1. Our agreement with you
This agreement covers the hire of Gladstone Village Hall and Sports Pavillion, The Village, Burton, Neston, CH64 5TH (the Village Hall). We are GVH Facilities Limited (referred to as We, Us and Our). Our agreement with you is made up of this Conditions of Hire, the Booking Form, a plan of the safety exits and safety procedures and related form for signature by both parties. You can hire the Village Hall if you are an individual or a company, providing that you are able to comply with the Conditions of Hire.
2. Making a booking
You can ask to book the Village Hall by completing the Booking Agreement form, which includes acknowledgement of our Conditions of Hire, to our Booking Secretary:
Lara Wild
Gladstone Village Hall, The Village, Burton
Email: [email protected]
Tel: 0151 665 0875
Providing the Village Hall is available on the time and date you wish to book, our booking secretary will confirm your provisional booking by email. To secure the date you must then pay the deposit – one third of the total amount due by on-line BACS payments:
HSBC Bank
GVH Facilities Limited
Sort Code: 40-34-06
Account Number: 01476742
When paying by BACS please state your surname and the date of the event in the reference field.
The final balance of the total amount due 6 weeks before the hire date.
3. Deposit
If you cancel your booking we may keep some of your deposit to cover our costs. We have set out the amount we will keep below, depending on when you tell us.
| Cancel at least 12 months before the date of hire | We will return your full deposit |
| Cancel later than 12 months but at least 2 months before the date of hire | We will keep half of your deposit |
| Cancel within 2 months of the date of hire | We will keep all of your deposit |
If we are able to re-hire the Village Hall for the same time and cost as your cancelled booking we will refund all of your deposit less an administration fee of £50. If it is let for a lesser period/cost an appropriate refund, less an administration fee of £50 will be made.
4. Additional Costs
Security deposit: £400 payable for all wedding and evening party hire. We will refund the security deposit to you after the event (returned BACs payment) within 14 days of the hire date unless:
- you or your guests or contractors damage the Village Hall, Social Club or grounds or any fixtures or fittings
- you or your guests or contractors behave in an unacceptable way that causes damage or nuisance to local residents (for example, the police or local authority are called due to noise or we receive complaints from residents)
- you, your guests or contractors fail to clear up any mess or leave items after hire that we need to dispose of. We will inspect the premises after use and notify you if we are withholding any of your security deposit.
If you have, by prior arrangement agreed to pay corkage, on alcohol used for a toast, the corkage amount of £6 per bottle will be deducted before refunding your security deposit.
These additional costs will be due with your final balance.
5. The Conditions of hire state you must not
The conditions of hire state you must not:
- Attach anything to the fabric of the buildings i.e. to the woodwork, walls etc. You’ll find existing nails to attach to.
- Leave in situ Blu-Tac, tape or any other substance which may leave a mark.
- Use any entertainment services (DJs, musicians etc.) unless you have asked us and we have approved them.
- Use any external electrical equipment without our agreement.
- Use candles in any area of the Village Hall or Grounds.
- Use metallic/plastic confetti.
- Use party poppers.
- Use fireworks.
- Allow guests or contractors to smoke anywhere in the Village Hall or Sports Club. If our smoke detectors are triggered we may need to close down the event.
- Use the Village Hall for any purpose other than that agreed.
- Bring pets into the Village Hall without prior agreement.
- Have children under the age of (12) in the Village Hall or Grounds unless they are supervised by an adult.
- Do anything, or bring into the Village Hall or Grounds anything, which might cause damage or endanger guests or local residents.
- Exceed the maximum capacity of 100 persons in the village hall, 60 persons in the Sports Pavillion.
- Disturb local residents when you or your contractors leave the Village Hall or Grounds.
6. Safety
You must ensure that you do not exceed the maximum capacity of guests set out above and you do not block or impede any of the fire exits. You must take note of the fire plan and make yourself, and other attendees, aware of location of fire exits.
7. Suppliers
Our website includes a list of suppliers and contact information. Please note we are not recommending these and they are for your use only. If you book any of these suppliers (or suppliers that are not on our website) please check they have relevant insurance and certificates/approvals.
Marquees must only be erected by a reputable company and we must see their full insurance documentation at the time of booking. GVH Facilities Ltd is purely allowing the hirer to make temporary use of a pre-agreed area of grass on its site. The lead hirer will need accept responsibility for the safety of all the attendees as the marquee is not a structure owned or operated by GVH Facilities Ltd. Marquees must be vacated by 10.30pm, in consideration of our neighbours, and removed from site by noon the following day or time agreed with booking secretary. The area must be left in the same condition as before the marquee was erected.
8. Use of the Premises
If the Premises are used for a purpose other than that stated in the booking form, we have the right to close the event without a refund. Any unpermitted use of the Premises may incur a charge or possible closure of the event. If you wish to change the purpose of your booking, you must let us know as soon as possible (subject to approval).
9. At the end of hire
Please leave the Village Hall and grounds in the same state as when you first enter them, putting away furniture, sweeping floors if necessary and tidying the kitchen. Any rubbish must be placed in the bin store, situated in the car park. Please turn off all lights and other electrical items before leaving ensuring all doors and closed and the building is secure using the locks and keys provided.
10. Cancellation by you
You can cancel your booking but we may keep some or all of your deposit if you do so please see paragraph 3 above. Cancellation will be effective from the date of receipt of your notice.
11. Cancellation by us and termination of hire
If you or your guests or contractors make a noise (or behave in any other unacceptable way) that results in complaints by local residents or if the calling of the Local Authority or police to the Village Hall/ Club or Grounds we may immediately cancel your booking and require you to leave immediately. If this happens we will not refund any of the costs of hire or security deposit.
12. Responsibility for any loss or damage (guests and contractors)
We do not accept liability for any damage or loss to your or your guest’s or contractor’s property whilst on our Premises or in our grounds.