What is included in the hire Charge?

1. Use of the specific hall that has been hired (main hall includes use of the stage for use by entertainer(s) (not for general use).
2. Use of the kitchen facilities for the hall you are hiring.
3. Use of the toilet facilities.
4. Use of the hall’s tables and chairs in the area under hire.
5. An entertainment license is held by the Bisley Village Hall that allows the hirer to play published music. The terms of the license state that music volume “must be regulated so as not to cause any public nuisance”.

What is excluded from the hire charge:

1. Use of theatre lighting and sound system (these can be hired and used through arrangement with the Committee).
2. Use of storage facilities that do not form part of prior agreements reached with the Committee.
3. Use of the upstairs Committee/Meeting Room unless booked.
4. Use of the enclosed outside area.
5. Use of external Garage.
6. Crockery and cutlery can be hired by agreement with the committee.
7. If the Hirer is running a business, then they need their own entertainment license (to play music) and cannot make use of the hall’s license.

Equipment Hire:

              The Following Equipment can per hired per session at the following charge:

                             Projector                                                                                                       £30

ADHOC HALL TERMS & CONDITIONS (1st September 2021)

Registered Charity No. 304978

Management of the Hall The Committee of Management (the Committee) of Bisley Village Hall are responsible for ensuring the hall is maintained in a suitable and safe condition in accordance with the 1961 Conveyance and the rules and regulations of the Charities Commission Any issues that arise that are likely to impact on the hiring of the hall should be notified to a member of the Committee as soon as possible by phone or email so that suitable resolution can be assessed, approved and actioned. The Committee aims to be as pragmatic and constructive as possible, taking Users views and needs into account as far as possible. However, decisions reached by the Committee, following communication with Users, are final.

CONDITIONS OF HIRE

1. The Booking Period must include the setting up and clearing up time. Users must not arrive before their allotted time and clear up by the end of their session.

2. A Returnable Deposit of £150.00 is required for any booking in the Main Hall and £100 in the Jubilee Hall. This is reduced to £50 for parties in the Jubilee Hall. The Deposit will be returned to the Hirer once the hall has been checked following the booking.

3. Once a completed Booking Form is received, an invoice for the Deposit and hire fees will be issued. Receipt of full payment is required within one week of issue of the invoice to secure your booking. In the event of cancellation within 30 days of booked date, the hire fee is not refundable.

4. All Parties are held at the discretion of the Trustees. We are unable to accept some parties including teenage parties and 21st. Birthday Parties. 5. Music MUST stop at 11.00 p.m.

6. All hired rooms, kitchen, toilets and entrances to be swept and left tidy.

7. All rubbish must be placed in the bins located throughout the hall with any excess taken home or placed in the correct recycle or general waste bins outside.

8. All kitchen work surfaces, tables, sinks and cookers must be wiped clean.

9. Except for chairs left out in the Main Hall, all Chairs to be stacked to maximum of 10 high. Chairs and Tables are stored in the Main Hall Cupboard, the Cupboard in the Foyer, and the Jubilee Hall and should be returned as per the signs displayed.

10. All lights and heating must be switched off after use. All windows and exits must be secured after use.

11. No decorations, notices etc., to be hung without prior approval.

12. No candles to be lit on the premises except for candles on Birthday cakes.

13. Maximum capacity; Main Hall - 180, Jubilee Room - 60.

14. There must be a named individual over the age of 18 responsible for the care and safety of vulnerable children and adults in attendance throughout the period of hire.

15. Smoking is not permitted within the village hall or entrance.

16. The organizer of the event must act as a temporary fire safety officer for the duration of the event (see Fire Escape Instructions in Hall Information Folder)

17. If electrical equipment is used in the hall, it must be clearly labelled with an up-to-date PAT testing mark.

18. Due to the extreme difficulty to obtain Liability Cover for the Hirer, Bouncy Castles cannot be used at the Hall.

19. If food is prepared in the hall the group responsible must register with Surrey Environmental Health.

20. If you are serving alcohol or having a licensable event, you may require a Temporary Event Notice from Surrey Heath Borough Council. Please advise or consult the Bookings Officer if a TEN is needed.

ADHOC HALL TERMS & CONDITIONS (1st September 2021)

• FIRE EXITS must be kept clear at all times (inside and outside)

• FIRE DOORS must be closed before exiting the building

If 'Hirers' fail to comply with these conditions, or the areas hired are left dirty, requiring the cleaner to carry out additionally cleaning before another user can use the facility, a deduction will be made from the deposit. Similarly, damage to any tables, equipment, fixture and fittings will be charged for the cost of any replacement or repair required. In exceptional circumstances it may be necessary for the Trustees to issue special conditions of hire that supersede, amend or negate the conditions in this form. If so, you will be informed in writing or email and may be asked to acknowledge your acceptance of these special conditions. All Hirers need to be aware that the Hall is an Emergency Evacuation Location for the local School and Care Homes. In the very unlikely event that it is needed then the Hirer will be required to evacuate or cancel their booking at short notice.

IMPORTANT NOTE TO ALL USERS OF THE HALL

We are proud of our Village Hall, but the size of the building and the amount of use does mean that cleaning and maintenance are a constant problem. So, help us by leaving the Hall in a clean and tidy state. In particular, disposal of rubbish creates a problem with vermin if care is not taken. We would therefore ask you to observe the conditions of hire regarding rubbish. Please have respect for all our neighbours and please do not, under any circumstances, block their driveways. In addition, please keep noise in the Car Park to a minimum especially late at night, and do not leave rubbish in the Car Park. Please also note that the Car Park (owned by the Parish Council, not the Village Hall) has a Barrier at its entrance. If your event requires this to be opened for high-sided vehicles then this must be stated on the booking form. The Booking Officer will then ascertain if anyone is available to open and close the Barrier for you. If nobody is available, your event will either have to be cancelled or continue without this requirement.

Signed on behalf of Bisley Village Hall: R S Colvin Secretary Bisley Village Hall Management Committee of Trustees

Bisley Village Hall and Covid-19 – Supplementary Guidelines for Hall Users - March 2022

Government statutory Covid-19 requirements have been removed and so the Trustees have withdrawn the need for you formally to agree to Covid-19 Special Conditions or to provide a Covid-19 Risk Assessment when making a booking. It remains your responsibility to maintain safety of your group from Covid-19.  However, as Trustees we also have a responsibility to reduce the risk of Covid-19 infection so that, together, we can keep the hall as safe as practicably possible for everyone. 

1.     We encourage all users to recognize and respect the feelings and safety of everyone else who uses the Hall, but especially those who may be more vulnerable to Covid-19.

If someone has or may have Covid-19

2.     Please try to ensure that everyone likely to attend your activity understands that they MUST NOT DO SO if they are unwell or if anyone in their household has Covid symptoms or has tested positive in the last 48 hours. Anyone who is or may be infected should be encouraged to follow relevant Government/NHS advice. If somebody falls ill at the Hall and you think they may be infected please follow the attached Covid-19 Incident Protocol (updated February 2022).

3.     The Hall’s Trustees may close the Hall if there are significant safety concerns.

Keeping everyone safe

4.     Cleanliness and good hygiene are important (regardless of Covid-19). We would therefore be grateful if group leaders would continue to allow 15 minutes before and after the period during which activities take place for setting up and cleaning. Please try to make sure that any surfaces that have been frequently used, in any part of the Hall, are given a good clean before you leave and dispose of rubbish in the bins provided or take it away with you.  Please encourage everyone to use hand sanitizer on entering and leaving.

5.     Good ventilation remains essential. Please keep the premises well ventilated during your hire with windows and doors (EXTERNAL fire doors, not INTERNAL fire doors) open as far as convenient. You will be responsible for ensuring they are all securely closed on leaving.

6.     For the safety of others please encourage all those attending your activity to wear a face covering upon arriving at or leaving the Hall and until in their class and in confined areas such as toilets and corridors.

7.     Please continue to encourage social distancing when appropriate and to avoid crowding of people in and around the Hall at the start and end of sessions.  Encourage attendees and anyone coming to the Hall to drop off or collect attendees to wait outside rather than gathering inside the building before and after activities and events.

8.     Please take particular care to ensure social distancing and the wearing of masks when there attendees who do not have regular contact with each other; and/or are likely to be clinically more vulnerable to infection; and/or who feel unsafe or uneasy .

9.     Please continue to encourage people to use the Hall’s one way systems: Main Hall users to enter through the Main Door and leave via the fire exit to the right of the stage; Jubilee Hall users to enter and leave through the external fire exit door. Group leaders should, however, enter and leave via the Main Doors.

10.  To facilitate the easy movement of people in and around the Hall please adhere to the times for which you have booked the Hall and not arrive early or leave late unless that has been agreed with the Trustees.

11.  Because space in the toilets and the corridor leading to them is restricted we recommend that no more than three people should use each toilet suite at one time.

12.  All activities should comply with the Hall’s Risk Assessment (attached). Please talk to the Trustees plans.  if you are planning a large event please talk to the Trustees so that together we can take whatever steps are needed to keep everyone safe.