Conditions of Hire
OLIVER ROPER VILLAGE HALL THORPE ON THE HILL
CONDITIONS OF HIRING, HALL INFORMATION, RULES AND EXPECTED CONDITON AT THE END OF YOUR HIRE.
Conditions of Hiring
Please note that this property does not have a Premises Licence. If you are intending to sell alcohol, you will need to apply for a temporary licence. If you intend to do this, please contact the Parish Clerk as you will need the permission of Thorpe on the Hill Parish Council, which is not automatic.
If you are a group working with children or vulnerable adults, it is your responsibility to have safeguarding measures in place. By submitting the booking form, you are confirming that you hold the relevant certification and insurance for your activities
Supervision of the premises, the fabric and contents, their care, safety from damage if the responsibility of the hirer, including proper supervision of car parking arrangements to avoid obstruction of the highway, environs, and disturbance to neighbours, particularly from noise.
Hiring of the hall between the hours of 11.00pm and 8.00am is not permitted because the hall is situated in a residential area.
Use of the premises is restricted to the use, times and date specified on the booking form. You must include time needed for setting up and clearing down and cleaning the hall in your booking period. For local groups only, 15 minutes before and after the hire period will be free of charge.
Payment in full at the time of booking is required, by BACS bank transfer. You will receive an invoice. The booking is not secure until the payment has been received.
No cancellation refund will be made if the booking is cancelled within less than 14 calendar days of the booking date, and a replacement booking is not found.
Regular groups can pay per month following prior agreement with the Parish Clerk.
New village groups wanting to use the hall have the full support of the Parish Council and can request, via the Parish Clerk, that the hire charges be waived during the first 6 weeks to enable the group to become established.
All new groups will be offered a discount of their first 6 sessions for the price of 5.
Breakages, losses, or damage to any property whatsoever will be paid for by the hirer. Hirers may wish to provide their own insurance against their liability towards the public and their own employees in this respect.
The Parish Council shall not be responsible for any loss or damage to any property whatsoever or death or injury to any person whatsoever.
The Hirer shall not sub-let or use the premises for any unlawful purpose or in any unlawful way.
All plug-in electrical appliances should be PAT tested and are used at the hirers' own risk; the Parish Council cannot accept any liability for the electrical safety of items it does not own.
Representatives of the Parish Council shall have right of entry at any time during the hire.
The Parish Council reserve the right to cancel or refuse any letting.
Complaints or comments should be referred to the Parish Clerk in the first instance. Any appeals regarding charges or other matters can be made to the Parish Council who will make a final decision.
Risk assessments for the use of the hall are on the Parish Council website at https://thorpehill.parish.lincolnshire.gov.uk and must be always adhered to.
A copy of the risk assessment can be obtained from the Parish Clerk on request.
Hall Information
The capacity of the hall is 75 people seated or 120 standing. Seated theatre or public meeting capacity is 90.
The hall has parking space for approximately 30 vehicles, including two disabled access bays immediately outside the hall. Please note however that the hire of the hall extends to the hall building only and does not include the surrounding outside space or car park, which may possibly be in use by residents during your period of hire.
The hall is wheelchair accessible and has a disabled access toilet, which also includes baby changing facilities.
The kitchen is equipped with a microwave, oven, hob, fridge/freezer, water boiler, and dishwasher along with cups/mugs, plates and cutlery for 50 people. Tables (17 total) and seating for 50 people is also provided.
Any hall user who intends to make use of the oven, hob, or microwave must ensure they receive instruction in their safe use from the Caretaker or Clerk.
The Parish Council has no responsibility for any failure by a hall user to follow appropriate safety and hygiene rules when preparing food.
Please could all hirers/groups refrain from using items in kitchen cupboards/drawers that are labelled for other groups.
Free wi-fi is available in the ORPMR; see poster in hall for log-in details.
The hall sat-nav postcode is LN6 9BH.
The hall has a white wall space designated for projector use; however, hirers must provide their own projector.
The Caretaker will either open and close the hall for you before and after your booking or provide you with the code for the key safe. There is a burglar alarm, and the Caretaker will disable this remotely.
When your event finished, you should lock the hall and return the key to the key safe.
If your event finishes early, please contact the Caretaker before leaving the hall so that the alarm can be re-set. The hall is the responsibility of the hirer during the period of hire, regardless of whether the hirer is present or not.
Individual arrangements for locking and unlocking the hall, and alarm disabling and setting may be negotiated with regular users of the hall.
Hall Rules
Children should be supervised at all times whilst on the premises, especially in the kitchen, due to the presence of the water boiler and sharp knives.
Smoking is not permitted in any part of the building or on the site at any time.
The playing of ball games inside the hall is not permitted because of the risk of damage to the fixtures, fittings, and the ceiling.
The wearing of footwear likely to cause damage to floors is not permitted.
Blue Tac, Sellotape and other temporary fixings leave marks on walls. For this reason, no pictures, posters, or any other item must be displayed during your hire.
Bouncy castles are not permitted.
The Parish Council shall be at liberty to make an additional charge if any rule is ignored, and additional cleaning, repairs or re-painting is required.
Expected condition of the Hall at the end of your hire
The Hirer shall be responsible for leaving the premises and surrounds in a clean and tidy condition, properly locked and secured unless directed otherwise and any contents temporarily removed from their usual positions properly replaced, otherwise the Parish Council shall be at liberty to make an additional charge.
The following cleaning schedule must be observed:
Ensure floors in main hall are swept and dry (we are not expecting them to be spotless, but no mud/water/debris etc.)
Ensure all tables used are clean and have been wiped down (no pen marks etc).
If fixtures, fittings, the wall, floor or ceiling are damaged, a charge may have to be made for any necessary repair or redecoration.
Ensure no pen/paint marks on radiators, wipe if necessary.
Ensure kitchen floor is swept and clean (again, not spotless, but no food/water etc.) Ensure kitchen worktops are clean and wiped down
Ensure toilet floors are clean (no muddy footprints), mop if necessary
Ensure toilets are flushed/clean, and toilet sinks cleaned (no mud/paint left on sinks/taps) Special preparations, such as those required for the purpose of dancing, must not be applied to the floors.