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Hire of Gartmore Village Hall: Terms & Conditions

Hiring of the Gartmore Village Event is subject to our terms and conditions. Booking of the Hall is taken as confirmation of these terms.


General Conditions 

For the purpose of these conditions, the term HMG shall mean the Gartmore Village Hall Management Group.

For the purpose of these conditions, the term HIRER shall mean an individual HIRER, or, where the HIRER is an organisation, the authorised representative as recorded on the Booking Form.

The HIRER shall be responsible for the fabric and contents of the rooms and spaces they use during the period of hire.

The HIRER shall ensure that the minimum of noise is made on arrival and departure.  Hires will terminate at midnight (12pm) unless dispensation is given in writing in advance.

The HIRER shall ensure that no animals, except guide dogs, are brought into the Hall, without prior agreement in writing.

If a representative of the HMG is called out to the Hall during a hiring to remedy a situation caused by improper use of the Hall then an additional charge may be levied.  

The premises shall not be used for public entertainment outwith the hours of 9.00am to midnight unless special permission has been given by the HMG.

Booking Procedure

Before bookings can be made, all HIRERS must accept these Conditions of Hire by signing the acceptance section below and returning the form to the Hall Coordinator (contact details below).  Organisations and individuals can make repeat bookings once they have lodged a signed copy with the Hall Coordinator.

Bookings can be made by email to [email protected] or by phone to the Hall Coordinator (07501 891 892).  Booking requests must state the name of the organisation or individual, the date, the room to be hired, the purpose of the hire, the start time, the finish time and the contact details of the HIRER.  No booking requests can be accepted from children under the age of 16.  The appropriate number of adults must supervise all children under 16.

Bookings are provisional until confirmed by the Hall Coordinator by email or mail.  The HIRER will have access to those parts of the Hall specified in the Booking and in the Confirmation of Booking.

All bookings must include sufficient set up and cleaning up time and will be charged accordingly. For large evening events this may require booking for a few hours before the event and the following morning. This will be shown on the on-line booking calendar.

HIRERS will be invoiced monthly according to the current published Scale of Charges.  Events may be charged in advance and a deposit may be required that will be returned after the hire when the Hall is left clean and in good condition.

Cancellation Policy

Bookings can normally be changed without charge.

Cancellation of bookings for which an upfront payment has been required will be charged as follows:  cancellation more than 3 months before the booked date, 10%, between 3 months and 1 month, 25%, less than 1 month, 90%.

HIRER’S Responsibilities

The HIRER will, during the period of hiring, be responsible for supervision of the premises, the fabric and the contents (to the extent impacted by the hirer’s activity), their care, safety from damage and the behaviour of all persons using the premises, whatever their capacity. Children are not permitted in the kitchen unless by prior agreement in writing.

The HIRER shall not use the premises for any purpose other than that described in the Booking Request 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 to bring onto the premises anything which may endanger the same or render invalid any insurance policies in respect thereof nor allow the consumption of alcoholic beverages thereon without written permission.

No alcoholic drinks must be taken into the premises and no application for an occasional licence to sell or dispense alcoholic drinks may be made without consent from the HMG.

The HIRER shall be responsible for obtaining such licences as may be needed whether for the sale or the supply of alcoholic beverages or for the performance of entertainment and/or other such activities for which authorisation is required. If activities involve the supervision of children or other vulnerable persons, it is the responsibility of the HIRER to ensure that all requirements of Disclosure Scotland PVG Scheme are complied with.

The HIRER shall ensure that sub-contracted activities such as mobile discotheques, catering etc are fully insured against public liability for their operation. The HMG has insured the Hall for Public Liability risks falling within their responsibility.

The HIRER shall ensure that nothing is done on, or in relation to, the premises in contravention of the law relating to gaming, betting and lotteries.  

The HIRER shall indemnify the HMG for the cost of repair of any damage done to any part of the property or the contents of the building, which may occur during the period of hiring, as a result of the hiring.

The HIRER shall ensure that all children on the premises are under adult supervision at all times.

At the end of the hiring, 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 which have been temporarily removed from their usual positions properly replaced, otherwise the HMG shall be at liberty to make an extra charge.

Under no circumstances should the summer ice table be moved. The table has been carefully levelled and any attempt to move it may not only affect this but also damage the table. This is the long covered table at the rear of the building.

The Hall will be provided to the HIRER in a clean and functional condition. It is the responsibility of the HIRER to return the premises to an equivalent condition at the end of the hire, including sweeping/mopping the floors and cleaning the kitchen. It is the responsibility of the HIRER to ensure that any rubbish accumulated during the hire is removed from the Hall and placed in the receptacles provided or taken away after the event. The Hall does not have the capacity to collect and remove rubbish. The HMG will impose a charge to cover the cost of any additional work that may result from failure to observe this condition.

After the event, the HIRER must return promptly any keys provided for access to the Hall.

The HIRER shall, if preparing, serving or selling food, observe all the relevant food health and hygiene legislation and regulations including those detailed on any notice in the kitchen or other part of the Hall.

The HIRER shall ensure that any electrical appliances brought to the premises and used there, shall be safe, in good working order and used in a safe manner.

When applicable and to comply with the Public Entertainments Licence, the HIRER should have sufficient competent attendants on duty on the premises to assist people entering and leaving and generally supervising the event. In addition to the HIRER, the number of attendants must not be less than two for up to 100 persons and three for up to 220, being the maximum capacity of the Hall. Additional attendants are required if those participating are mostly teenagers and young people.

In addition to the HIRER, it is essential that all attendants should acquaint themselves with the location and use of fire equipment, the escape routes and the need to keep them clear and the necessity to close all fire doors. (see section below on Fire Regulations)

A generic risk assessment is posted in the Hall and given to HIRERS when they accept the Conditions of Hire.  The HIRER shall be responsible for the preparation and submission in advance to the Hall Coordinator of a supplementary Risk Assessment to cover any additional risks posed by the activities of the HIRER. Where specific events pose additional risks the HMG will review and agree the supplementary Risk Assessment with the HIRER before the event.  

The HIRER shall make every effort to ensure that all accessing the Hall are made aware that parking is restricted in Gartmore, and advise any drivers to adhere to parking legislation, and to park with consideration of local residents and other visitors. We advise use of public transport/car shares.

Fire Regulations

In case of fire or suspected fire, first evacuate the building.  

Users must read all Fire notices and know locations of fire doors, exit routes, fire extinguishers, fire alarm call points

Except when in use (especially when the building is empty), all fire doors (all clearly marked KEEP SHUT, must be kept closed

All exit routes (mostly the corridors) must always be kept clear of obstructions, trip hazards and slip hazards.  Remember all escape routes must also be accessible to wheelchairs.  Cables should normally not be laid on floor but if there is no alternative, they must be properly covered with cable covers and must never cross escape routes (particularly they must not be laid across fire escape doorways).

When a function takes place in the main hall, the arrangement of chairs tables etc. must always provide clear escape routes.  The layout of auditorium style seating in the main hall (200 maximum), or tables and chairs, must always leave a clear 2m wide aisle across the hall directly between the two fire escape doors.  Clear escape routes must also be left running from front to rear of the hall.  For example, a central 1.5m wide aisle and two 1.0m wide side aisles from front to rear.  Alternatively, two 1.5m wide aisles with 4 chairs between the sidewalls and each aisle and the remaining chairs between the two aisles.  

No combustible waste material must be left outside against the walls of the Hall.

All electrical equipment brought in by Users must have a current Portable Appliance Test (PAT) sticker.

In the Event of an Emergency

In the event of an emergency please telephone the Hall Coordinator (07501 891 892. If the Hall coordinator is unavailable, please telephone any member of the HMG (displayed on hall notice board.)

The HIRER shall note the location of fire-fighting equipment and comply with all fire precautions and evacuation procedures as per the “In Event of Fire” notices posted in the Hall.  Smoking is not allowed anywhere on the premises and the HIRER shall ensure compliance with this rule.