the villages of Great Bourton and Little in the Cherwell District of Oxfordshire

The Bourtons Community Hall 
Standard Hire Terms & Conditions

These standard conditions apply to all hiring of The Bourtons Community Hall. If the Hirer is in any doubt as to the meaning of the following, the Hall Representative should immediately be consulted. 

1. The Hirer

The Hirer must be at least 18 years old to hire the Hall.

2. Supervision

The Hirer shall, during the period of the hiring, be responsible for: 

      • supervision of the premises;
      • the fabric and the contents of the premises;
      • the security in terms of opening and locking up the premises; 
      • the care of all those attending the premises and safety from damage however slight and 
      • the behaviour of all persons using the premises whatever their capacity 
      • proper supervision of car parking arrangements to avoid obstruction of the highway and the Garners Field housing development.
      • music can be played until 11.30pm

It is a condition of the agreement that, the Hirer shall make good or pay for all damage (including accidental damage) to the premises or to the fixtures, fittings or contents and for loss of contents.

3. Use of Premises

The Hirer shall not use the premises for any purpose other than that described on the booking form and shall not sub-hire or use the premises or allow the premises to be used for any unlawful purpose or in any unlawful way nor do anything or bring onto the premises anything which may endanger the same or render invalid any insurance policies in respect thereof nor allow the consumption of alcohol thereon without written permission.

4. Cleaning of Premises

The Hirer will leave the premises in the same state of cleanliness as it was when hired.  All tables, chairs and other equipment will be returned to the same place.  Once the Steward has inspected the hall after your event and is satisfied that the hall is left in an acceptable condition your deposit will be returned.

5. Betting and Lotteries

The Hirer shall ensure that nothing is carried out on or in the premises in contravention of the law relating to gaming, betting and lotteries.

6. Licences

If licences are required in respect of any proposed activity, beyond those already held by the Community Hall, then the Hirer should ensure that they hold the relevant licence and a copy lodged with the Community Hall. Please note the Community Hall is Licenced so that alcohol can be consumed on the premises, but if the Hirer intends to sell alcohol during their event then they will need to apply for their own “Temporary Event Notice” via Cherwell District Council.

7. Safeguarding

You must ensure that any activities for children, young people and other vulnerable adults are only provided by fit and proper persons in accordance with the Safeguarding Vulnerable Groups Act 2006 and any subsequent legislation.  When requested you must provide us with a copy of your Safeguarding Policy and evidence that you have carried out relevant checks through the Disclosure and Barring Services (DBS).

 8. Public Safety Compliance

Hirer shall comply with all conditions and regulations they are made aware of in respect of the premises by the Steward, Fire Authority, Local Authority, the Licensing Authority or otherwise, particularly in connection with any event which constitutes regulated entertainment, at which alcohol is sold or provided or which is attended by children.

    1. The Hirer acknowledges that they have received instruction in the following matters
      • The action to be taken in event of fire.  This includes calling the Fire Brigade and evacuating the hall and collection points;
      • The location and use of fire equipment (Include diagram of location when handing over keys);
      • Escape routes and the need to keep them clear;
      • Method of operation of escape door fastenings;
      • Appreciation of the importance of any fire doors and of closing all fire doors at the time of a fire.

2. The Hirer shall check the following items:

  •  
      • That all fire exits are unlocked and panic bolts in good working order;
      • That all escape routes are free of obstruction and can be safely used;
      • That any fire doors are not wedged open;
      • That exit signs are illuminated;
      • That there are no obvious fire hazards on the premises.

9. Risk Assessment

It is the responsibility of the Hirer to undertake their own risk assessments.

10. Means of Escape

All means of exit from the premises must be kept free from obstruction and immediately available for instant free public exit.

11. Outbreaks of Fire

The Fire Brigade shall be called to any outbreak of fire, however slight, and details given to the Hall Representative.

12. Health and Hygiene 

The Hirer shall, if preparing, serving or selling food, observe all relevant food health and hygiene legislation and regulations. In particular; dairy products, vegetables and meat on the premises must be refrigerated and stored in compliance with the Food Temperature Regulations.  The premises are provided with a refrigerator.

13. Electrical Appliance Safety

The Hirer shall ensure that any electrical appliances brought by them to the premises and used there shall be safe, in good working order, and used in a safe manner in accordance with the Electricity at Work Regulations 1989 and have a current PAT certificate.  Where a residual circuit breaker is provided the hirer must make use of it in the interests of public safety.

14. Cooking with Gas Cylinders

Cooking with gas cylinders is not allowed inside the premises.

15. Bouncy Castles 

Use of Bouncy Castles or other Inflatable
Hirers should be aware of Health & Safety Executive guidance relating to bouncy castles and other inflatables: View the full guidance.

Key points in the full advice include:
There must be constant supervision by at least one suitably trained person.
Operating instructions must be supplied and should include the following guidance:

  • Restrict the number of users on the inflatable at the same time to the limit in the operator manual or on the unit label. Don’t exceed the user height limit and keep bigger users separated from smaller ones
  • Make sure users can get on and off safely, with safety matting at the entrance that is no more than 2 inches deep
  • People should not wear shoes or glasses, and should empty their pockets of all sharp or dangerous items
  • Anyone obviously intoxicated should not be allowed on
  • Don’t allow users to climb or hang on the walls

Additional precautions are needed if erected outside. Hirers who intend to include a bouncy castle or similar inflatable are assumed to have read and understood the HSE advice and will implement the basic safety controls listed above as a minimum.

16. Accidents and Dangerous Occurrences

The Hirer must report all accidents involving injury to the public to a member of The Bourtons Community management committee as soon as possible and complete the relevant section in the Community Hall’s accident book.  Any failure of equipment belonging to the Community Hall or brought in by the Hirer must also be reported as soon as possible.  Certain types of accident or injury must be reported on a special form to the local authority.  The Hall Representative will give assistance in completing this form.  This is in accordance with the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995 (RIDDOR). 

17. Explosives and Flammable Substances

The hirer shall ensure that:

      • Highly flammable substances are not brought into, or used in any part of the premises; 
      • Candles can only be used on the premises with the consent of the Hall Representative; 
      • No decorations are to be put up near light fittings or heaters 

18. Heating

The Hirer shall ensure that no unauthorised heating appliances shall be used on the premises when open to the public without the consent of the Hall Representative. Portable Liquefied Propane Gas (LPG) heating appliances shall not be used.

19. Indemnity where hiring for commercial purposes

    • The Hirer shall indemnify and keep indemnified each member of The Bourtons Community Hall management committee and the Community Hall’s employees, volunteers, agents and invitees against (a) the cost of repair of any damage done to any part of the premises including the curtilage thereof or the contents of the premises (b) all claims, losses, damages and costs in respect of damage or loss of property or injury to persons arising as a result of the use of the premises (including the storage of equipment) by the Hirer, and (c) all claims, losses, damages and costs suffered or incurred as a result of any nuisance caused to a third party as a result of the use of the premises by the Hirer.
    • The Hirer shall take out adequate insurance to insure the Hirer and members of the Hirer’s organisation and invitees against the Hirer’s liability under paragraph 20(a) and all claims arising as a result of the hire and on demand shall produce the policy and current receipt or other evidence of cover to the Hall Representative. Failure to produce such policy and evidence of cover will render the hiring void and enable the Hall Secretary to rehire the premises to another hirer.

The Village Hall is insured against any claims arising out of its own negligence.

20. Drunk and Disorderly Behaviour and Supply of Illegal Drugs

The Hirer shall ensure that in order to avoid disturbing neighbours to the hall and avoid violent or criminal behaviour; care shall be taken to avoid excessive consumption of alcohol. Drunk and disorderly behaviour shall not be permitted either on the premises or in its immediate vicinity.  Alcohol shall not be served to any person suspected of being drunk nor to any person suspected of being under the age of 18. Any person suspected of being drunk, under the influence of drugs or who is behaving in a violent or disorderly way shall be asked to leave the premises.   No illegal drugs may be brought onto the premises.  

21. Animals

The Hirer shall ensure that no animals (including birds) except assistance dogs are brought into the premises, other than for a special event agreed to by The Bourtons Community Hall. No animals whatsoever are to enter the kitchen at any time.

22. Fly Posting 

The Hirer shall not carry out or permit fly posting or any other form of unauthorised advertisements for any event taking place at the premises and shall indemnify and keep indemnified each member of The Bourtons Community Hall’s management committee accordingly against all actions, claims and proceedings arising from any breach of this condition.  Failure to observe this condition may lead to prosecution by the local authority.

23. Sale of Goods

  • The Hirer shall, if selling goods on the premises, comply with Fair Trading Laws and any code of practice used in connection with such sales.  

24. Smoking

  • Smoking is not permitted at any time in any part of the building.

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