at any given time. The VHCC has audio CCTV throughout the building which will be used as evidence in any case.

 

NEIGHBOURS

  • Our venue/s are located within residential areas, please respect our neighbours, and leave the premises quietly. Evening events, main hall only – All guests and equipment must be off the premises by 23.59pm. Overrun times will result in charges for additional staff time.

 

DUTY CARETAKER

  • The caretaker will run through a security checklist on your arrival to show you the layout of the hall, explain fire procedures, any health and safety issues, tasks required, and leave a direct contact number with you. Should any problems arise during your booking, please contact that Duty Caretaker on the number given to you on the day of your event. Alternatively, 07716 190051

 

Terms and Conditions of Hire

PLEASE READ CAREFULLY, it can affect your deposit refund.

LEGAL REQUIREMENTS

  • The Hirer shall comply with all conditions and regulations made in respect of the premise by the Fire Authority, Local Authority, and the Magistrate’s Court or otherwise, particularly in connection with any event which includes: – licensing, gambling, street trading, food standards, public dancing, amplified music, similar public entertainment, or stage plays.

 

PUBLIC EVENTS

  • The Committee should be specifically notified if the function is to be open to the public, as opposed to a private function. Public liability Insurance /Street trader documents will apply for any ‘hired’ persons.

 

ALCOHOL/LICENSING (Main Hall)

  • The venue is a fully licensed premises.
  • It does not hold a License for you to sell alcohol or for a Hirer to consume alcohol on its premises (even if a hirer has a permitted license to sell/consume). Should the Hirer go ahead and sell/consume alcohol, then the Committee has a duty to inform the Staffordshire Police and Lichfield District Council (LDC) Licensing department immediately.
  • The bar service is to be hired through our booking system. LDC Licensing laws apply. Should any of your guests bring in alcohol then the whole of your deposit will be forfeited. Audio CCTV is in use 24/7.
  • Fully Licensed Bar Hire. The bar opens into the main hall via a shutter system. Minimum 30 adult guests. Our bar service is available from 11.00am until 11.00pm. Once the bar is open it can operate as a cash/card bar for your guests, or you can place limited funds in reserve.
  • LDC licensing laws apply. You cannot bring or consume your own alcohol on the premises, if so, your deposit will be forfeited.
  • The appointed Licensee has the right to close service should the session be deemed unviable. A 10-minute last orders will be called.
  • Abusive guests = immediate closure.

 

INSURANCE

  • The Hirer shall not sub-let or nor use the premises nor allow the premises to be used for any unlawful purpose nor in any unlawful way nor do anything nor bring onto the premises anything which may endanger the same or any insurance policies in respect thereof.
  • Failure to provide Public Liability Insurance (PLI) for your hired entertainment in the venue will result in the entertainer not being allowed on site, or your event being cancelled. Deposits will be withheld. It is important that you get PLI certificates from anyone you hire or appoint.
  • Please check with all hired companies they hold valid

 

NO SMOKING OR VAPING

  • The buildings and covered patio area are strictly NO SMOKING and NO VAPING.
  • A cigarette bin is provided by the front door to the main hall. This area is to be kept tidy by hirers.

 

KITCHEN

  • There are NO indoor cooking facilities on either site, NO personal portable catering equipment is allowed to be used due to our current insurance policy. Hot water urn/s and/or kettles are supplied. Refrigeration is also available for use. Anything else? Please contact us to check.

 

HELIUM BALLOONS

  • Are permitted in the venue. However, due to the high ceilings in the main hall and foyer, rogue balloons cost us additional staff time and revenue to be retrieved.
  • A £20.00 charge will be made for any stranded balloons left on site. Tip! a rescue balloon can be made with double sided tape.
  • A £20.00 charge will be made for any Helium /gas canisters left on site. We cannot dispose of these!

 

INFLATABLES – Bouncy Castle regulations – Size matters!

  • A maximum of 2 small or 1 large inflatable is allowed at any time within the main hall only.
  • Not to cover more than 45% of the 16m x 16m floorspace. Please discuss at the time of your booking.

 

YOUR RESPONSIBILITY

  • Premises. The Hirer will during the period of the hiring be responsible for the supervision of the premises, the fabric and contents, their care, safety from damage, however slight or change of any sort.
  • Guest Behaviour. It is the hirers responsibility for the behaviour of all persons using the premises whatever their capacity.
  • Withheld deposits. The Committee shall be at liberty to withhold the deposit and/or make an additional charge, should any of the fabric or the buildings property be damaged.

 

DAMAGE

  • In the event of the venue or any part thereof being rendered unfit for the use for which it has been hired, the Committee shall not be liable to the Hirer for any resulting loss or damage whatsoever.
  • Only use Blu Tac or similar on walls, no double-sided tapes, other tapes, nails, or pins. Blu Tac can be purchased from the caretaker.

 

PACKING AWAY  –  CLEARING and CLEANING UP AFTER YOUR EVENT

  • At the end of your event please adhere to the checklist requirements. This helps us keep the hall in good condition. Please nominate someone in your party to assist you to double check the facility. The caretaker has given you an event checklist and will report back to the Committee, and they shall be at liberty to request that the Committee withhold the deposit and/or make an additional charge if booking form terms are not met.
  • There are often other events following on from yours so please help us to keep the venue tidy.

 

OPTIONAL CLEANING FEES

  • We do expect you to tidy and thoroughly clear and clean up after your event, ready for the next hirer.
  • £100.00 fee. However, should you not wish to clean up, you can pay an additional cleaning fee of £100.00. If ‘clearing’ is unsatisfactory to the Committee, then you will be charged this additional fee.
  • Please make sure that you, or someone at your event is nominated to help you check the task list.
  • However, it is the hirer’s responsibility.

 

EMERGENCY

  • In the event of an emergency, the building should be evacuated immediately, and all persons should meet at the assembly point signage next to the red pillar mailbox at the top of the front car park.
  • Please call 999 Staffordshire Fire Service.
  • Inappropriate Use. In the event of the fire alarm being activated inappropriately, a £150 charge will be incurred.
  • Police – A police post is situated at the Village Hall. The front door is alongside the MUGA / tennis courts. If Police are not on site, call 101/999.
  • Always inform the hall caretaker of any issues immediately.

 

COMPLAINTS PROCEDURE

  • We will acknowledge any complaint, assess the circumstances, take remedial action, inform on progress and issue a response within 8 weeks of the initial report. Complaints are to be put in writing to: Charity Committee, Armitage with Handsacre Village Hall, Shropshire Brook Road, Armitage. Staffs.WS15 4UZ.

 

THANK YOU FOR READING THIS

  • We have devised the Booking Information and Terms and Condition for both legal requirements and to help you with your event. We think we have covered everything.
  • Your personal booking form may contain more specific terms and conditions unique to your event.
  • Thank you for taking the time to read all the information.

 

NOT READ ALL THIS?

  • As soon as any payment is made relating to your event, then these regulations will be deemed to have been agreed to by you the hirer.
  • Please pass on all this information, if you ‘the hirer’, are not attending the event in person.

 

Thank you and we hope that you enjoy your event.

QUESTIONS?

If you have any more questions, then please do not hesitate to contact us.

Nikki J Hawkins. Charity Committee – Chair & Trustee

07716 190051