Hiring Rates and Terms & Conditions 1st April 2023 - 31st March 2024

Terms, Conditions & Information for the Hire of Mayford Village Hall Updated: June 2023 Key Points • Single event hirers should call the Letting Officer on 0845 519 9034 a couple of days before your event to confirm key arrangements. • The time that you have booked includes setting up & clearing away so please ensure you book enough time for your event. MVH is very busy so it is likely that there will be another event before or after yours on the day. You should not expect to be able to get into the hall until 10 minutes before your start time, please vacate the hall on time. • You must take all of your rubbish away with you. • For late events, the hall & grounds must be cleared, cleaned, vacated and the key returned by 12 midnight Saturday, 10pm Sunday, 11pm weekdays. 1. Hire Charges The 3 halls (Main, Middle & Meeting Room) are separately chargeable, your booking is for only the room(s) & time slot that you have specifically hired in advance and there may be another event running in the building at the same time as yours. A deposit of £200 (children's parties £50) is required at the time of the booking and held against breakages and extra cleaning. The full hire charge is payable in addition, either at the time of booking or six months before the event - whichever is the later Payment of the deposit confirms acceptance of these terms and conditions and will be banked by the treasurer upon receipt. 2. Cancellations In the event of a subsequent cancellation the hire charge and the deposit will normally be returned less a cancellation fee of £20, but if less than 14 days’ notice is given, only the deposit will be returned. You are advised to arrange your own insurance to cover any unforeseen events that result in your event having to be cancelled. 3. Responsibilities of the Hirer • Remove all rubbish from the hall premises & grounds at the end of the hire period. You must take your rubbish away with you. • Leave the Hall & grounds in a clean condition throughout including toilets, common areas, car park & garden. • Return all chairs and tables to the store after use. Tables & chairs must be wiped down and any adhesive tape used must be removed. Hirers should note that if the Trustees find any damage or breakages or need to pay for extra cleaning there may be, at their discretion, additional charges made and/or forfeiture of the deposit. 4. Other Notes • MVH does not accept bookings for 18th & 21st birthday parties. Events misrepresented at the time of booking will forfeit the entire deposit. • Nothing to be stuck, pinned, blu-tacked or otherwise fixed to any part of the walls, ceiling, floor, door frames or cinema screen. Please use the fixing eyes provided. • Do not tie anything to the individual “Mayford Village Hall” letters above the main entrance. • Cutlery and tea towels are not provided. • The key for the Accessible Toilet, also containing the Baby Changing Table, is on a hook in the kitchen. • If there is any problem with the lighting or power, circuit breakers for all areas are located in the main store room, left hand cupboard. Emergency contact numbers are displayed in the kitchen and in the entrance lobby. • Fireworks and their use are not permitted inside or outside of the building. Candles, food warmers & other naked flames are not permitted anywhere other than in the kitchen. • Barbecues may only be held at the rear of the Hall on the paved area provided. • Bouncy castles, inflatables & trampolines are not permitted in the hall or in the garden • Noise levels to the front of the Hall are to be kept to a minimum out of respect to local residents. The volume of sound must be regulated at all times so as not to cause any public nuisance. The Main Entrance & West Lobby doors must be kept closed at all times. MVH has its own PPL/PRS Licence. 5. All music must be switched off by 11:30pm Saturday; the hall must be vacated by 12 Midnight Saturday, 10pm Sunday, 11pm weekdays. The Hall & grounds must be cleared, cleaned, vacated and the key returned by 12 midnight Saturday, 10pm Sunday, 11pm weekdays due to the terms of our licence with Woking Council. The intruder alarm is automatically activated at this time. Other venues may be more suitable for your event if you require a later finish. 6. Parking Car Park capacity is around 36 cars and can quickly become full especially during the summer months. Please consider sharing cars when attending events. If the car park is full then use the overflow parking area in the garden area behind the hall if ground conditions permit. Do not park on any of the grass verges on the opposite side of Saunders Lane, these are the private property of our neighbours. Do not obstruct access or sight lines to our neighbours’ drive ways. Do not obstruct the path such that wheelchairs or prams would be forced out into the road. 7. Alcohol The Hall is licensed for the consumption but not the sale of alcohol. Hirers wishing to sell alcoholic drinks must obtain a license from the relevant authorities. 8. Smoking Smoking is not permitted anywhere within Mayford Village Hall. The designated smoking area is at the rear of the building. Smoke & fire sensors linked to an alarm system are located throughout the building. Smoke machines will trigger the alarm and cause the fire shutters to be lowered so cannot be used. 9. Fire Exits Fire exit doors are situated at points north, south & west of the building and the assembly point is the main car park at the front of the village hall. Instructions for silencing the fire alarm in the event of accidental triggering are in the entrance lobby. All events are logged. 10. Security MVH is protected by a remotely monitored security system which must be disarmed when you enter the building. The black tag on the keyring must be held against the black ring on the Alertgen panel on the right hand side of the entrance lobby. This must be done within 30 seconds of opening the front door. Confirm that the unlocked padlock symbol is lit to indicate deactivation The alarm will reactivate automatically at the end of your hire period so please ensure you vacate the building on time. All system events are reported to the monitoring centre and logged. MVH is also protected by a smoke & fire detection system and external CCTV recording operating 24 hours a day. Failure to comply with any of these conditions may result in the full loss of your Deposit. MVH operates a number of policies for the management & protection of our users, employees & trustees:- • Data Protection Policy - Click here to view the policy. • Health & Safety Policy - Latest version here • Safeguarding Policy - Latest version here