Terms and Conditions

FOXTON VHT TERMS AND CONDITIONS 2025_12

Hire of Foxton Village Hall & Sports Pavilion is subject to Hirers’ acceptance of the Terms & Conditions which may be updated at any time – please ensure you have read these carefully and understand your obligations.

Fire Safety & Procedure

You must read the Fire Safety Procedure on the noticeboard in the lobby.

EVERYONE MUST OBEY THE FIRE SAFETY PROCEDURE AT ALL TIMES:

DO:

Note the location of fire exits and break glass points.
Keep fire exits and routes to them clear.
Keep fire doors closed.
Avoid the use of inflammable materials.
Avoid accumulating combustible material.
Switch off and unplug electrical appliances after use.

DO NOT:

Leave fire doors propped open.
Use unprotected naked flames.
Leave the cooker hob on and unattended.

IF YOU DISCOVER A FIRE:

Alert your attendees and anyone else in the immediate vicinity.
Use the nearest Break Glass Point to sound the alarm.
Call 999 when safe to do so.

IF YOU HEAR THE FIRE ALARM:

Leave the premises quickly and calmly by the nearest safe exit with all your attendees
Proceed to the Fire Assembly Point inside the fence near the lamppost by the layby on Hardman Road.
Call 999 to summon the fire service.
Inform VHT or a keyholder if possible (details are on the main entrance door).
DO NOT RE-ENTER the premises until advised it is safe to do so by a Competent Person .

2. Health & Safety

Health & Safety legislation imposes duties on everyone as individuals including Hirers and their attendees. All users of the premises, employees, volunteers and contractors on the premises must:

Take care and responsibility for their own safety and that of other people.
Comply with Health & Safety and Fire Safety requirements.
Comply with any Notices on the premises.
Note that any portable electrical appliances owned by hirers must not be used unless they have been PAT tested in line with prevailing legislation and must be removed from the premises after the period of hire unless prior written permission has been obtained from VHT.

Anyone finding a fault, damage or other situation on the premises which might cause injury must:

Take action to rectify it immediately if safe to do so.
Inform the Maintenance Manager as soon as possible (if unavailable, a key holder).
Where equipment is damaged and cannot be removed to prevent use, place a notice on it warning that it must not be used.

3. General Information for Hirers

Key collection to access the building: Hirers will collect the Village Hall or Pavilion key from a secure key safe beside the entry door. An access code will be provided ahead of the booking date.

Emergencies: all Hirers must carry a fully charged mobile phone in case of fire or other emergency – no landline telephone is available in the Village Hall or Pavilion.

Medical: First Aid kits are available in the Village Hall and Sport Pavilion kitchens. In the event of an accident Hirers must records details in the Accident Book.

Defibrillator: is available on the exterior wall of the Sports Pavilion facing the recreation ground – to use dial 999 and follow the instructions given; the code to open the cabinet is C20156.

Evacuation Procedure: Hirers must make attendees aware of the evacuation procedure at the start of the event they are holding particularly the location of exit doors, the external assembly point and the position of the fire alarm action notice which provides detailed instructions of what to do in the event of a fire.

Toilets: Hirers must ensure that any toilets used are left in a clean condition and flushed after use.

Parking: There are 25 parking bays and 2 disabled parking bays in the car park plus roadside parking and a gravel car park on the access road. Parking spaces may be in use by other Hirers or for school or sport events, especially on Saturdays.

Please note that vehicles are not allowed on the recreation ground unless permission is granted by the Parish Council.

Communal Spaces: All Hirers may use the foyer, toilets and kitchens. If there is another booking in a different room at the same time, Hirers will need to share the communal facilities. The kitchen is well equipped for most event catering and parties but Hirers are advised to ensure the facilities meet their needs in advance of the event.

Housekeeping: Hirers must allow sufficient time in their booking for set up before and tidying up after their event. Hirers are required to ensure that the facilities are left clean and tidy and clear of any rubbish. The large wheelie bins in the compound outside the Pavilion door may be used if required. Rubbish must not be left in any other place including outside Foxton Primary School. Soiled nappies must not be left in the standard internal waste bins. Cleaning equipment is available in the kitchen. Lost property will be disposed of if not claimed promptly.

In the event of any defects or malfunctions in the premises, contact the Maintenance Manager, or if unavailable, another key holder (details by entrance door).

Hirers must report any damage or breakages at the end of their event so that prompt repairs can be made.

Smoking: smoking or vaping is not permitted at Foxton Village Hall & Sports Pavilion or the immediate area surrounding the building.

School Intruder Alarm: if the School intruder alarm sounds no action is required. The alarm will sound for approximately 10 minutes before auto-silencing and will be reset as required by the School.

Before you leave: all Hirers must ensure that:

All lights are switched off.
Fire doors and windows are securely closed.
Radiators are left switched on.
Tables and chairs, if used, are replaced neatly and safely.
The premises are clean and any rubbish has been disposed of correctly.
The key is securely returned to the key safe.

4. Licensing

Premises Licence: Foxton Village Hall is licenced for the performance of plays, exhibition of films, indoor sporting events, performance of live music, playing of recorded music, performance of dance, provision of entertainments of a similar description, provision of late night refreshment, and sale by retail of alcohol (special conditions apply).

Alcohol: Alcohol may be provided free of charge by Hirers to those attending their event but is only permitted for over 18s. One responsible person must be sober at all times.

Sale of Alcohol: if Hirers wish their arrangements to involve the sale of alcohol they have two options:

Hirers may make arrangements with the Designated Premises Supervisor quoting Personal Alcohol Licence No OWPS0605, contact details:

Mr Manish Bhadresa, Foxton Post Office, High Street, Foxton CB22 6RQ

Hirers may apply for a Temporary Event Notice (TEN) to hold one-off licensable events at without the need for the presence of a personal licence holder, provided certain criteria are met. Hirers must inform VHT in advance if they intend to apply for a TEN and should note that a fee is charged by South Cambs District Council and that they should allow at least 10 working days ahead of the planned event. Details of how to obtain a TEN can be found at:

https://www.scambs.gov.uk/licensing/alcohol-and-premises/temporary-event-notice

Music: Although FVH is licensed for the performance of live music and playing of recorder music, Hirers should note that Spotify, YouTube, Apple Music and other popular digital entertainment platforms are only licensed for home/personal use. They must not be used for an event open to the public.

Video/TV: It is illegal to show DVDs bought for home use. Hirers are not allowed to watch live TV, or iPlayer on any device, as FVH does not have a TV licence.

5. Equipment

Use of tables, chairs in all rooms, WiFi, sound equipment and modular staging (Main Hall only) is included in the hire charge. For your own safety and that of other users, Hirers MUST follow instructions for their use and storage. Checks are made after the event, particularly the staging and a charge will be made if storage needs rectifying.

If using the microphones, you are advised to bring spare AA batteries. The induction loops/sound system where fitted needs to be switched on. In the Main Hall either a large (6.35 mm jack plug) or red and white audio cables are needed to connect a music player to the sound system.

Hirer’s own portable appliances may be used during the period of hire but must display a current PAT certificate.

6. Premises

Hirers must ensure that a responsible adult is in charge at all times who must:

Be on the premises for the duration of the booking.
Maintain good order and take charge of emergency situations.
Monitor the conduct of all persons present and ensure that they comply with the Terms & Conditions, Health & Safety and Fire Policies.

Please note that the premises includes the paved area around the building and the car park but does not include the recreation ground. Hirers wishing to use the recreation ground must make arrangements with Foxton Parish Council at clerk@foxtonparishcouncil.gov.uk.

7. Security Deposits & Extra Charges

Hirers are required to pay a £100 minimum security deposit for all private parties at least 14 days before their event. The amount required may be increased at the discretion of VHT for larger events. The security deposit will be fully refunded after the event if no damages occur or extra cleaning costs are not required.

All or part of a deposit held will be forfeit if deemed appropriate by VHT or their representatives and a further charge may be made if necessary to cover relevant costs.

VHT will retain all or part of the security deposit and may impose an extra charge if :

There is reason to believe that the conditions of hire or rules have been contravened.
Additional rooms to those booked have been used.
The period of hire is significantly exceeded.
There is any damage to the premises or contents arising from the event.
Additional cleaning costs are incurred as a result of actions by the Hirer or their guests
Invoices remain unpaid 28 days past their due date

8. Hirer Obligations

The relevant personnel must have the necessary qualifications, licences and insurances for the activities taking place. You may be required to show documentary evidence.
Parties are by personal invitation only.
Fireworks are not permitted at any time on any part of the premises or the recreation ground.
Any electrical appliances brought and used, must comply with current standards and PAT regulations. Helpful information can be found at: https://www.hse.gov.uk/electricity/faq-portable-appliance-testing.htm
If Hirers wish to hold a BBQ sited on the paved area surrounding the premises, a formal application must be made at least 7 days in advance of the event to bookings@foxtonvillagehallcambs.org so that a risk assessment can be conducted and permission granted. BBQs are not permitted inside the Village Hall & Sports Pavilion or on the grass areas of the recreation ground.
Bouncy Castles are permitted in the Main Hall and Pavilion only, provided that they are supplied by a specialist company and follow the Health & Safety Executive advice which can be found at https://www.hse.gov.uk/entertainment/bouncy-castles-safety-advice.htm
Soft Play equipment is permitted in the Main Hall, Meeting Room and Pavilion provided that it is supplied by a specialist company
VHT insurance does not cover the provision or use of Bouncy Castles or Soft Play equipment. The Hirer is required to ensure that the specialist company has adequate insurance relating to the provision and use of their equipment. If the Hirer is supervising the use of the equipment, they must ensure that they have the appropriate insurance including Public Liability insurance (of a minimum of £5 million) covering their supervision.
Do not smoke, vape or use smoke effects – these will activate the fire alarm.
There must be at least 1 appointed steward per 100 people. There must be at least 1 responsible adult for every 25 persons under 18 yrs.
You must not exceed the permitted number of people for the room(s) hired.
Keep the car park paved area clear for emergency access – unloading and loading is permitted but strictly no parking.
You must not bring any animals, other than service dogs, into the building without prior permission of VHT.
You may not store any equipment without prior written approval of VHT.
Do not fix anything to ceilings, painted walls, or the acoustic boards in the Main Hall; tape, blu-tak or easily removable fixings may be used to attach decorations to windows, doors or Main Hall walls. Pins and staples must not be used.
Emergency exit signs must be left switched on while the building is occupied.
You must respect and co-operate with other Hirers in the use of shared facilities – foyer, kitchen, toilets, equipment and ensure that all facilities used are left clean and tidy for the next Hirer.
Food served or sold on the premises must comply with all current legislation.
Consider nearby residents – avoid excessive noise especially if windows or doors are open.
In cold weather, keep doors and windows closed for the heating controls to work properly. Ensure that radiators are left turned on when you leave.
Noisy activities including band practices and other music must cease by 11.00 pm on weekdays.
Evening events must end no later than midnight.
After use, put away tables, chairs and other equipment according to the notices in a safe and orderly fashion in the same place where you found them; do make use of the table folding gadget available.
Take away as much waste as possible – any waste not taken away must be placed in the large bins in the fenced area by the Pavilion door.
Switch off any microphones but leave the main hall induction loop turned on.
Clean and tidy the premises and toilets so they are in a good condition for the next user.
Turn off all lights, close all windows, kitchen shutters and lock all external doors when leaving the building.
Return keys to the key safe immediately after the hire period.
Indemnity Statement: Hirers agree to indemnify both the Village Hall and its Trustees against all liabilities, claims, losses or damages (including legal fees and other expenses) that may arise as a result of the use of Bouncy Castles, Soft Play equipment, Sport, Exercise, Martial Arts or Electrical equipment, or any other item used in connection with their event at the Village Hall & Sports Pavilion.

9. WiFi Policy

Foxton VHT provides access to the internet via a WiFi network. Details for access are located on the Noticeboard and in each room. Hirers may use the WiFi at no extra charge, subject to the following terms:

9.1 Restrictions on use

(a) The password must not be divulged to or used by any other party, however the Hirer is permitted to use multiple devices eg phone, tablet and PC.

(b) Hirers agree at all times not to use the Wi-Fi for any illegal activity including the following purposes:

Accessing, creating, sending, transmitting or otherwise making available to others any material that is offensive, obscene or indecent or infringes copyright of another person or company
Uploading computer viruses or carrying out hacking.
Interfering with others’ enjoyment of the WiFi service.
Accessing online media of any provider without satisfying the licencing requirements involved or which is restricted to home or personal use.

9.2 Disclaimer:

(a) VHT provides no guarantees that you will be able to connect to the internet successfully and does not provide any technical support.

(b) VHT is not responsible for data, messages, or pages that you may lose or that become misdirected when using the service.

(d) VHT does not take any responsibility for any malware, viruses, hacking or other unwanted effects which may affect your devices.

9.3 Privacy and Data Protection:

Technical information may be collected from user devices necessary to provide access to the Internet, which may be logged to detect crime or where necessary to block access from a specific device.

9.4 Restrictions:

(a) VHT may restrict access to specific websites or other internet services at our sole discretion.

(b) VHT may impose usage, or service limits, suspend service, or block certain kinds of usage in our sole discretion, to protect other users of our Wi-Fi service.

9.5 Our liability:

VHT shall not be liable to Hirers or their guests in contract, tort (including negligence), breach of statutory duty or otherwise arising for: loss of income or revenue; loss of business; loss of profits or contracts; loss of anticipated savings; loss of opportunity or goodwill; loss of, damage to, or corruption, of data; or indirect or consequential loss of any kind.

9.6 Indemnity:

Hirers and their guests agree to indemnify both the Village Hall and its Trustees against all liabilities, claims, losses or damages ( including legal fees and other expenses) that may arise as a result of your connection or refusal for connection to the Village Hall WiFi.

10. Safeguarding if the Pre School or Primary School is in session

10.1 Risk of Intruders

VHT provides access codes for external doors only to authorised personnel. To protect against the risk of an intruder Hirers are strongly advised to consider their safeguarding arrangements for those attending their event. VHT advises that all external doors are kept locked at all times. Keys must be returned to the secure key box immediately after use for use by other authorised users.

10.2 If the Preschool or Primary School is in session

Your hire may coincide with Preschool running from the Meeting Room. Due to safeguarding requirements, Preschool requires a record of any people entering the building when Preschool is in session.

Hirers are requested to ring the doorbell (to the left of the Village Hall main door) to gain access to the lobby, and all hirers or visitors are required to sign into the visitor book.

Preschool also requests that, in the event that you wish to use the toilet at the same time that a child is in there, you wait until the child has returned to the main preschool room or use the male or disabled toilets.

Please note that the door connecting the Lounge with the Main Hall must be kept locked, except when in use by a hirer of both rooms simultaneously, in order to avoid the risk of a school child accessing other parts of the building.

Thank you for your understanding and support of Preschool’s care of the youngest members of our community.

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Foxton VHT 2025_12